Attch. 1. Statement of Work - Rev. 03-07-2025.pdf

STATEMENT OF WORK 2025 – Rev 03-07-2025

GREAT TEXAS FREEDOM FEST

CANOPY, TENT, , TABLE, & CHAIR RENTAL

12 April 2025

1. Rental, Delivery and Set-up Services -- In support of the Ft. Sam Houston Open House 12 April 2025, various functions will have need of tables, chairs, tents, and canopies. The volume of items requires significant logistics for delivery, set-up, anchoring and tear down; hence this requirement is being contracted to a vendor. There is an optional site walkthrough in advance of the event once the contract is awarded.

1.1. Items to be provided are listed below with specific instructions for each category.

1.1.1. 620 Chairs (White Resin Folding Chairs)

1.1.1.1. 470 of these chairs will be delivered and setup in the 120 x 40 tent and 90 chairs delivered and setup in the two 40 x 40 tents. The remaining 60 chairs will be delivered and set up as directed by the user.

1.1.2. Nine Tents: 1 (60x60) Stem Tent, 2 (40x40) Resource Tents, 1 (120x 40) Seating Tent, 3 (20x20), and 2 (10x20)

1.1.2.1 These tents must be delivered and setup in the location directed by the user.

1.1.2.2 All tents must be anchored by staking or using cement blocks, whichever is most secure to prevent being impacted by the wind. All necessary stakes and cement blocks must be provided by the contractor, installation will not provide equipment to move cement blocks. All holes made by the contractor must be in filled when the tents are picked on 13 April 2025. Sidewalls are prohibited. HVAC/fans are prohibited. All tents will be on grass/dirt. The tent areas will be marked with flags, and a diagram is also provided. Tent placement must follow this guidance.

1.1.3. 146 Tables (6ft rectangular)

1.1.3.1. 80 of these tables will be delivered and set up at the seating tent (120 x 40), 40 tables will be delivered and setup for the two resource tents (40 x 40) and the remaining 26 will be delivered and setup to the locations directed by the user.

1.1.4. Lighting/Generators

1.1.4.1 Contractor will provide all outdoor LED/Soft White lighting and power for lighting for the inside of each tent. LED High bay lights are allowed in all tents. Lighting must be adequate to light in the entire inside of the tent. All electrical cords must be covered to ensure there is no safety hazards ie. tripping. The quantity of generators may vary, so long as tents are supplied with adequate power for lighting. All lighting must be inside of the tents. The generators will only power the lighting inside the tents. The government will handle refueling of the generators. The generators are expected to run from 6-10 p.m. on the day of the event.

2. Timeline: The (120x40) tent, (60x60) tent, and two (40x40) tents and corresponding tables and chairs must be delivered and set up on Wednesday 9 April at 0800. Contractors can setup the remaining tents as specified, from 8a.m.-5p.m. 10 April and 11 April. All tents, tables, and chairs must be set up no later than 10:00 a.m. on Saturday 12 April. All tents, tables, chairs, lightings, and generators must be picked on Sunday 13 April between 8 a.m.-5 p.m.

3. Locations: This event will take place on Joint Base San Antonio Ft. Sam Houston; coordination for base access will be required as stated in the contractor access clause of this contract. A map of the event site will be provided. Portapotties will only be available on site the day of the event 12 April 2025.

4. Communications: Contractor will be provided a point of contact who will instruct the contractor on locations for delivery and set-up of the various items. This point of contact will liaise between the various users and the contractor to ensure expectations are met for delivery.

There is no water sources nearby the event location. Contractor vehicles will be allowed to drive up to the event site only through the designated entrances. The contractor must contact event POC before driving on event site. The POC will be provided once the contract is awarded.

5. On Call POC: The contractor will provide an On-Call POC that is available to assist with in-scope needs. This person should remain within a reasonable commuting distance. The contractor will be provided special access to the installation and will be sent a form to fill out for each individual and vehicle prior to the event to gain access to the installation.