Performance Work Statement 2025 ERAC.pdf

PERFORMANCE WORK STATEMENT

Naval Supply Systems Command (NAVSUP) Headquarters (HQ) 2025 Employee Recognition Award Ceremony (ERAC) and Picnic

1. OBJECTIVE:

To contract with an Event Planner to assist with organizing a multiple day event, that consist of subcontracting caterer(s), caricaturist(s), ice cream carts, and rental/set up of picnic tents, tables, chairs, port-a-potties, and various entertainment attractions for the following three events that will be held at the Naval Support Activity (NSA) Mechanicsburg located at 5450 Carlisle Pike, Mechanicsburg, PA 17050:

Event 1 – Ice Cream Social with Bruster’s Ice Cream Carts to serve up to 300 employees from 11:00 am – 2:00 pm on Monday, August 18, 2025, at Bldg. 309.

Event 2 – Employee Recognition Award Ceremony (ERAC) for up to 500 employees from 11:00 am – 12:00 pm on Thursday, August 21, 2025, at Bldg. 14.

Event 3 – Employee Recognition Award Ceremony (ERAC) Picnic to serve up to 500 employees with catered lunch (Food and Beverage) meals and drinks, disposable tableware, Bruster’s Ice Cream Carts, and various entertainment attractions consisting of Caricaturists, Inflatable Soccer Darts, a Dunk Tank, Cornhole Games, Volleyball Net & Balls, Horseshoes, Music Playing via PA Sound System, from 12:00 pm – 2:00 pm on Thursday, August 21, 2025 at the outdoor picnic grounds area (see Attachment 1).

(Note: Event 3 requires the Picnic Area to be setup the day prior, from 8:00 am – 5:00 pm on Wednesday, August 20, 2025 & then breakdown of the Picnic Area will begin after event ends, from 2:00 pm – 5:00 pm on Thursday, August 21, 2025)

2. SCOPE OF WORK:

Event Planner will closely work with NAVSUP Point of Contact (POC) ERAC Planner to ensure all requirements, deliverables, and menu items agreed upon are provided in accordance with the contract to ensure a successful turnout at all events.

3. PERIOD OF PERFORMANCE:

Effective Date of Award – August 21, 2025

4. REQUIREMENTS AND DELIVERABLES:

a. Event Planner shall communicate with the NAVSUP POC ERAC Planner via a phone conference twice (2) per week for up to 1 hour starting after the effective contract award date and ending after the final event day concludes, to coordinate and finalize the various components of planning the events.

b. Event Planner shall be available for an on-site visit from 8:00 am – 5:00 pm at the Naval Support Activity (NSA) Mechanicsburg Base located at 5450 Carlisle Pike, Bldg 14, Mechanicsburg, PA 17050, on the following two (2) dates:

1) Wednesday, August 20, 2025 assist with organizing and overseeing the timely setup of the following areas with the specified items:

i. Indoor Award Ceremony Area in Building 14 – the setup of tables and chairs.

ii. Outdoor Picnic Area – the setup of any Food, Beverage, and Dessert Serving Equipment, Tents, Tables/Tablecloths, Chairs, Inflatable Soccer Darts, Dunk Tank, Cornhole, Volleyball Nets & Balls, Horseshoe areas, Caricaturist areas, PA Sound System, and Port-A-Potties placement, and anything else that’s applicable (see Attachment 1).

2) Thursday, August 21, 2025 to assist with organizing and overseeing the timely setup of the following areas with the specified items before the event, between 10:00 am – 12:00 pm:

i. Indoor Award Ceremony Area in Building 14 – any applicable items

ii. Outdoor Picnic Area – the setup and preparation to serve any Food, Beverage, and I Dessert, as well as, ensure entertainment, activities, and facilities are operational and ready for use (i.e. Inflatable Soccer Darts, Dunk Tank, Cornhole, Volleyball Nets & Balls, Horseshoe areas, Caricaturists, PA Sound System, and Port-A-Potties, and anything else that’s applicable_. .

3) Thursday, August 21, 2025 to assist with overseeing and ensuring the timely breakdown of the following areas with the specified items after the event, between at 2:00 pm – 4:00 pm:

i. Indoor Award Ceremony in Building 14 - the breakdown of table and chairs

ii. Outdoor Picnic Area –

1. the breakdown of all Food, Beverage, and Dessert Serving

Equipment

2. the distribution of leftover food into single serve to-go plates and the instructional guidance to ensure they reach the appropriate destination,

3. the breakdown of Tents, Tables, Chairs, Inflatable Soccer Carts, Dunk Tank, and PA Sound System

4. the pickup and return of rented Port-A-Potties, and

5. anything else that’s applicable to return the areas to their original state prior to the event.

c. Event planner shall contract with Bruster’s Ice Cream to ensure at least two (2) Bruster’s Ice Cream Carts are able to serve dessert and provide any applicable disposable bowls, utensils, and napkins for:

1) Up to 300 employees from 11:00 am – 2:00 pm on Monday, August 18, 2025, at Bldg. 309 on NSA Mechanicsburg Base, and

2) Up to 500 employees from 12:00 pm – 2:00 pm on Thursday, August 21, 2025, at the Picnic Area on NSA Mechanicsburg Base.

d. Event planner shall provide or contract with caterers and other parties to ensure that any applicable food equipment is set up on Wednesday, August 20, 2025, at the Picnic Area on NSA Mechanicsburg, the day prior to the picnic event (see Attachment 1).

e. Event planner shall provide or contract with caterers and other parties to provide and serve lunch meals to accommodate up to 500 employees from 12:00 p.m. – 2:00 p.m. on Thursday, August 21, 2025, at the Picnic Area on NSA. The meal shall consist of the following:

- Entrees:

- Italian Paninis

- Combo Club Paninis

- Ham & Swiss Wraps with Lettuce, Tomato, and Onion

- Turkey & Provolone Wraps with Lettuce, Tomato, and Onion

- Veggie Wraps

- BBQ Ribs

- Brisket

- Sides:

- Pasta Salad

- Potato Salad

- Baked Beans

- Mac & Cheese

- Coleslaw

- Bags of Chips

- Condiments:

- BBQ sauce

- Salt & Pepper

- Ketchup, Mustard, Mayonnaise, & any other appropriate sauces for Paninis and Wraps

- Non-alcoholic chilled beverages:

- Gatorade

- Pepsi

- Diet Pepsi

- Sprite

- Lemonade

- Bottled Water

f. Event planner shall ensure caterers and other parties set up and prepare food from 10 am – 11:59 am, on Thursday, August 21, 2025, as well as clean up and pack up, from 2:01 pm – 4:00 pm, prior to departing (see Attachment 1).

g. Event planner shall provide disposable tableware/utensils (plates, forks, spoons, knives, cups, and napkins) to accommodate up to 500 employees for the Picnic on Thursday, August 21, 2025 from 12:00 pm – 2:00 pm (see Attachment 1).

h. Event planner shall provide or contract with caricaturists to provide entertainment and activities for the Picnic on Thursday, August 21, 2025 from 12:00 pm – 2:00 pm (see Attachment 1).

i. Event planner shall provide or contract with a business to rent at least two (2) Port-A-Potties, to be delivered and set up at the Picnic Area Wednesday, August 20, 2025 and picked up Thursday, August 21, 2025 after 3:00 pm (see Attachment 1).

j. Event planner shall provide or contract with Naval Support Activity (NSA) Mechanicsburg’s

Morale, Welfare, and Recreation (MWR) program or another suitable subcontractor to rent the following:

1) Rental of NSA Picnic Area on the following days:

i. Wednesday, August 20, 2025 – to set up tables, chairs, tents, and entertainment activities, music PA sound system, food serving equipment, and any other applicable items

ii. Thursday, August 21, 2025 – to host picnic event, as well as, breakdown all items set up and return the picnic area to its original state

2) Rental of MWR Equipment:

- 8 Tents - 4 20’x20’, 4 15’x15’, and other tents as may be necessary

- 30 Tables (6 feet long)

- 150 Chairs (6 per rented table)

- Inflatable Soccer Darts (we will need electrical extension cords)

- Dunk Tank (we will need to Fire Department to fill it)

- Cornhole (at least 3 sets, but as many as you can provide, 6 would be great)

- Volleyball Net & Balls

- Horseshoes

- PA sound system (to play music)

5. GOVERNMENT FURNISHED EQUIPMENT AND MATERIALS

The following Venues and Items will be provided by government:

- Event # 1 – Venue located in Building 309

- Event # 2 – Venue located in building 14 Seating for up to 500 employees

- Event # 3 – Venue located at NSA Picnic Area near East Gate and Building 14

- Access to indoor restroom facilities

- Trash Cans and Trash Bags

- Parking

- Table Cloths

6. EVENTS, DATES, TIMES, AND LOCATIONS:

Three (3) separate events will take place at three (3) different locations on the:

Naval Support Activity (NSA) Mechanicsburg Base

5450 Carlisle Pike Mechanicsburg, PA 17050

EVENT DATE TIME EVENT LOCATION

Ice Cream Social

Monday

August 18, 2025

11:00 am to 2:00 pm inside

Bldg. 309

Employee Recognition Award

Ceremony (ERAC)

Thursday

August 21, 2025

11:00 am

12:00 pm inside

Bldg. 14

Employee Recognition Award

Ceremony (ERAC)

PICNIC

Thursday

August 21, 2025

12:00 pm

2:00 pm outdoor

Picnic Area

7. RAIN PLANS:

No rain date, given the NSA Picnic Area has covered seating in pavilions, and there will be tents.

8. ADDITIONAL INFORMATION:

The government has market research estimates from multiple caterers authorized by NEX to cater food on the NSA Mechanicsburg base, as well as multiple caricaturist capable of providing entertainment and activities; however, none of them are registered on the System for Award Management (SAM.gov) website. Therefore, a prime contractor “event planner” that’s registered on SAM.gov is required to provide all the services themselves or coordinate with subcontractors to provide the requested services.

The government is amenable to the prime contractor choosing other subcontractors if feasible but would prefer consideration of current market research estimates on file, before finalizing quote.

9. PAYMENTS (INVOICES)

To Be Determined

10. CONTRACTOR POINT OF CONTACT (POC):

To Be Determined

11. NAVAL SUPPLY SYSTEMS COMMAND (NAVSUP) POINT OF CONTACT (POC)

EMPLOYEE RECOGNITION AWARDS CEREMONY (ERAC) PLANNER:

Thomas Oziemblowsky (“Oz”) Administrative Officer, SUP 16