DRAFT - SOW - Tent Rentals (Airshow 2027).pdf

DRAFT

STATEMENT OF WORK (SOW)

Tent Rentals (Air Show 2027)

June 2027

BACKGROUND:

The 9th Reconnaissance Wing (9 RW) will host an open house Air Show from 16-18 April 2027, at Beale Air Force Base, California. The 9 RW Air Show Committee is seeking rental tents and set-up tear-down services for a large Distinguished Visitor tent. The Air Show 2027 will take place on 16-18 April 2027 and tents will need to be in place 15 April 2027 at Beale AFB, California. The purpose of this Statement of Work (SOW) is to outline the requirements and expectations for the provision of the tent rental/lease services.

SCOPE OF WORK:

The offeror shall provide delivery and pick-up of rental tents and set-up/ tear-down services for only a large Distinguished Visitor (DV) tent (Attachment 1- Proposed DV Tent Layout) for the execution of the 2027 Beale Air & Space Expo, Legacy of Reconnaissance Air Show, and adhere to the standards in this Statement of Work (SOW). The Air Show 2027 will take place on 16-18 April 2027 and the tents will need to be in place 15 April 2027 at Beale AFB, California. The offeror shall provide all personnel, labor, materials, equipment, management, supervision, coordination, lodging, and transportation to and from the location required to accomplish this work unless otherwise stated herein.

REQUIREMENTS:

1. Distinguished Visitor Area Description/Specifications: ONLY portion to be set-up and

Teardown.

o The area shall contain an outdoor tent that:

1. Is 60’x40’x10’. (LxWxH)

2. Has 3 walled sides that:

1. Includes enough vinyl or cloth walling with clear windows that covers each of the short sides of the tent in their entirety.

2. Includes enough vinyl or cloth walling to cover one of the long sides of the tent, with an entrance on the right corner (when looking at the tent from the traffic side) of the tent, facing the traffic side. (away from the airshow side)

3. Does not include a wall on the side facing the flight line.

3. Is white in color.

4. Is rectangular in shape from an aerial view.

5. Is weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

2. Additional Tent Description/Specifications o 47 canopy tents that:

1. Are 10’x10’x10’ in size. (LxWxH)

2. Are white in color.

3. Are rectangular in shape from an aerial view.

4. Are weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

o 4 canopy tents that:

1. Are 10’x20’x10’ in size. (LxWxH)

2. Are white in color.

3. Are rectangular in shape from an aerial view.

4. Are weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

3. Delivery and Pickup:

o The Contractor shall deliver and build all aspects of the Distinguished Visitors tent at

Beale AFB, CA on 15 April 2027 at 0900. The designated location on Beale AFB is to be determined. The Contractor shall tear down all aspects of the Distinguished Visitors area tent from Beale AFB on 18 April 2027 two hours after the completion of the Air Show at the designated location which is still to be determined. The teardown and removal of all equipment must be completed by 19 April 2027. The Contractor is required to have all equipment dismantled and fully removed from the installation site by 7:00 AM on the same day.

4. Safety:

o The Contractor shall provide safety instructions and guidelines to all Event staff and volunteers who will be helping to set up and tear down the Designated Visitor area. The date, time, and location of this briefing is TBD.

HOURS OF OPERATION: Base entry gates will close to inbound traffic at 1:00 PM on the 16-18 April 2027. Contractors not already on base before 1:00 PM will not be able to gain access until airshow traffic is off the base and gates are re-opened to inbound traffic at 5:00 PM or later depending on outbound traffic flow.

• Setup will begin on 15 April 2027. The start time is contingent on the aircraft arrival and parking schedule. Setup time is to be determined by the ground operations director.

• The DV tent must be set up by 0900 AM, PST on 15 April 2027.

• Delivery of all popup tents must be dropped off no later than 0900 AM, PST on 15 April 2027, exact location to be determined.

CONTRACTOR RESPONSIBILITIES:

• Provide, set up, and tear down the Designated Visitor Area meeting the specifications outlined above.

• Deliver and pick up the items as outlined above.

• Shall arrive looking clean, presentable, and professional.

• Contractor employees will be issued installation passes allowing access from 7:00 AM on 15

April 2027, until 4:00 PM on 19 April 2027. All equipment must be set up and tested by 9:00 AM on 15 April 2027. All items must remain operational and monitored during public access hours from 9:00 AM on 15 April 2027 to 6:00 PM on 19 April 2027. The vendor must have sufficient personnel, tools, and spare parts to keep the equipment operational. Any necessary adjustments must be made promptly to avoid extended downtime.

• Offeror shall provide adequate insurance to cover replacement costs of any equipment used in support of the Air Show. The government will not be held liable for damage, loss, or theft of any equipment transported onto the installation.

SECURITY REQUIREMENTS:

• All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government Installation shall abide by all security instructions and directives of Beale AFB.

• Security. Beale AFB will provide 24-hour security to all equipment.

• Vendor employees will access the installation through the Commercial Vehicle Inspection Area on

South Beale Road for vehicle inspections. Each employee will be issued a base pass for seamless entry and exit at the commercial gate throughout the Air Show. Subsequent access will be via Schneider Gate, Doolittle Gate, or Wheatland Gate. Delivery personnel and on-site employees must undergo background checks as a prerequisite for Installation Entry. It is mandatory for delivery personnel to submit a Visitor EAL Template to the 9th Security Forces Squadron no later than 3 calendar days after the award. The Visitor EAL Template must include comprehensive details such as Full Name, Date of Birth, Driver's License Number, and State. Any vehicles entering the installation must have proof of registration and insurance.

Attachment 1

Proposed DV Tent Layout