USMS Director's Award Ceremony

REQUEST FOR QUOTE
(RFQ)
DIRECTOR'S 35TH HONORARY AWARDS CEREMONY
04 April 2017

DESCRIPTION OF REQUIREMENT
The United States Marshals Service (USMS) requires a Contractor to provide facility rental space
for guest attending the DDireirecctotorr''ss 3355thth HHoonnoorararyry AwardAwardss
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88thth,, 99thth,, 1010thth,, 2017. The Contractor shall provide a space for approximately 350-400
guests located in one (01) mile vicinity from 1215 S. Clark Street, Arlington, VA 22202. The period
of performance shall be for one (01) day, August 8th, 9th, or
10th, 2017.
Venue Rental Space
Date Description
Cost
The day of the ceremony includes three phases:

August 8, 2017
August 9, 2017
August 10, 2017

0700 - 1400 hrs. (Set-up, rehearsal, and walk through) 1400 - 1600 hrs. (Ceremony)
1600 - 1700 hrs. (USMS staff and equipment removal)
BASIS OF EVALUATION

Award will be based on Best Value Tradeoff.

INSTRUCTIONS TO OFFERORS
Quotes must be submitted electronically to Samantha.Harrell@usdoj.gov and Curtis.Davis2@usdoj.gov
no later than 10:00am EST, April 14, 2017. No information or questions concerning this Request for
Quote (RFQ) or requests for clarifications will be provided in response to telephone calls from
prospective offerors. Interested offerors must submit any questions concerning this solicitation no
later than 10:00am EST, April 11, 2017.

Quotes shall be provided on company letterhead, single page with company name, logo, address, Point
of Contact, contact info, etc.... Cage Code, DUNS Number, Tax ID number and GSA Schedule Number must
be included, if applicable. The Government seeks additional discounts. All prospective offerors
must be a Commercial and Government Entity (CAGE) code and be registered with the System for Award
Management at https://www.sam.gov/porta 1/public/SAM/.

FAR Clause 52.212-1, Instructions to Offerors - Commercial; FAR Clause 52.212-2 Evaluation -
Commercial Items; FAR 52.212-3 Offerors Representations and Certifications- Commercial Items; FAR
Clause 52.212-4 Contract Terms and Conditions; and FAR Clause 52.212-5, Contract Terms and
Conditions, all apply to this acquisition. The full text
of a FAR provision or clause may be accessed electronically at http://farsite.hill.af.mil

Performance Work Statement United States Marshals Service
Director's 36th Honorary Awards Ceremony

1.0 Background and Scope: The United States Marshals Service (USMS) requires a Contractor to
provide a facility, staff, and equipment to host the Director's 36th Honorary Awards Ceremony. The
Director's Honorary Awards are the highest honors granted by the USMS. The ceremony will be
attended by 350-400 guests and must be located less than one (1) mile from 1215 S. Clark Street,
Arlington, VA 22202.

The USMS is the nation's oldest and most versatile federal law enforcement agency. Federal Marshals
have served the country since 1789 and occupy a uniquely central position in the federal justice
system. The USMS is the enforcement arm of the federal courts, involved in virtually every federal
law enforcement initiative. USMS duties include protecting the federal judiciary, apprehending
federal fugitives, managing and selling seized assets acquired by criminals through illegal
activities, housing and transporting federal prisoners, and operating the Witness Security Program.

1.1 Scope: The Contractor will provide indoor space, facilities, equipment, and staff as set forth
below and as directed by the Contracting Officer Representative (COR).

1.2 Period of Performance: The period of performance shall be for one (1) day, for August 8th, 9th,
or 10th, 2017.

The day of the ceremony includes three phases:
0700 - 1400 hrs. (Set-up, rehearsal, and walk through) 1400 - 1600 hrs. (Ceremony)
1600 - 1700 hrs. (USMS staff and equipment removal)

1.3 Invoicing: The Contractor shall invoice the USMS at the agreed upon rates for the conference
space, audio visual (AV) equipment, any other equipment, and services within thirty (30) calendar
days after the completion of the ceremony. All invoices must be submitted to the COR. Payment will
be made according to the Prompt Payment Act. The Contractor shall submit an original invoice and
three (3) copies (or electronic invoice, if authorized) to the address designated in the contract
to receive invoices. Consistent with FAR 52.212-4(g), invoices shall be submitted in the format
below.

• Name and address of the Contractor;
• Invoice date and number;
• Contract number, contract line item number and, if applicable, the order number;
• Description, quantity, unit of measure, unit price and extended price of the items delivered;
• Shipping number and date of shipment, including the bill of lading number and weight of
shipment if shipped on Government bill of lading;
• Terms of any discount for prompt payment offered;
• Name and address of official to whom payment is to be sent;
• Name, title, and phone number of person to notify in event of defective invoice; and

• Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only
if required elsewhere in this contract.
• Electronic funds transfer (EFT) banking information.

1.3.1 Cancellation: Should the USMS elect to cancel this contract the USMS will provide a written
notification by electronic mail to the Contractor no later than sixty (60) calendar days prior to
the scheduled event. By receipt of this cancellation notice, the Contractor agrees to release the
USMS from any cancellation penalties or charges. If there is a cancellation within sixty (60)
calendar days of the scheduled event date, Paragraph (I) Termination for the Government's
Convenience or (m) Termination for Cause of FAR Clause 52.212-4, Contract Terms and Conditions -
Commercial Items will govern.

1.4 Place of Performance: The work to be performed under this contract shall be at the Contractor's
event facility.

1.5 Type of contract: The USMS will award a Firm Fixed Price Contract for the awards ceremony.

1.6 Contracting Officer's Representative (COR): The COR will be identified by a 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 notify
both the Contracting Officer (CO) 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.

1.7 Identification of Contractor Employees: All contract personnel shall wear a uniform and/or
equivalent that identify the Contractor personnel to avoid creating an impression in the minds of
the members of the public that they are Government officials.

All contract personnel attending meetings and working on the ceremony activities where their 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 the Contractor are suitably marked as Contractor
products or that participation is appropriately disclosed.

Specifically for written communication, to include any and all memoranda, letters, emails,
publications, abstracts, manuscripts, business cards, etc., the signature block will read

name, title (position), contracting company, address, office phone numbers, and email address.

1.8 Organizational Conflict of Interest: An offeror shall identify in its proposal, quote, bid, or
any resulting contract, any potential or actual Organizational and Consultant Conflicts of Interest
(OCCI) as described in the Federal Acquisition Regulation (FAR) Subpart 9.5. This includes actual
or potential conflicts of interests of proposed subcontractors (subs). If an offeror identified in
its proposal, quote, bid or any resulting contract, a potential or actual OCCI, the offeror shall
submit an Organizational and Consultant Conflicts of Interest Plan (OCCIP) to the CO. The OCCIP
shall describe how the offeror addresses potential or actual conflicts of interest and identify how
they will avoid, neutralize, or mitigate present or future conflicts of interest.

Offerors must consider whether their involvement and participation raises any OCCI issues,
especially in the following areas when: providing systems engineering and technical direction;
preparing specifications or work statements and/or objectives; providing evaluation services; and
obtaining access to proprietary information. If a prime or sub breaches any of the OCCI
restrictions, or does not disclose or misrepresents any relevant facts concerning its conflict of
interest, the Government may take appropriate action, including terminating the contract, in
addition to any remedies that may be other permitted by the contract or operation of law.

Be aware that offerors that develop, write, advise, provide directions, consult on, serve as a sub
on, or provide input into procurement strategy, specifications, requirements, performance work
statement, and/or request for quotes (RFQ) for a proposed procurement could potentially be excluded
from bidding or submitting a proposal to compete from the award of such procurement.

The offeror must include any individual employee who has an immediate family member that has
developed, written, advised, provided directions, consulted on, served as a sub on, or provided
input into procurement strategy, specifications, requirements, performance work statements, and/or
request for proposals (RFP) and invitation for bids (IFB) for a proposed procurement.

Immediate family members include grandparent, parent, in-laws, sibling, spouse, child or
grandchild, whether the family relationship exists by blood, adoption, or law.
The offeror shall require that all parties affiliated with its organization regularly make full
disclosure of any actual, potential, or perceived conflict of interest, and should describe the
process, and or timing for doing so, to the Government.

2.0 General Requirements: This section describes the general requirements for this effort. The
following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services: The Government shall neither supervise Contractor employees nor control
the method by which the Contractor performs the required tasks. 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 CO and COR immediately.

2.2 Business Relations: The Contractor shall successfully integrate and coordinate all activity
needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and
quality of problem identification. The Contractor shall provide corrective action plans, proposal
submittals, timely identification of issues, and effective management of subcontractors. The
Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all
Contractor personnel.

2.3 Contract Administration and Management: The following subsections specify requirements for
contract, management, and personnel administration.

2.3.1 Contract Management: The Contractor shall establish clear organizational lines of authority
and responsibility to ensure effective management of the resources assigned to the requirement.

2.3.2 Contract Administration: The Contractor shall establish processes and assign appropriate
resources to effectively administer the requirement. The Contractor shall respond to Government
requests for contractual actions in a timely fashion. The Contractor shall have a single point of
contact between the Government and Contractor personnel assigned to support contracts or task
orders. The Contractor shall assign work effort and maintaining proper and accurate timekeeping
records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration: The Contractor shall provide for employees during designated
Government non-work days or other periods where Government offices are closed due to weather or
security conditions. The Contractor shall provide necessary infrastructure to support contract
tasks.

2.4 Subcontract Management: The Contractor shall be responsible for any subcontract management
necessary to integrate work performed on this requirement and shall be responsible and accountable
for subcontractor performance on this requirement. The prime Contractor will manage work
distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.
Contractors may add subcontractors to their team after notification to the CO or COR.

2.5 Contractor Key Personnel, Disciplines, and Specialties
The Contractor shall provide the necessary resources and infrastructure to manage, perform, and
administer the contract. The staff shall be knowledgeable, experienced staff to ensure a
successful ceremony and shall be working the duration of the event. The two key personnel are:

• Event Coordinator/Manager.

• A/V Technician for event.

The Key personnel shall, at a minimum, be proficient in providing the following services:

• Setting up seating, theater-style for 400 employees.

• Setting up the Stage with pipe & draping

• Setting up A/V equipment

• Setting up the following items on-stage &/or beside the stage:

o 1 or 2 viewing screens for projectors
o Podiums.
o Chairs.
o Bottled water (on each podium & beside/under each on-stage chair).
• Rectangular tables with linens beside stage.

The Key Personnel shall not be switched out without prior approval from the COR.

2.6 Location and Hours of Work: All work will be accomplished at the Contractor's event facility.
2.6.1 Physical Security: The Contractor shall be responsible for safeguarding all USMS equipment,
information, and property provided for use. At the close of the ceremony, the USMS equipment and
materials shall be secured and accounted for.

3.0 Specific Contractor Tasks and Requirements: The Contractor will furnish all facilities,
equipment, staff, and services listed above in section 2.5, and below under this section.

3.0.1 Contractor Furnished Facilities: Indoor space large enough to accommodate the following:
• One (1) ceremony/event room to accommodate theater-style seating for approximately 350-400
guests.
• Contractor and Government event staff required in this PWS.
• All furnishings, equipment, items and materials outlined below under sections 3 and 4.
• One (1) stage, to accommodate furnishings, items and materials outlined below under sections 3
and 4.
• AV staff and equipment listed below under sections 3 and 4.
• One (1) check-in area near ceremony/event room entrance to accommodate 4 chairs and 2 tables.
• One (1) small holding room adjacent to the ceremony/event room and directly accessible to the
side or back of the stage to accommodate approximately 4-6 people.
• One (1) large holding room to accommodate approximately twelve (12) people

3.1 Contractor Furnished Equipment and Items

3.1.1 Audio Visual (A/V) Equipment
• Two (2) 9' x 12' (or larger) screens, mounted or place on either side of stage
• Two (2) overhead projectors (1,800 to 2,500 lumens)
• In-house sound system
• Switcher (if sound system is not available)
• Mixer (if sound system is not available)
• Two (2) podium microphones connected to sound system
• Laptop/computer hook-up to overhead projector and sound system
• 10 MB dedicated upstream and downstream capability for live-stream broadcast

3.1.2 Lighting Equipment
• Podium lighting
• Stage lighting
• Ceremony/Event Room lighting (preferably with dimmers)

3.1.3 Other Equipment and Items
o Table linens for all rectangular tables (if deemed necessary by the COR)
o Two (2) rectangular tables for check-in
o Four (4) chairs for check-in
o Thirty (30) water bottles: [6 on-stage (1 per chair & podium) plus 24 in the holding room]
o One (1) 6-foot step ladder for USMS photographer to use o Pipe and draping trim (or other trim
approved by the COR) o Four (4) padded arm chairs
o Two (2) small side tables (between chairs)
o Two (2) podiums.
o Two (2) ramps or sets of steps adjacent to & connected to each side of the stage.
o Three (3) USMS-furnished flags (posted on-stage)
o Two (2) USMS-furnished seals to hang on podiums.
o Two (2) large-screens (pull-down, wall-mounted, or hung or set-up on either side of the stage.
o Two (2) rectangular tables (on or adjacent to stage).

3.2 Contractor Furnished Staff and Services: The Contractor shall provide the Key Personnel
described in section 2.5 and additional staff as needed to perform the following services.

3.2.1 Contractor Audio Visual (AV) Technician and Staff: Contractor to provide an AV Technician as
described above in section 2.5 to perform and/or oversee the Staff and Services listed below.
Contractor to provide additional AV staff, as deemed necessary by the Contractor, to perform the
services listed below prior to, during, and after the ceremony.

3.2.2 Contractor Audio Visual (AV) Services:

SET-UP

➢ Set-up and test Contractor Furnished AV equipment (including sound and lighting) and complete no
less than one hour prior to ceremony start-time.
➢ Provide fully working Contractor Furnished AV equipment, no less than one hour prior to ceremony
start-time.
➢ Run Contractor Furnished AV equipment for the duration of the ceremony.
➢ Break-down Contractor Furnished AV equipment after all stage participants have left and the
master of ceremony (MC) has closed the ceremony.

3.2.3 Contractor Event Coordinator/Manager and Staff: Provide an Event Coordinator/Manager as
described in section 2.5 to perform and/or oversee the Staff and Services listed below, before,
during, and after the ceremony as needed. Provide additional Contractor furnished staff, as deemed
necessary by the Contractor, to perform the Services listed below prior to, during, and after the
ceremony.

3.2.4 Contractor Staff Services:

SET-UP
➢ Seating set-up theater-style for 350-400 guests in a layout approved by the COR; to be completed
no less than one hour prior to the ceremony start-time.
➢ Stage large enough to accommodate all furnishings listed below; to be completed no less than one
hour prior to the ceremony start-time.
➢ Set-up on-stage:
➢ Trim stage with pipe & draping (or other trim approved by the COR)
➢ Four (4) padded arm chairs (for presenters).
➢ Two (2) small side tables (between chairs, each with 2+ water bottles).
➢ Two (2) podiums (each with lighting, microphones connected to in-house sound system &
USMS-furnished seals).
➢ Three (3) flags (USMS-furnished and set-up by USMS staff).
➢ Set-up on or adjacent to stage:
➢ Two (2) rectangular tables (with linens if requested by COR).
➢ Two (2) large-screens (pull-down, wall-mounted, or on stands, set-up on each side of the stage,
high enough to be visible from all audience seats.
➢ Two (2) ramps (or stairs) adjacent to & connected to each side of stage.

BREAK-DOWN
➢ Break down all Contractor furnished equipment and furnishings after all stage participants have
left and the MC has closed the ceremony.

4.0 Specific Government Tasks and Requirements: The Government shall furnish the equipment, staff,
and services listed below and will require permission to hang and/or display items where noted. The
Government will also require the option to furnish decorative plants from an outside vendor to
place on-stage.

4.1 Government Furnished Equipment and Items:
• USMS seals for podiums
• Posters and small exhibits to display in ceremony room and/or check-in area
• Signage to display in ceremony room and/or check-in area
• U.S., Department of Justice, and USMS flags to display on-stage

• USMS laptops and equipment for live-stream broadcast
• DVDs to be played on USMS laptops and to connect to Contractor's in-house

SOUND-SYSTEM
• Awards to be presented to honorees
• Award items being presented to the honorees
• IT equipment to include, but not limited to:
• Two (2) or three (3) laptops
• photography equipment
• live-streaming equipment

Printed materials for display and handing out, to include, but not limited to:
➢ Ceremony programs
➢ Seat reservation cards
➢ Signage
➢ Display items (posters on easels)

4.2 Government Furnished Staff and Services: The Government will provide the staff and services
listed below.
▪ Event Coordinator/Manager to serve as a liaison with the Contractor Furnished Event
Coordinator/Manger regarding all matters related to requirements set forth in this PWS, prior to,
during, and following the ceremony.
▪ Information Technology (IT) staff to provide the following services prior to, during, and after
the ceremony:
▪ Liaison with the Contractor furnished A/V staff on sound, lighting, projectors, electronic
equipment and power required for the ceremony
▪ Set-up and run Government furnished laptops and DVDs
▪ Break-down and remove all USMS IT equipment
▪ Photographer(s) to take photos during the ceremony.
▪ General support staff to provide the following services:
▪ Set-up all Government furnished display items, (flags, signage, etc.)
▪ Check-in
▪ Ushers
▪ Award presentations
▪ General assistance as needed
▪ Break-down and removal of all USMS equipment and items

5.0 Special Requirements: This section describes the special requirements for this effort. The
following sub-sections provide details of various considerations on this effort.
The Contractor will warrant in the contract that all Contractor furnished facilities and services
set forth in this PWS will be of substantially the same quality and condition or of
better quality and condition on the date of the ceremony, as they existed at the time the contract
is finalized. If contractor facility is not in substantially the same condition, the USMS shall
deduct ten (10%) of the total price of the contract.
5.1 Security and Safety: USMS personnel are law enforcement officers so the Contractor and any
sub-contractor(s) must be aware that USMS personnel may enter the contractor's facility with
concealed weapons.

5.1.2 Security: The Contractor will allow the Government access and entry to the event
facilities described in this PWS to perform a security sweep, prior to the ceremony, on a date and
at a time to be specified by the Government.

5.2 Post Award Periodic Progress Meetings: The Contractor agrees to attend any post award meetings
convened by the contracting activity or contract administration office in accordance with Federal
Acquisition Regulation (FAR) Subpart 42.5. The CO, COR, and other Government personnel, as
appropriate, may meet periodically with the Contractor to review the Contractor's performance. At
these meetings the CO and/or COR 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.

5.3 Fees/Commission/Taxes: The USMS shall not pay fees, commissions, taxes, penalties, or
liquidated damages, if any, and shall exclude service charges, surcharges, commission, and rebates
as well as state and local sales tax, unless required by law.

5.4 Equipment: The Contractor will provide all necessary equipment for the Contractor's use in
performance of tasks outlined above and below.
6.0 Deliverables: Contracting Officer Representative