USMMA Graduation Commencement

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) outlines the requirements for Graduation Weekend setup and teardown services for the U.S. Merchant Marine Academy (USMMA) in Kings Point, New York. The goal is to provide comprehensive logistical and technical support for the annual Graduation (Commencement) Ceremony, Awards Convocation, and Waterfront Barbecue, ensuring a dignified experience for all attendees.

The contractor will provide all necessary labor, tools, equipment, materials, transportation, and supervision for:

• Event setup and teardown for all scheduled activities.

• Technical support for audio, lighting, teleprompters, and media/broadcast systems.

• Site protection for turf, track, and pedestrian areas.

• Implementation of accessibility and safety measures, including ADA seating.

• Contingency planning for inclement weather, including relocation to Ackerman Auditorium.

• Post-event cleanup, including a magnetic sweep of Tomb Field.

• Compliance and coordination with Contracting Officer's Representative (COR) directives.

• Base Year: June 10, 2026 - June 25, 2026 (Setup completion by June 17, 2026; teardown and restoration by June 25, 2026).

• Option Year: June 2027 (specific dates TBD).

• Place of Performance: U.S. Merchant Marine Academy, Kings Point, NY 11024-1699.

• General: Maintain a safe work area, dispose of waste properly, and repair any damage caused to facilities at no cost to the government. Protective plans for turf and track areas are required.

• Submittals: Include Load-In/Load-Out Plan, Wireless Frequency Coordination Plan, Microphone Inventory and Stage Plot, Inclement Weather Contingency Inventory, Protective Plan for Turf and Track Areas, Curtain Color/Material Samples, Government Seal Mounting Design, and Seating Plan.

• Event Specifics: Detailed requirements for Awards Convocation, Waterfront Barbecue, Commencement Ceremony stage, tents, seating, flag holders, diploma handling, government seal mounting, power requirements, audio systems, microphones, lighting, teleprompters, media support, camera platforms, cooling station, temporary fencing, and staffing.

• Inclement Weather Plan: Provision for an indoor audio system at Ackerman Auditorium with equivalent quality and capabilities to the outdoor setup.

• Technical Rehearsal: Full technical rehearsals and acceptance testing are required prior to the rehearsal and ceremony.

• Safety & ADA: Compliance with ADA standards for seating and routes, protective cable ramps, and secure cabling.

• Surface Protection: Strict measures to protect turf, track, and other surfaces from damage by equipment and vehicles.

• Storage: Secure, weatherproof storage of all equipment remaining onsite overnight.

• Noise Control: Generators must operate at 60 dB(A) or less at 23 feet.

• Coordination: All activities require coordination and approval from the COR.

Amendment / Modification

This document is Amendment 3 to the solicitation. Its primary purpose is to upload a revised Statement of Work (SOW) that incorporates clarifications received from Requests for Information (RFIs).

• Attachment 2 has been replaced with Attachment 6 (a strikethrough copy).
• The document also references an "overhead view of commencement set-up."

No other changes to the terms of the solicitation are noted. Offerors are reminded that they must sign and acknowledge all posted amendments.

Amendment / Modification

This amendment extends the deadline for quotations and provides clarifications.

• New Quote Deadline: May 1, 2026, at 0900 hours.

• RFI Clarifications: Responses to vendor questions are provided, including visual aids (pictures) for specific items.

• Quotes Deadline: Changed from April 29, 2026, 15:00 PM to May 1, 2026, 09:00 AM.

• RFI Responses: Clarifications are provided for various sections of the Statement of Work (SOW), including:

  • SOW Section 10.9 (Flag Holder): Dimensions of flag holders provided.
  • SOW Section 10.1 (Diploma Handling): Number of personnel and diploma holders clarified.
  • SOW Section 10 (General): Staging plan and field layout guidance provided.
  • SOW Section 10.11 (Gov't Seals): Dimensions and weight of Government seals provided.
  • SOW Section 10.13 (Speakers): Speaker specifications updated.
  • SOW Section 10.18 (Broadcast/Media Feed Management): Specific audio requirements added.
  • SOW Section 10.7 (Tents): Clarification that equivalent tent sizes are acceptable if they meet requirements.
  • SOW Section 10 (Band Tent): Clarification that one tent with at least 40 chairs is required.

• Offerors must acknowledge all posted amendments.

• The deadline for submitting quotations has been extended.

Amendment / Modification

• The deadline for quotation responses has been extended by one week.

• Responses to RFI/Q&A have been posted.

• The bid due date has been changed from April 24, 2026, to April 29, 2026.

• The solicitation due time has been changed from 13:00 PM to 15:00 PM.

• The date distributed has been changed from April 9, 2026, to April 23, 2026.

• The period of performance has been updated to 06/10/2026 to 06/26/2026.

• The proposal deadline is extended by one week.

• The new deadline for quotes is April 29, 2026, at 1500-hours.

Form / Attachment / Pricing Sheet

This document is a pricing sheet associated with solicitation 6923G226Q000005. It provides detailed breakdowns for costs related to events in the base year (2026) and an option year (2027).

Base Year (2026) - CLIN 00001: BBQ & Commencement Events

• Includes costs for stage platforms and packages, 1500 plastic folding chairs, 100 formal chairs, logistics support, A/V support, media packages, temporary fencing, safety packages, site teardown, and various tent sizes (96x40, 20x50, 10x10x12, 50x80, 30x30).
• Also includes costs for tables (8-foot, 6-foot, 60-in round) and BBQ lighting.
• Grand Total for CLIN 00001: $1680.0

Base Year (2026) - CLIN 00002: Inclement Weather Plan (Ackerman Auditorium)

• Includes cost for Audio/Media Support & Inventory.
• Grand Total for CLIN 00002: $1.0

Option Year (2027) - CLIN 00003: BBQ & Commencement Events

• Mirrors the items and quantities for CLIN 00001.
• Grand Total for CLIN 00003: $1680.0

Option Year (2027) - CLIN 00004: Inclement Weather Plan (Ackerman Auditorium)

• Mirrors the items and quantities for CLIN 00002.
• Grand Total for CLIN 00004: $1.0

Price Summary

• CLIN 00001: $1680.0
• CLIN 00002: $1.0
• CLIN 00003: $1680.0
• CLIN 00004: $1.0
• Overall Grand Total: $3362.0

Notes:

• Costs for tables and chairs must include all linen and covers per the SOW.
• If 600 chairs need to be acquired additionally for the BBQ event prior to commencement, their cost should be itemized under miscellaneous.

This pricing sheet provides a detailed breakdown of anticipated costs for event services, including staging, seating, tents, A/V, and logistics for both base and option years. Bidders should use this information to formulate their proposals and ensure their pricing aligns with these line items and the requirements outlined in the SOW.

Solicitation / RFP / RFQ

This solicitation is for the setup and tear-down services for the U.S. Merchant Marine Academy's (USMMA) 2026 Graduation ceremony. The contractor will be responsible for providing all necessary tools, labor, equipment, transportation, and supervision for these services, which will take place at various locations on the USMMA campus.

• Setup and tear-down services for the 2026 Graduation ceremony.

• Work must be performed in accordance with the attached Statement of Work (SOW) and Department of Labor Wage Determination (SCA 2015-4157 REV30).

• Includes a requirement for an Inclement Weather Plan.

• Contract Type: Firm Fixed Price (FFP).

• Period of Performance: Base period from 06/10/2026 to 06/26/2026. Option Year One (OY1) for Commencement 2027 Base Services with a period of performance from 06/01/2027 to 06/30/2027.

• Total duration, including options, shall not exceed 24 months (2 years).

• Offers must be submitted via email to NarineA@usmma.edu by 1:00 PM EST on April 24, 2026.

• A completed and signed SF-1449 with pricing for each contract line item (CLIN) is required.

• Quotes must include three volumes: Technical Approach (Volume I), Past Performance (Volume II), and Pricing (Volume III).

• Evaluation Criteria: Award will be made to the responsible offeror whose quote is the lowest price and technically acceptable (LPTA). Technical Approach and Past Performance will be rated as Acceptable or Unacceptable. Price will be evaluated for fairness and reasonableness.

• All responsible small business sources may submit a response.

• A tentative Site Visit is scheduled for 04/15/2026 at 10 AM EST.

• Questions & Answers (Q&A) are due by April 17, 2026.

• Attachments include the Solicitation (SF 1449), Statement of Work (SOW), Pricing Sheet, Questions & Answers form, and DOL Wage Determination.

Form / Attachment / Pricing Sheet

This document appears to be a template for submitting questions and receiving government responses related to a solicitation. It is designed to capture inquiries from potential bidders and the government's official answers, which will be used to amend the solicitation.

• Section: A placeholder for referencing specific sections of the solicitation or attachments.
• Question: A field for bidders to submit their inquiries.
• Government’s Response: A field for the government to provide answers.
• Change to the Solicitation: Technical/Contractual: A field to indicate if the government's response necessitates a change to the solicitation's technical or contractual terms.
• Example Entry: The document shows an example inquiry regarding "Attachment 5, DOL Wage Determination."

This form is crucial for bidders to submit any questions they have about the solicitation. The government states that all responses will be posted via an Amendment, which must be acknowledged and signed with the quote/offer. Therefore, this document facilitates the clarification process and ensures bidders receive official answers that may impact their proposals.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) defines the requirements for the U.S. Merchant Marine Academy's (USMMA) Graduation Weekend setup and teardown services for the FY 2026 Commencement Ceremony and related events.

The contractor will provide comprehensive logistical and technical support, including:

• Event setup and teardown for the Awards Convocation, Waterfront Barbecue, and Commencement Ceremony.

• Technical support for audio, lighting, teleprompters, and media/broadcast systems.

• Site protection for turf, track, and pedestrian areas.

• Implementation of accessibility and safety measures, including ADA seating.

• Contingency planning for inclement weather, including relocation to Ackerman Auditorium.

• Post-event cleanup, including a magnetic sweep of Tomb Field.

• Compliance and coordination with the Contracting Officer's Representative (COR).

• All event components must meet ceremonial, technical, and accessibility standards.

• Safeguarding Academy property and complying with applicable regulations.

• Restoration of any damaged facilities to their original condition within 30 days.

• Cleanup must result in a clean, debris-free, and safe field suitable for immediate athletic use.

• Base Year: June 10, 2026 - June 25, 2026.

• Option Year: June 2027 (specific dates TBD).

• Place of Performance: U.S. Merchant Marine Academy, Kings Point, NY.

• Protective Measures: Plywood or equivalent protective material for turf and track areas, cable ramps, and tent ballast.

• Storage: Secure, weatherproof storage of all equipment remaining onsite overnight.

• Safety: Maintain a safe work area and remove all debris daily.

• Submittals: Detailed plans for load-in/load-out, wireless frequency coordination, microphone inventory, inclement weather contingency, and turf/track protection.

• Inclement Weather Plan: Ensure parity with outdoor capabilities if the event moves to Ackerman Auditorium.

• Staffing: Minimum staffing includes a Lead Audio Engineer, Assistant Audio Technician, and Teleprompter Operator, with specific onsite requirements before events and rehearsals.

Form / Attachment / Pricing Sheet

This document is a U.S. Department of Labor Wage Determination (No. 2015-4157, Revision No. 30) for the Service Contract Act, applicable to the area of New York Counties of Nassau and Suffolk. It outlines the minimum wage rates and fringe benefits required for various occupations when performing contract work in this region.

• Lists occupational codes, titles, and corresponding minimum hourly wage rates.
• Specifies required fringe benefits, including Health & Welfare rates.
• Includes notes on Executive Orders (EO) 13706 and 13658 regarding paid sick leave and minimum wage adjustments.
• Details vacation and holiday entitlements.
• Outlines the process for requesting additional classifications and wage rates (conformance process).

Bidders must use this document to understand the minimum labor costs associated with performing services under a contract in the specified area. It is crucial for accurately estimating proposal costs and ensuring compliance with federal labor laws. The wage rates and benefits listed are the minimums that must be paid to covered employees.