Potential Offeror Questions and Answers - Amendment 2 - D-23-CP-0030 8.17.2023.pdf

Potential Offeror Questions and Answers

Tent, Stage, Tables, and Chairs Rental – DEA 50th Anniversary Capstone Event

Event Date: September 28, 2023 Location: DEA Headquarters, 700 Army Navy Drive, Arlington, VA 22202

Question: Are you interested in a standard frame style tent or an engineered structure?

Answer: The government anticipates a standard frame tent will meet the needs of the government.

See paragraph 1 of the revised Statement of Work (SOW).

Question: You indicated a height of 10’, are you referring to the eave height of the peak height?

Answer: The tent height is the wall height from the ground to the bottom of the eave.

Question: Ideally these structures are mounted by drilling into the ground with patching following however we are happy to weight the structure. Would you be interested in stake and patch?

Answer: No ground penetrations are permitted. See revised Statement of Work.

Question: Do you have a budget in mind for the structure?

Answer: Award will be made at a fair and reasonable price to the responsible offeror whose quote conforms to the requirements of the solicitation and offers the best value to the government, price and other factors considered.

Question: Are you in need of lighting or climatization for the structure?

Answer: See revised Statement of Work. Both tents will have contractor provided and installed interior string bistro lighting around the interior perimeter. No additional climate control is required.

Question: Can you provide specific times for load in? SOW says Sept 26 “during normal business hours.” In order to set a tent of this size we would recommend additional setup time

Answer: See revised Statement of Work. The contractor must be able to complete all load-in activities and set up on Tuesday, September 26, 2023 starting no earlier than sunrise and completing no later than sunset (Set-up Time Window). They will then be able to break down after the event concludes on Thursday, September 28, and Friday, September 29, 2023, completing break down and load-out activities no later than sunset on 9/29/2023 (Break-down Time Window). No additional setup or break down time is available, due to other activities on site and other restrictions.

Question: Please provide locations of water and electrical sources for filling barrels and powering equipment.

Answer: See additional diagram provided as an attachment to the revised SOW (DEA Tent pkg site plan w elec and water points D-23-CP-0030), which provides electrical locations and water points. The contractor must provide water hoses to fill any barrels or transport water from the water points to the site, or must provide water from off site.

Question: Will there be additional areas requiring setup or materials outside of the two tents? (such as check-in areas, restrooms, or food service areas)?

Answer: No

Question: For a tent of this size with an opening, we highly recommend concrete block for anchors in lieu of water barrels. This is a safety concern. Can you confirm concrete block is acceptable for the site?

Answer: See revised SOW. Concrete block acceptable however protection to pavers must be provided. The anchoring materials cannot cause damage to the existing surface or environment. Any damage must be repaired by the contractor at contractor cost.

Question: How many entry/exit points are required for each tent?

Answer: No additional exits are required for the large tent. Tent exit requirements must be in compliance with local fire codes. It is the contractor's responsibility to research and be in compliance with all fire codes. See revised SOW.

Question: What type and amount of lighting is required inside the tents?

Answer: See the revised SOW.

Question: We were informed that this area is a high-wind area. Is there a potential to close the entire perimeter, or change the open side to avoid the “sail” effect?

Answer: Statement of work has been amended to require roll-up tent walls to mitigate this risk.

Question: Would you prefer hard walls at an additional cost to avoid flapping and reduce noise or is price the deciding factor?

Answer: This is a best value procurement. Price must be fair and reasonable but price is not the deciding factor. The contractor may propose the best solution that meets the requirements of the Statement of Work.

Question: There are 2 smoking sections in each corner, will these be moved for the setup?

Answer: The government will ensure smoking areas do not interfere with the tent setup or threaten the tent structures when placed.

Question: The tent will use most of this space and block access to the other buildings. Are we required to leave a space for the guests to walk around the outside of the tent? Or do you plan on having the walls open to allow for guests to walk thru the tent?

Answer: The Statement of Work has been revised to require a smaller tent size for the small tent.

This should provide sufficient access around the outside of the tent.

Question: This tent will require a minimum of 21,000 pounds of concrete weights to secure it properly. Is there any concern about this amount of weight on the deck?

Answer: The government is arranging for a structural engineering analysis of the site. The results of the analysis will be communicated to the successful awardee and if the proposed solution is not viable, and alternate solution will be negotiated.

Question: Where is the power?

Answer: See additional diagram incorporated in the revised SOW, which provides electrical locations.

Question: Where is the water access?

Answer: See additional diagram incorporated in the revised SOW, which provides water points locations.

Question: The parking lot is 100’ long but the handicap signs and parking bumpers would be inside the tent. Are these removable?

Answer: They are not removable. The handicap signs and parking bumpers will be within the large tent footprint.

Question: Due to the wind tunnel, I would suggest putting walls on 4 sides. Leaving the one side open, allows for the air to get inside the tent and create lift.

Answer: Already addressed in revised SOW.

Question: This tent will need a minimum of 50,000 pounds of concrete weights to secure it properly. Is there any concern about this amount of weight on the parking lot?

Answer: The government is arranging for a structural engineering analysis of the site. The results of the analysis will be communicated to the successful awardee and if the proposed solution is not viable, and alternate solution will be negotiated.

Question: Are there specific requirements for the tables (size, shape, material, color, etc.)?

Answer: 8' plastic/resin rectangular tables - SOW has been revised to specify.

Question: Are there requirements for additional furniture (e.g. podium, speaker stands, ETC.)

Answer: No additional furniture is required.

Question: Are table coverings, chair covers, or other linens required?

Answer: No.

Question: Is there an AV requirement for this solicitation or will this be under a separate solicitation?

Answer: Separate solicitation

Question: "Do you have a High-Wind Action Plan, or do you plan to collaborate with our staff on the safety around wind and storms including and up to the cancellation of the event if certain conditions are met?"

Answer: This will be discussed at the pre-performance conference. We plan to collaborate with the contractor to ensure a high wind plan is in place.

Question: Are there any special considerations for the adherence to fire safety codes?

Answer: The contractor must comply with and be aware of all fire safety codes.

Question: Will you be filing for an event permit and submitting plans to the D.C. Fire Marshal or do you need our team to include permit assistance as well?

Answer: Permitting for the tentage is the responsibility of the contractor. Please note that the event is located in Arlington County, not the District of Columbia.

Question: What is the estimated time/hours available for setup and breakdown?

Answer: See revised SOW.

Question: Will specialized equipment or vehicles be allowed on the site for delivery and setup? Please list weight restrictions or traffic restrictions.

Answer: See revised SOW. No damage to the site may occur.

Question: Can we have a forklift dropped off and picked up the day before and the day after the load in dates?

Answer: All equipment delivery must be within the setup/takedown time/date windows in the

SOW.

Question: How long will the event last? Can you provide hours?

Answer: The exact duration of the event is not known at this point. For planning purposes, the event is targeted to last from 9:00am to 2:00pm.

Question: Are there any special requirements during the event itself that could affect the setup (such as scheduled performances or presentations, Irrigation timing, etc).

Answer: Not to our knowledge at this time.

Question: Do you require a staff member onsite for the event?

Answer: Yes - see revised SOW.

END OF QUESTIONS AND ANSWERS