Air Force Marathon Audio and Visual Equipment Rental

PERFORMANCE WORK STATEMENT (PWS) Air Force Marathon Audio Visual Equipment Rental and Services 02 July 2026 1. SCOPE OF WORK The Contractor shall provide, operate, and maintain a high-quality, highly reliable audio and video system for the start and finish lines of the Air Force Marathon and 5K events. 1.1 Event Locations Air Force Marathon, Half Marathon, and 10K: Grounds of the National Museum of the United States Air Force (NMUSAF). 5K Event: Wright State University Nutter Center (Friday before the marathon). 1.2 Period of Performance (POP) The Period of Performance shall consist of one (1) base year with the option to extend the term of the contract up to four (4) additional years, encompassing the 2026 Marathon through the 2030 Marathon. 1.3 Event Dates Year Friday 5K Event Date Saturday Marathon Event Date 2026 (Base Year) Sept. 18, 2026 Sept. 19, 2026 2027 (Option Year 1) Sept. 17, 2027 Sept. 18, 2027 2028 (Option Year 2) Sept. 15, 2028 Sept. 16, 2028 2029 (Option Year 3) Sept. 14, 2029 Sept. 15, 2029 2030 (Option Year 4) Sept. 20, 2030 Sept. 21, 2030 2. MARATHON EVENT (Saturday) – AUDIO REQUIREMENTS The Contractor shall provide comprehensive audio coverage for five (5) key "audio zones" at the start and finish areas. The "Front of House" (FOH) control position shall be situated behind the finish line stage, located at the NMUSAF. Zone Coverage Area Description Approximate Dimensions Zone 1 Finish Line: Covers the area from the finish line (Loop Rd) to the fence line separating NMUSAF and Area B. 450' x 350' Zone 2 Runway/Spectator Area: Area between the aircraft runway and the finish line where spectators gather. 200' x 150' Zone 3 Post-Race/Festival Area: After-race viewing area, sponsor location, and vendor booths. 200' x 300' Zone 4 Starting Area: Front fill coverage for the stage area (two powered speakers plus one monitor speaker). 200' x 150' Zone 5 Awards Tent: Podium, primary and backup wireless microphones, and a local mix position connected to the main FOH mix. 100' x 80' 3. MARATHON EVENT (Saturday) – VIDEO AND CAMERA REQUIREMENTS 3.1 Video Screens The Contractor shall provide two (2) high-resolution video screens meeting the following specifications: Physical Specifications: Minimum size of 9' x 12' with a maximum pixel pitch of 10mm (or equivalent high-density outdoor resolution). Screen 1 Location: Positioned adjacent to the finish line. Screen 2 Location & Relocation: Initially positioned by the start line (Zone 4). Following the start of the half marathon (approximately 8:30 AM), Screen 2 must be safely and rapidly relocated to the Post-Race/Festival Area (Zone 3). 3.2 Camera Positions At a minimum, six (6) professional-grade camera positions shall be deployed and integrated during the race (See Appendix A) Position 1: Start line stage (presenter and VIP coverage) Position 2: Start line (wide angle for the beginning of the races) Position 3: Finish line (static camera position) Position 4: Finish line (shoulder-mounted mobile camera) Position 5: Museum turn (capturing runners turning onto the runway) Position 6: Halfway down the final approach to the finish line Technical Note: Camera signal transmission distances are substantial. Camera throws from the museum turn to the FOH can extend up to 1,200 feet. Throws from the start line to the FOH are approximately 1,000 feet. The Contractor is responsible for ensuring signal integrity over these distances using appropriate fiber or wireless systems. 4. 5K EVENT (Friday) - REQUIREMENTS Location: Wright State University Nutter Center (Setzer Pavilion). Audio Coverage: The system must provide clear, intelligible audio coverage across an approximate 300' x 500' area encompassing the Start and Finish lines. See Appendix B Environmental Factors: The audio design must actively mitigate acoustic reflection and slap-back (echo) from the Nutter Center building facade. Sound pressure levels must be sufficient for crowd intelligibility while tightly controlled to minimize architectural reflections. 5. EQUIPMENT SPECIFICATIONS AND STANDARDS All equipment shall be professional-grade, high-reliability production gear. Consumer-grade or semi-professional equipment is strictly unacceptable. Suggested baseline brands include EAW, Electro-Voice (EV), and Meyer Sound. Power Generation: The Contractor shall supply all necessary power distribution, including quiet-operating diesel generators (e.g., two 65 KW 1-3 Phase units) and distribution panels. Lifts & Support: If video screens and speakers are not trailer-mounted, the Contractor shall provide and operate all necessary lift vehicles, forklifts, carts, and rigging structures. Weather Protection: The Contractor shall provide commercial-grade pop-up tents and protective enclosures for all outdoor AV control stations, FOH, and mix positions to ensure continuous operation during rain or extreme heat. 6. EXECUTION AND SCHEDULE The Contractor shall deploy a fully qualified, professional crew to handle setup, testing, live engineering, and teardown. 6.1 Schedule Overview Day Time (Eastern) Activity Thursday before (Pre-Event) All Day Marathon equipment setup begins at NMUSAF grounds. Friday (5K Event Day) 10:00 AM 5K Equipment setup begins at WSU Nutter Center. Friday (5K Event Day) 2:00 PM Saturday Marathon equipment fully tested and operational at NMUSAF. Friday (5K Event Day) 3:00 PM 5K Equipment fully tested and operational at Nutter Center. Friday (5K Event Day) 5:00 PM – 8:00 PM 5K Event live window. Friday (5K Event Day) 8:00 PM (approx.) 5K Teardown begins (30 mins post-race). All gear removed from WSU. Saturday (Marathon Day) 4:30 AM – 3:00 PM Marathon Event live window. Saturday (Marathon Day) 3:00 PM (approx.) Marathon Teardown begins (30 mins post-race). Monday After (Post-Event) 3:00 PM Deadline All Contractor equipment must be completely cleared from…