PWS - SMC Graduation.docx

PERFORMANCE WORK STATEMENT

Sergeants Major Course Graduation

PART 1

GENERAL INORMATION

1. General. This is a non-personal services contract to provide the Noncommissioned Officer Center of Excellence (NCOLCoE) with a venue to accommodate the Sergeants Major Course (SMC) Graduation. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the SMC Graduation as defined in this Performance Work Statement (PWS). The Contractor shall perform to the standards in this contract.

1.2. Background: The Noncommissioned Officer Center of Excellence (NCOLCoE) requires a location for the Sergeants Major Course (SMC) Graduation Ceremony with a minimum of 8,000 – 10,000 seats. The NCOLCoE requires a location that can seat 720 graduates in an isolated section of seating (i.e., main floor), 300 VIPs, and at least 9,000 family members and guests in general seating. Items provided shall be the Air Conditioned Building, a stage, stage lighting, projection capability and screens with ability to be viewed throughout venue seating, public address audio visual equipment with sound projection capable of being heard from any seat within the venue (3-Wireless Microphones, 3-Podiums, & 2-video cameras) (see Part 4 for additional equipment requirements).

1.3. Objectives: This Performance Work Statement describes the requirement to provide adequate space, resources and support to host NCOLCoE SMC Graduation Ceremony.

1.4. Scope: This contract includes all functions, tasks and responsibilities normally performed by a Civic Center. The Contractor shall be responsible for the following items and/or services: The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform SMC Graduation as defined in this Performance Work Statement (PWS). The Contractor shall comply with all applicable laws and regulations, including but not limited to Federal Law, Texas State Law, and Occupational Safety and Health Administration (OSHA) regulations.

1.5. Period of Performance: The period of performance shall be for one (1) Base Year. The Period of Performance reads as follows:

Base Year 13 June 2025

1.6 Quality Control, Quality Control is the responsibility of the Contractor. The Contractor is responsible for the delivery of quality services to the Government (see FAR 52.246-1, Contractor Inspection Requirements). The Quality Control Plan (QCP) shall implement standardized procedure/methodology for monitoring contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services are provided to the Government.

1.6.1. Corrective Actions. At any time, it is determined by the Contracting Officer or COR that the QCP is not providing results which conform to contract requirements, action shall be taken by the Contractor to correct the deficiency.

1.7 Quality Assurance.

1.7.1. The contractor shall comply with the government’s quality assurance program as defined in the Quality Assurance Surveillance Plan; this is a Government only document. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level(s) (AQL). Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PWS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

1.7.2. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the Government views the contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government, minutes shall be taken during the meeting.

1.8 Hours of Operation.

1.8.1. The facility shall be open from 6:00 AM - 6:00 PM on 13 June 2025 for NCOLCoE Key Leader walk-through, Setup, SMC Graduation Rehearsal, and SMC Graduation ceremony.

1.8.2. Federal Government Holidays:

1.9 Place of Performance: The work to be performed under this contract will be performed in El Paso, TX.

1.10 Type of Contract: The Government will award a Firm Fixed Contract.

1.11 Security

1.12 Safety. The Contractor shall establish and maintain a fire evacuation plan in order to provide a safe and orderly evacuation for the protection to the life and health of employees and other persons attending the SMC Graduation rehearsal and Graduation ceremony.

1.12.1. Reporting of Fire and Safety Hazards. The Contractor shall train personnel to recognize fire and safety hazards and encourage personnel in the performance of their duties to report fire and safety hazards and unsafe conditions to their supervisor. The Contactor shall take corrective action to remedy reported deficiencies IAW the terms of this contract. The COR shall be notified of deficiencies beyond the terms of this contract.

1.12.3. Environment and OSHA. The Contractor shall comply with all local, State, and Federal environmental and occupational safety laws, rules, and regulations. Any apparent conflict between compliance with such local, State, and Federal environmental and occupational safety laws, rules, regulations, and compliance with the requirements of the contract shall be immediately brought to the attention of the Contracting Officer or authorized representative for final resolution. The Contractor shall notify the Contracting Officer or COR in writing in addition to any verbal notification of such conflict. The Contractor shall be liable for all fines, penalties, and costs which result from violations of, or failure to comply with, all such local State, or Federal laws, rules, and regulations. All unsafe acts or conditions fostered by the Contractor or Contractor personnel may be grounds for the Contracting Officer or authorized representative to halt any and all Contractor performance with a commensurate deduction of monies due to the Contractor until such unsafe conditions are corrected. The Contractor shall take due caution not to endanger personnel during performance of this contract. Upon discovery of a serious hazard such as, but not limited to, fire, or large fuel spill, the Contractor shall notify the Contracting Officer or designated representative.

1.12.4. Personnel Safety. The Contractor shall immediately correct all safety deficiencies upon notification of the deficiencies by the Contracting Officer, COR, or designated representative, and shall notify the Contracting Officer of the corrective action to be taken.

1.13. Project Manager (PM): Contractor’s Project Manager (PM) designation: The contractor shall designate a PM to the government to be responsible for performance of all work under the contract. The PM monitors all technical aspects of the contract and assists in contract administration. The PM is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies. The PM is not authorized to change any of the terms and conditions of the resulting order.

The contractor shall provide in writing the complete name of the PM and telephone number so that he/she may be contacted during the duration of the contract.

1.14 Personnel. For purposes of this paragraph, the term “personnel” or “employee(s)” refers to any person performing work related to this contract, including but not limited to, the Contractor’s employees, agents, representatives, or subcontractors. The Contractor shall staff this effort with trained, competent and capable employee(s) for the discipline they are assigned to. Contractor personnel shall present a clean, neat and professional appearance.

1.14.1. Contractor’s personnel, whose tasks involve operation of any vehicles, shall possess a valid U.S. state driver’s license, applicable for the type and class of vehicle being operated.

1.14.2. Contractor’s personnel shall either be a United States Citizen or authorized to work in the United States.

1.14.3. Speaking, Reading, and Understanding English. Where reading, understanding, and discussing environmental, health, and safety warnings are an integral part of an employee’s duties, Contractor’s employee shall be able to understand, read, write, and speak the English language fluently. English shall be the only language used with regard to this contract for written correspondence, discussions and other business transactions.

1.14.4. Identification of Contractor Employees. All contract personnel attending meetings and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.14.5. Conflict of Interest & Employment of Government Personnel. The Contractor shall not knowingly employ any person who is a U.S. Government employee if employing that person would create a conflict of interest. Additionally, the Subcontractor Personnel (SP) shall not knowingly employ any person who is an employee of the Government, either military or civilian, unless such person seeks and receives written approval according to DOD 5500.7-R, Joint Ethics Regulations (JER) by the individual’s commander or director. A copy of the authorization will be provided to the POC.

In addition, the Contractor is prohibited from employing Government Quality Assurance Representatives (QAR) whom the Contractor knows or should have known are responsible for monitoring any contracts/subcontracts awarded to the service provider.

1.14.6. Employee Uniforms. Contractor employees shall not wear any part of a current authorized military uniform while performing work under the contract.

1.14.7. Personnel Health and Hygiene. Contractor personnel shall be knowledgeable of contract services, safety, and health precautions needed to perform the requirement of the contract.

1.14.8. Supervision of Contractor Employees. The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. Audio Visual (AV) Technician. The AV Technician must setup, operate, maintain, and repair equipment used to amplify, record, and display sound and images. The AV Technician shall provide live streaming video and audio service for the SMC Graduation ceremony and for broadcast on an internet URL to be designated/provided by the US Government.

2.1.2. CONTRACT ADMINISTRATOR. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.1.3. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

2.1.4. CONTRACTING OFFICER. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.5. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.6. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the PWS.

2.1.7. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.8. GOVERNMENT-FURNISHED PROPERTY (GFP) OR GOVERNMENT PROPERTY (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.1.9. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.10. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.11. PROJECT MANAGER (PM). The PM monitors all technical aspects of the contract and assists in contract administration. The PM performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; supervises the contract employees in the execution of the contract, maintain oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies.

2.1.12. QUALITY ASSURANCE. The Government procedures to verify that services being performed by the Contractor are acceptable IAW established standards and requirements of this contract.

2.1.13. QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.14. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.15. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.16. SECURITY PERSONNEL. Maintains building access including patron entry, move-in/move-out and employee entrance, secures the safety of all individuals on the premises, appropriately deals with ”unruly” people and other duties assigned.

2.1.17. STAGEHANDS. Sets up contractor equipment for event, lays sound and lighting cables, operates sound and lighting equipment, and tears down equipment.

2.1.18. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privet of contract with the subcontractor.

2.1.19. WORKDAY. The number of hours per day the Contractor provides services IAW the contract.

2.1.20. WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES: The Government will furnish no materials, equipment, or services.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. Contractor Furnished Items. General: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract.

4.2. Equipment.

4.2.1. 3-Wireless Microphones will be available during the duration of the Rehearsal and Graduation.

4.2.2. 3-Podiums of any style that is professional in appearance, will be available during the duration of the Rehearsal and Graduation.

4.2.3. Provide two video cameras to project live video onto the screens during the Graduation and broadcast on an internet URL to be designated/provided by the US Government.

4.2.4. 5-Draped and skirted Tables available during the Rehearsal and Graduation.

4.2.5. 10-Chairs will be available during the Rehearsal and Graduation, on stage

4.2.6. 10-Electrical drops will be available during the duration of the Rehearsal and Graduation.

4.2.7. Concession Beverage Sales available during the Rehearsal and Graduation.

4.2.8. 1-64’x30’ stage including ramps, Stage will measure 54’x30’. Stage level one will be 36” in height, stage level two will be 48”. Stage will be available during the duration of the Rehearsal and Graduation.

4.2.9. Building needs to be handicap/wheelchair accessible, to include bathrooms.

4.2.10. Two 50’x12’ Video Boards north and south side of the audience/building.

4.2.11. 100-VIP seating directly in front of the graduates.

4.2.12. 13 Jun 2025 – 0600-1100 Rehearsal, 1300-UTC Graduation.

4.2.13. Names and graduation distinctions displayed for each graduate as their name is called. Live feed of graduate walking state will serve as photo.

4.2.14. Stage Lighting – Stage lighting will be on the stage.

4.3. Travel is not required.

4.3.1. A civilian facility is being utilized due to no Government facility existing at Fort Bliss that can accommodate estimated audience and Graduating Class of 9,000+ people.

4.4. Responsibilities of the Contractor. The Contractor shall provide a safe working environment for key consultants and all persons in his/her employment as prescribed by 29 CFR 1910 “Occupational Health and Safety”. The Contractor shall be responsible for all damages to persons and property that occur in connection with the work and service under this contract, without recourse against the Government.

PART 5

SPECIFIC TASKS

5. Specific Tasks. The Contractor will provide the following authorized personnel at the customer’s location in support of the SMC Graduation on 13 June 2025.

5.1. One (1) Project Manager (PM): Service required – 06:00AM – 06:00PM, 13 June 2025. The PM will monitor all technical aspects of the contract and assists in contract administration. The PM performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; supervises the contract employees in the execution of the contract, maintain oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies.

5.2. Forty (40) Security Personnel: Service required – 12:00PM – 04:30PM, 13 June 2025. Security personnel will maintain building access including patron entry, move-in/move-out and employee entrance, secures the safety of all individuals on the premises, appropriately deals with ”unruly” people and other duties assigned, and provide limited ushering responsibilities for guests. Background checks are not required for the security personnel.

5.3 Thirty (30) General Laborers: Service required – 06:00AM – 06:00PM, 13 June 2025. Laborers will conduct setup of chairs needed for graduates and stage-seated personnel, cleaning of venue prior to and after completion of ceremony and general work needed throughout service period as required.

5.4 Five (5) Custodians: Service required – 12:00PM – 04:00PM, 13 June 2025. Custodians will ensure the cleanliness of the venue and all associated facilities prior, during, and after completion of the graduation ceremony.

5.5 1 (1) Medical Team: Service required – 01:00PM – 03:30PM, 13 June 2025. Medical team will provide emergency medical services and remain on standby throughout the ceremony for services and medical transportation, if needed.

5.6. Thirty (30) Stagehands: Service required – 06:00AM – 06:00PM, 13 June 2025. Service required – 11:00AM – 5:00PM, 13 June 2025. Stagehands will set up contractor provided equipment for the event, lays sound and lighting cables, operates sound and lighting equipment, and tears down equipment.

5.7. Five (5) Audio Visual Technicians: Service required – 10:00AM – 04:00PM, 13 June 2025. The AV Technicians will setup, operate, maintain, and repair equipment used to amplify, record, and display sound and images. The AV Technician will provide live streaming video and audio service for the SMC Graduation ceremony and for broadcast on an internet URL to be designated/provided by the US Government.

5.8.

5.7.1. When the Contractor’s performance is unsatisfactory; a CDR shall be issued. If a CDR has to be issued, the Contractor shall reply in writing, giving the reason for the unsatisfactory condition, and what corrective action has been taken; and procedures to prevent recurrence.

5.8 Contractor Management Reporting (CMR):

The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report All Contractor manpower (including sub-Contractor manpower) required for performance of this contract. The Contractor is required to completely fill in all the information in the format using the following web address (or subsequent replacement site) https://cmra.army.mil. Reporting period shall be the period of performance not to exceed 12 months ending 30 September of each Government fiscal year and must be reported by 31 October of each calendar year. The information to be reported is as follows:

5.9. Financial Invoicing. For invoices submitted in Wide Area Work Flow (WAWF), the Contractor shall prepare the WAWF Receipt and Acceptance document. The Contractor shall also notify the POC when electronic invoices have been submitted to DFAS. If the Contractor has been granted direct submission authorization by the Defense Contract Audit Agency (DCAA), they shall provide the POC an information copy of their invoice when submitted to DFAS.

The Invoice shall include:

a. Contract number.

b. Funding status (Awarded, Funded, utilized during the billing month period, utilized to date, and remaining).

c. Funding Issues or problems requiring Contract Officer and Government resolution.

5.10. Inspection Requirements. The Contractor shall provide quality services and/or products IAW this contract.

Attachment 1:

Performance Requirements Summary

Threshold Incentive / disincentive

All tasks will be performed in a timely and efficient manner.

All task performed in a timely and efficient manner.

All task performed in a timely and efficient manner.

Note: Government surveillance of contractor performance is not limited to the Performance Objectives as outlined in this PRS. The Government reserves the right to conduct compliance surveillance of any contractual requirement of this acquisition.

I

PART 6 Applicable Publications: 29 CFR 1910 “Occupational Health and Safety; DOD 5500.7-R, Joint Ethics Regulations (JER); FAR 52.246-1, Contractor Inspection Requirements)