Attachment 4- Questions and Answers Sheet-Answers from the Government.xlsx
XLSX spreadsheet 28 KB Posted
- Solicitation number
- FA301626Q6087
About this file
This is a Questions and Answers document for Request for Quote (RFQ) FA301626Q6087 for the Great Texas Air Show on May 2-3, 2026. The document addresses contractor inquiries regarding rental, delivery, and setup services for chairs, tables, tents, and canopies at Joint Base San Antonio. Key clarifications include: the primary tent requirement is 100 feet by 140 feet (not the previously referenced 200 feet by 40 feet), with most tents and canopies to be positioned on flightline tarmac requiring ballast anchoring via sandbags provided by the local Logistics Readiness Squadron. The government confirmed that both 20-foot by 20-foot and 10-foot by 10-foot square canopies are required, with quantities detailed in the Statement of Work and accompanying Excel spreadsheet. High-top tables are required as specified in the most recent SOW, and wooden tables are acceptable as alternatives to HDPE tables if cost-effective. Setup is required with a cost quote to be evaluated by the government, while complete breakdown and removal must occur by Sunday night (May 3) with zero flexibility, as aircraft return Monday morning.
The incumbent contractor is RK Strategic Management Solutions with a 2024 contract price of $43,044. The government confirmed that site plans and exact location details would be provided by Captain Thomet (Ground Logistics Team Lead) and the ground team, pending approval. The contractor is responsible for coordinating base access for any subcontractors performing on-site work. The government emphasized using the most current versions of the SOW (dated February 6, 2026), Salient Characteristics, and supporting documentation, as earlier versions contained outdated specifications. The RFQ was extended to March 6, 2026, at 1:00 PM CST per Amendment 0001, which incorporated these questions and answers along with revised documentation.
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Questions and Answers
| ATTACHMENT 3 -Question & Answers |
| Solicitation Number: FA301626Q6087 |
| Description:Great Texas Air Show- Tents, Canopies, Chairs |
| QUESTION # | CONTRACTOR QUESTIONS | DOCUMENT REFERENCE | GOVERNMENT RESPONSE | DOCUMENT REFERENCE2 | |
| 1 | Do you have any pictures of the venue? | ||||
| Do you have a technical point of contact that I can hand off my subcontractor to? | Request for Quote | Clarifying what you mean by your question - are you looking for ground-level pictures or an aerial view? If the first, security concerns prevent us from transmitting those. If aerial, we plan to create a detailed map w/ exact locations for Tables / Tents / Chair / Canopies drop off. POC is Capt Thomet (Ground Logistics Team Lead) | |||
| 2 | Can you please send me an interior and exterior site plan that that clearly show how you would like the tables chairs and tents set up. | Request for Quote | Site plan is being worked by Capt Thomet and ground team. Requires approval before distribution. | ||
| 3 | Most vendors do not have a 200x40 foot tent to set up. Can we give you 3 x large tents at 40x80 foot each? This would meet the square footage requirement and also give you a more intimate feel for the event with the 3 x larger tents instead of 1 x 40x200 tent. | Request for Quote | The request via the most recent SOW (2026 Great TX Airshow SOW _ Tables-Chair-Tents-Canopies_CAO 20260206) removed the 200x40. The only requested tent is for 100x140. | ||
| 4 | Can you tell me who has the incumbent and the contract price. Also is a site visit required, thank you for your prompt response. |
Request for Quote Incumbent - RK Strategic Management Solutions Price (2024) - $43,044
| 5 | What exactly are the tables, chairs, tent for….is this the concession area or VIP seating etc.? | Request for Quote | The need varies across all requests. Some are seating areas for volunteers, some are for participants, some for viewers. There is VIP seating too. The excel sheet originally sent to the contracting office outlines each reason in detail. |
| 6 | Could you please confirm whether high-top tables are required for this event? If so, kindly provide the required quantity and intended placement locations so the RFQ can be updated accordingly. | Request for Quote | High top tables are required - most recent SOW reflects their need and quantity. Location will be provided on the site map (see earlier question). |
| 7 | I am writing to ask for the quantities of each item you requested ( Chairs, Tables, Canopies, tents). I do not see the exact quantities on the statement of work. Please could you clarify for me? Also, will anything else be needed that could be nice to have? The event is on May 2-3, 2026 right? | Request for Quote | 1) SOW does accurately reflect numbers - additionally, the attached excel spreadsheet provides accurate numbers and sizes broken out by team. |
2) What is listed is all that is required at this time - our Logistics Readiness Squadron provides other items. If that changes, the SOW and contract will be updated to reflect the new asks.
3) The event is 2 - 3 May, but set up will be the Thursday / Friday before the Air Show
| 7 | Is the contractor going to set up tables and chairs, or just drop off? | |
| Do you need sidewalls, power, flooring, hvac, lighting, etc? | Request for Quote | 1) We're asking for a quote on set up costs and will make a determination based on the quote |
2) Nothing additional beyond what is listed on the SOW / Excel sheet 7 We are currently preparing our proposal for solicitation FA301626Q6087 – Great Texas Air Show (Tents, Canopies, Chairs). In order to submit an accurate and compliant quotation, we kindly request clarification on the following points:
1. Line Item #7 – Canopy Size Clarification:
The line item mentions “10’ Square Canopies,” however, the description specifies 20’ x 20’ canopies. Could you please confirm which size is required?
2. Installation Method – Staked vs. Weighted:
Our vendor has indicated they will quote all items, including the 30m structure, as staked, assuming installation will be on grass and not on the flightline tarmac. Could you please confirm whether staking is permitted at all installation locations, or if ballast/weights will be required in certain areas?
3. Breakdown Schedule:
The solicitation specifies 7 hours for total breakdown and removal. Based on the volume of equipment, our vendor has expressed concern that this timeframe may not be logistically feasible. Please confirm if a time extension for dismantling into Monday would be acceptable, if needed.
Your clarification will help ensure our proposal fully meets the Government’s requirements. Request for Quote 1) We are requesting both 20' x 20' square canopies and 10' x 10' square canopies. The exact numbers of each are outlined in the Statement of Work and the attached Excel sheet.
2) Most of tents / canopies will be on flightline tarmac, meaning they require ballast. However, our local Logistics Readiness Squadron is preparing sandbags for us to use, so we will not require to purchase ballast from the contract
3) We have zero flexibility in this area - aircraft return Monday morning so everything must be gone by Sunday night. The airfield has sufficient lighting that there should not be a safety issue. We can also plus up on some late Sunday volunteers to help with tear down 7 We reviewed the solicitation documents and identified a few items that requiring clarification to ensure we submit an accurate and technically acceptable quote.
1. Please confirm which document governs in the event of a discrepancy between the Statement of Work and the Salient Characteristics.
2. Please confirm whether offerors are required to quote only the items and quantities explicitly listed in the SOW, or whether all items listed in the Salient Characteristics are required to be included in the quote regardless of whether they appear in the SOW quantities.
3. The SOW identifies a 200 ft by 40 ft rectangular tent, while the Salient Characteristics reference a 100 ft x 140 ft tent size. Please confirm which tent dimensions the government will use to determine technical acceptability.
4. The Salient Characteristics include table types not identified in the SOW quantities. Please confirm whether those additional table types are informational only or required to be quoted.
5. Regarding the 60-inch round tables identified in the SOW, the Salient Characteristics specify a light-colored HDPE tabletop. Please confirm whether 60-inch round tables with MDF tabletops are acceptable, provided all other dimensional and functional requirements are met, or whether HDPE tabletops are required for technical acceptability.
Request for Quote 1) These are the most up to date versions of the three documents -
1. 2026 Great TX Airshow SOW _ Tables-Chair-Tents-Canopies_CAO 20260206
2. Great Texas Air Show 2026 Salient Characteristics_CAO 20260206
3. Table, Chairs, Canopy Order - 2026 Great TX Airshow_CAO 20260206
All documents should match in sizes / characteristics. If not, then one document is out of date. If you have the correct versions as they match above, and something still does not match, please reach out again.
2) The SOW and Salient Characteristics Documents should match item for item. If they do not, the contractor is likely using an outdated document / older version. Please use the documents listed above as the most recent versions.
3) Again, contractor is likely using an outdated version of either document. The 200ft x 40ft tent is no longer a requirement - the 100ft x 140ft is the correct size.
4) Current versions of both documents match, so likely using an outdated version. Refer to updated versions of both and they should match.
5) MDF tabletops are acceptable so long as they are the cheaper option.
| 7 | submit a responsive quote aligned with the Government’s intent, please confirm the following: | |
| 1. | Tent size / requirement clarification |
The SOW references a 200’ x 40’ tent, while the Salient Characteristics reference a 100’ x 140’ minimum tent. Which tent size/dimension is the correct requirement for this RFQ?
2. Tent configuration details For the required tent, please confirm whether sidewalls, doors/entry points, flooring, lighting, fans/heaters, or any other accessories are required (or if the requirement is tent/top only). If required, please specify quantities and any required features.
3. Anchoring method on the flightline (staking likely restricted) We assume staking into pavement/flightline surfaces is not permitted. Please confirm whether ground stakes are allowed in any placement areas. If staking is not allowed, please specify the acceptable anchoring/ballast methods (e.g., weighted plates, concrete blocks, water barrels) and any required wind-rating/anchoring standard the Government wants followed.
4. High-top table requirement The Salient Characteristics mention a 23.6” circular high-top table, but the SOW quantities list 6’ rectangular and 60” round tables. Is the high-top table required? If yes, what quantity, and should it be included within the table totals or added as an additional item?
5. “1-year warranty” requirement (rental items) The RFQ requests proof of at least a 1-year warranty. Since these items are being rented for a short event period, please confirm whether a contractor commitment letter to replace/repair any defective items during delivery/setup and throughout the event period satisfies this requirement, or if a manufacturer-style 1-year warranty is still required.
6. Setup and pickup timing Pickup is listed as after 1700 on 03 May and off the flightline before midnight. Please confirm whether complete removal must be finished by midnight on 03 May, or if removal can continue early 04 May with coordination (if required for safety/lighting constraints).
| 7. | Base access / subcontractor setup crews | |
| If we utilize a small-business subcontractor to perform on-site setup/teardown under our prime contract, are there any additional access lead-time requirements beyond the standard pass/vehicle documentation? If there is a required lead time to submit names/vehicle info, please advise. | Request for Quote | 1) Contractor is likely using an outdated version of either / both documents. I've provided the most up to date versions to CONS for distribution - please refer to these documents and they should match. |
2) At this time, the requirement is for tent top only. Should that change, the SOW and Contract will be updated to reflect.
3) It is correct to assume anchoring into pavement not permitted. Staking is allowing in grass areas, but majority of tents / canopies will be on pavement / flightline / tarmac. Local Logistics Squadron is providing sandbags for anchoring purposes
4) The contract includes all three types of tables. The contractor is likely referencing an outdated version(s) of one or both documents. The most recent versions of all documents, to include an excel breakdown, was included with the response to these questions with the required sizes and quantities.
5) This is acceptable with the caveat that any replacements must be in place no later than the originally stipulated cut off date.
6) We have zero flexibility in this area - aircraft return Monday morning so everything must be gone by Sunday night. The airfield has sufficient lighting that there should not be a safety issue. We can also plus up on some late Sunday volunteers to help with tear down
7) The base contracting entity is responsible for any / all coordination for getting members on site, to include accesses. Question likely answered upon contract award - please direct question to them.
| 7 | Can we use standard wooden tables instead of the HDPE tables for the banquet and round tables? | Request for Quote | So long as they are cheaper than the HDPE variant, that is acceptable since they will be covered. |
| 7 | On the salient characteristics, it asks for a 100x140 structure tent, but then on the scope of work, it is a 40x200 as the largest tent, which one is accurate? | Request for Quote | Scope of Work provided to contractors is out of date. The most recent is 2026 Great TX Airshow SOW _ Tables-Chair-Tents-Canopies_CAO 20260206 |
| 7 | Can you please verify the correct size of the tent on the solicitation? It says 200‘ x 40‘ and on another page it says 100‘wide x 140‘ long. | Request for Quote | The correct size is 100' x 140' |
Scope of Work provided to contractors is out of date. The most recent is 2026 Great TX Airshow SOW _ Tables-Chair-Tents-Canopies_CAO 20260206
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File details come from the government source that posted it. Updated .