USAF_Band_Modular_Exhibit_Booth_PWS_10x30_Digital_7.17.26 (002).pdf

PERFORMANCE WORK STATEMENT

United States Air Force Band | Washington, DC 20032 Page

PERFORMANCE WORK STATEMENT

United States Air Force Band

Washington, DC 20032

Modular Exhibit Booth Design, Fabrication, Integration, and Delivery

17 July 2026

1. Introduction The United States Air Force Band requires a contractor to design, engineer, fabricate, integrate, stage, package, train, and deliver a Government-owned modular exhibit booth for national outreach and recruiting events. The current booth was fabricated in 2021 and relies substantially on wooden construction that is showing wear after repeated shipment, assembly, dismantling, and storage. The Government does not possess the specialized industrial design, structural fabrication, trade-show engineering, digital display system integration, or exhibit-case manufacturing capability required to complete this work in-house or through available Air Force or Department of Defense resources. The principal objectives are to obtain a durable collapsible metal-framed exhibit, incorporate a centrally positioned digital display system comparable to a commercial 75-inch-class display, reduce the packed transportation footprint, simplify repeatable setup, and provide a system that can remain operational for at least seven years.

2. Background The United States Air Force Band advances Department of the Air Force communication objectives through musical excellence, public engagement, education, and recruiting support. The Band uses its exhibit booth at major professional conventions, including The Midwest Clinic, the Jazz Education Network Conference, and American Choral Directors Association events, to engage educators, musicians, students, prospective applicants, industry partners, and the public. A modern, visually compelling, and reliable exhibit is necessary to present the Air Force brand professionally, communicate career opportunities, display multimedia content, support direct interaction with attendees, and reduce the recurring logistical burden associated with transporting and maintaining the existing booth.

3. Scope The Contractor shall provide all labor, supervision, project management, design services, engineering, materials, equipment, fabrication, graphics production, digital display integration, shipping cases, staging, documentation, training, warranty support, and delivery necessary to furnish one complete 10-foot by 30-foot modular exhibit system. The work shall include a reusable aluminum or comparable lightweight metal frame, replaceable graphics, a centrally positioned digital display system comparable to a commercial 75-inch-class display, functional furniture and storage, concealed cable and power management, durable shipping containers, assembly and packing instructions, and a final acceptance demonstration. The Contractor shall identify all assumptions, exclusions, Government-furnished information, long-lead items, and venue-dependent services in its proposal.

4. Scope of Services

4.1. Project Management, Design, and Engineering

4.1.1. Kickoff and Requirements Validation. Within five business days after award, the Contractor shall conduct a kickoff meeting with Government representatives to validate the intended booth footprint, operational requirements, branding, content needs, packing constraints, delivery location, schedule, and acceptance criteria. The Contractor shall provide a project schedule identifying Government review dates, design milestones, procurement lead times, fabrication, staging, training, and delivery.

4.1.2. Concept Development. The Contractor shall provide at least two distinct concept approaches and three-dimensional color renderings showing the complete 10-foot by 30-foot exhibit, attendee sight lines, digital display system placement, graphics, furniture, lighting, storage, and cable-management approach.

Each concept shall include preliminary packed dimensions, estimated shipment count, estimated total weight, and estimated setup labor. The Government shall select one concept for further development.

4.1.3. Design Reviews and Final Documentation. The Contractor shall provide preliminary and final design packages containing dimensioned floor plans, elevations, structural details, component lists, electrical load information, digital display system specifications, case plans, and finish samples. The Contractor shall include at least two consolidated Government revision cycles before final approval.

Fabrication shall not begin until the Government approves the final design in writing.

4.1.4. Brand and Accessibility Considerations. The design shall use Government-furnished, approved Department of the Air Force and United States Air Force Band branding assets. The layout shall maintain open sight lines, support safe attendee circulation, minimize trip hazards, conceal cords where practicable, and provide an accessible interaction point consistent with common commercial exhibit practices and applicable venue requirements.

4.2. Modular Structure, Graphics, Furniture, and Lighting

4.2.1. Structural System. The primary exhibit structure shall use reusable, collapsible aluminum extrusion, modular aluminum panels, or an equivalent lightweight metal framing system designed for repeated commercial trade-show use. Wood shall not be used as a primary load-bearing or wall-framing material.

Limited wood or composite material may be used for counters, finish panels, or decorative components when it does not materially increase shipping volume or compromise repairability. The structure shall be self-supporting within the exhibit footprint and compatible with typical convention-center requirements.

4.2.2. Durability and Repairability. The system shall be designed for a minimum anticipated service life of seven years under repeated nationwide shipping, assembly, dismantling, and storage. Frequently handled parts shall be commercially replaceable. The Contractor shall provide a recommended spare-parts kit, replacement-part identifiers, and a written statement describing expected parts availability. Structural hardware shall be standardized to the greatest extent practicable.

4.2.3. Graphics. The Contractor shall produce replaceable silicone-edge fabric graphics or an equivalent tension-fabric system sized for the modular frame. Graphics shall be color-managed, wrinkle-resistant, flame-retardant as required by common convention venues, and individually replaceable without replacing the underlying frame. The Contractor shall provide final print-ready graphic templates and color profiles to the Government.

4.2.4. Reception Counter and Storage. The exhibit shall include at least one modular reception or recruiting counter with a durable work surface, lockable concealed storage, integrated cable pass-throughs, and lighting. The counter shall pack into the shipping system and shall be designed for repeated assembly without finish damage. Additional concealed storage may be incorporated where it does not obstruct access to the digital display system or electrical components.

4.2.5. Lighting and Electrical Distribution. The Contractor shall provide energy-efficient exhibit lighting, power distribution, branch cabling, surge protection, and labeled connection points needed for the furnished exhibit components. Electrical components shall be commercially listed or certified where applicable. The Contractor shall identify total connected load, recommended circuits, voltage requirements, and any venue electrician work that is not included.

4.3. Digital Display System and Media Connectivity

4.3.1. Digital Display System. The exhibit shall include a centrally positioned digital display system that functions as a multimedia focal point. The visible image area shall be comparable to a commercial 75-inch-class, 16:9 display. An offeror may propose a different display size or technology when it provides a comparable visible image area and meets the performance outcomes in this PWS. The system shall clearly display Government-furnished high-definition video, motion graphics, photographs, and text in an indoor convention environment and shall provide suitable resolution, brightness, contrast, refresh performance, and viewing angles for close-range attendee viewing. The display shall be securely integrated into the exhibit at an appropriate viewing height.

4.3.2. Digital Display System Components. The purchase shall include the digital display device, structural mount and mounting hardware, power cord, signal cabling and adapters, cable concealment, remote-control accessories, and initial configuration required for normal operation. If a separate media playback device, control component, software, or license is necessary to meet the requirement, the Contractor shall include it in the base price or clearly identify it as a separately priced option. The Contractor shall identify the manufacturer, model, display technology, diagonal size, physical dimensions, native resolution, brightness, viewing angle, supported inputs, power consumption, weight, mounting requirements, certifications, and warranty for each major component.

4.3.3. Serviceability and Replacement Support. The digital display system shall use commercially available components and shall be removable and replaceable without major alteration of the exhibit structure. The Contractor shall provide written installation, removal, connection, and basic troubleshooting instructions and shall identify expected manufacturer support and replacement availability. The Contractor shall include or separately price any recommended spare remote controls, signal cables, adapters, or specialized mounting hardware.

4.3.4. Content Testing and Training. The Contractor shall load or connect and test Government-furnished media, provide supported content and input specifications, and train up to six Government personnel on safe handling, mounting or connection, startup, shutdown, media playback, basic troubleshooting, and packing of the digital display system. Training shall include written instructions and a recorded or professionally produced setup video suitable for future personnel turnover.

4.4. Transportation, Staging, Delivery, and Acceptance

4.4.1. Transportation Footprint. The exhibit shall be engineered to minimize packed volume and handling units. The design objective is no more than three shipping crates or comparable shipping units, including digital display packaging, unless the Government approves a greater number based on a documented lifecycle or safety benefit. Before final design approval, the Contractor shall provide the quantity, exterior dimensions, empty weight, loaded weight, and cubic volume of every crate, skid, or case, together with the combined shipment weight and volume. The Contractor shall also describe how the proposed packing plan improves upon conventional custom wood exhibit construction.

4.4.2. Shipping Containers and Inventory Control. All containers shall be suitable for repeated commercial freight handling and shall include forklift access or durable casters as appropriate, tie-down points, protective internal dividers, component labels, case numbers, packing diagrams, and an inventory list. Components shall be secured to prevent movement and finish damage during shipment. The Contractor shall provide a complete photographed pack plan.

4.4.3. Assembly Performance. The design objective is complete assembly and basic digital display system connection and startup by no more than four trained personnel within eight labor hours, excluding venue-mandated electrical connections, rigging, or union-only work. The Contractor shall state the expected crew size, labor hours, tools, ladders, lifts, and specialty equipment required. All routine assembly tools and proprietary connection devices shall be included.

4.4.4. Staging and Acceptance Demonstration. Before delivery, the Contractor shall fully assemble and operate the exhibit at its facility for Government inspection. The demonstration shall verify structural fit, finish, graphics, counter functions, lighting, digital display mounting and media playback, packing, inventory, and documentation. The Contractor shall correct deficiencies identified during the inspection before final acceptance.

4.4.5. Delivery and Title. The Contractor shall deliver the accepted exhibit and all associated property to Hangar 2, 201 McChord Street SW, Joint Base Anacostia-Bolling, Washington, DC 20032, or another Government-designated location within the National Capital Region. Delivery shall include unloading to the Government-designated receiving point. Title to purchased property shall transfer to the Government upon final acceptance.

4.4.6. Optional Separately Priced Services. The Contractor shall separately identify pricing, assumptions, and exclusions for shipment to and from The Midwest Clinic in Chicago, first-show installation and dismantling support, digital display setup support, annual storage, preventive maintenance, replacement graphics, and future reconfiguration to smaller booth footprints. These options shall not be included in the evaluated base purchase price unless specifically incorporated by the contracting officer.

Minimum Performance Thresholds

Requirement Minimum Threshold Verification Method

Primary structure Collapsible modular aluminum or equivalent lightweight metal; no primary wood framing

Approved drawings and staged inspection

Service life Minimum anticipated seven years under repeated commercial exhibit use

Contractor certification and warranty/parts plan

Digital display system Centrally positioned digital display system with a visible image area comparable to a commercial 75-inch-class display; image quality suitable for clear close-range viewing in an indoor convention environment

Manufacturer data and operational test

Shipment Design objective of no more than three shipping crates or comparable shipping units; all dimensions, weights, and cubic volume reported

Final packing list and physical inspection

Assembly Design objective of four trained personnel within eight labor hours, excluding venue-required specialty labor

Timed staging demonstration or validated work plan

Delivery Complete accepted system delivered no later than 30 November

Government receipt and acceptance

5. Period of Performance

5.1. Performance Period Overview

5.1.1. Base Period. The anticipated period of performance is the date of contract award through 30 November 2026. The base period includes all project management, design, engineering, fabrication, equipment purchase, graphics production, digital display system procurement and integration, staging, correction of deficiencies, training, packaging, documentation, and delivery required by this PWS.

5.1.2. Option Years. No recurring option years are anticipated for the base acquisition. The contracting officer may incorporate separately priced options for first-show support, maintenance, storage, graphics, or future reconfiguration when determined to be in the Government’s best interest.

5.2. Schedule of Work Overview

Milestone Required Timing Deliverable/Outcome

Kickoff meeting Within 5 business days after award Validated requirements and detailed project schedule

Concept package Within 15 business days after kickoff At least two concepts with renderings and preliminary logistics data

Preliminary design Within 30 business days after kickoff Floor plans, elevations, digital display system and mounting data, electrical loads, packing concept

Final design approval Within 45 business days after kickoff, subject to timely Government review

Final construction package and authorized fabrication release

Staging notice At least 10 business days before planned inspection

Complete exhibit ready for Government demonstration

Training and acceptance Before shipment Operational test, correction of deficiencies, training, and signed acceptance

Final delivery No later than 30 November 2026 All property and documentation received at designated location

6. General Information

6.1. Quality Control

6.1.1. Quality Assurance. The Government shall rely on the Contractor’s existing quality assurance system as the method to ensure that the requirements of the contract and performance thresholds are met;

however, the Government reserves the right to monitor and evaluate the quality of services provided and compliance with the contract terms and conditions at any time.

6.1.2. Quality Control Plan (QCP). The Contractor shall develop and maintain an effective quality control program to ensure services are performed IAW this PWS, applicable laws and regulations, and best commercial practices. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services with special emphasis placed on those services listed in this PWS. The Contractor’s quality control program is the means by which it assures itself that the work complies with the requirement of the contract.

6.1.3. Inspection and Correction. The Government will inspect deliverables for conformance with the approved design and this PWS. The Contractor shall correct, at no additional cost to the Government, defects or omissions attributable to the Contractor that are identified before final acceptance. Latent defects and warranty issues discovered after acceptance shall be resolved in accordance with the applicable warranty and contract terms.

6.2. Contractor Requirements

6.2.1. The Contractor shall have at least five years of demonstrated experience designing and fabricating reusable commercial trade-show exhibits, or shall provide evidence of equivalent organizational capability.

The proposal shall identify at least three comparable projects involving modular structures, integrated commercial digital displays, and repeated nationwide transportation.

6.2.2. The Contractor shall employ or subcontract qualified exhibit designers, structural or systems personnel, fabricators, graphics professionals, and personnel qualified to safely mount and integrate commercial digital display equipment sufficient to complete the work safely and on schedule. The Contractor shall remain responsible for all subcontractor performance and integration.

6.2.3. The Contractor shall maintain an active registration in the System for Award Management before award and shall possess the licenses, insurance, and commercial liability coverage required by the solicitation and applicable law.

6.2.4. The Contractor shall have access to a facility capable of fully staging the 10-foot by 30-foot exhibit, operating the digital display system, conducting Government inspection, and providing training before delivery.

6.2.5. The Contractor shall provide nationwide technical support or a documented support network capable of assisting with exhibit replacement parts, graphics, digital display mounting and connectivity, manufacturer warranty coordination, and show-site needs. Response times, support hours, and escalation contacts shall be included in the proposal.

6.2.6. The Contractor shall disclose proprietary components, recurring software fees, licensing restrictions, foreign-manufactured critical components, and any item for which replacement availability is expected to be less than seven years.

6.2.7. The Contractor shall protect Government-furnished branding and media from unauthorized use and shall not publish images, designs, or project details without written Government authorization.

6.3. Government Points of Contact

Primary: SMSgt Matthew Nudell, matthew.nudell@us.af.mil, Subject Matter Expert, 11 OG/BAND Secondary: Mr. Roberto Rongavilla, Roberto.rongavilla.1@us.af.mil, 11th Contracting Office/JBAB

6.4. Government-Furnished Information

The Government anticipates furnishing the following after award:

• Approved Air Force and United States Air Force Band logos, graphic standards, photographs, and media files.

• Available dimensions, photographs, packing information, and lessons learned from the current exhibit.

• Consolidated Government comments at each design-review milestone.

• Receiving instructions and access coordination for Joint Base Anacostia-Bolling.

• Convention-specific exhibitor manuals when optional show-site services are exercised.

6.5. Proposal Information Required

To permit an equitable technical and price comparison, each offeror should provide:

• A technical narrative and concept rendering responsive to this PWS.

• Firm-fixed-price line items for design/project management, structure, furniture, graphics, crates/cases, digital display system and mounting hardware, training, staging, and delivery.

• Separate pricing for each optional service identified in paragraph 4.4.6.

• Complete manufacturer/model specifications, mounting information, and warranty documentation for the proposed digital display system.

• The quantity, dimensions, estimated loaded weight, and cubic volume of all shipping units.

• Estimated crew size, setup and dismantling hours, required tools, and specialty equipment.

• Project schedule, long-lead items, assumptions, exclusions, and required Government decisions.

• Warranty terms, replacement-part plan, recurring fees, and support contacts.

• Relevant experience and at least three references for comparable work.

mailto:matthew.nudell@us.af.mil mailto:Roberto.rongavilla.1@us.af.mil