Summary: 700 CONS in United States Air Forces in Europe intends to award a contract for a Role Model Tour in support of the 2008 USAFE Extreme Summer program. Statement of Work listed below is a draft and subject to change. Purpose of this notice is to seek vendors/contractors who can provide this service. Please email
[email protected] if you have any questions. STATEMENT OF WORK 1. SCOPE OF WORK 1.1 Contractor shall provide five (5) to six (6) Role Model tours in support of the 2008 USAFE Extreme Summer program, to include motivational presentations, personal appearances, clinics and workshops, publicity and autograph signings, and other promotional appearances as required by specific locations. Last year's tour featured the following individuals and the 2008 program should feature mutually agreed upon substitutes/equivalents: American Idol Top 10 Finalist; Professional Athlete, TV celebrity (Prison Break, LOST), Children's role model i.e. super hero, magician, WWE wrestler, and reality show celebrity. 1.2 Contractor shall provide at each USAFE base specified in paragraph 1.9 below, one full day of personal appearances. Contractor will report to each base at a time mutually agreed to by HQ USAFE/A1SPM based on the requirements of each base. Contractor and HQ USAFE/A1SPM will agree to arrival times at bases and HQ USAFE/A1SPM will handle all coordination with the bases' respective point of contact. Each tour will last an average of 10-12 days. 1.3 If the Contractor is injured or becomes ill prior to the start or during the tour, the tour will continue when Contractor is able. If Contractor's unfortunate situation persists; a reasonable effort will be made to re-schedule the appearance on the same day. If no replacement appearance is feasible, the appearance fees will be renegotiated and the contract modified accordingly. 1.4 Contract will be re-negotiated if terms and conditions are affected by an act of terrorism or natural disaster. 1.5 Contractor shall provide promotional materials in a digital format to A1SPM (Marketing), to include publicity releases, photographs, etc. by 01 Feb 2008 at the following address; HQ USAFE/A1SPM, Unit 3050 Box 160, APO, AE, 09136-0160. 1.6 Contractor shall guarantee that he/she will conduct him/herself in a professional manner at all times. Contractor's appearance must adhere to common standards of decency and good taste. Emphasis is placed on the contractor setting a good example for the military community. Physical contact between the contractor and military members/youth will only take place for reasons of instruction or safety. The presence of alcohol during a performance, or drugs or weapons at any time during the tour, will not be tolerated. Contractor shall make clear to role model that guests are not authorized to accompany them while on tour. 1.7 Contractor shall promote the Extreme Summer sponsors that are connected directly with the program. Other sponsors contractually connected with the celebrity must be made known to and pre-approved by HQ USAFE/A1SPM prior to tour commencement. Contractor's sponsors must be approved by HQ USAFE/A1SPM and will not conflict/compete with Extreme Summer sponsors or DoD regulations and policies. Promotional items for sale must be pre-approved by HQ USAFE/A1SPM before the start of the tours. 1.8 Contractor shall be available for press, TV and radio appearances, autograph sessions, photo opportunities and other personal appearances endorsing the Extreme Summer program. Contractor will allow all publicity photos to be published in promotional materials. Contractor will be given promotional material about Extreme Summer and should be knowledgeable about the program prior to any scheduled appearances. Contractor will agree to promote Extreme Summer during any media statements. Contractor will wear Extreme Summer logo shirting supplied by HQ USAFE/A1SPM during official tour times at bases. 1.9 Tour Locations: NOTE: Exact dates and locations are subject to change pending logistical requirements but must be performed in the specified month. 1.10 Contractor agrees to provide HQ USAFE/A1SPM information as needed for Letters of Introduction (Base Entry paperwork) and Next of Kin for all members of the traveling party: Official Name, SSAN/Identification number, Passport Number, home address and scanned passport photo pages. 1.11 Contractor agrees to pay for all meals and lodging, on or off base, during the contracted length of tour upfront. The contractor will be reimbursed for the below incurred for Role Models following conclusion of program- (1) Logistics (to include airfare, per diem, lodging, staffing, and honorarium fees for each tour): (2) Autograph Cards (3) Ground Transportation 1.12 Contractor agrees to pay for all medical expenses arising from pre-existing conditions, sudden illness or accidents occurring during the contract period of the tour. 1.13 Contractor agrees to pay for all commercial air travel costs, to include air travel from the US and within Europe and Turkey up front. Contractor agrees to pay for any excess baggage costs incurred by contracted personnel. This will not be reimbursable to contractor. Funds reimbursing for travel are specified in the contract. If contractor elects to provide an escort from entertainment personalities other than the HQ USAFE escort, then the contractor shall pay for those travel cost at contractor expenses and those additional expenses are not to be included into contract overall cost. Contract escorts accompanying entertainment shall not directly contact base POCs for any request and shall work all entertainment requests through HQ USAFE POCs. Both entertainment and escorts shall understand that they are visiting a United States Military Installation and will abide to all rules and regulations for the installations. They will also conduct themselves in professional manners and under no circumstances demand to be entertained or taken places during non-performance times. Bases may offer off installation tours, etc. but contractor shall not request or expect this service from the base POC's. Contractor is responsible for any non-performance time transportation, etc. and is reminded that they are responsible to stay to contract obligations and be on time for performances and not to change schedules without HQ USAFE POC prior approval. 1.14 Contractor agrees to pay for all commercial ground transportation costs for Role Model travel within Germany, The Netherlands, and Belgium. Ground transportation includes bus/van/car service and driver for motivational presentations, personal appearances, clinics and workshops, publicity and autograph signings, and other promotional appearances as required by specific locations. The transportation will be for the Role Model and any contractor and HQ USAFE/ A1SPM personnel accompanying the tours. Funds for transportation are included in the contract. Contractor shall provide at each USAFE base, one full day of transportation. Vehicle operator will be on-call throughout the entire tour. Vehicle and driver will report to each base at a time mutually agreed to by HQ USAFE/A1SPM based on the requirements of each base. Contractor and HQ USAFE/A1SPM will agree to arrival times at bases and fully coordinate with the each bases? respective point of contact. Contractor will reimburse subcontractor for transportation cost within 30 days following tour. 1.15 Contractor agrees to provide autograph cards for each role model tour. Cards will include good likeness of role model, as well as all 2008 EXTREME SUMMER sponsor logos and USAFE Services logo. Cards will be printed on 180 gram or higher photo-paper quality card stock. The number of autograph cards per role model is to be determined and will be mutually agreed upon by HQ USAFE/A1SPM and Contractor based on the popularity of the role model and the number of days of the tour. Contractor will ensure autograph cards reach base POC receiving role model 30 days prior to tour. HQ USAFE/A1SPM will provide mailing addresses to bases. 1.16.1 HQ/USAFE Services will complete a receiving report in WAWF upon completion of each tour to ensure contractor payment is initiated within 15 days after receipt of Contractors's invoice for each tour. Contractor understands that payment is not issued by HQ USAFE/A1SPM but is issued by DFAS and HQ USAFE/A1SPM has no control over payment from DFAS. 2 SPECIAL REQUIREMENTS/LAWS PECULIAR TO THE PERFORMANCE OF THE SERVICE 2.16 Each base will provide, if available, an autograph table (skirted), Sharpie marker pens and good lighting. 2.2 Each location will provide adequate crowd control and security before, during and after appearances. 2.3 NAFI/HQ USAFE Services will promote the tour prior to show dates to the best of their ability. HQ USAFE/A1SPM will also provide autograph cards for the celebrity. 2.4 NAFI/HQ USAFE Services will provide Letters of Introduction for installation access to all bases during the period of the tour. 2.5 HOURS OF OPERATION: Contractor and NAFI/HQ USAFE/A1SPM will agree to appearance times based on requirements at each designated performance location. However, appearance time shall not exceed 10 hours per day.