A01_Venue_PWS_20-22.pdf

PDF 281 KB Posted Aug 14, 2019

Attached to: Army Birthday Ball Facility and Support Services Federal contract opportunity
Solicitation number: W91CRB19R0072
Issued by: Department of the Army Materiel Command Army Contracting Command Aberdeen Proving Ground

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Performance Work Statement (PWS) for

Office of the Administrative Assistant

Army Birthday Ball Facility

PART I

GENERAL INFORMATION

l.l Description of Services/Introduction: The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and non-personal services necessary to host the Army Birthday Ball as defined in this Performance Work Statement except as specified in Part 3 as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: Each year, the Secretary of the Army invites Soldiers, Families, Civilians, and Friends of the Army in celebrating the Army’s birthday. The Army will celebrate its birthday each year by hosting an Army Birthday Ball (ABB). The ABB is a black tie formal event attended by approximately 1,700-1,800 people. This formal event includes a sit-down three-course dinner and entertainment. The responsibility for planning and executing the ABB rotates within Headquarters, Department of the Army.

1.3 Objectives: The objective of this requirement is for the contractor to provide a high quality venue for a secure, professional and social event in honor of the US Army’s Birthday celebration.

1.4 Scope: The scope of this requirement is for the contractor to provide a facility, set-up and breakdown of all tables, chairs, and house provided risers/staging, service areas, and all other services required to host the Army’s Birthday celebration. Because of the uncertainty of future funding, the Government may be limited to the execution of this contract due to cancellation.

The Government reserves the right for cancellation up to 30 April during the year of the event with recoupment of funds.

Funds are not presently available for performance under this contract beyond FY17. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond FY17, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.

1.5 Period of Performance: Preferred date is the Friday before the event and the Sunday after.

Requested date is: Saturday June 13, 2020

Option Year 1: Saturday June 19, 2021 Option Year 2: Saturday June 18, 2022

Contractor shall provide support on 6:00 AM Friday before the event through 12:00 PM Sunday immediately after. (with access to dead case storage, loading dock, entire ballroom, no later than 6:00 AM on the Friday before).

1.6 General Information:

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. As a minimum, the contractor shall develop quality control procedures that address the Performance Requirements Summary areas 1 through 9 identified in Technical Exhibit l, “Quality Assurance Surveillance Plan”. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (Technical Exhibit 1). 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).

1.6.3 Recognized Holidays: The contractor is not required to perform on the following days.

Labor Day Martin Luther King Jr.’s Birthday

Columbus Day President’s Day

Veteran’s Day Memorial Day

Thanksgiving Day Independence Day

Christmas Day New Year’s Day

1.6.4 Type of Contract: The government anticipates award of a Firm-Fixed Price.

1.6.5. Contractor Manpower Reporting: The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the contractor will report ALL contractor manpower (including subcontractor 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: https://cmra.army.rnil/Login.aspx.

The required information includes: (1) Contracting Office, Contracting Officer, Contracting Officer’s Technical Representative; (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor name, address, phone number, e-mail address, identity of contractor employee entering data; (5) Actual direct labor hours (including sub-contractors); (6) Actual direct labor dollars paid this reporting period (including sub-contractors); (7) Total payments (including sub-contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by contractor (and separate predominant FSC for each sub-contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the contractor with its UIC for the purposes of reporting this information); (11) Locations where the contractor and sub-contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on Website).

As part of its submission, the contractor will provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period will be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a contractor’s systems to the secure web site without the need for separate data entries for each required data element at the web site. The specific formats for the XML direct transfer may be downloaded from the web site.

1.6.6 Security Requirements: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

PART 2

DEFINITIONS & ACRONYMS

ABB. Army Birthday Ball

Contracting Officer’s Representative (COR). A representative from the requiring activity assigned by the Contracting Officer to perform surveillance and to act as liaison to the contractor.

CCE. Contracting Center of Excellence

Defective Service. A service output that does not meet the standard of performance associated with it in the Performance Work Statement.

PWS. Performance Work Statement

Quality Assurance. Those actions taken by the government to assure services meet the requirements of the Performance Work Statement.

Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

Quality Control. Those actions taken by a contractor to control the performance of services so that they meet the requirements of the PWS.

Strike. Term of art meaning: to remove (theatrical properties, a set, or technical equipment) from a stage.

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 GENERAL: The government will furnish the property, equipment, or services listed below for their own use.

3.2 Equipment: As needed, the Government will provide:

3.2.1. Computers for registration, ABB Admin and ABB Operations.

3.2.2. Printers for registration, ABB Admin and ABB Operations.

3.2.3. Additional supplies for registration and guest check-in.

3.2.4. Entertainment equipment to include: lighting, cables, Image Magnification Video Screens, staging, sound, and scenic equipment.

3.2.5. Most Signage, banners, and decorations. Contractor provided signage requirements are listed in paragraph 5.7.

3.2.6. Trucks providing video support and satellite uplink.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General: Except for those items specifically stated to be government furnished in Part 3, the contractor shall furnish everything required to perform this PWS.

4.2 Facility Security: The Contractor's facility shall have a current security plan and program in place that has been approved by the United States Secret Service that accommodates attendance of the President and/or Vice President of the United States. The Contractor must be able to implement any additional requirements of the United States Secret Service.

PART 5

SPECIFIC TASKS

5.0. BASIC SERVICES. The contractor shall provide facilities, services, and equipment to host the Army Birthday Ball.

5.1. Facility Requirements

5. l.l. The Contractor shall provide a facility within twenty-five miles (driving distance) of the Pentagon to accommodate between 1,700 and 1,800 guests for a formal sit-down dinner, entertainment, and dancing. The contractor’s facility shall provide at least 31,000 sq. ft. in the dining/entertainment space to afford ease of movement. The contractor’s facility shall be handicap accessible.

5.1.1.1. The facility must accommodate 1,700-1,800 people seated for dinner at round tables of 10.

5.l.l.2. The facility must have a minimum ceiling height of 20’ clear (no chandeliers) and 23’trim height for truss and allow for multiple rigging points throughout the house to allow for theatrical lighting.

5.l.l.3 The facility must allow for an area of 36’ x 60’ main stage with two 30’x20’ wings (2,730 SF) when considering usable table space.

5.1.1.4. The facility must allow a minimum of 1,672 square feet (38’x44’) for dance floor when considering usable floor space.

5.l.l.5. The facility must allow a minimum of 320 square feet for a front of house riser when considering usable floor space.

5.1.1.6. The facility must allow for 240 square feet for camera risers and spot light towers when considering usable table space. If spot towers are located in catwalks, full access to outside lighting contractors is required.

5.1 .l.7. The facility must allow for 336 square feet for primary Image Magnification Video Screens when considering usable table space.

5.1.1.8. The facility shall contain installed power supply for production support to include:

“front of house” power, lighting power, and video & audio power. Lighting power must be isolated from all other services. Production Labor and AV System costs include Lighting Technician Labor, Audio-Visual Utility Labor, Fire Watch (smoke and haze), and rigging labor.

Thirty-five (35) rigging points with ¼ Ton Motors, sixteen (16) dead hang points. The facility will provide ample power supply to host a multitude of production designs and set-ups. Lighting power will be isolated from all other services. Power breakout will include: (1) Audio power for stage: 100 amp 3 phase 208 (no lights on leg). (2) Lighting power for stage: 400 amp, 3 phase 208, at stage. (3) Power for Front of House area: 8ea 20 amp110 (quad box locate on walls perpendicular to stage). (4) Projector power on downstage truss 100 amp 3 Phase 208. (5) LED wall power backstage 100 Amps 3phase. Phase (6) Video Truck Support: 1ea 150 amp, 3 phase

208. (7) Satellite truck support: 1 ea. 100 amp, single phase 208 (May run on gen set if not available) (8) Support five video bars and one photobooth. In-house A/V supplier will need to make available Sacoplex and lighting control connections to distribute power for truss if available.

5.1.1.9 Contractor shall provide onsite electrician during load in and strike.

5.1.1.10 (If requires) The contractor will provide, install and remove plastic floor protection per hotel requirement under all working areas during load in and strike (government recommends 36” wide). The plastic floor protection must be completely installed prior to the 6:00 AM load-in on the Friday before, removed after the load in not later than 0100 AM on Sunday, and installed again immediately after show on Sunday (approximately 12:01AM) and removed after load out.

5.1.1.11 The contractor will provide the following rigging: (1) install and strike “6-up and 3-down” riggers, (2) Thirty-five points with 1/4 ton double strung chain motors (equivalent to half ton), (3) sixteen (16) “dead hang” installations. 225LF of 20” Truss and 200LF of 12” truss.

Note: the number and type of truss, Chain motor and dead hang points will be adjusted and confirmed 30 days prior to load in. Price must be adjusted on final invoice.

5.1.1.12 The contractor will provide access to the house lighting console for set up and rehearsals (if applicable). The contractor will also provide a house light operator or a remote to the FOH console during show. House Light Operator (if needed) 6 hours for show.

5.1.1.13 Two (2) scissors lifts, (Note: must be tall enough to reach all points in the ballroom). In addition to house AV/riggers, lifts must be made available and allowed to operate by outside contractors.

5.1.1.14 One (1) Man Lift for on stage operations. Man lifts must be made available and allowed to operate by outside contractors.

5.1.1.15 The contractor will provide full access to all areas were cabling, lighting (follow spots), and projectors are required throughout setup, rehearsals, show and strike.

5.1.1.16 The contractor will do a walkthrough with the government production manager no later than eight (8) hours prior to the show time to resolve all safety and fire issues.

5.1.2 The Contractor shall provide space to accommodate 1,700- 1,800 guests for a reception.

Space must be separate from, but near dinner space.

5.1.3 The Contractor shall provide at least eighteen (18) rooms or divided spaces located within close proximity (approximately 200 feet) of the backstage area. Chairs, tables, lighting, and power must be provided in all rooms/divided spaces. Each room must have the ability to be secured and opened by the government. Each room must have at least one coat rack, unless otherwise noted in the specific requirements. All rooms/divided spaces must be available from 6:00 AM Friday until 12:00 PM Sunday, unless otherwise noted below. Rooms/divided space requirements are listed below in paragraphs 5.1.3.1 - 5.1.3.10.

5.1.3.1. Provide seven (7) dressing rooms in close proximity to back stage: three (3) VIP dressing rooms (up to 10 persons), two (2) small dressing rooms with hanging space or racks for MC’s, one (l) band dressing room able to accommodate up to forty (40) people with coat racks and male/female dressing areas delineated with pipe and drape, one (1) military dressing room able to accommodate up to thirty (30) people with five coat racks and male/female dressing areas delineated with pipe and drape. These rooms should have limited viewing from the general public to the backstage area. All dressing room areas must be available not later than 2PM, Friday

5.1.3.2. Provide one (1) talent/crew meal room, able to accommodate up to 150 people.

5.1.3.3. Provide one (1) medical room able to accommodate ten (10) people. This room must also have one (1) operational phone line and phone.

5.1.3.4. Provide one (1) reception/holding room able to accommodate 25 people.

5.1.3.5. Provide one (1) Wounded Warrior room able to accommodate 75 people with two coat racks. This room must be very close to the dining facility and handicap accessible due to the physical condition of some of the participants, as well as VIPs visiting the Wounded Warriors within this room.

5.1.3.6. Provide one (1) operations/admin room able to accommodate 35 people. This room must have internet or Wi-Fi connection for Ten (10) users, and power access for five (5) computers and one (1) printer, a television connection to view the Ballroom activities, and must have one

(1) operational phone line and phone. This room must be available from 6:00 AM, the day before the event until 11:59 AM, the day after the event.

5.1.3.7. Provide two (2) civil support team rooms able to each accommodate six (6) people, must have internet or Wi-Fi connection and power access for sixty (60) desktop and portable electronic devices and one (l) printer, and must have one (1) operational phone line and phone.

5.1.3.8. Provide one (1) security room able to accommodate 15 people with two coat racks. This room will be a holding room for Military Police and Special Response team personnel; as such this room needs to be close enough to the dining facility to allow quick response by the teams, but out of sight from venue guests and ABB participants. This room must also have one (1) operational phone line and phone.

5.1.3.9. Provide one (1) storage room of approximately 80 to 100 square feet for miscellaneous decorations storage. This room must be available from 6:00 AM, Friday until 11:59 AM, Sunday.

5.1.3.10. Provide two (2) side by side rooms or one (1) room with 1200 square feet for entertainment case/gear storage in close proximity to the dinner/entertainment /loading dock space. This room must be available from 6:00 AM, Friday until 12:00 PM, Sunday.

5.1.5. The Contractor shall provide access to a loading and unloading area, which is in direct proximity to the dining and entertainment area with a clear path for cabling. Provide parking for three (3) television and satellite trucks in proximity of the main stage area. The video production truck requires a minimum parking area of 45’ long x 13’ wide x 14’ high able to hold a weight of 55,000 lbs. and be of a grade of no more than 5%. The satellite truck requires a minimum parking area of 25’ long x 8’ wide with clear sightlines to the southwest. The video grip truck requires a minimum parking area of 25’ long x 8’ wide x 12’ high. Access coordinated with the Contractor and the government.

5.1.6. The Contractor shall provide space for guest check-in that can accommodate up to eight

(8) check-in lines. Contractor shall provide tables and chairs for guest check-in, and power outlets for five (5) computers and one (1) printer. Space must be near or co-located with reception space, but not impede reception.

5. l .7. The Contractor shall provide at least four (4) areas that can be used as designated photography areas. The areas shall include sufficient power supply to support printers (one per area), lights, calculators, and cameras. The Contractor shall provide 2 tables and 4 chairs for each designated area. The Contractor shall ensure that designated areas are not located in the dining, entertainment, or directly in the reception area.

5.1.8. The Contractor’s facility shall not have any on-going or planned renovation or construction that affects or intrudes upon the Army Birthday Ball. This includes renovation noise, dust, physical inconvenience (workers and equipment), or visually offensive inconvenience (e.g., wires dangling from ceiling, ladders, in hallways, unfinished walls).

5.2. Services and Equipment

5.2.1. Contractor will divulge venue production labor and in house audio visual service practices.

Service practices will inform overall labor costs for a particular venue.

5.2.2. The Contractor will provide internet connection for one (1) computer and one (1) phone line with phone at backstage location in the dining/entertainment room.

5.2.3. The Contractor will provide interface between the house lighting capability and government provided lighting console.

5.2.4. The Contractor will provide 5ea. “front of house” riser at +24” and +18”

5.2.5. The Contractor will provide audio-visual point of contact on site during load in and strike to support government production staff.

5.3. The Contractor will have access to or provide on-site personal vehicle parking for up to 1000 vehicles. The Contractor shall provide an additional 10 VIP designated spaces on Saturday from 4:00 PM until Sunday 12:00 PM. The contractor shall also provide complimentary parking for 40 administrative/operations personnel on each day (Friday, Saturday and Sunday). With the exception of the VIP designated spaces and the administrative/operations designated personnel, guests will be responsible for paying parking costs. The Government will not be responsible for individual parking costs under this contract.

5.4. Meals. Under this requirement, the Government will not be paying for food and alcohol. A separate contract could be awarded to cover the food and alcohol costs. While this PWS requests space for up to 1,800 guests, the separate food and alcohol contract may allow for fewer than 1,800 meals.

5.5. Contractor shall provide lodging for set-up, production, and tear-down staff, as well as, for guests who choose to stay at the facility in conjunction with the event (or within ¼ mile of main venue as agreed upon by the government). Guests will be responsible for making their own reservations and paying all lodging costs. The government will not be responsible for individual lodging costs under this contract.

5.6. Contractor shall provide and set up at least 150 tables with ten (10) seats/settings per table.

Each table will have cloth linens, one small centerpiece, plates, glasses, cloth napkins, and settings (silverware) traditionally associated with a formal dinner. The quality and type of table linens, place settings, and centerpieces will be mutually agreed upon by Contractor and government. Tables and settings will be completed six hours prior to the beginning of event (not later than 12:01 PM on Saturday).

5.7. The Contractor shall provide signage near building entrances and escalators directing guests to the Army Birthday Ball location. Government will provide signage background not later than four (4) weeks prior to the Army Birthday Ball.

5.8. The Contractor shall provide required services in accordance with the schedule of events located in Technical Exhibit #2. The schedule of events is subject to change as arrangements are confirmed.

TECHNICAL EXHIBIT 1

Quality Assurance Surveillance Plan (QASP)

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 #1: The contractor shall provide adequate space to accommodate at least 1,700 guests for a formal sit-down dinner with the means to prepare and serve the formal dinner. The dinner space must be co-located with entertainment and dancing space.

Contractor provide a facility that accommodates at least 1,700 guests for a sit-down dinner enabling preparation and service of entire dinner. Space co-located with entertainment and dancing space.