SOW - Naming Ceremony V8 changes in red_DRAFT.pdf

Statement of Work Fort Gordon/Fort Eisenhower Rededication Ceremony Production Support

General Information

1. General: This is a non-personal service(s) contract under which the personnel rendering the service(s) are not subject, either by the contract’s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the Government and its employees. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, other items, and personnel services necessary to perform services as defined in this SOW. The contractor shall perform to the standards in this contract.

1.2 Background: The national defense authorization act (NDAA) 2021 Section 370 directed the establishment of a commission to remove all names, symbols, displays, monuments, and paraphernalia that honor or commemorate the Confederate States of America or any person who served voluntarily with the Confederate States of America from all assets of the Department of Defense within 3 years. Fort Gordon will officially be renamed Fort Eisenhower on 27 October, 2023.

1.3 Scope: The Contractor shall provide non-personal service(s). For the contracted event, the CONTRACTOR shall provide Project Management and/or Production services and shall be responsible for the following, as requested by the COR and/or the hosting garrison:

1. Coordinate production needs (such as pre-event coordination, production equipment rentals such as roof/decking, sound, lights, video, labor, power, tents, and obtaining backline equipment) for the host garrison, as needed.

2. The CONTRACTOR shall coordinate a contract for any/and or all required production support and/or production equipment (skilled labor, stage, roof, sound lights, video, backline equipment or other equipment) that may be needed by the garrison to successfully produce the event.

3. Manage all matters relating to the performance of the production teams.

4. Provide representatives to participate onsite to ensure coordination of production as required between the PCO, the garrison, and event personnel. The CONTRACTOR shall be responsible for coordinating pre- and post-performance activities to ensure a professional performance for the scheduled event. The

CONTRACTOR shall remain at the event site until all contract requirements included herein and on the task order for the event have been met. The CONTRACTOR, as a minimum, will coordinate and manage the following provided it is included in the task order:

a. Equipment setup in compliance with event requirements and the contract.

b. Any staff or personnel that fall under the execution of the contract.

c. Resolution of unexpected issues as necessary before, during, and after the event.

d. Production Equipment: This includes all equipment to produce a show/event such as staging, sound, lighting, video generators, personnel, etc.

e. Any media content creation.

1.4 Objectives: The purpose of this contract is to provide audio visual support to the Renaming Ceremony.

Production Requirements

2. Production Requirement Information.

Event Date: 27 October, 2023

Client: US Army Garrison Fort Gordon

Location: US Army Garrison Fort Gordon - Barton Field Parade Grounds (Outdoors), Augusta, GA

Show Schedule: (*All times are subject to change)

1000 (10:00 a.m.) 27 October, 2023 – Approximately 30 minutes in length

Tentative Production Schedule: (SUBJECT TO CHANGE)

1) Stage Arrival to be placed into position: 22 October 2023

a) NOTE: Must come through the commercial gate (Gate 6) prior to it closing at 1700 (5:00 p.m.)

2) Production Arrival to be placed into position: 23 October 2023

a) NOTE: Must come through the commercial gate (Gate 6) prior to it closing at 1700 (5:00 p.m.)

3) Stage Setup: 23 October, 2023

a) Full stage setup: Stage unfold, additional stage decking setup.

b) Day will begin early enough to have stage set up by 1200. There will be an event walk-through on the stage after 1200.

4) Production Load-in/Setup: 24 October 2023

a) Full production setup: Video load-in/setup, Audio load-in/setup, lighting load-in/setup, additional decking setup for media tower.

b) Day will begin at 0800 (8:00 a.m.) and go until 1800 (6:00 p.m.) or when finished.

5) Walk-Through rehearsal: 23 October 2023 – Afternoon; 24 October, 2023 – Time TBD

6) Full Dress rehearsal: 25 October 2023 – Time TBD; 26 October, 2023

– Time TBD

7) SHOW DAY: 27 October 2023 0900

8) FULL Production Load-out (Stage, A/V, Decking) 27 October, 2023

(Following show until completed)

3. Equipment

All equipment as outlined herein is subject to change based on the needs of the event. The Garrison will work closely with contractor to address any changes that need to be made following this award.

3.1 Audio

NOTE: (All suggested equipment meets minimum spec. Equivalent or better is acceptable)

1. Primary Location

a. Midas M32 32-channel Digital Mixer (or equivalent live audio mixer:

Avid, Yamaha, etc.)

b. MDL 32-channel Stage Box (or equivalent system appropriate Stage

Box)

c. Acceptable Sound Systems to provide audio reinforcement for approximately 6000 people outside

i. L’ Acoustics, d&b Audiotechnik, JBL

ii. Appropriate side fills, out fills, and front fills from the same brand as Main PA

iii. Appropriate subwoofers to balance system

d. System should include appropriate amplification, EQ / system processing / X-overs / limiters (located at FOH), cables and all necessary rigging hardware.

e. (2) Wired Vocal Microphones (Shure SM58, Sennheiser e 835, or equivalent)

f. Appropriate instrument Microphone system to mic 4-piece brass quartet (Shure, Sennheiser)

g. All stands, mics, cables, snakes, sub-snakes, distros, etc. must be included with the aforementioned equipment as required for operation.

h. Sufficient coverage for area outlined in Attachment – Audio Coverage Map

i. Stage Monitors

i. (4) Floor Monitors (JBL VTX F12 or equivalent)

ii. All appropriate amplification, processing, cabling for speakers, and applicable system patching

j. All cables, connections, and other equipment to allow up to (10) network media connections via multi box(s).

k. All cables, connections, and other equipment to allow audio to sync with video livestreams.

l. Cable ramps or cable protection required for all cables running across high traffic areas to mitigate trip hazards.

2. Backup location. (Decision to move to back up location will occur at the

Garrison level up to three (3) hours prior to show time.)

a. Midas M32 32-channel Digital Mixer (or equivalent live audio mixer:

Avid, Yamaha, etc.)

b. MDL 32-channel Stage Box (or equivalent system appropriate Stage

Box)

c. Acceptable Sound Systems to provide audio reinforcement for approximately 500 people in a ballroom (See Attachment - Audio Coverage Map)

i. JBL, QSC 2000w 2-way speakers or equivalent, ground stacked.

ii. Appropriate fills as needed. Must be from the same brand as Main PA

iii. Appropriate subwoofers to balance system

d. System should include appropriate amplification, EQ / system processing / X-overs / limiters (located at FOH), cables and all necessary rigging hardware.

e. (2) Wired Vocal Microphones (Shure SM58, Sennheiser e 835, or equivalent)

f. Appropriate instrument microphone system to mic 4-piece brass quartet (Shure, Sennheiser)

g. All stands, mics, cables, snakes, sub-snakes, distros, etc. must be included with the aforementioned equipment as required for operation.

h. Stage Monitors

i. (4) Floor Monitors (JBL VTX F12 or equivalent)

ii. All appropriate amplification, processing, cabling for speakers, and applicable system patching

i. All cables, connections, and other equipment to allow up to (10) network media connections.

j. All cables, connections, and other equipment to allow audio to sync with video livestreams.

k. 100 feet of cable ramp

3. Schedule:

a. 24 October 2023 – Load in, walk-through rehearsal

b. 25 October 2023 – Dress Rehearsal

c. 26 October 2023 – Dress Rehearsal

d. 27 October 2023 - Show & Load Out

3.2 Video

NOTE: (All suggested equipment meets minimum spec. Equivalent or better is acceptable. All equipment requested is subject to change based on the needs of the installation and the event.)

1. Primary Location

a. (2) FOH studio cameras w/ min 40x lenses

b. (1) handheld camera

c. (1) video switcher. Capable of sending discrete feeds to LED and live stream

d. (1) recorder capable of recording audio, program and iso camera feeds

e. (1) streaming encoder

f. (1) video playback system capable of playing videos with audio and still graphics

g. (4) video screens for live video (minimum 12’w x 9’ h)

h. (1) video screen upstage for video playback (minimum 16’w x 12’h)

i. Truss tower system or chain motor system for upstage video screen

i. Rigging system depends on the weight of the screen and the capacity of the stage roof.

j. (1) 8’x8’x4’ (or the height of the stage) camera platform w/ canopy.

k. (2) 42” (or similar size) TV screens to serve as comfort monitors.

l. production com for video only

m. fiber cabling with converters to reach far LED screens (max 1500’ distance)

n. all crew and ancillary equipment to complete the show

2. Backup Location

a. (1) FOH studio cam w/ min 40x lens

b. (1) video switcher

c. (1) 70” min monitor with poles and base

d. (1) video playback system capable of playing videos with audio and still graphics

e. (2) 42” (or similar size) TV screens to serve as comfort monitors.

f. production com for video only

g. all crew and ancillary equipment to complete the show

3. Personnel:

a. (1) Video Producer / Director

b. (1) Lead Video Engineer

c. (3) Camera Operators

4. Pre-Production and Project Management:

a. Video production coordination

b. Content aggregation and final video production

c. Content management and coordination

d. ShoFlo Scripting Platform

5. Schedule:

a. 24 October 2023 – Load in, walk-through rehearsal

b. 25 October 2023 – Dress Rehearsal

3.3 Staging

acceptable except where noted. All equipment requested is subject to change based on the needs of the installation and the event.)

1. Mainstage

a. Stageline (required) SL 260 with windwalls, etc.

b. (2) 8x8 wing deck with canopy for both wings.

c. (2) stairs to deck.

d. Handrails for upstage, stage left, and stage right.

2. Front of House

a. 100’ off the downstage edge of mainstage

b. 8’ x 8’ x 6” raised decking

c. FOH canopy with sidewalls to protect from sun and inclement weather to be provided by contractor. Size is contingent on the amount of equipment needing to be covered. Canopy can be staked to the ground.

3. Media platform

a. 100’ off the downstage edge of mainstage, adjacent to the FOH

b. (1) 32’w x 12’d platform or (2) 20’w x 12’d platforms

c. Stairs and handrails for each platform

d. The platform must be high enough that audience members standing on the ground will not impede camera sightlines.

e. All legs must be able to be leveled independently to accommodate changes in ground elevation

f. This platform must be solid to minimize camera shake from platform movement.

4. Schedule:

a. 23 October 2023 – Main Stage set-up, walk-through rehearsal

b. 24 October 2023 – Media/Camera platform setup, walk-through rehearsal

c. 25 October 2023 – Dress Rehearsal

d. 26 October 2023 – Dress Rehearsal

e. 27 October 2023 - Show & Load Out

3.4 Lighting

1. Primary Location

a. Flicker Free, IP rated, outdoor LED wash lights.

i. To be mounted to T-bar on Stageline stage.

ii. MUST not interfere with image on cameras.

b. Professional lighting console

c. All clamps, cables, adapters, connectors, etc. to complete lighting system.

2. Backup Location

a. Flicker Free, studio quality LED wash lights.

i. MUST not interfere with image on cameras.

b. Truss system or light trees to hang lights.

c. Professional lighting console.

d. All clamps, cables, adapters, connectors, etc. to complete lighting system.

3. Schedule:

a. 24 October 2023 – Load in, walk-through rehearsal

b. 25 October 2023 – Dress Rehearsal

3.5 Power

acceptable except where noted. All equipment requested is subject to change based on the needs of the installation and the event.)

NOTE: To be provided by contractor:

1. 100KW, 3 Phase, 208V “Silent” generator (Whisper Watt or equivalent) for Audio

2. 100KW, 3 Phase, 208V “Silent” generator (Whisper Watt or equivalent) for Video/Lighting

3. 100KW, 3 Phase, 208V “Silent” generator for (Whisper Watt or equivalent) Media

4. 100KW, 3 Phase, 208V (Whisper Watt or equivalent) for Backup/Equipment Failure

5. Appropriate ground rods for all generators. Garrison to blue stake and identify a safe location for the ground rods to be installed. Garrison to provide an installation electrician to assist with installation of ground rod and electrical setup.

6. 3 phase power with ground and neutral

7. All feeder and distros to run all audio, lighting, media, and stage power

8. Approx. 75’ distance between generators and upstage center edge of stage.

9. Approx. 100’ distance between generators and stage left video screens.

10. Approx. 200’ distance between generators and stage right video screens.

11. Approx. 50’ distance between generator and Media location.

12. MUST be on-site NLT 22 October, 2023

3.6 Internet Connectivity

1. Primary Location

a. 3 cell network, bonded, mobile cellular Wi-Fi network (e.g. popup wifi)

b. All cables, adapters, and connectors to create an onsite network.

c. Necessary Data package to livestream the event.

2. Backup Location

a. 3 cell network, bonded, mobile cellular Wi-Fi network (e.g. popup wifi)

b. All cables, adapters, and connectors to create an onsite network.

c. Necessary Data package to livestream the event.

3.7 Support Equipment

To be provided by contractor:

1. (1) 6000# or higher lull (telescoping boom lift)

2. (1) 75’ articulating boom personnel lift

3. MUST be on-site NLT 22 October, 2023

3.8 Additional Support Personnel

To be provided by contractor:

1. (1) Project Manager (pre-production)

2. (1) Project Manager (on-site)

3. (1) Assistant Project Manager (on-site)

4. (1) Fork-lift Operator (on-site)

5. (1) Crew Steward

6. Sufficient Professional Staff/Technicians to execute the mission. (No local labor will be provided)

3.9 Miscellaneous Items:

1. Wireless intercom/Clear-Com communications systems

2. At least one (1) Shure SM58 Wireless Mic System (or equivalent) to serve as a “house” mic.

3. Motors, chains, hoists, trussing needed to hang all of the aforementioned gear safely.

4. (1) fire extinguisher next to every ignition point with the equipment brought on to the field and one (1) fire extinguisher on BOTH stage right and stage left sides.

5. The appropriate number of tarps, Visqueen, etc. to include enough to cover all sensitive gear.

6. Bike Rack Barricades to enclose the Front of House position and any generators in reach of the patrons.

3.10 Notes:

1. (2) complete locations will be set up.

a. Primary location will be Barton Field Parade Ground.

b. Backup location will be Eisenhower Conference & Catering Cypress ballroom.

2. Each offeror is responsible for understanding the load capacities of ALL the gear being provided in addition to what the artist(s) are bringing for the show to ensure safe operation of the stage roof.

3. NO local labor will be provided. Please make sure you have enough qualified staff/techs to get in and out in the time allotted.

4. All skilled labor (camera operators, spotlight operators, heavy equipment operators, etc) will need to be provided by the Contractor.

5. Meals will NOT be provided. Any meals will be the responsibility of the contractor at no cost to the Garrison. On-site catering can be coordinated at the contractor’s expense.

6. Hotel rooms will NOT be provided by Garrison. All lodging is the responsibility of the contractor.

7. Airfare, taxis, rental cars and other transportation costs should be included in the offeror’s quote. Reimbursement of travel costs after the event is not authorized.

8. Travel expenses for all subcontractors should be included in their stated costs as part of their contract agreements with the primary Contractor.

9. All contracted team members will be required to wear credentials at the specific times as indicated in the advance. Only those technicians with legitimate working purposes during the event are to be provided credentials. Any crew that is needed following the show that doesn’t have a legitimate working purpose during the show will not be allowed in until after the conclusion of the event.

10. The Contractor shall be able to:

a. Engage in advance calls and emails with the appropriate personnel from the Garrison event planning team.

b. Provide a Certificate of Insurance (COI) naming any entities as required by the Contracting Officer as additional insured on the existing policy maintaining a specific amount of limits per USAG Fort Gordon Insurance Requirements.

c. Indemnification by the Contractor to the Client is a requirement.

d. Upon request, vendor will be required provide adequate Personal

Identification Information (PII) including but not limited to the following listed below. PII will ONLY be requested if the engagement is to occur on an active military base(s) worldwide:

i. Copy of US issued Passport

ii. Copy of State issued Driver’s License

iii. Social Security Number

iv. Date of Birth

v. Anything else requested from the military client

e. Upon request, provide the safety documentation for all equipment you plan on using at the event.

f. All personnel from the awarded vendor will need to maintain a high level of professionalism at all times and have several years of experience in their respective fields. Failure to uphold a high level of professionalism on site and/or during the planning process may result in being dismissed and removed from the Garrison Installation.

g. All Vendors wishing to submit an offer on this RFP must provide itemized pricing for each requirement and include the total pricing of all requirements to be considered.

4. SPECIFIC TASKS

4.1 Basic Services: The Contractor shall provide turn-key

Audio/Video/Staging/Production services in support of the USAG Fort Gordon redesignation ceremony.

4.2 Tasks: Tasks consist of the following:

1. Provide over-all event production project management to include but not be limited to:

a. Procurement of necessary subcontractors and labor.

b. Oversee equipment procurement/rental.

c. Execution of necessary tasks to successfully produce the event.

d. Oversee and manage all contracted personnel.

2. Provide stage and decking as specified in the Production Requirements.

a. Covered stage with stairs, wing and windwalls to hold Army Brass Quartet, 6 chairs for speakers/VIPs, and 2 podiums with microphone.

b. The stage must be sufficient to support 2 full line array speaker systems flown from the roof.

c. Stage must be a minimum of 48” off the ground.

d. Provide all necessary accessories to satisfy stage requirements.

3. Provide Audio production as specified in the Production Requirements.

a. Sound reinforcement must include 2 Line Array systems with accompanying subwoofers and fill speakers.

b. Sound reinforcement must include the appropriate wired microphones for featured speakers and the appropriate wired or wireless microphones for the Army Brass Quartet.

c. Sound reinforcement must be substantial enough to provide amplification to a of crowd approximately 6000 to a distance up to 800’ away from the downstage edge in 180° direction from downstage center.

d. Sound reinforcement must include 1 rear facing speaker stack on the ground Stage Left and 1 rear facing speaker stack on the ground Stage Right to provide sound for 1000 people per side sitting in bleachers behind the stage.

e. Sound reinforcement must include all necessary accessories to satisfy production requirements.

f. Audio Production will be located at the Front of the House and shall include a wireless device to communicate with the Audio console to set levels from onstage.

g. Audio Production shall include all necessary personnel to setup, operate, and load out the Audio System

h. Audio Production will provide multi boxes for local and national media to access live audio feeds.

i. Audio Production will include Sound reinforcement at a backup location as specified in the Production Requirements.

4. Provide Video production as specified in the Production Requirements.

a. Video production will include 5 video screens:

i. 2 screens Stage Left, 1 facing the audience and 1 facing backstage.

ii. 2 screens Stage Right, 1 facing the audience and 1 facing backstage.

iii. 1 screen upstage rigged via ground mounted truss and facing downstage.

b. Video production will include all necessary cameras, lenses, laptops, switchers, consoles, and other equipment and cables to display live images as well as pre-recorded content.

c. Video production will provide livestream content to official USAG Fort Gordon social media accounts. Fort Gordon will provide video production access to their social media accounts to stream it through their platforms directly.

d. Video production will include media production to compile the final event video from sources provided by USAG Fort Gordon.

e. Video production will include 3 cameras, 1 fixed position focusing on the stage, 1 camera near the stage that can move as needed to shoot the stage, the area in front of the stage and an area adjacent to the stage, 1 fixed camera located at a distance to the stage to show the “21-gun salute” as well as the canons firing.

f. Video production will include all necessary personnel to setup, operate, and load out the equipment as well as produce/direct the live video.

g. Video production will include all necessary equipment to operate at a backup location as specified in the Production Requirements.

5. Provide Lighting production as specified in the Production Requirements.

a. Lighting production will include Flicker-free LED Wash lights.

b. Lighting production will include IP rated instruments where used outdoors.

c. Lighting production will include the appropriate truss or tree system where used indoors.

d. Lighting production will include professional level lighting control systems.

e. Lighting production will include all clamps, cable, adapters, connectors and other items to complete a working lighting system

6. Provide solid Wi-Fi solution to Livestream event to multiple platforms.

7. Provide all necessary support equipment to include but not be limited to:

a. Forklifts

b. Man lifts.

c. Generators, power distribution, and cables

8. Perform an in-person site survey in advance of the event to include:

a. Walk-through of the location

b. Meeting with principal planning team

c. Site-survey and measurements

9. Create and provide scale CAD drawing of the site to include:

a. Layout and location of all equipment to be provided (Stage, platforms, generators, video screens, etc)

b. Audio heat map overlay

10. Provide all qualified and experienced personnel to successfully execute the event.

4.3 Deliverables

1. September 2023

a. Confirmation of subcontractor contracts

b. Confirmation of Heavy equipment rentals/reservations

c. In-Person site survey

d. Scale CAD drawing of the site map

e. Audio heat map

f. First cut of video production assets

g. Garrison access paperwork for all contractors and subcontractors

2. October 2023

a. List of any wireless frequencies to be used during the event

b. Database with equipment and truck arrival times (to coordinate with base access and DES)

c. Final cut of and video production assets.

d. Certificate of operation, certificate of inspection, and/or any safety documentation for all equipment to be used during the event

e. Proof of any industry accepted certifications or licenses for any necessary skilled positions (ie. forklift operator certificate, entertainment electrician, entertainment rigger, event coordinator, etc.)