PWS - TRADOC Band Holiday Concert Series Technical and Lighting Support.pdf

PERFORMANCE WORK STATEMENT (PWS)

TRADOC Band Holiday Concert Series Technical and Lighting Support

PART 1 – GENERAL INFORMATION

1.

1.1 General Information: This is a non-personal services contract to provide technical and lighting support services for the TRADOC Band’s Holiday Concert Series. 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.

1.2 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 technical and lighting support as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.3 Background: Every year, the TRADOC Band performs a series of holiday concerts in support of TRADOC recruiting and Army community relations. Due to personnel shortages, the TRADOC Band will not have the internal manpower to setup and run the technical support equipment required to produce a product at the caliber of equivalent performances a public audience expects.

1.4 Objectives: To hire a local audio and lighting company to assist the TRADOC Band during their annual Holiday Concert Series via lighting and technical support.

1.5 Scope: The contractor will support the TRADOC Band by providing the following for all scheduled performances and tech rehearsal dates:

1.5.1 Coordinate with each venue to determine equipment/personnel needs.

1.5.2 Provide all required lighting equipment.

1.5.3 Provide all required personnel to setup and run all lighting equipment.

1.5.4 Design and program a lighting show for the band’s concert venue performances.

Date Est. Time Location Event Type 9DEC24 0900-2100 CNU Theater, Newport News, VA Tech Rehearsal 10DEC24 0900-2230 CNU Theater, Newport News, VA Performances 12DEC24 0900-2100 Harrison Opera House, Norfolk, VA Tech Rehearsal 13DEC24 0900-2230 Harrison Opera House, Norfolk, VA Performances

Table 1

1.6 Vendor Technical Specifications and Requirements: The mission of the TRADOC Band is to provide a world-class product to the American people, and therefore our vendors must be world-class in their fields. Additionally, it is the requirement of the TRADOC Band to put out a production with lighting prepared for television broadcast. The technical specifications of the vendor must meet the following:

1.6.1 Prospective offerors must be able to provide Lighting Designer with at least five (5) years’ experience designing and implementing lighting on major productions in live theatre lighting.

1.6.2 Prospective offerors must be able to provide Lighting Board Programmer with at least five (5) years’ experience programming on major productions in live theatre lighting.

1.6.3 Prospective offerors must provide a resume for their Lighting Designer and Lighting

Board Programmer (can be the same individual if they meet requisite experience requirements) with their submitted quote. Offeror must have prior experience working with military bands.

1.6.4 Prospective offerors must have experience working in all venues included in Table 1 and must have a strong knowledge of each venue’s capabilities and how to augment venue equipment to meet the intent of the contract.

1.6.5 Prospective offerors must be able to provide lighting services in accordance with the venue specifications for all venues listed in Table 1.

1.6.6 Prospective offerors must coordinate directly with each venue listed in Table 1 to determine what house equipment is available and what equipment the offeror must provide. The production intent will be discussed and provided to the vendor IAW with the dates listed in section 1.6 below (Period of Performance).

1.6.7 Prospective offerors must be able to provide, at minimum, the following light fixtures to support the listed performances: (1) Ayrton Perseo Profiles, (2) Ayrton Mistrals, and (3) Elation Rayzor 1960s.

1.6.8 Prospective offerors will be required to submit a sample of their work that will be of similar magnitude to the upcoming performances. For reference, see last year’s performance:

https://youtu.be/vKStWWYqAKk?feature=shared.

1.6.9 The sample provided must be in a video format and meet the following criteria:

1.6.9.1 Performed lighting during a live performance of any of the following ensembles:

a) Symphony Orchestra (at least 40 member)

b) Concert Band Ensemble (at least 30 member)

1.6.9.2 YouTube channels or other Social Media links demonstrating lighting capability from prospective offerors will be acceptable.

1.6.10 If awarded, prospective offerors must be able to provide a rendered visualization of their designed light show for all performances NLT 3 working days prior to each performance.

1.7 Period of Performance: The period of performance shall be for 33 days, 11NOV24-13DEC24.

1.8 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.9 Recognized Holidays: The contractor is not required to perform services on holidays.

1.10 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0800-0000 Monday thru Sunday. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.11 Place of Performance: The work to be performed under this contract will be performed at the contractor’s facility and all performance venues for the TRADOC Band Holiday Concert Series listed in Table 1.

1.12 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information, and property provided for contractor use.

1.13 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), 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.

1.14 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR 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: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.15 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, 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. Contractors will not need to obtain and wear badges to perform requested services.

1.16 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2 - DEFINITIONS & ACRONYMS

2.1. Definitions:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. 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.

2.1.3. 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.

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

2.1.5. 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.

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

2.1.7. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

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

2.1.9. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The

Government does not have privity of contract with the subcontractor.

2.1.10. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.11. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. Acronyms:

AQL Acceptable Quality Level COR Contracting Officer Representative FAR Federal Acquisition Regulation FTE Full Time Equivalent FY Fiscal Year OCI Organizational Conflict of Interest

OMA Operations and Maintenance Army PRS Performance Requirements Summary PWS Performance Work Statement SAM System for Award Management SCR Service Contract Report TRADOC Training and Doctrine Command

2. PART 3 - GOVERNMENT PORPERTY AND SERVICES

3. Government Property and Services: N/A

PART 4 - CONTRACTOR FURNISHED ITEMS AND SERVICESGeneral: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Part 3 of this PWS.

4.2 Secret Facility Clearance: N/A

PART 5 - SPECIFIC TASKS

5.1. Basic Services: The contractor will support the TRADOC Band by providing the following for all scheduled performance and tech rehearsal dates:

5.1.1 Coordinate with each venue to determine equipment/personnel needs.

5.1.2 Provide all required lighting equipment.

5.1.3 Provide all required personnel to setup and run all lighting equipment.

5.1.4 Design and program a lighting show for the band’s concert venue performances.

5.2. Task Headings:

5.2.1 Determine equipment/personnel needs.

5.2.2 Provide lighting equipment.

5.2.3 Provide personnel to setup and run lighting equipment.

5.2.4 Design and program a lighting show for the concert venue performances.

5.3. Service Contract Reporting:

5.3.1 System for Award Management (SAM) Service Contract Report (SCR): The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.sam.gov.

Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website. From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract period of performance ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the SAM SCR requirement.

Steps for Submitting a Service Contract Report (SCR)

1. Go to www.sam.gov and log in.

2. Select Entity Registrations and then select Service Contract Reporting.

3. SAM displays your entities which have service contracts and meet the reporting criteria. Select

View by entity to see the service contracts for each entity.

4. Next, select Add for the service contract against which you want to create a Service Contract

Report. Each service contract which meets the FAR Subpart 4.1703 reporting thresholds is displayed.

5. You will be taken to the Complete Service Contract Report page. SAM displays the contract details and allows you to report. You are required to enter the following information:

Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous Government fiscal year under the contract (this amount should include the prime and any subcontract amount).

Prime Contractor Hours Expended: Prime contractor direct labor hours expended on the services performed during the previous Government fiscal year. The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee (FTE) equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

6. Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

7. When you are ready to submit the report, select Submit. This saves your report and returns you to the Select Service Contract page where you can create other SCRs or edit an existing SCR.

Steps for Editing a Submitted Report

1. Follow steps 1-4 above. Any previously submitted SCR will have a View/Edit button instead of an Add button.

2. Select View/Edit. You will be able to view the current SCR, edit available fields, and resubmit the record. You can also delete previously entered information altogether.

STD: All information provided by the Contractor shall be accurate, complete, and not exceed suspense dates noted in corresponding paragraph above.

AQL: 100% Compliant

PART 6 - APPLICABLE PUBLICATIONS

6. Applicable Publications: N/A

PART 7 - TECHNICAL EXHIBIT

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective Standard Performance Threshold

Method of Surveillance

PRS # 5.2.1

The contractor shall determine equipment/personnel needs.

The contractor determined equipment/personnel needs.

100% Compliance

100% Inspection

PRS # 5.2.2

The contractor shall provide lighting equipment.

The contractor provided lighting equipment.

100% Compliance

100% Inspection

PRS # 5.2.3

The contractor shall provide personnel to setup and run lighting equipment.

The contractor provided personnel to setup and run lighting equipment.

100% Compliance

100% Inspection

PRS # 5.2.4

The contractor shall design and program a lighting show for the concert venue performances.

The contractor designed and programed a lighting show for the concert venue performances.

100% Compliance

100% Inspection