Tent Requirements Update 10.9.24.pdf

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W083--Winter Haven Event 2024 Tent Package Rental | Requirements Change
Solicitation number
36C24525Q0019
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This document is a Request for Proposal (RFP) for a Tent Package Rental requirement for the Washington DC VA Medical Center's (DCVAMC) Winter Haven Homeless Stand-down event. The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network 5 has a requirement for an outdoor event tent package that includes tables, table linens, chairs, tents, food warmers, various heaters, garment racks, lighting, generators, and related services.

The contractor shall be responsible for the technical assistance, development, final specifications, delivery, installation, and removal of the tent package. The RFP specifies the required dimensions, quantities, and configurations for the various tents and associated equipment. A site visit will be conducted on October 3, 2024, and all questions are due by October 9, 2024. The delivery and installation is required on November 1, 2024, with pickup and removal on November 3, 2024. The RFP outlines the Program Manager's responsibilities, requirements for protection of property, delivery, assembly, day of event support, and breakdown/pickup procedures.

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Other files

File Type Posted
36C24525Q0019 0002.docx DOCX document
Tent Requirements Update.pdf PDF
36C24525Q0019 0001.docx DOCX document
36C24525Q0019 Winter Haven Event.pdf PDF
36C24525Q0019_1.docx DOCX document
WinterHaven Site_Without Tent Names.pdf PDF

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Requirements of Space

1) Welcome/Registration (Red Area on Floorplan) (Enrollment/Eligibility)

a. 1 Tent with back and sidewalls (Dimensions 20’ x 20’)

b. 4 tables

c. 4 table linens

d. 8 chairs

2) Treatment Resources (Blue Area on Floorplan)

a. 1 Tent with back and sidewall (Dimensions 10’ x 20’) (2 Stations)

i. 3 tables

ii. 3 table linen

iii. 9 chairs

b. 1 Tent with back and sidewall (Dimensions 20’ x 20’) (3 Stations)

i. 3 tables

ii. 3 table linens

iii. 9 chairs

c. 1 Tent with back and sidewall (Dimensions 10’ x 10’) (4 Stations)

i. 4 tables

ii. 4 table linens

iii. 12 chairs

d. 1 Tent with back and sidewall (Dimensions 20’ x 20’) (4 Stations)

i. 4 tables

ii. 4 table linens

iii. 12 chairs

e. 1 Tent with back and sidewall (Dimensions 10’ x 20’) (3 Stations)

i. 3 tables

ii. 3 table linens

iii. 9 chairs

f. All tents with lighting

3) Government Agency (Yellow Area on Floorplan)

a. 1 Tent with back and sidewall (Dimensions 10’ x 20’) (4 Stations)

i. 4 tables

ii. 4 table linens

iii. 12 chairs

b. 1 Tent with back and sidewall (Dimensions 20’ x 20’)

i. 4 tables

ii. 4 table linens

iii. 12 chairs

c. 2 Tents with back and sidewall (one front/one behind) (Dimensions 10’ x’ 20’)

i. dividers in middle of tents

ii. 3 tables (each tent)

iii. 3 table linens (each tent)

iv. 9 chairs (each tent)

d. All tents with lighting

4) Primary Care (Red Area on Floorplan)

a. 1 Tent with back and sidewalls (Dimensions: 20’ x 20’)

i. 4 tables

ii. 4 table linens

iii. 8 chairs

b. 1 Tent with back and sidewalls (20’ x 60’ (Divided into 3 stations))

i. 10 tables

ii. 10 table linens

iii. 22 chairs

c. 7 ambient lights for smaller rooms

5) Vaccine & Women’s Health Clinic (Orange Area on Floorplan)

a. 1 Tent with back and sidewalls (Dimensions: 10’ x 20’)

i. 2 tables

ii. 2 table linens

iii. 8 chairs

b. 1 Tent with back and sidewalls (Dimensions: 20’ x 20’ (Divided into 4 stations))

i. 4 tables

ii. 4 table linens

iii. 8 chairs

c. 1 Tent with back and sidewalls (Dimensions: 20’ x 60’)

i. 35 chairs

d. 1 Tent with back and sidewalls (Dimensions: 20’ x 60’ (Divided into 3 stations)

i. 6 tables

ii. 6 table linens

iii. 12 chairs

e. Lighting for all tents

6) Winter Gear: Boots/Shoes (Purple Area on Floorplan)

a. 1 Tent with back and sidewalls (Dimensions: 10’ x 40’ (Must be able to open in back))

b. 8 tables

c. Lighting in tent

7) Winter Gear: Coats & Backpacks (Purple Area on Floorplan)

a. 1 Tent with back and sidewalls (Dimensions: 10’ x 60’ (Must be able to open in back))

b. 15 rolling garment racks

c. 3 tables for accessories

d. 6 tables for backpacks

e. 6 Chairs

f. 2 ambient lights

8) Miscellaneous Stations (Middle on Floorplan)

a. 1 Tent with back and sidewalls (Dimensions: 10’ x 10’ (OIT))

i. 1 table

ii. 1 table linen

iii. 1 chair

b. 1 Tent with back and sidewalls (Dimensions: 10’ x20’ (Legal/Veterans Consortium/Legal Services NOVA))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

c. 1 Tent with back and sidewalls (Dimensions: 10’ x 20’ (Serving Together))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

d. 1 Tent with back and sidewalls (Dimensions: 10’ x’20’ (CWT/Medicare/Vet Center))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

e. 1 Tent with back and sidewalls (Dimensions: 10’ x 10’ (Chaplain/NLB/DVNF))

i. 3 table

ii. 3 table linen

iii. 9 chairs

f. 1 Tent with back and sidewalls (Dimensions 10’ x 10’ (Am Legion/DAV/VFW))

i. 3 table

ii. 3 table linen

iii. 9 chairs

g. 1 Tent with back and sidewalls (Dimensions 10’ x 10’ (SSA/IRS/MDR))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

h. 1 Tent with back and sidewalls (Dimensions: 10’ x’20’ (Dental))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

i. 1 Tent with back and sidewalls (Dimensions: 10’ x’20’ (Toxic Exposure))

i. 2 tables

ii. 2 table linens

iii. 6 chairs

j. 1 Tent with back and sidewalls (Dimensions: 10’ x’20’ (DCDES/PCS/EHVRP))

i. 3 tables

ii. 3 table linens

iii. 9 chairs

k. All tents with lighting

9) Food & Beverage Area (Fisher House Parking Lot)

a. 1 Tent with back and sidewalls (Dimensions: 20’ x 60’)

i. 10 tables

ii. 10 table linens

iii. 50 chairs

iv. lighting in tent

v. 2 food warmers with trays and heating elements

10) Miscellaneous

a. Electric Generators (2 minimum)

b. Extension cords (to coordinate with each tent)

c. Any additional electrical/ mechanical equipment (to fulfill event requirements)

d. 2 portable restrooms

e. 2 handwashing stations

f. 6 barber tables

g. 6 barber chairs

File details come from the government source that posted it. Updated .