0 SON NFFT70002301661.docx

STATEMENT OF NEED

PSD NWHI Field Tents and Flies PURPOSE: Purchase of tents and associated flies and equipment for remote field camps SCOPE OR MISSION: The Hawaiian monk seal research program (HMSRP) and Marine Turtle Biology & Assessment Program (MTBAP) require the replacement of wall tents and associated equipment (flies and couplers) for remote field camps in the Northwestern Hawaiian Islands (NWHI). These tents are necessary to provide shelter during summer field seasons for up to five months.

BACKGROUND:

Very robust tents are necessary in order to withstand high wind and weather events as well as provide safe and comfortable working and living space to field staff. Canvas wall tents have been used in these field camps and fulfill the space and shelter requirements. In addition, vinyl rain flies are necessary to provide an extra waterproof layer of protection from rain. Current small tents are 9’ x 9’ in floor area, and large tents are 10’x 15’ in floor area. These sizes are important in order to have sufficient space to live, work, and shelter from the elements while having minimal impact to the environment. Tents of different but similar sizes may be considered. Tents, flies, and poles are transported to the field sites by ship and small boat so size of package prior to set up is important (see requirements below).

Two (2) new large tents and six (6) new flies of specific custom dimensions (see below) are required for the 2023 field season to replace tents and flies irreparably damaged at the HMSRP field camps. Additional tents and flies are anticipated over the next 4 years as outlined in the option years below.

Summary of tent needs at NWHI field camps for base year (2023) and maximum anticipated needs for 4 option years (2024 - 2027)

-Zipper to secure floor to tent -4 side windows, 1 window in back -internal frame with rubber foot caps to protect floor

-floor sewn onto walls -4 side windows, 1 window in back -internal frame with rubber foot caps to protect floor

-Zipper to secure floor to tent -4 side windows, 1 window in back -internal frame with rubber foot caps to protect floor

-4 side windows, 1 window in back -internal frame with rubber foot caps to protect floor

-2 grommets added within the fly, both centered via width and 108” apart length wise. See diagram below.

Totals

2 tents 6 flies 3 tents 3 flies 4 tents 3 flies 4 tents 5 flies 3 tents 6 flies

60” 30”

108” between grommets

90” from grommet to each side

90” Total width: 180” Total length 198”

Small Fly Diagram (not to scale): 15’ (180”) x 16.5’ (198”). 2 grommets in middle of fly, spaced 90” from each side, with 108” in between the two grommets. 60” from grommet 1 to the front of the fly (front overhang) and 30” from grommet 2 to the back of the fly (back overhang). Fly should also have grommets evenly spaced (every 4-6”) around the perimeter of the fly.

Total width: 18’ Total length if tent is 12’ long: 20’ Total length if tent is 15’ long: 23’

Large Fly: 18’ x 20’ with grommets evenly spaced (every 4-6”) around the perimeter. Grommets in the middle of the fly are not needed for large flies.

TECHNICAL SPECIFICATIONS: Tents must include the following features in order to provide appropriate conditions to field staff, maximize safety of wildlife, and minimize impact to the environment.

1. General Requirements:

a. Tent material must be 10oz army duck canvas flame retardant fabric or similar.

b. Tent must be able to withstand typical NWHI weather including consistent rain and winds up to 40kts.

c. Tent must have adequate ventilation and be made of appropriate materials to maintain comfortable internal temperatures (<85°F) with 70-90°F external temperatures.

d. Tent must be completely enclosed with zippered openings on doors and windows to prevent the entrance of insects, birds, and other wildlife. This includes sealed spaces between the floors and walls of the tent.

e. Tent must be free-standing and able to be erected directly on compact coral and sand substrate ranging from very coarse to very fine.

f. Tent must be able to be set up by 2 people.

g. Tent must be able to be set up without the use of power tools.

h. An internal metal frame is required to maintain the structure of the tents and must be able to be erected on uneven sandy or coral substrate. The use of stakes and tent lines for stability must be minimized to reduce impact to wildlife.

i. Tents must be made of durable material to be set up, utilized for 3-5 months in windy and high UV conditions, taken down, thoroughly cleaned, and then stored annually. Tents should have a lifespan of at least 8-10 years in these conditions.

j. All zippers must be #10YKK or similar

k. All corners and seams of tents and flies must be reinforced.

l. Large tents must have 3 openings for propane hoses, solar freezer battery box cords, and VHF base station cords to pass through. The openings will consist of 3” hemmed slits with an exterior 4”x4” velcro flap.

2. Poles:

a. To decrease shipping costs, we will consider proposals both with and without tent poles included. Measurements and specifications for tent poles must be included with the tents to assess the ability to have them made/cut locally.

b. All couplers, joints, corner pieces for tent frames must be included.

3. Size:

a. Required dimensions are summarized in the table above and the associated fly diagrams. Different but similar tent dimensions may be considered. Fly dimensions are required to be what is included in the table and diagrams.

b. Tent must have a minimum internal height of 7 feet in the center and wall heights of at least 4 feet to allow adequate movement within.

c. Tent components prior to set up must be able to fit in a standard pallet tub (48” x 44” x 30”) or a 19’ small boat for transport from the deployment ship to the field site. Each individual component must be light enough to be able to be carried by hand from the shoreline to the field site by a single person.

4. Floor:

a. Floors are required to ensure the tent can be completely enclosed to prevent wildlife intrusion including insects and small birds.

b. Floors must be attached to the walls completely with no gaps between the two fabrics.

c. Floor material must be 18oz vinyl or similar waterproof material to prevent water entering through the bottom of the tent during rain.

d. Some tents must have a zippered-in (or otherwise removable but fully enclosable) floor and some must have a sewn-in floor (see table above).

5. Windows:

a. Tents must include at least one window with minimum dimensions of 2’x 2’ on each wall of the tent with the exception of the wall the door is on (3 windows minimum).

b. Each window should have a screened layer to provide ventilation that can be closed using a zippered flap to provide protection from weather.

c. Tents must have approximately 6 square feet of window per 25 square feet of wall to provide adequate ventilation.

6. Door:

a. Door must include one layer with a zippered screen to provide ventilation and one layer with zippered flaps to provide protection from weather.

b. Doors must have at least 3’ width to be large enough to fit large field gear such as freezers and tables.

7. Rain protection:

a. Tents must be waterproof so that heavy driving rain cannot enter the door or window areas when open, or must include appropriate rain flies to protect the tent and contents within.

b. Rain flies must be 13oz vinyl and provide ample protection from rain entering the tents and windows.

Model example:

Proposals should include cost estimates for each size tent, fly, frame (if included) and couplers (if poles not included), a detailed description and drawings of each item including construction materials and assembly instructions, and include estimated shipping to Honolulu, Hawaii.

DELIVERY SCHEDULE:

Base period: Delivery by July 15, 2023.

Option year 1: Delivery by March 15, 2024 Option year 2: Delivery by March 15, 2025 Option year 3: Delivery by March 15, 2026 Option year 4: Delivery by March 15, 2027