R--Spirit of America 2009 Event

The Mission and Installation Contracting Command intends to award a sole source firm fixed price contract to The GMU Patriot Center , 4500 Patriot Circle, Fairfax, Virginia 22030 for the 2009 Spirit of America Event. This will be awarded as a sole source procurement under FAR 6.302-1. See Note 22. The FSC code R708 and the NAICS code is 711310. A Justification and Approval for Other Than Full and Open Competition has been prepared. All responsible sources may submit an offer, however, only services meeting the Armys requirements will be considered for award. Performance Statement of Work Spirit of America Arena facility rental and support services In Fairfax, Virginia 1. Rental of facility and production services. 1.1. The US Army Military District of Washington (MDW) is planning the 2009 Spirit of America Pageant during the period 8 to 13 September 2009 in Fairfax, Virginia as a major element of the U.S. Armys community relations. 1.2. The contractor will provide use of staging and audience viewing areas for the period 8 to 13 September 2008 in accordance with the following schedule. Tuesday 8 September 2009 Tech load-in (all departments) Wednesday 9 September 2009 Tech load-in (all departments) and Rehearsal Thursday 10 September 2009 Rehearsals (as required) Friday 11 September 2009 Show Time 10:30 a.m. to 12:30 p.m. Evening Show 7:30 p.m. to 9:30 p.m. Saturday September 12, 2009 Matinee 2:00 p.m. to 4:00 p.m. Evening Show 7:30 p.m. 9:30 p.m. Sunday September 13, 2009 Load out completed NLT 0700 September 13, 2009 1.2.1. Total of two rehearsal days and four shows. Each rehearsal will run as required by show director; each show will run two hours approximately, plus intermission. Clean up is estimated at three hours or as required per performance. 1.3. The contractor's facility shall have sufficient personnel in the following categories for each performance: (a) Security (b) Janitorial (during tech load-in, rehearsals and performances) (c) Electrical, Internet and Utility maintenance service (d) Medical (nurse, paramedics, ambulance) (e) Cleaning service following each performance (f) Stage hands (g) Concessions (i) Ushers for a minimum audience size of 8500 1.4. The facility shall contain anchor points within the dome or structure support to allow suspension of a speaker system, lighting trusses and props as specified in the rigging plot (to be provided). Anchor points shall have a capacity range up to 10,000 pounds. The anchor points shall be used for flags, speaker system, lighting and required show technical systems required by final show design. 1.5. The contractors facility shall have a temperature range of 65-75 degrees for heating and cooling capacity, to provide comfortable and moderate temperature for audiences and support personnel (staging area and assembly area shall be in the same building or within close proximity with covered access/protecting from rain/elements). The facilitys height from floor to ceiling shall be at least 60 feet high for curtains and staging. The facility shall have efficient air circulation and smoke extractor system to extract smoke created by the firing of weapons in the arenas. 1.6. Adequate separate dressing rooms/changing areas on the premises to support 350+ show participants involving two or more costume changes during each performance shall be provided by the contractor. The cast includes up to 30 female soldiers who will require separate facilities. 1.7. All equipment will be able to remain in place for the seven-day period. The contractors facility will have and the contractor will make available storage and security capability for props. 1.8. The contractor shall provide ease of access to the facility, as well as staff to support a large group of spectators arriving at one time during scheduled performances. 1.9. Flooring shall be solid and able to support vehicles, large set pieces and horses. Access to the floor shall be from four corners at a minimum. Barriers or some type of partition shall be present to separate the main floor from the audience. The floor shall be dry and free from moisture. The contractor shall allow the Government to lay homasote flooring over the prodeck subfloor and backstage areas in accordance with the script and dcor requirements of the performance. The performing area will be 88 feet by 204 feet. 1.10. Access to the performance stage for vehicles, large set pieces and horses shall be at least 20x40 (portal entry). The facility shall have in-house capability to move equipment, using at least two forklifts and provide two (2) Hi-Lifts JLG 660SJs or equivalent (with the articulating jib), as well as access to the closed circuit television systems (if a system is installed) to allow for placement of television monitors in staging and dressing room areas. 1.11. The contractor shall provide, at no additional cost, a VIP lounge/room for receptions on show days, which can accommodate up to 300 people for stand-up receptions/cocktail buffets. This VIP lounge/room shall be capable of supporting catered food service with a small kitchen for warming and refrigeration and shall have at least one refreshment/bar area. The lounge/room shall have suitable dcor for VIP accommodations. The catering costs for this reception will be covered by a separate contract with the Military District of Washington, and all details for the reception will be coordinated and approved by the MDW Protocol Officer. 1.12. The contractor shall provide permanent or semi-permanent seating of sufficient comfort to support an audience of 8,500 people for a two-hour performance. 1.13. The contractor shall provide concessions/refreshments for the audience to purchase during performances. 1.14. Electrical. The contractor shall provide an adequate power facility and receptacles, including necessary cable to run from the control facility to the show power distribution racks. Provide electrical support as follows: 1. Set-Up: Tie in on 9/8/09at 9:00 am, disconnect at 9/13/09 at 12 am. 2. Stage Left Power Room (for Sound): One (1) 200 amps per leg, 3 phases, 120/208 volt. 4 wire with earth ground within TBD feet of the stage. 3. Stage Right Power Room (for Lights): Three (3) 400 amps per leg, 3 phases, 120/208 volt. 4 wire with earth ground within TBD feet of the stage. 4. Stage Room Center (for Video Projection): One (1) 200 amps per leg, 3 phases, 120/208 volt. 4 wire with earth ground within TBD feet of the stage. 5. Motors: Three (3) 60 amp per leg, 3 phase 120/208 volt, 4 wire with earth ground within TBD feet of the stage. 6. Shore Power: Video Truck: 60 AMP three phase 110 (Video truck TBD location) 1.15. Back-Up Systems. Contractor will be required to verify and/or demonstrate that backup power system(s) will provide the above necessary power in case of main power system outage. Contractor will also demonstrate the back-up public address system. 1.16. The facility shall contain adequate restroom facilities for men and women to support up to 8,500 people per performance. The contractor shall also provide restroom facilities for support personnel separate from the audience facilities. The contractor shall provide janitorial services between performances for both audience and support personnel areas. 1.17. The contractor shall provide qualified emergency medical assistants and evacuation capabilities throughout each performance. 1.18. Location of the facility shall be within the Fairfax, VA metropolitan area. 1.19. The contractors facility shall conform to the more stringent of all applicable federal and local fire and safety codes, i.e., structural support, and an adequate number of fire extinguishers to accommodate an audience up to 8,500 people per performance. 1.20. The contractor shall support the installation of a portable video production truck, truck parking, cable access from outside to inside the building, 60 amp 3 phase power to the truck, including cameras cable runs/placement to support the show design and available for each performance and all rehearsals. 1.21. Electrical loads shall be balanced. One distributed 300-amp three-phase circuit for the spotlights. If more is needed, required hook-up to the outside panel drops shall be available. Transformers shall be kept dry. All electrical work shall conform to the most stringent of all applicable federal and local electrical codes. 1.22. The contractor shall provide eight (8) spotlight locations (with power) to facilitate low angle lighting of action on the event floor. 1.23. The contractor shall provide ADA seating areas to accommodate up to 40 persons in wheelchairs at each performance, and shall also provide a designated hearing-impaired area with signers workstation and two signers per show. 1.24. The contractor shall provide audio and video monitor systems, with cable patching if an installed system is available, in the dressing rooms and back hallways, linked to live video feed and to the control board cue caller. 2. Marketing. The contractor shall provide ticket printing and distribution services, and publicity and promotional services to service the needs of the Army. This will include advice and assistance in the creation of public awareness of the event. All marketing will be coordinated with the MDW SOA Marketing Chief. 3. Meals. Because the band will not be TDY at GMU, they will eat with the cast and crew. This increases the amount of cast and crew from 220 to 350. Meals will not be as extensive at GMU because Cast and crew can eat breakfast at home. Thus Contractor shall provide catered meals at the venue for approximately 350 cast and crew as schedule requires. This figure includes the band. Details of catering will be coordinated and approved by the MDW Food Advisor. 4. Meetings. The contractor and all subcontractors shall attend a Fairfax, VA venue production meeting to be held on the morning of 14 September 2009 to discuss and coordinate the production in that arena.