Q and A for JBSA Great Texas Freedom Fest.pdf

Clarification Questions – FA301625Q6034 JBSA Great Texas Freedom Fest

Question Answer Can you confirm the exact set-up and load-in times on April 9, 2025, including when contractors will have site access?

Load for stage in will be April 10 from 1200-1800

What are the exact breakdown and load-out times on April 14, 2025?

Small items can breakdown after the event on April 12th, and overall gear tear down will be on April 13 from 1200-1800. We may need one delay tower broken down on the 12th so the helicopter can leave.

Will contractors be allowed access for any additional setup or preparation on April 11, 2025 (dry run day), or will the site be restricted?

Site will be available on 11 Apr 25. There may be a slight work stoppage as helicopters arrive at the field.

Since this is an outdoor event, are there specific weather-related contingency plans (e.g., rain delays, alternative indoor venue, or cancellation protocols)?

Yes. A determination regarding field viability and overall event feasibility will be made on April 10, 2025. Please note that event cancellation will occur only in the event of persistent inclement weather conditions, such as prolonged lightning or thunderstorms, which would pose a safety risk.

If inclement weather occurs, will there be on-site coverings provided, or does the contractor need to plan for weather-resistant staging and equipment?

The Contractor is responsible for providing weather-resistant staging and equipment coverings, as these will not be supplied at the job site.

Will the provided stage, lighting, and audio equipment be left intact overnight, or will vendors be required to break down any components daily?

- Stage, lighting, and audio equipment can be left in-tact overnight at the contractor’s discretion. To ensure the safety of your equipment, please clearly label everything with your company name or a unique identifier. For smaller items that could be easily removed, we strongly recommend securing them in a locked container or area when not in use.

Is there on-site security provided by JBSA to safeguard equipment when not in use?

All event equipment will be within the boundaries of Fort Sam Houston installation, taking advantage of the base's existing security measures. The event site itself will be well-lit 24/7 for enhanced visibility. For added peace of mind, Security Police will be conducting increased patrols around the event area throughout the entire event, including overnight.

Are there any specific security protocols that vendors should be aware of regarding storage of equipment on base?

All equipment entering/stored “in-place” on the base are subject to search for prohibited items and contraband. Prohibited items include:

weapons, ammunition, drugs, alcoholic beverages, etc.

Can you provide an approximate number of attendees expected for the festival?

Our planning factor is for 15,000 to 20,000 attendees

Will there be multiple performance areas, or will all activities be focused on the main stage?

While the main stage will host our headline performers, we'll also have other demonstrations, such as our working military dogs, taking place in other areas around the event.

Is there a current or previous contractor who has provided similar services for this event?

No

If so, what was the previous solicitation number, and are there any incumbent performance details available for reference?

No previous solicitation number available

The solicitation states an SL-260 stage or equivalent—are there any specific stage modifications or custom design elements required?

No

Will any branding, banners, or special structures need to be incorporated into the stage setup?

Possibility of our own banners, but nothing extra required from contractor.

Are there any height or footprint restrictions for the stage setup?

Current space allocated for the stage setup is currently a 40’ x 20’ grass field, with no known height or footprint restrictions. If the grass field is determined to not be viable, setup will move to the adjacent paved surface.

Beyond the multi-color lighting display, are there any other visual effects requirements (e.g., LED screens, pyrotechnics, fog/haze machines, projection mapping)?

None

Should the lighting and effects be programmed to accompany specific performances, or will they be used for general stage ambiance?

While there are no specific requirements, the lighting and effects should be bold and engaging, reminiscent of a rock concert experience. General ambiance is the goal.

Requesting a grounds map detailing the placement of the stage and delay towers.

Attached

Requesting the most up-to-date riders, stage plots, load-in schedules, and sound check times for all performers.

Attached, no rider available at this time – all bands will use BOTW Audio/mics/etc.

Requesting the event itinerary. Attached

Could you confirm whether Section 2.3 of the scope of work (“Hang and wire multi-color light display with controls”) pertains to both lighting and an LED video wall? If not, could you clarify what this section is specifically referring to?

No video wall required, just color lighting to provide general ambiance for event, reminiscent of a rock concert.

Do you have any information on the headlining band for this event? A technical rider from the band can tell me what specific production items that the band requires to play, and might include backline, audio, or lighting requirements.

Backline will be provided by BOTW and is not required for this contract.

Could you provide a grounds plan or festival map indicating the stage and generator placements?

Attached

Could you confirm the scheduled times for soundchecks? Definitive Schedule

Any checks on April 11 will be from 1000-1500 per coordination with contractor/AF Band reps.

Day of checks will be done the morning of April 12, before event opens at 1300.

Could you provide details on the band requirements?

Backline will be provided by BOTW and is not required for this contract.

Is there an event space layout available? Stage Placement, Power Access, Crowd Placement, Obstacles (such as vendors/restrooms/etc.)

Attached

Entry/Access Point location? See attached Map Expected Attendance? 15000 Band Riders Backline will be provided by BOTW and is not required for this contract.

We need documentation from each band about requirements.

Backline will be provided by BOTW and is not required for this contract.

On-Site Catering? No contractor specific catering provided. Food trucks will be onsite for the actual event.

On-Site Generator Specs? More to come, but sufficient generator will be provided

SL-260 – Do you want windwalls? If available, these are ideal in case of extreme weather.