1202RZ25Q0002 Tent Solicitation Questions 2nd Round 4-10-2025.pdf

1202RZ25Q0002 Tent Solicitation Questions 2nd Round 4-10-2025

TENT SYSTEM DEFINITION

GENERATORS – one answer provided to address all questions within section

Q. Generator Capacity Per Tent vs. Averaging Across Tent Systems – Section 1.3.3 vs. 1.3.2

Sections 1.3.2 and 1.3.3 appear to differ in interpretation and conflict one another. Section 1.3.3 specifies a strict requirement of a minimum Generator AMP requirements per tent system (e.g., 50A for Type 1) which mandates minimum per-tent system performance, while Section 1.3.2 suggests that AMP delivery can be averaged across multiple tents.

Q. Voltage Specifications for Generator and Circuit Sizing – Section 1.3.2, 1.3.3 and 1.3.4.3

The solicitation lists AMP requirements but does not specify voltage (e.g., 120V, 208V, 240V, 480V;

single- or three-phase). This is critical to properly sizing generators and electrical components.

Voltage level changes amperage math significantly.

The language in the solicitation referencing standard office equipment (laptops, telecommunication charging, etc.) and GFCI-protected outlets suggests that the expected load calculation may be based on 120V power. However, the solicitation does not explicitly confirm this.

Can the Government please confirm whether the AMP requirements per tent system assume a 120V load basis, or if a different voltage (e.g., 208V or 240V) is intended for power distribution and generator sizing?

Q. 20-Amp Circuit vs. 14-Gauge Wire Conflict – Section 1.3.3

Section 1.3.3 requires 14-gauge minimum extension cords but also mandates 20-amp dedicated circuits. UL and NEC standards require 12-gauge wire for 20A circuits.

Can the Government confirm if 14-gauge is acceptable, or should vendors use 12-gauge for all 20A circuit applications? If so, please update the minimum requirements.

Q. Power Circuits vs. Generator Output Discrepancy – Section 1.3.3 vs. Section 1.3.4.3 TASK 3:

Set Up

There seems to be a mismatch between required generator amperage output in the above referenced sections. Please note, we are assuming 120V requirement for calculations which is not the same voltage required for HVAC System. HVAC systems, especially expeditionary or large portable ones, often require 208V, 240V, or even 480V, depending on the size and type.

Problem: Specified AMPs vs. Required Circuits

Q. Minimum Circuits vs. Outlet Distribution – Section 1.3.3 vs. 1.3.4.3 Task

The solicitation specifies a fixed number of outlets and 20A circuits per tent but prohibits power strips, but single or duplex receptacles are acceptable. This does not address how to safely distribute outlets across those circuits but requests a fixed minimum number of outlets per tent system.

Q. How can the contractor meet these specifications without using a power strip or something more than a single or duplex receptacle?

The maximum number possible would be 4 outlets based on a minimum requirement of one (1) 20-amp circuit. These requirements seem overly restrictive and will require contractors to use only one extension cord with one outlet or have a custom cord made with a maximum of two outlets.

Additionally, once power is distributed to the user, load management should fall on the end-user, not the contractor, as the contractor cannot control what devices are plugged in during operations.

A. Power generation needs for ordered tent systems (quantity, typing, and configuration) at time of order may vary depending on the location and operational requirements determined by the assigned IMT/CIMT establishing the base camp.

The schedule of items/PWS is general and provides minimum power guidelines based on the size and typing of the tent system while keeping in line with the flexibility needed, unknowns, and varying equipment capacities being offered across multiple vendors.

All electrical power generation calculations, loads, circuits, and voltage decisions would be determined based on the vendor’s standard commercial practice, safety requirements of the resource manufacturer defined for the operator, and subject matter expertise of the vendor establishing tent system operations in the both the resource location and configuration requested to fit the Government’s need.

SCHEDULE OF ITEMS

Q. Large Canopies for Base Camp Meetings: We also rent large "circus-tent" canopies (with walls and without). They are used for large meetings and briefings. Will these continue to be ordered with an EERA from the Secondary Source list - since they fall outside the specs of any "Tent Type”? If not, what will be the new protocol for such?

A. Tents outside of the advertisement and Schedule of Items (SOI) will not be ordered under these awards/agreements. A commercial agreement or EERA would need to be established at time of need and order.

Q. Diesel, Hybrid and Solar Light Towers and Balloon Lights / Glow Bugs, Tables & Chairs, Safety (traffic) trailer: Will these other items continue to be ordered with an EERA from the Secondary Source list since they fall outside of any Tent Systems? If not, what will be the new protocol for such?

A. Resources outside of the advertisement and Schedule of Items (SOI) will not be ordered under these awards/agreements. A commercial agreement or EERA would need to be established at time of need and order.

Q. Secondary Source List: Will our equipment from last year's list remain on the Secondary Source List OR do we need to re-enter that data?

A. The secondary source list is static, and re-entry of previously entered resources is not required.

Q. IPP: I had a note that beginning March 22, 2025, vendors will not be able to access IPP until the updated I-BPA is accepted. Is this still accurate? And does this apply to the new I-BPA?

A. Please reach out to us direct to discuss. I need more information.

Q. In addition, what does (additional generator) mean in reference to the above clarification language for payment purposes when power is already required per tent system?

A. Ordered as an additional optional item.

Q. Section 1.3.4.5 TASK 6: Relocation. The definition of "relocation" in Section 1.3.4.5 Task 6, which states: "Relocation means moving an entire tent system from one physical location to another; moving panels or doors does not constitute relocation."

Reconfiguring doors or wall panels within the tent system is a complex process requiring significant labor and resources. This involves disconnecting and moving the HVAC system, removing, and reinstalling insulation, roof panels, flooring, and reassembling the structure. Such tasks necessitate mobilizing a crew (typically at least two personnel, more for Type 1 or 2 tents) and are both time-intensive and labor-intensive.

Given the substantial effort involved, I respectfully request that the language in Task 6 be amended to recognize that reconfiguring doors or wall panels constitutes a relocation. Alternatively, I propose adding language to the agreement specifying that the government may not request the relocation of doors or wall panels without acknowledging it as a relocation.

Such an amendment would ensure fair compensation for the labor and resources expended during these reconfigurations.

A. We will not be able to incorporate a relocation fee for tent walls and panels as we have not historically paid for reconfiguration of a wall/panel as a true relocation which would require a separate fee outside of the daily rate.

CLIMATE CONTROL

Q. Clarification on Climate Control Equipment – HVAC vs. Window A/C Acceptability

A. We set a temperature range for the vendor provided climate control/temperature control system within the PWS. We are allowing for flexibility of resources/equipment provided by the vendor in order to meet those minimum requirements.

Q. Does each door for a Type 1, 2, and 3 have to be hinged framed or can 1 door be hinged framed and 1 door be non-hinged framed but meet ADA requirements? If the IMT needs an additional hinged door they could order from optional items?

A. The intent of each door is to be ADA compliant and function as a standard entrance/exit.

MILEAGE

NOTE: Numerous duplicate questions were received in regards to mileage. Example and clarification language has been added to Attachment 1 – Schedule of Items and Sections 1.3.2

– Contractor Provided Equipment, 3.5.1 – Time Under Hire & 3.5.2 – Rates of Payments

Q. Mileage – agreement states that each transportation vehicle will be entitled to mileage that is used in delivering the tent systems. However, in the SOI it has a line for mileage per tent system. Are we supposed to have mileage rate with each tent system or each transportation vehicle?

A. Tent System – Note this for quoted mileage rates.

MILEAGE - A mileage payment is based on the rate per mile in the agreement multiplied by the number of round-trip miles from the Designated Dispatch Point (DDP) to the incident (mobilization) and from the incident to the DDP (demobilization) for each tent system. Rate for travel is per mile per resource (tent system, additional optional item generator) for one-way mobilization and one way demobilization.

Q. Would a vendor be entitled to receive mileage for each transport/carrier associated with a tent system; or only be entitled to receive one mileage rate per tent system, regardless of how many transport/carriers are utilized?

A. One mileage rate by tent system – one-way mobilization & one-way demobilization.

Q. Could a Scenario be provided within the agreement to better explain/clarify this process?

A. EXAMPLE: The government orders seven (7) Type 4 Tent Systems and five (5) Type 3 Tent Systems. The agreement's example mileage rate is $2.00/mile for Type 4 Tent Systems and $2.50/mile for Type 3 Tents. The distance from the point of hire to the incident is 225 miles.

The mileage payment for mobilization in this example is calculated as follows:

$2.00 (Type 4 Tent System mileage rate) * 225 (mob miles) * 7 (for seven tent systems) = $1,575.00

$2.50 (Type 3 Tent System mileage rate) * 225 (mob miles) * 5 (for five Type 3 tent systems) = $1,125.00

Total mobilization for Type 4 and Type 3 tent systems is $2700.00

DESIGNATED DISPATCH POINT (DDP)

Q. Regarding ordering procedures. The Solicitation states, “The Contractor whose Designated Dispatch Point is nearest to the incident as determined by a web-based mapping platform such as Google Maps.”

Given that Google Maps may not always be used to determine the closest resource. I would like to point out the following three examples provided use Google Maps, Microsoft Bing, and Apple Maps to route the distance between the same zip codes and each mapping service gives a different distance.

A. It has been clarified that Google Maps will be the mapping platform utilized.

BPA CALLS & SOURCE SELECTION

Q. I understand ties will be broken by price, but what price will be used? Is it the average price of all resources ordered or the total daily cost of the order? Does it include mileage in some way? When proximity is tied between vendors, the Government states that “lowest priced” offers in the SOI will be used as a tiebreaker.

We respectfully ask for clarification on how best value and price evaluation are being determined in those situations:

· Will pricing be compared per line item, per line item ordered, or through a weighted total or formula?

A. Closest resources and if there is a tie, then lowest price will be the tiebreaker. The rate comparison will be based on total order by each vendor's awarded SOI, including mileage for mobilization and demobilization along with one (1) operational period (Daily Rate).

Q. Ordering Procedure Contact Method (Section 3.4.1). Per Section 3.4.1 of the solicitation, the ordering activity may contact I-BPA holders using phone, email, or any other means to confirm availability and place orders. We would respectfully request clarification and consideration of the following: Would the Government allow vendors to designate a Primary Dispatch Phone Number as the preferred method of contact for order availability checks and resource requests?

Given the high volume of incoming emails and the potential for critical communications to be missed due to spam filtering or inbox clutter, a phone-first protocol would help ensure prompt response and reduce the risk of delayed acknowledgments or missed assignments.

A. Section 3.4.1 – Ordering Procedures has been updated to, “The ordering activity contacts I- BPA holders by phone and email to check for availability. All emails will be followed up by a phone call.”

TECHNICAL SUBMITTAL

Q. Clarification on Technical Acceptability and Required Equipment Detail in Capability Statement

• Will the Government require vendors to specify the exact equipment they intend to use to meet the performance specifications (e.g., tent model(s), cooling system type such as HVAC or window A/C, and the number/sizing of each unit)?

A. No

Q. If not required, how will the Government assess whether a vendor's proposed solution is materially equivalent to others—particularly in cases where one vendor uses higher-capacity equipment (e.g., commercial HVACs) and another uses basic window A/C units?

A. We have set the minimum standards for tent definition, typing, power generation, and climate control. All quotes will be competed against one another and a fair and reasonable parameter established based on historical pricing, the competitive quotes received, the government estimate, and available commercial pricing for same-type services.