REVISED Statement of Work DEA 50th Anniversary Event Tentage Amendment 2 version 8.17.2023.pdf

Changes from original Statement of Work are highlighted in YELLOW

Solicitation D-23-CP-0030 Amendment 2 8/18/2023

Statement of Work – Revision 1 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

Statement of Work To help celebrate the 50th anniversary of DEA’s establishment a formal program followed by a tented luncheon will be held Thursday, September 28, 2023* at DEA Headquarters. In order to accommodate as many individuals as possible and avoid any weather cancelations, the largest available outdoors space at DEA Headquarters shall be tented for this event. Both the formal program and the luncheon will require separate tented spaces. 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). The maximum attendance for the event will not exceed 499 attendees, to stay within permit occupancy limitations.

Standard frame-style tentage will meet the Government’s needs. Tent fabric must be white in color, clean, and generally free of defects, rips, tears or other damage unless the damaged areas have been repaired professionally in a manner which does not distract from overall appearance and function.

* In the event circumstances arise between date of contract/order award and start of performance which delay the event, the contractor will be notified as soon as the Government is aware of the unforeseen circumstances. Alternate set-up and break-down dates will be negotiated around the rescheduled event date, and set-up and breakdown dates will be re-set accordingly. The contractor will be allowed to submit a Request for Equitable Adjustment of the price of the contract/order to compensate for reasonable expenses incurred due to any unexpected changes to the event dates.

The first white tent will be set up on the surface of the courtyard parking area between the two DEA Headquarters buildings. This tent, or combination of tents to cover the available parking area space, shall total 50’x100’x10H’ to cover the parking area. Tent height (10’H) is measured from the ground to the bottom of the eave. If two tents are placed together to form one large tent, guttering will be included for any needed drainage. The contractor shall also provide 500 folding chairs set up inside the tent. The tent will have all wall sections provided, but will be configured as follows:

1. The long side of the tent facing Army Navy Drive shall have a solid floor-to-roof wall made of tent material that runs the entire length of that side of the tent.

2. The long side of the tent facing the courtyard will have the wall section rolled up, and will be open to the courtyard.

3. The two short sides of the tent shall have a solid floor to roof wall made of tent material that runs half the length of each of those sides, extending from the two corners closest to Army Navy Drive. The open sections of the short sides will have the wall section rolled up.

4. When viewed from the top, the walled sections will form a U shape, with the opening of the U facing the courtyard area for viewing. (See Diagram below).

5. The tent open sides must have the walls rolled up and secured at the tent eaves in case the wall sections must be lowered for high wind events or other safety reasons. The contractor must provide staff for the duration of the event to make adjustments to tent walls, securing/anchoring, or to remedy any tentage-related issues that arise.

The contractor shall provide and set up a 12’x16’x2’ stage inside the tent. The stage shall have a set of steps with handrail on the left and right sides. Contractor shall carpet the stage with black colored carpet.

Covered water barrels or concrete anchor material will be used to secure the tents to the ground. No ground penetrations will be allowed. Anchoring must be emplaced and removed in a manner which does not damage the ground surface. Any contractor-caused damage to the site must be repaired by the contractor at no additional cost to the Government.

DIAGRAM NOTES:

Location: parking lot between 600 and 700 Army Navy Drive Rectangle is the parking lot to be covered by the tent White dots are potential water barrel locations Green highlights are the section of the tent that will be walled off. The white area of the tent will be open, with wall sections rolled up.

EAST- 600 Building

Army Navy Drive

Loading Dock Area WEST – 700 BLDG

A second smaller white tent will be in the open space between the two buildings’ loading dock areas. This smaller tent shall be 70’ x 25’ x 8H’. The contractor shall provide 8’ white plastic/resin rectangular tables and seating for exactly 100 people. This tent shall have full walls with windows on all four sides.

Tent dimensions for BOTH tests are listed with the long side measurement listed first, short side listed second, and the tent height listed third.

The contractor will have access to the courtyard parking area and the loading dock areas for delivery, setup, and removal of the tents, stage, tables, and folding chairs. The contractor will have access to water for filling barrels to anchor the tents and electrical power for tent lighting, or any equipment needed to help with setup or removal (See attached DEA Tent Pkg site plan with electrical and water points).

Both tents will have contractor provided and installed interior string bistro lighting around the interior perimeter.

Electrical power will be provided by DEA at the locations shown in the attached site plan, which are within approximately 300 feet of each tent sight. All contractor provided electrical extension cordage must be protected with rigid outdoor channeled cord covers/protection to ensure no trip hazards exist.

A contractor supervisory employee must be present during all work at the site and throughout the duration of the event to coordinate with Government personnel. The name and cell phone number of the contractor supervisory employee must be provided to the Contracting Officer Representative (COR) upon notification of contract award.

The contractor is responsible for securing all permitting and inspection required for executing the work required by this contract. The contractor must comply with all local laws, codes, and regulations. Copies of all permits must be provided to the Government prior to setup. Permits must include, but are not limited to:

- Occupancy permits from Arlington County

- Building structure permit from Arlington County

A pre-performance conference will be scheduled approximately 1 week prior to the event to ensure all parties are aware of the plan, all permitting is secured, and all preparations are in place for a successful event. The contractor’s supervisory staff for the event must be present at this conference.

The price of the order/contract shall include all costs required to perform all requirements of this Statement of Work and the contract/order.

Period of Performance**: September 1, 2023 – October 15, 2023

**Note: The Period of Performance begins prior to actual physical set-up to allow the contractor to incur costs for ordering of supplies/materials, preparing equipment, mobilization and all actions necessary to prepare for actual physical set-up and take down as detailed above.

DEA Office Point of Contact:

Contracting officer:

Andrew Craig Andrew.j.craig@dea.gov

(571) 776-0978

ATTACHMENTS

1. DEA TENT PACKAGE SITE PLAN W ELEC AND WATER POINTS

mailto:Andrew.j.craig@dea.gov