2026 Great TX Airshow SOW - Tents Tables and Chairs Rental_.pdf

STATEMENT OF WORK 2026

GREAT TEXAS AIR SHOW

TENTS, TABLES, & CHAIRS RENTAL

02 May 2026 – 03 May 2026

1. Rental, Delivery and Set-up Services -- In support of the Joint Base San Antonio Great Texas Airshow 02 May 2026-03 May 2026, various functions will have need of tables, chairs, and tents. The volume of items requires significant logistics for delivery, set-up, anchoring and tear down; hence this requirement is being contracted to a vendor.

1.1. Items to be provided are listed below with specific instructions for each category.

1.1.1. 1450 Chairs (White Resin Folding Chairs)

1.1.1.1. 1200 of these chairs will be delivered and set up in the premium seating area and 250 chairs will be delivered and set up in the sponsorship/hospitality area. A diagram will be provided; chair placement must follow this guidance.

1.1.2. 216 Chairs (Poly Folding Chairs)

1.1.3. All 216 poly folding chairs will be delivered and set up under the premium seating tent. A diagram will be provided; chair placement must follow this guidance.

1.1.4. One (40x100) Premium Seating Tent

1.1.2.1 This tent must be delivered and set up in the location directed by the user.

1.1.2.2 Tent must be anchored by cement blocks, to prevent being carried off by the wind.

All cement blocks must be provided by the contractor, the installation will not provide equipment to move cement blocks or any other tent equipment. Sidewalls are not required for the tent. HVAC or fans are not required for the tent. Lighting or power is not required for the tent. Tent will be on cement. The tent area will be marked with spray paint, and a diagram also provided. Tent placement must follow this guidance.

1.1.5. 46 Tables (6ft rectangular banquet tables)

1.1.5.1. 36 of these tables will be delivered and set up at the premium seating tent (40x100), 10 tables will be delivered and set up to the sponsorship/hospitality area.

1.1.6. 30 Tables (60” round tables)

1.1.7. All 30 tables will be delivered and set up in the sponsorship/hospitality area.

1.1.8. 14 Tables (Cocktail 36” Round, 42” Tall tables)

1.1.9. All 14 cocktail tables will be delivered and set up under the premium seating tent.

2. Timeline: The (40x100) tent and all tables and chairs will be delivered no sooner than

Thursday, 30 April 2026, 0800 and must be set up by Friday, 01 May 2026, 1700. All tents, tables, and chairs must be picked on Sunday 03 May 2026 after 1700 and everything must be off the flightline before midnight. The contactor will set up tables and chairs once the tents have been erected as directed by the user.

3. Locations: This event will take place on Joint Base San Antonio Randolph on the flightline ramps; coordination for base access will be required as stated in the contractor access clause of this contract. A map of the event site will be provided. Portapotties will only be available on site the day of the event 02 May 2026 – 03 May 2026.

4. Communications: Contractor will be provided a government point of contact who will instruct the contractor on locations for delivery and set-up of the various items. This point of contact does not have the authority to commit the government to spend additional funds.

There are no water sources near the event location. This point of contact will meet the contractor when they arrive to show them the ramp and answer any questions. Contractor vehicles will be allowed to drive up to the event site. The contractor must contact the event POC before driving on the event site. The POC will be provided once the contract is awarded.

5. On call POC: The contractor will provide an On-Call POC that is available to assist with in-scope needs. The contractor will be provided special access to the installation and will be sent a form to fill out for each individual and vehicle prior to the event to gain access to the installation. This person should remain within a reasonable commuting distance. If additional products are required/need to be replaced due to damage/unexpected circumstances, the contractor shall not agree to any changes without permission from the contracting officer (CO). Any changes to prices paid must be approved by CO. It is the intent of the government that all products are acquired through a single purchase order without modification. Do NOT include warranty/damage pricing in your quote.