3c_Statement of Work.pdf

SOLICITATION #: 75110PR260016872

STATEMENT OF WORK

LAST UPDATED: 05/07/2026 PAGE 1/5

STATEMENT OF WORK (SOW)

FOR

RENTAL, DELIVERY, SETUP, AND TEARDOWN OF EVENT TENT AND ASSOCIATED

EQUIPMENT

1.0 GENERAL

1.1 BACKGROUND

The U.S. Coast Guard Training Center Birmingham Southern located at 900 Arkadelphia Road, Birmingham, AL 35254 requires the rental, delivery, setup, and teardown of a large event tent and associated equipment to support a formal ceremony. The event will host up to 150 seated guests and will require a stage, podium, and audio system.

1.2 SCOPE

The Contractor shall provide all labor, materials, equipment, transportation, and supervision necessary to deliver, install, and remove a 40’ x 60’ frame tent, 160 chairs, stage, podium, and audio system as detailed herein. The Contractor shall also provide all required documentation and comply with all access and safety requirements.

1.3 OBJECTIVE

Provide a turnkey rental solution for an event tent and associated furnishings to support a USCG ceremony, ensuring all items are delivered, installed, and removed according to the schedule and specified requirements.

1.4 APPLICABLE DOCUMENTS

• Event Layout Illustration (provided by Government)

• Certificates of Insurance (Contractor provided)

• Equipment Inventory and Floor Plan (Contractor provided prior to event)

2.0 TASK ONE EQUIPMENT AND SERVICES

The Contractor must provide the following:

• One (1) 40’ x 60’ frame tent, with sidewalls for all-weather protection

• One (1) stage, minimum 24’ wide x 16’ deep x 24” high, with stairs and skirting

• One (1) podium with wireless microphone

• Two (2) powered speakers with stands

• One hundred fifty (150) guest chairs

• Ten (10) stage chairs

• Twenty-five (25) highboy tables each provided with a fitted white cloth cover to be placed in the

Hulsey Hall inside the Welcome Center.

• Four (04) Fans to be distributed throughout the tent for climate control and guest comfort. Fans must be quiet and unobtrusive, operating at a noise level that will not distract from the ceremony or interfere with audio presentations

• All required stakes, ratchet straps, and sidewalls

• Delivery, complete setup by June 3, 2026, 1200 hours

• Complete teardown and removal by June 6, 2026, 1200 hours

2.1 TASK TWO SETUP AND TEARDOWN

• Setup location is on grass at the designated site.

• Contractor shall ensure all equipment is securely anchored and installed per manufacturer’s specifications.

../SCOPE%20PARAGRAPHS.doc

LAST UPDATED: 05/07/2026 PAGE 2/5

• No on-site support is required during the event.

• Government will provide access to power for the audio system.

• All Contractor personnel must present a valid Real ID for base access.

• Contractor must coordinate access and installation with the USCG POC: LCDR Brian J. Barsanti.

2.2 TASK TWO DOCUMENTATION, SAFETY AND COMPLIANCE, INSPECTIONS AND

ACCEPTANCE

• Contractor must provide a detailed equipment inventory and floor plan for approval no later than

10 business days prior to setup.

• Contractor must provide certificates of insurance prior to commencement of work.

• Contractor must comply with all applicable federal, state, and local laws and regulations.

• All equipment must be installed in a manner that is safe and stable for the duration of the event.

• Tent must include sidewalls and be rated for wind and rain as per manufacturer’s specifications.

• Pre-event inspection to be conducted jointly by Contractor and Government Technical

Representative upon completion of setup.

• Post-event inspection to be conducted upon completion of teardown.

• Acceptance of work will be determined by the Designated Government Technical Representative.

3.0 CONTRACTOR PERSONNEL

It is the responsibility of the contractor to propose qualified contractor personnel to perform all requirements specified in the SOW.

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel to perform all requirements specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday.

3.3 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting

Officer. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the

Contractor in the absence of the Project Manager, must be provided to the Government as part of the

Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager must be available to the Contracting Officer via telephone between the hours of 0800 and 1600 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 12 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, and badge expiration date.

Visiting Contractor employees must comply with all Government escort rules and requirements. All

LAST UPDATED: 05/07/2026 PAGE 3/5

Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities must wear a government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.)

and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures

(e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of

DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The

Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The

Project Manager must ensure Contractor employees understand and abide by Department of Homeland

Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW.

4.2 PERIOD OF PERFORMANCE

• Setup must be completed by June 3, 2026, 1200 Central Time Zone (CT) hours.

• Teardown and removal must be completed by June 6, 2026, 1200 Central Time Zone (CT) hours.

• Tents and equipment must be available for use 24/7 during this period.

4.3 PLACE OF PERFORMANCE

• U.S. Coast Guard Training Center Birmingham Southern, 900 Arkadelphia Road, Birmingham, AL 35254

• Setup location is on grass as designated by the Government POC.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0730 and 1600 Central Time

Zone (CT) EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

5.0 GOVERNMENT FURNISHED RESOURCES

• Access to the event site at USCG Training Center Birmingham Southern, 900 Arkadelphia Road, Birmingham, AL 35254.

• Electrical power for the audio system and other equipment, as needed.

• Point of Contact (POC): LCDR Brian J. Barsanti for coordination and site access.

LAST UPDATED: 05/07/2026 PAGE 4/5

• Designated area on grass for tent and equipment setup

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and

SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

All items must be installed as specified, in good working order, and as per the approved floor plan. All safety and access requirements must be met. Satisfactory completion to be confirmed by the Designated

Government Technical Representative after pre- and post-event inspections. The Designated Government

Technical Representative will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the

Designated Government Technical Representative will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The Designated Government Technical Representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the Designated Government Technical Representative of the specific reasons for rejection.

The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The Designated Government Technical Representative will have 1 business day to review deliverables and make comments. The Contractor must have 1 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverable or events that must be reviewed and/or approved by the COR prior to proceeding to next delivery or event in this SOW.

Item Deliverable Due Date Distribution

1 Equipment Inventory & Floor Plan 10 business days prior to setup USCG POC, Contracting

Officer

2 Certificates of Insurance Prior to commencement of work USCG Contracting Officer

Tent, Stage, Chairs, Podium, Audio

Setup By June 3, 2026, 1200 hrs. USCG POC

4 Teardown and Removal By June 6, 2026, 1200 hrs. USCG POC

LAST UPDATED: 05/07/2026 PAGE 5/5