PWS_Final.pdf

Performance Work Statement

AU Booth Design, Storage, and Setup/Teardown

Date: 15 July 2021

1. Summary of Requirements. The contractor shall provide and install one (1) Display Booth and other display materials to be used for events, symposiums and conferences domestic and internationally representing Air University (AU) and affiliate organizations that meet the minimum requirements identified below in paragraph 2.1 – 2.2.6.1. The contractor shall build, store, transport, assemble, and disassemble the AU Display Booth and other materials at one annual conference location. For consistency, the AU Display Booth and associated equipment and materials will be referred to as “AU Booth” from hence forth.

Air University also has a requirement to contract Exhibit Services for storage, shipping, setup and teardown related to the AU Booth for major events and conferences. The purpose of the Performance Work Statement (PWS) is to convey the type and efforts to support these services.

The contractor shall provide qualified oversight, personnel, and services required to support the storage of the AU Booth, provide shipping logistics to the conferences listed in paragraph 1.1, provide personnel to setup and teardown the AU Booth indicated annual conferences, and then provide the return shipping to storage facility of the contractor.

1.1. Annual Conferences

1.1.1. AFA- Air, Space and Cyber Conference, National Harbor, MD (Sept)

(Conference selection may adjust according to Air Force (AF)/AU priority at no additional cost to the government)

2. AU Booth Requirements

2.1. Design Capability. The AU Booth shall have the capability to scale in size to match the exhibit space required for individual events and conference based on budget requirements. Exhibit space range in size for 500 square feet to 2000 square feet.

2.1.1. Ability to adjust panel size and angle.

2.2. Graphics. Must be able to incorporate and exchange AU organizational logos.

2.2.1. Support all AU organizations and schools. Capability to exchange or replace. To see all AU schools and organizations, please go to the following AU website and review the “Academics” Tab, https://www.airuniversity.af.edu/

2.2.2. Ability to redesign graphic walls to meet AF/AU communication themes.

2.2.3. Graphics must be permanent, vibrant, and durable. Made of stretch fabric that locks into place and can be quickly and easily changed.

2.2.4. Height. Not to exceed 14’ for actual booth or structures, does not include overhead display.

2.2.5. Booth Materials.

2.2.5.1. Lightweight, made from ¾” aluminum material. Aluminum construction should be used in frame design to reduce weight and logistical cost.

2.2.5.2. Panel. Utilizing Stretch fabrics and materials that may include design.

2.2.5.3. Lighting. LED lighting configured to each workstations and overhead.

2.2.5.4. Monitors/TV. Appropriate in size to the width of panel walls located and mounted (mounting equipment included).

2.2.5.5. Workstations. Design must incorporate the capability up to (6) functional workstations components to include TV monitor, storage, and graphic functionality.

2.2.5.6. Sitting Area located within the exhibit area to allow for talk and discussion sessions, seating for approx. 12-15.

2.2.5.7. Storage and/or Meeting area capability, 6’-8’ in width.

2.2.5.7.1. If only storage, need secure door access.

2.2.5.7.2. If office area, area needs to be walled for meetings with monitor capability.

2.2.5.8. Electrical capability for individual workstations to handle Kiosk, monitor, computer, laptop or IPad devices

2.2.5.9. Ability to store, manage, and run electrical wires so they are out of sight.

2.2.5.10. Overhead Rectangular Hanging display with graphics.

2.2.5.11. Booth frame is not visible when display panels are in place.

2.2.5.12. Have interlocking seamless panels.

2.2.6. Cases/Packing and Shipping.

2.2.6.1. Cases and packing containers need to be appropriate for long distance shipping and transportation.

2.3. Standard Warranty. The contractor shall provide any Original Equipment Manufacturer (OEM) standard commercial warranty applicable to the products being purchased at no additional cost to the Government.

2.3.1. Prior to project acceptance, the contractor shall provide the customer with all manufacturer warranties as needed for any component incorporated into this project such as equipment manuals, literature, CDs, and DVDs and other documentation on all equipment and software.

2.3.2. Prior to project acceptance, the contractor shall provide written procedures, points of contact within company and required information for all warranty services. This information shall include written confirmation of the warranty period, phone numbers, and contact information/procedures for technical support, troubleshooting assistance, and replacement of faulty equipment.

2.4. General Information. Items must be brand new. Refurbished items are not authorized.

2.5. Contractor must submit scaled drawings of proposed AU Booth design and layout along with solicitation proposal documents for review by selection panel. Once approved, contractor cannot change design plans without approval from the point of contact listed in paragraph 6.

3. Storage area Requirements. Storage area must:

3.1. Be secured at all times to prevent loss or damage of AU Booth. Contractor will ensure AU Booth is properly stored and is kept clean and functional 100% of the time.

3.2. Be kept and maintained in a good, clean, and sanitary condition at all times. Contract will notify the customer if booth is unsecured or unable to be secured, damaged, dirty, or is in non-functional condition 100% of the time.

3.3. Be climate controlled to prevent mold, mildew, rust, or corrosion of stored items.

3.4. Be protected against outside environmental elements.

4. Conference Setup/Tear Down Requirements.

4.1. Contractor is responsible for all delivery expenses associated with getting the AU Booth from the storage facility to and from each conference center location listed in paragraph 1.1.

4.1.1. Setup/Teardown and shipping costs will not be billed to the government until the month prior to the scheduled event. At any time the government may choose to cancel an event at no cost to the government. If an event is cancelled, the contractor will be notified 30 days in advanced of the scheduled conference. The government will not be charged setup/teardown or shipping costs for events that are cancelled.

4.2. Contractor will coordinate and schedule with each conference center and shipping company of choice, the transportation of the AU Booth to and from each conference location.

4.2.1. Ensure AU Booth arrives safely and timely at each location and is setup prior to the start of each scheduled conference.

4.2.2. Ensure AU Booth is torn down and packaged in a timely manner to not incur additional fees.

4.2.3. Ensures AU Booth arrives safely at storage facility after each conference. Vendor must inspect AU Booth for damage. Damages found must be immediately reported to government point of contact listed in paragraph 6.

4.2.4. Contractor will abide by all requirements established by each conference venue.

5. Period of Performance. The period of performance shall be a one (1) base period of 2-months.

6. Point of Contact (POC): Patricia Roberson, patricia.roberson@us.af.mil, 334-953-1341.

7. SERVICE SUMMARY

Performance Objective PWS Para Performance Threshold Provide storage for AU Booth 3.1. Contractor will ensure AU Booth is properly stored and is kept clean and functional 100% of the time.

Customer Notification 3.2. Contract will notify the customer if booth is unsecured or unable to be secured, damaged, dirty, or is in non-functional condition 100% of the time.

AU Booth Setup 4.1.2. Setup AU Booth using requested layout provided by government POC 90% accurately.

AU Booth Delivery 4.2.1. Contractor will ensure AU Booth arrives safely and timely at each location and is setup prior to the start of each scheduled conference 100% of the time.

8. SECURITY REQUIREMENTS

SECURITY REQUIREMENTS FOR UNCLASSIFIED SERVICES ONLY (No CAC REQUIRED)

8.1. Contractor Notification Responsibilities: The contractor shall notify the contracting office within 30 days before on-base performance of the service. The notification shall include:

a. Name, address, and telephone number of contractor representatives.

b. The contract number and contracting agency.

c. The location(s) of service performance and future performance, if known.

d. The date service performance begins.

e. Any change to information previously provided under this paragraph.

8.2. Installation Access Requirements: As prescribed by the AFFARS 5352.242-9000, Contractor access to Air Force installations, AFI 31-218, Motor Vehicle Traffic Supervision, and AFMAN 31-113, Installation Perimeter Access Control.

The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air Force installation(s) cited in the contract.

Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate to obtain a vehicle pass. Government ID card holders may not use their credentials to sponsor an individual on to the base to perform work that’s been contracted to an official contractor.

During performance of the service, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials for any employee who no longer requires access to the work site.

All commercial vehicles will be directed to Gate 3 (Kelly St) or Gate 4 (Congressman Dickenson for Gunter) for processing through the Commercial Vehicle Inspection (CVI) Area, when operational.

During non-duty hours and holidays, commercial vehicle inspections will be conducted at Gate 1 (Maxwell Blvd) or Gate 4 only. Inspection members will conduct thorough inspections of the interior and exterior of the vehicle for items prohibited from the installation such as explosive devices, weapons and ammunition, drugs, and open or closed alcohol containers.

Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

Failure to comply with these requirements may result in withholding of final payment.

8.3. Reporting Requirements: The contractor shall comply with AFI 71-101, Volume-1, Criminal Investigations, and Volume-2, Protective Service Matters, requirements. Contractor personnel shall report to 42d Air Base Wing Information Protection Office, any information or circumstances of which they are aware may pose a threat to the security of DoD personnel, contractor personnel, resources, and classified or unclassified defense information. Contractor employees shall be briefed by their immediate supervisor upon initial on-base assignment and as required thereafter.

8.4. Traffic Laws: The contractor and their employees shall comply with base traffic regulations set forth in AFI 31-218, Motor Vehicle Traffic Supervision and AFMAN 31-113, Installation Perimeter Access Control. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

8.5. Random Installation Entry/Exit Checks: Entry/exit vehicle checks are conducted by order of the 42 ABW Commander. These checks are conducted for the purpose of safeguarding the base and protecting government property by discovering and seizing stolen property, classified information and contraband. Refusal to submit to an installation (entry/exit) vehicle check may result in the loss of base driving privileges, revocation of base registration, or debarment action.

8.6. Cellular Phone Operation Policy: The use of cellular phones while operating a motorized vehicle is prohibited on Maxwell-Gunter. Although discouraged, drivers are authorized to use devices, i.e. ear bud or ear boom, which allows their cellular phone to be operated hands-free. The device must not cover both ears. This policy applies to everyone driving on Maxwell AFB and Gunter Annex. Personnel in violation may be issued a Central Violations Bureau Form 1805 traffic ticket.

8.7. Wireless Electronic Devices: The contractor will not establish their own Information Technology (IT) systems or networks (Local Area Networks [LAN], Wide Area Network [WAN], Cellular phone/USB Modem as WAN, Wi-Fi as WAN, etc.), or camera system without the direct permission of the Program Manager and governing communications and responsible information systems office (42

CS).

8.8. Firearms and Ammunition: Transporting weapons or ammunition, concealed or otherwise, IS NOT permitted by any non-law enforcement personnel on Maxwell AFB/Gunter Annex at any time regardless of state issued concealed weapons/LEOSA permits. Violations may result in criminal prosecution under the applicable federal laws.

8.9. Illegal Weapons. The below weapons are considered illegal, unless specifically authorized by competent authority, and are prohibited on Maxwell AFB/Gunter Annex. Violations may result in criminal prosecution under the applicable federal laws.

a. Switchblade knives or knives with any type of automatic blade release.

b. An incendiary/explosive weapon (e.g., grenades, flash bangs).

c. Fireworks

d. Homemade mortars, aka "tennis ball launchers" or similar devices.