NOTICE OF INTENT TO SOLE SOURCE - Mobile LED Video Screen - Twilight Tattoo

The U.S. Army intends to Sole Source this requirement if two (2) or more capable parties are not identified by responses to this RFI / NOI. Statement of Work US Army Twilight Tattoo LED Video Screen For US Army Military District of Washington (MDW) 1. Objective: The objective of this Statement of Work (SOW) is to obtain a trailer-mounted, high-definition LED video screen and associated technical equipment to support the integration of historical video content for the US Army Twilight Tattoo (TLT) performance series executed by the US Army Military District of Washington at Summerall Field, Joint Base Myer-Henderson Hall (JBM-HH), VA in late April through late June 2020. The requirement would also apply to the same general period in fiscal years 2021, 2022 and 2023. 2. Scope: The government intends to acquire: A trailer-mounted LED video screen with minimum dimensions of 17 x 32, 8mm resolution, and capable of being elevated at least 12 from ground level and also capable of self-power generation. All supporting computers, cable packages, fiber lines, power lines, production monitors, switchers and cable mats needed to fully operate the screen system and provide playback capability for government provided video content. Skirting for any exposed elements of the trailer (i.e. undercarriage and control station) that detract from the overall appearance of the screen system. Decking to protect grass/turf during movement of trailer on-off field and decking to emplace under trailer landing legs as well as associated labor to install/remove decking. The support of trained video technicians capable of setting up the screen and working with US Army 3. Specific Tasks: The contractor shall: a. Provide and install decking to protect grass surfaces on Summerall Field during installation and removal of screen. Decking must be immediately removed after LED screen system is in place/removed to prevent killing grass/turf. b. Provide and install decking under trailer landing legs/screen support system to ensure stable base throughout the period of performance. c. Provide and install skirting around trailer base and around any components such as control cab/station that detract from overall appearance of the screen. d. Provide a trailer-mounted high definition (16:9 aspect ratio), LED video screen with a minimum screen size of 17 x 32, 8mm resolution, and capable of being elevated to a height where the bottom edge of screen is a minimum of 12 off the ground. e. Provide an alternate power source/generator capable of running the screen and all supporting components in the event of a fixed power failure, as well as all generator fuel and associated maintenance. f. Provide all supporting equipment to include cables and cable mats needed to ensure the LED screen system is fully functional and capable of providing playback of historical content videography. g. Provide a screen-mounted - crowd camera system capable of capturing live video images of the audience and projecting them onto the LED screen at various times throughout the performance. Provide all associated equipment, i.e. computers, cables, etc. to ensure the camera system is fully functional. h. Execute all hook-ups for screen and supporting equipment noted in paragraph 2.b. above. i. Conduct all required technical and safety of use checks on equipment. j. Replace any defective components of the LED screen, crowd camera and supporting equipment throughout the period of performance. k. Provide video technician support throughout all scheduled rehearsals and performances as noted in paragraph 5.b. of this Statement of Work. 4. Unsatisfactory Performance: The contractor shall correct any deficiencies in personnel, supplies and equipment throughout the period of performance. These corrections will be at no cost to the government. 5. Performance Schedule: a. Base Year (April-June 2020) (1) Screen delivery, installation and technical checks at Summerall Field, JBM-HH, will take place on Monday, 27 April 2020 between the hours of 07:30 and 17:00. (2) Twilight Tattoo 2020 rehearsals and performances at Summerall Field, JBM-HH requiring video technician support will take place on: Wednesday, 29 April - 12:00-21:00 Wednesday, 06 May - 12:00-21:00 Wednesday, 13 May - 12:00-21:00 Thursday, 14 May - 12:00-21:00 Wednesday, 20 May, - 12:00-21:00 Wednesday, 27 May, - 12:00-21:00 Wednesday, 10 June, - 12:00-21:00 Thursday, 11 June, - 12:00-21:00 Wednesday, 17 June, -12:00-21:00 Wednesday, 24 June, -12:00-21:00 *Wednesday, 29 July, 2020 - 12:00-21:00 *(TENTATIVE AT FORT BELVOIR, VA) (3) Screen removal from Summerall Field will take place on Thursday, 25 June between the hours of 07:30 and 17:00. (4) A separate Twilight Tattoo may be executed at the National Museum of the United States Army, 1775 Liberty Drive, Fort Belvoir, VA on Wednesday, 29 July 2020, 12:00-21:00. All requirements used in support of the TLT performances at Summerall Field, JBM-HH will be integrated into this performance. This single performance will be a separate contract line item and the government will provide no less than a two week notice to the contractor if the performance will be executed. b. Option Year 1 (April-June 2021) (1) Screen delivery, installation and technical checks at TLT location will take place no later than (NLT) 48 hours prior to the scheduled first performance. (2) Twilight Tattoo 2021 schedule will be published NLT 1 March 2021. Performances will take place in the period from last week of April through final week of June. Total number of performance is TBD. (3) Screen removal will take place within 48 hours of completion of the final TLT performance. c. Option Year 2 (April-June 2022) (1) Screen delivery, installation and technical checks at TLT location will take place NLT 48 hours prior to the scheduled first performance. (2) Twilight Tattoo 2022 schedule will be published NLT 1 March 2022. Performances will take place in the period from last week of April through final week of June. Total number of performance is TBD. (3) Screen removal will take place within 48 hours of completion of the final TLT performance. d. Option Year 3 (April-June 2023) (1) Screen delivery, installation and technical checks at TLT location will take place NLT 48 hours prior to the scheduled first performance. (2) Twilight Tattoo 2023 schedule will be published NLT 1 March 2023. Performances will take place in the period from last week of April through final week of June. Total number of performance is TBD. (3) Screen removal will take place within 48 hours of completion of the final TLT performance. 6. Period of Performance: All work in support of the Twilight Tattoo 2020 (base year) will be performed from 27 April 2020 through 25 June 2020. Option year execution will be based on the final performance schedule approved by the Department of the Army, but generally in the same period as the base year. 7. Place of Performance: All Twilight Tattoo performances, with the exception of the 29 July 2020 performance noted in paragraph 5.a.(4) above, will take place on Summerall Field, Sheridan Avenue, Joint Base Myer-Henderson Hall, VA 22211. The 29 July 2020 performance, if executed, will take place on the parade field at the National Museum of the United States Army, 1775 Liberty Drive, Fort Belvoir, VA 22060. 8. Type of Contract: Firm Fixed Price. 9. Recognized Holidays: The contractor shall not be required to work on any recognized holidays during the period of performance. 10. Security: a. The contractor shall be responsible for securing all their provided equipment. b. The contractor shall provide a list of personnel who will support the delivery, installation and removal of the video screen system and decking, as well as the name of video technician(s) who will provide support during TLT rehearsals and performances to the COR NLT two weeks prior to the scheduled screen delivery date to allow for security screening and installation access. c. The contractor shall ensure that all employees accessing government property have photo identification for presentation at installation access points. d. The contractor shall ensure that all employees operating equipment are, as necessary, properly licensed for that equipment. 11. Government Furnished Items and Services a. The government will provide a grounded power source sufficient to power the LED screen and all components. b. The government will ensure that contractor equipment has unimpeded access to Summerall Field for delivery, set-up and removal of video screens and decking. c. The government will provide a forklift and driver to assist in the installation and removal of the protective decking on the field. c. The government will provide all video content to be run on the LED screen during TLT rehearsals and performances. d. The government will provide a videographer to run the TLT show content during each rehearsal and performance. e. The government will inform the contractor as far in advance as possible of any inclement weather decisions or other factors that affect the TLT performance schedule. f. The government will inform the contractor no less than two weeks prior to the possible 29 July performance as to whether the contract line item will be executed for that show.