PWS_ TNIP 2024_Exhibit Services.docx

PERFORMANCE WORK STATEMENT (PWS)

Award

1. Contracting Officer’s Representative (COR).

a. Primary COR. See DITCO Additional Text G1 - Points of Contact

b. Alternate COR. See DITCO Additional Text G1 - Points of Contact

2. Contract Title.

Exhibit Booth Services for DISA Exhibit at AFCEA TechNet Indo-Pacific 2024 Conference.

3. Background.

DISA participates as an exhibitor annually at the Armed Forces Communications and Electronics Association International (AFCEA) TechNet Indo-Pacific Conference held in Honolulu, Hawaii. The event is a major networking and collaborating event for the agency with mission partners and industry operating within and supporting the Indo-Pacific Area of Operation (AOR).

4. Objectives:

This requirement is to provide the rental of background display structures with graphics, exhibit furniture, carpet and carpet padding, installation, dismantling, and shipping for the 50ft-by-50ft DISA Pavilion at TechNet Indo-Pacific 2024. All services required are non-personal services.

5. Scope.

Rental, shipping, installation, and dismantling services for the DISA exhibit at AFCEA TechNet Indo-Pacific 2024 event occurring October 22, 2024, through October 24, 2024.

6. Performance Requirements.

6.1 Task 1 – TechNet Indo-Pacific Requirements for Non-Official Contractors

TechNet Indo-Pacific 2204 is hosted by AFCEA and Vista Convention Services is the designated official General Service Contractor for the event. To provide services on-site at the Hawai’i Convention Center the contractor shall coordinate directly with Vista Convention Services as needed and adhere to their non-official contractor’s requirements. The contractor shall meet the following tasks below.

6.1.1 Subtask 1. Intent to Use Non-Official Contractors Form

Contractor shall complete and sign Vista Convention Services’ “Intent to Use Non-Official Contractors” Form (Attachment 1). The Contractor shall provide a digital PDF copy of the completed form as part of the proposal submission, failure to do so will consider the contractors proposal ineligible to receive the award. Following award, the Government will submit the completed form to Vista Convention Services prior to the published deadline of September 20, 2024.

6.1.2 Subtask 2. Original Certificate of Insurance

The Contractor shall provide an original “Certificate of Insurance.” The contractor shall provide their certificate of as part of the proposal submission, failure to do so will consider the contractors proposal ineligible to receive the award. Following award, the Government will submit the “Certificate of Insurance” to Vista Convention Services prior to the published deadline of September 20, 2024.

Non-Official Contractors shall obtain an “EXHIBIT CREW” badge at the Vista Convention Services Labor Desk and wear the badge to access the Exhibit Hall.

6.1.3 Subtask 3. Non-Official Contractor Labor Guidelines

The contractor shall coordinate with and follow the event designated General Service Contractor, Vista Convention Services, labor guidelines with regards to labor used on-site at the convention center. Trade shows, conventions, and special events in the vicinity are governed by local union contracts. The following reflects the applicable union jurisdictions as stated within the TechNet Indo-Pacific 2024 Exhibitor Manual:

MATERIAL HANDLING

Vista Convention Services has the responsibility of receiving and handling all the exhibit materials and empty containers. It is Vista’s responsibility to manage the docks and schedule vehicles for the smooth and efficient move in/moveout of the trade show. Vista will not be responsible for any material it does not handle. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner's expense. The fire marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with Vista to store empty containers.

BOOTH LABOR

Vista Convention Services has the responsibility of receiving and handling all the exhibit materials and empty containers. It is Vista’s responsibility to manage the docks and schedule vehicles for the smooth and efficient move in/moveout of the trade show. Vista will not be responsible for any material it does not handle. Vehicles must not be left unattended at the loading areas. Any unattended vehicles will be towed at the owner's expense. The fire marshal absolutely prohibits the storage of empty containers in the exhibit hall. Arrangements have been made with VISTA to store empty containers.

IN GENERAL

Craftsmen at all levels are instructed to refrain from expressing any grievances or directly challenging the practices of any exhibitor. All questions originated by labor are to be expressed directly to Vista management personnel. It is recommended that any questions arising with regard to union jurisdiction or practices should be directed to a management representative of Vista.

Deliverables:

*Standard Distribution: 1 copy of the deliverable to the Contracting Officer; 1 copy of the deliverable to the Primary Contracting Officer Representative (COR) upon contract award.

6.2 Task 2 – Carpet Rental

The contractor shall provide 500 square feet of gray carpet and 500 square feet of carpet padding for the 10ft x 50 ft Exhibit Area as depicted in Attachment 2 – Exhibit Layout Concept. The carpet and carpet padding must be installed for use within the DISA Pavilion no later than 5:00 p.m. HT October 21, 2024. Carpet and carpet padding will be available for use for the duration of the conference: October 22 – October 24, 2024.

6.3 Task 3 - Background Display Structures

The contractor shall provide rental of display structures that will serve as the background for the DISA exhibit space. The contractor shall provide the materials, installation, dismantling, and required labor for the structures listed in section 6.3. Structures must meet the dimensions and layout design per Exhibit Layout Concept (Attachment 2). Though the DISA Pavilion is 50ft-by-50ft in entirety, 50ft-by-40ft of that space will be utilized for a theatre capability. The remaining 50ft by 10ft space will be utilized as an Exhibit Area.

The contractor shall submit a digital layout of their proposed booth design in PDF file format as part of their proposal. The digital layout shall include, at minimum, depiction of the 50’ x 20’ footprint where services are requested below and be drawn to scale. The contractor shall provide the dimensions (length, width, depth, height) of the individual structures within the digital layout to include the structure features (i.e., doors, graphic surface space, etc.). The contractor shall provide identification of the wall materials used for the proposed structures.

6.3.1 Subtask 1. Main Display Wall

The contractor shall provide rental and installation services for a hard walled display, separating the Exhibit Area and the Theatre Area. The Main Display Wall must meet the following requirements:

a. Display wall must be no shorter than 8 ft tall and 50 ft wide.

b. Display wall must be able to display agency graphics per paragraph 6.4. Task 4 on both sides – front and back.

c. Wall must be able to display (2) 50-inch monitors mounted on the front (Exhibit Area side) per the Attachment 2 - Exhibit Layout Concept. Monitors will be provided by the Government. The contractor shall mount the provided monitors to wall where indicated.

d. Curtains functioning as walls will not be accepted.

The Main Display Wall can only be installed during the exhibit hall Move-In days during open hours:

Sunday, October 20, 2024: 12:00 p.m. – 5:00 p.m. HT Monday, October 21, 2024: 8:00 a.m. – 5:00 p.m. HT

The open hours shall be referenced as ‘Move-In days’ for the remainder of the document. The requested display wall must be completely installed and fully functional within the DISA exhibit footprint no later than 5:00 p.m. HT on October 21, 2024.

6.3.2 Subtask 2. Speaker Staging Area

The contractor shall provide rental and installation services of a hard walled Speaker Staging Area. The Speaker Staging Area must meet the following criteria:

a. Dimensions: 15 ft by 10 ft.

b. Must be connected to the back of the Main Display Wall as depicted in Attachment 2 – Exhibit Layout Concept. Curtains functioning as walls will not be accepted.

c. The outer facing walls must be able to display graphics per Attachment 2 – Exhibit Layout Concept and paragraph 6.4 Task 4. The inner walls do not require graphics.

d. The area must include one door for entry access that can be secured by lock and key. The door must be on the side wall facing the aisle as depicted in Attachment 2 – Exhibit Layout Concept.

Installation must occur during the exhibit hall Move-In days during open hours (reference 6.3.1). The Speaker Staging Area must be completely installed and fully functional within the DISA Pavilion no later than 5:00 p.m. HT on October 21, 2024.

6.2.4 Subtask 4. Structure Removal

The contractor shall dismantle and remove all requested structures from the DISA Pavilion during the designated Exhibit Move-Out on October 24, 2024, from 1:00 p.m. to 8:30 p.m. HT. No dismantling can occur before 1:00 p.m. HT per AFCEA guidance.

Deliverables:

6.4 Task 4 – Graphics Criteria

The contractor shall print and display graphics received from the Government on the following structures requested:

· Main Display Wall (Front and Back)

· Speaker Staging Area (Outside Walls Only)

· 10ft x 16ft Single Tower Display (Front and Back)

· Single Back Wall Display (Front Only)

The contractor shall provide a seamless backwall display and end-to-end graphics on each requested structure. The Government will provide the graphic images for each structural display following contract award. Display graphics must be color-matched to the graphics submitted by the Government. The contractor shall provide a print proof of each display graphic to the Government for review and acceptance prior to the contractor printing on materials. The contractor shall provide advanced submission of any design/layout templates for the requested structures and print specifications within the contractors’ quote submission. The contractor shall identify the wall/structural materials proposed, and the proposed material of the graphics displays within their quote submission. All graphics must be completed and fully installed on all requested items no later than 5:00 p.m. HT, October 21, 2024.

Deliverables:

*Standard Distribution: N/A

6.5 Task 5 – Exhibit Furniture Rental

The contractor shall provide rental of furniture that will be utilized within the DISA Pavilion footprint.

6.5.1 Subtask 1. Exhibit Area Furniture

The contractor shall provide the following items for the Exhibit Area:

The contractor shall provide the following information for each item proposed to fulfill the request above within their proposal:

· Dimensions (width, depth, and height) in inches/feet

· Material of item

· Digital image of each item

6.5.2 Subtask 2. Speaking Staging Area Furniture

The contractor shall provide the following items for the Speaker Staging Area:

The width and length of the white board or tack board cannot exceed the height and width of the Speaker Staging Area walls. The contractor shall provide the following information for each item proposed to fulfill the request above within their proposal:

· Dimensions (width, depth, and height) in inches/feet

· Material of the item

· Digital image of individual item

6.5.3 Subtask 4. Delivery and Removal

The contractor shall deliver the Exhibit Furniture Rental requested in 6.5 to the DISA Pavilion during the Exhibit Move-In dates., and no later than 3:00 p.m. HT on October 21, 2024. The contractor shall remove the items from the DISA exhibit space and convention center during the exhibit Move-Out beginning at 1:00 p.m. HT and completed no later than 9:00 p.m. HT on October 24, 2024.

Deliverables:

*Standard Distribution: N/A

6.6 Task 6 – Material Handling and Shipping

6.6.1 Subtask 1. Outbound Shipping

The contractor shall provide round trip material handling and shipping services for the DISA exhibit equipment. Equipment will be prepackaged for transport on either wrapped pallet(s) or plastic shipping crate(s). The contractor shall pick up items from the DISA Warehouse on a scheduled date, provided to them by the COR. The Government estimates shipping 1500 lbs in weight. Items will be stored in secured palletized crate(s), wrapped wood pallet(s), and (2) wheeled shipping cases for the monitors. The contractor shall propose one potential date for pick-up within their proposal. The Government will confirm the date for the official pick-up post award. The DISA Warehouse address:

Defense Information Systems Agency – Warehouse Loading Dock 6908 Cooper Avenue Fort Meade, MD 20755

To access the Fort Meade military installation, the contractor’s driver must have and show a REAL ID (identification) license to the security guard(s) at the gate. The contractor must also enter the military installation through the Fort Meade Main Entry Gate. Main Gate address and directions will be provided to the contractor by the Government following award.

The contractor shall transport the equipment/items to the conference Show Site location and DISA exhibit space at address:

Defense Information Systems Agency (DISA) Booth TechNet Indo-Pacific 2024 Hawai’i Convention Center Halls 1, 2, &3 c/o Vista Convention Services 1801 Kalakaua Avenue.

Honolulu, HI 96815

Show site shipments will be received by the General Service Contractor (Vista) beginning Sunday, October 20, 2024, at 12:00 p.m HT. Shipments arriving at the show site prior to this date and time may be refused or charged an off-target rate. The Government will not reimburse additional off-target charges associated with an early arrival. The contractor shall transport the shipment to the DISA Pavilion within the Exhibit Hall during the Exhibit Move-In dates/hours:

Sunday, October 20, 2024: 12:00 p.m. – 5:00 p.m. HT Monday, October 21, 2024: 8:00 a.m. – 5:00 p.m. HT

6.6.2 Subtask 2. Return Shipping

The contractor shall provide Bill of Landing (10 copies) for return shipping no later than 23 October 2024. The contractor shall pick-up the DISA equipment during the conference Exhibit Move-Out on Thursday, October 24, 2024, from 1:00 p.m. – 8:00 p.m. HT, and transport the equipment back to the DISA Warehouse. The equipment must be picked-up and removed from the exhibit space no later than 8:00 p.m. HT on October 24, 2024. In accordance with event policy, the Government will not begin dismantling the DISA exhibit and re-pack items for shipping until 1:00 p.m. HT.

The contractor shall notify the DISA Exhibit Showcase Manager and COR of the shipments return date. Government requests shipping equipment be returned to the DISA Warehouse no later than 2:30 p.m. ET on November 19, 2024. The Government cannot accept return shipments on Monday, November 11. 2024 due to the Federal Holiday.

Deliverables:

*Standard Distribution: N/A

7. Performance Standards.

Carpet and Carpet Padding

Installed as requested in 6.2 Minimum Acceptable:

Carpet and Carpet padding installed no later than 5:00 p.m. HT, 21 October 24 as requested in paragraph 6.2 – Task 2.

Calculation:

Measurement tape, exhibit management visual confirmation.

Background Display Structures and Graphics

Installed as requested in 6.3 and 6.4.

Minimum Acceptable:

Structures and graphics installed no later than 5:00 p.m. HT, 21 October 24. Structures installed, fully functional, and within the dimensions specified in para. 6.3. Display graphics are seamless and end-to-end on each required structure. Display graphics color-matched to the graphics submitted by the Government. Printed as requested in paragraph 6.4 – Task 4.

Calculation:

Measurement tape, exhibit management visual confirmation.

Exhibit Furniture Rental

Delivered items requested in 6.5.

Minimum Acceptable:

Rental furniture delivered to exhibit no later than 3:00 p.m. HT, 21 October 24. Items must arrive with minimal damage, without stains or outstanding markings (exceeds 2 inches), and fully functional for its purpose.

Calculation:

Measurement tape, exhibit management visual confirmation, exhibitor usage.

Material Handling and Shipping

Items shipped and returned as requested in 6.6.

Minimum Acceptable:

Shipped materials delivered undamaged to the DISA Pavilion no later than 21 October 24. Materials returned to DISA undamaged no later than 19 November 2024.

Calculation:

Exhibit management visual confirmation.

8. Incentives. Not applicable.

9. Place of Performance.

Shipping Pick-Up Site:

Defense Information Systems Agency – Warehouse Loading Dock 6908 Cooper Avenue Fort Meade, MD 20755

Event Site:

Hawai’i Convention Center Halls 1, 2, &3 1801 Kalakaua Avenue.

Honolulu, HI 96815

10. Period of Performance.

September 13th, 2024 through November 19th, 2024.

11. Security Requirements. Not applicable.

12. Government Furnished Property (GFP)/Government-Furnished Equipment (GFE)/ Government-Furnished Information (GFI). Not applicable.

13. Other Pertinent Information or Special Considerations. Not applicable.

14. Section 508 Accessibility Standards.

Accessibility Requirements Tool

ICT Accessibility Requirements Statement per Section 508 of the Rehabilitation Act

Conference Exhibit Services

E206 Hardware

E206.1 General. Where components of ICT are hardware and transmit information or have a user interface, such components shall conform to the requirements in Chapter 4.

E302 Functional Performance Criteria

302.1 Without Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

302.2 With Limited Vision. Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

302.3 Without Perception of Color. Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

302.4 Without Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

302.5 With Limited Hearing. Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

302.6 Without Speech. Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

302.7 With Limited Manipulation. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

302.8 With Limited Reach and Strength. Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

302.9 With Limited Language, Cognitive, and Learning Abilities. ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

Instructions to Offerors

- Provide an Accessibility Conformance Report (ACR) for each commercially available Information and Communication Technology (ICT) item offered through this contract. Create the ACR using the Voluntary Product Accessibility Template Version 2.1 or later, located at https://www.itic.org/policy/accessibility/vpat. Complete each ACR in accordance with the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the Work Statement.Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanations column, or through additional narrative.All "Not Applicable" (N/A) responses must be explained in the remarks/explanations column or through additional narrative. Address each standard individually and with specificity, and clarify whether conformance is achieved throughout the entire ICT Item (for example - user functionality, administrator functionality, and reporting), or only in limited areas of the ICT Item. Provide a description of the evaluation methods used to support Section 508 conformance claims. The agency reserves the right, prior to making an award decision, to perform testing on some or all of the Offeror’s proposed ICT items to validate Section 508 conformance claims made in the ACR.

- Describe your approach to incorporating universal design principles to ensure ICT products or services are designed to support disabled users.

- Describe plans for features that do not fully conform to the Section 508 Standards.

- Describe "typical" user scenarios and tasks, including individuals with disabilities, to ensure fair and accurate accessibility testing of the ICT product or service being offered.

Acceptance Criteria

- Prior to acceptance, the government reserves the right to perform testing on required ICT items to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the offeror represent an inaccurate level of conformance than what is actually delivered to the agency, the government shall, at its option, require the offeror to remediate the delivered item to align with the required Section 508 conformance claims prior to acceptance.

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