Attachment 3 - Questions_Answers v4.pdf

FA4861-25-LOGISTICS – Questions & Answers

1. Please provide specific HEX or RGB color scale for an exact match for “Air Force Blue” the preferred color for the Astroturf. HEX #5D8AA8 color name is Air Force Blue.

HEX color code #5D8AA8 represent the color in hexadecimal format by combining three values – the amounts of Red, Green and Blue (RGB).

The RGB values of this color are 93, 138, 168 ( rgb(93, 138, 168) ). That means #5D8AA8 color is composed of 36.5% of Red, 54.1% Green and 65.9% Blue.

2. The coordination meeting request is to be scheduled within 3 days of contract award; when can we expect the contract to be awarded? Selection will be approximately week of 28 Oct.

3. The Description of services states, “Contractor shall provide Logistical Support Operations, Chalet tents, booths, tables/chairs, concert stage and trusses in support of 2025 Nellis Air Force Base Aviation Nation Air Show.” Please provide specifications for the booths, stage, and trusses as these are not identified anywhere else within the SOW. The concert stage is no longer a requirement under this SOW. Trusses is used as “truss” within the SOW.

Booths is used under “Public Information Booths” within the SOW.

4. The tent you have specified is a massive tent that will not be safe to ballast, we would have to stake. If you could explain to us what the use of this tent will be we may be able to give you a better size tent to use. Need the tent to be able to hold approximately 600 people comfortably along with exhibits, tables or demonstration along the walls. 200 x 60 tent with doors, power, lights and HVAC.

5. On the 200’x170’ (approx. 60mX50m) STEM tent (34,000sqft), is it possible to provide a tent with different dimensions but same square footage – for example a 40mX75m (132’x246’ = 32,472sqft)? Prefer one tent as it will cause more logistics to provide scarce concrete ballast.

6. On page INSPIRE STEM festival tent, does this tent require HVAC? Yes. The doors on the tent will reduce noise and help keep HVAC in.

7. Will the Government provide a map of the tent locations from previous air shows? A site survey will be conducted with the awardee after award.

8. What is the distance between the Aviation Nation tent and the Thunderbird tent? The are together with a fabric wall as the separation.

9. Regarding the Aviation Nation and Thunderbird chalet complex, how far from the tents does the government want the privacy fence? Does the size of the tents dictate the lineal feet of fence or does the government have a specified square foot area they wanted the privacy fence for both the Aviation Nation and Thunderbird chalet complex? We need at least a six-foot-high fence with fabric screening for privacy all around the entire outside of the complex ending at the crowd fence.

10. Regarding the tents that require power, other than the lights what else will require the need for power in each tent? We have displays and potentially some aircraft simulators in the Inspire tent so we will have final requirements when we know who is participating.

11. Do the Public Information Booth tents, the Performers tent, the LVMS Logistics tent, the Search Pits Main Base and LVMS tents require Austro Turf flooring? Performers tent and autograph area yes, others no.

12. What size tents are required (preferred) for the Search Pits Main Base and LVMS tents? We are going to have security screening equipment and search tables that I would want to have under the tents. Either a 40 x 40 tent or pop ups with weights for each section of the search pits.

13. What is the weight of the government provided ballast blocks? We have standard 6- and 8-foot solid concrete barriers, not blocks. Just like you see on the road construction sites around the valley.

14. Do the ballast blocks have an existing eye bolt or anchor system capable of attaching a tent tie down strap? Yes.

15. On page 3 of the PWS it states, "The main covered hospitality Thunderbird chalet shall have sufficient tables with linens and chairs to accommodate 300 people per day." In another paragraph it also states, "The covered tent area shall include enough round tables and folding chairs to seat up to 150 individuals." Does the tent size need to accommodate tables and chairs for 300 people or 150 people? The correct number is 300 seating inside to eat.

16. What is the estimated total length of the Privacy Fence? The attached diagram will have the dimensions (green line) and location of the privacy fence.

17. Do the concrete barriers have Contact Points for attaching the Tent Tie-Down Straps? Yes, they have openings for the straps to go through to tie down.

18. Are the dimensions of the Banner for the Aviation Nation "Commanders" Tent 6' High x 12' Wide? At most. I would realistically say 6 high and 8-10 wide. Will have gromets in each of the four corners to ties down. The larger banner will be for the Inspire tent, I am estimating I will not be able to hang it on the truss, so need contactors input on how best to secure it.

19. Will the "Performers Tent" be enclosed on three sides or four sides? Three sides and a top.

Opening will face east.

20. Regarding the LVMS Logistics Tent: what is meant by "overhead cover on the entire tent?"

Are Generator and Lights required for the Tent? The tent will have a top covering on it. No generator or power needed.

21. Tent/Chalet Requirements states: “All tents/chalets described in this SOW shall meet the requirements described herein: All tents will have high grade Astro turf/indoor outdoor carpeting, AF Blue is the preferred color, that has never been used.”

• Does the customer want to pay for Astroturf or carpeting to be installed in each of the following tents? please respond to each tent listed individually:

- 20x20 Commander’s Chalet Main Entrance side tent-No

- 1 - 10x10 Tent - for the Main Entrance to the Thunderbird's Chalet -

No

- 3 – 20x20 Public Information Booth Tents- No

- 1 – 20x20 Autographs Tent off side of the Performers Tent, Yes

- 1- LVMS Logistics Tent-No

- ??? - LVMS and Search Pits Main Base - unidentified qty of “tents or pop ups” to cover search areas and equipment- No

22. What size tent and/or how large of an area does the customer want covered with tents at each of the Search Pits Main Base and LVMS locations? We would prefer the base specify a size tent they want provided at each location so that all bidders are informed and on equal footing. – Only the immediate search areas where the scanners are and the search tables. The area should not normally exceed a 2 40x40 area.

23. INSPIRE Stem Festival Tent Power Requirements – Please provide the power generation requirements at the STEM Tent that contractor is supposed to meet to “ensure the tent has enough power for all the displays and demonstration areas… and has the capability to have enough power to support a sound system throughout as well.” Otherwise, please provide specifications of power generation/generators base is requesting as well as any power distribution requested/wanted. – Will not be able to set specifics until we know what participants we have. We anticipate having at least one if not more mobile simulators, computers and TVs in this tent requiring power.

24. Does the base want Linens for the 2 - 8' Autograph Tables under 40x20 Performers side tent? Yes

25. Do we need to provide privacy fence on the sides of the Aviation Nation and Thunderbird chalet tents where there is a tent sidewall installed? Or can we terminate the privacy fence at those walls and use the tent sidewall itself to provide the requested privacy? If not, how many feet does the base want between the tent sidewalls and the privacy fence? No Privacy fence will go all the way around the chalet complex and end at the opening entrance to the tents.

26. Can the base provide a drawing or aerial map showing how they would like the privacy fence installed around the chalet tents? Photos of prior year’s setups may also be helpful.

Outlined (green line) on the chalet complex diagram.

27. How many “extra” linens does the base want us to provide to allow base to change out table linens as needed? Aviation Nation DV and T-Bird chalet will have enough linen to change our three times per table per day.

28. What is the LVMS Logistics Tent going to be used for? Feeding and rest area.

29. Does the LVMS Logistics Tent require power generation? If so, what are the power generation and distribution needs that will need to be met? No

30. Does the LVMS Logistics Tent require lighting? Yes

31. Does the base want linens provided for the requested High Top Cocktail Tables at the Commander’s and Thunderbirds tents? If so, what type/color of linen? Yes, white in color will do.

32. If contractor must service/empty the 50 trash cans throughout the airshow, can it be done after normal business hours? Contractor will not be doing this; we have a detail that will take care of this.

33. Who is handling the HVAC for the STEM Tent? Is that portion of the project also being placed for bid? It is included by the contractor in their bid proposal, along with daily maintenance and servicing.

34. Will you require HVAC for the Stem tent? If it is enclosed the temperature may become uncomfortable and need ventilation. Yes, HVAC required.

35. This tent calls for two sets of doors, will we need more to comply with any fire codes due to the size of the tent? Two sets is good.

36. When can we have an aerial map of the airshow that shows all the tent locations as well as the security screening/search areas, etc.? Yes. Diagrams of the tent footprint being provided.

37. How many Generators are needed/is the base requesting? Not all tents need generators, but requirement spelled out in SOW (DV, T-Bird and Inspire need generators).

38. How close are the tents to one another? (Maps would be most helpful) Can a single generator power the lighting in multiple tents? Yes, with the Aviation Nation and T-Birds especially.

39. How many hours per day will the generators need to run? Six to eight hours.

40. Search Pits Main Base and LVMS: “If lightalls provided by the government are not available, the contractor will provide lighting to safely off load guest at each of the bus areas

- How many light towers would be needed to accomplish this task/how many light towers are you requesting we put in our bid?

- How many bus areas are there and how large of an area must be lit? There will be eleven total. Ten at most.

41. When will the Base know if they will be able to provide the lightalls? Yes, we have limited capabilities for this for this event.

42. Can you provide any photos of prior year’s setup for this event? They cannot be located unfortunately. Will take care of that this year.

43. Do you happen to have any more information or clarification on what size tents the customer actually wants/needs? Will provide dimensions map for DV and T-Bird complex.

- What size tents were used in prior years? The same dimensions we are asking for with the addition of the Inspire Tent.

44. Are there any space/size restrictions for any of the tents? Please use the “how many people will be expected in each area.

45. Will the base be supplying any equipment/equipment & operators for this project – such as a telehandler/lull for installation of tents and/or forklifts for movement and positioning of concrete barrier weights? Contractor needs to bring the equipment they need to install and teardown the tents. Event organizer will provide and deliver concrete ballast.

46. In order to make sure that there is no confusion, and that we provide what the customer is wanting, can you provide a photo of the frame/truss system that you are wanting for the

Commander’s Chalet Tent – I assume it has been done multiple times before as it is specifically described as “metal framing/truss, with draping on the 2 sides and the top of the same color as the main tent. The framing/truss shall be high enough and wide enough that it holds a banner (Aviation Nation Chalet approximately 6’x 12’) and can easily be seen above the crowd from the entry control point (approximately 300’ feet away).” This is a metal entrance area so we can hang the banners and have a designated entry point to the tent/chalet.

47. What is the requested size of the Performer’s Tent? (Is it for the 200 people sitting and eating?) 200 (has been amended in the SOW).

48. Performer’s Tent spec. states it should have “enough lights and power to do nightly clean up.”

- Will this tent be close enough to the generator used on other tents to run off their power distribution? If not, is a smaller inverter generator more suitable for this tent if it only needs to run a handful of lights for an hour or two per day? (An aerial map of the setups would be most helpful) The tent must have its own lighting and small generator. It will not be by other tents.

49. Is performer’s tent supposed to have sidewalls? If so, how many? (three sides like other tents?) Three sides and a top covering.

50. Are any of the tents close enough to the flight line that their construction and teardown will be affected by flight times of the airshow aircraft? No.

51. Can delivery trucks and/or trailers be parked on base from install to tear down? We can decide to have them have a designated parking area.

52. The Aviation Nation Tent states it requires: “The Aviation Nation chalet shall have enough space to hold a minimum of 1000 individuals per day.” Is that 1,000 people at one time?(I do see you require enough space for 800 people seated at round tables under the tent all at one time) Total inside and out 1000 (800 seated inside and 200 seated outside on the patio). Yes, most of the day you will have this amount at one time.

53. Due to the tight install and tear down schedule, will we be allowed to work beyond normal business/base hours? These are negotiable.

54. Does the base need any Fans or HVAC for the job? HVAC in the INSPIRE Tent is all.

55. Trashcans: The trashcan spec states, “The contractor shall furnish, service, maintain, and remove a total of 50 trash cans, 32 Gallon size” Is the contractor responsible for collecting and disposing of trash in the 50 trashcans throughout the air show? We have vols to empty the trash. Contractor provides the trash cans only; we have bags and people to empty them.

- If so, how often must they be emptied? Is emptying once a day sufficient?N/ A

- If so, will the base provide dumpsters or other refuse collection containers that contractor can use to dispose of the garbage? N/A

56. Logistically, will contractor’s on-site supervisor/personnel that remain on site during the show be able to navigate between the different tent sites? Yes.

57. Budget and Scope Adjustments: Are there any anticipated changes to the scope of the project that should be accounted for in our pricing, such as additional tents or equipment?

Not currently.

58. Weather and Emergency Contingencies: In the event of weather delays or other unforeseen circumstances, is there flexibility in the setup or teardown timeline? What are the protocols or expectations in such cases? Yes. We will be monitoring the weather.

59. Subcontractor and Supplier Approvals: Are there any restrictions or special approvals required for using subcontractors or third-party suppliers for specific parts of the project, such as generators or tents? If so, could you please provide details on the process? That is up to the contractor. We will pay the contractor; they are responsible for the actions and payment of cost for their subs.

60. Post-Event Cleanup:

• Is there a requirement for post-event cleanup, including equipment removal, waste disposal, and area restoration? We are fully equipped to handle this and would be happy to provide a comprehensive quote that includes these services. Yes, area needs to be restored back with all items removed.

61. Event Scale Compared to Previous Years:

• Is this year’s event expected to be larger, smaller, or similar in scale compared to past years? Any insights into key differences would assist us in preparing the appropriate resources and manpower. Larger, especially the adding of the Inspire area.

62. Pre-Selected Contractors:

• Have any contractors or subcontractors already been selected for this event? If so, can you provide details regarding their roles and any coordination that may be required with our team? None

63. Power and Utilities:

• Could you confirm the specific power requirements for the event, including the number and specifications for ultra-silent generators? Are there particular EPA standards we should be aware of? The power, except for the INSPIRE Tent, will be set by the contractor based upon the lights in each of the tents. The INSPIRE Tent we are confirming if we have the simulators or not. HVAC power the contractor should already have an idea how much for it.

64. Personnel and Equipment:

• Are there any limitations or special requirements regarding the number of personnel allowed on-site during setup and breakdown, or specific equipment standards (e.g., wind rating for tents)? The wind ratings were in the PWS (withstand up to 90 MPH winds). No restriction on number of personnel

65. Coordination with Other Teams:

• Will coordination with other teams or contractors be necessary during setup or breakdown? If so, could you provide key points of contact for smoother collaboration? No, the contractor should bring everything or have their own subcontractors for linens, tables/chairs, etc. The government is not arranging for subcontractors.

66. Base Access and Vetting Process:

• Is the February 1, 2025, deadline for completing the base vetting process for our employees still valid, or are there any updates? Yes, it will take time due to the volume of personnel we have to vet.

67. Submission and Documentation:

• Beyond the SF1449, technical proposal, and pricing proposal, are there any other documents or forms we need to include? Will there be any changes to the submission process before the October 17, 2024, deadline?

68. Will specific power requirements be provided for the areas requiring power? Power for the lights, except for the INSPIRE Tent. (Repeat of question 62.)

69. Do you have a color code for the Air Force blue color? No, the color is royal blue.

70. Aviation Nation (Commanders) Tent:

• What is the power requirement for this area? Enough for the lights, potentially two large T.V.

• Will there be a requirement for air movement / fans, AC etc? Only in the INSPIRE Tent.

• Is there a lighting and/or audio requirement in this tent PA or ambient light?

Not in the small 20x20 tent just the main tent area.

• Padded folding chairs or plain metal? Heavy-duty plastic chairs, especially for the patio area due to the heat.

71. Thunderbird Tent:

• What is the power requirement for this area? Lights in the covered area only.

• Will there be a requirement for air movement / fans, AC etc? None

• Is there a lighting and/or audio requirement in this tent PA or ambient light? None in

20x20.

• Padded folding chairs or plain metal? Heavy-duty plastic chairs, especially for the patio area due to the heat.

72. Public Information Tent:

• What is the power requirement for this area? None

• Will there be a requirement for air movement / fans, AC etc? None

• Is there a lighting and/or audio requirement in this tent PA or ambient light? None

73. Performers Tent:

• What is the power requirement for this area? Yes, lighting in the covered area only.

• Will there be a requirement for air movement / fans, AC etc? None

• Is there an audio requirement in this tent public address? None

• Padded folding chairs or plain metal? Prefer the heavy-duty plastic chairs

74. LVMS Logistics:

• What is the power requirement for this area? Lights in covered area only.

• Will there be a requirement for air movement / fans, AC etc? None

• Is there a lighting and/or audio requirement in this tent PA or ambient light? What is

PA? —see first bullet above.)

• Padded folding chairs or plain metal? Prefer the heavy-duty plastic chairs

75. Search Pits Main Base and LVMC:

• What is the power requirement for this area? Yes, to run the security screener equipment.

• Will there be a requirement for air movement / fans, AC etc? None

• Is there a lighting and/or audio requirement in this tent PA or ambient light? None

76. “INSPIRE” (STEM) Festival Tent:

• What is the power requirement for this area? Lights, simulators, TV’s

• Will there be a requirement for air movement / fans, AC etc? HVAC in the tent due to it being closed in.

• Is there a lighting and/or audio requirement in this tent PA or ambient light? Lights yes

• Is there a requirement for sound abatement throughout the tent surface or just the doors? Just doors-see through for safety purposes (both sets).

77. Portable Generators:

• With the need for refueling and maintenance is there a hazardous materials storage location allotted for? Contractor will need to identify the requirements for this, and the government will provide an area.

78. Trash Cans:

• Will we provide recycling cans as well? No, we have these, just garbage cans we have the bags too.

• What is the availability of dumpsters and requisite dumping schedule? Government will take care of the trash. Contractor responsible for trash in putting up and teardown by their team.

79. General Questions:

• What are the requirements for labor access to the sites? Vetting required to gain access to the base, escorts for the flightline will be provided.

• Can we bus in a labor crew to alleviate transport (parking) complexity? Yes

• Can we park a “production/logistics trailer” on-site? Yes, contractor needs to identify the size and type, government will determine where it will be parked.

• Can we park a small container on-site for storage, spare generators, fuel, other consumables? Yes, contractor needs to identify the size and type, government will determine where it will be parked.

• What are the constraints for heavy equipment use on site, type, GVWR, electric/gas?

Contractor needs to bring what they need to get the contract requirements accomplished. See questions above in this same section.

• Can we bring small Utility Vehicles i.e. John Deere Gator, Taylor Dunn Etc.? Yes, we will have to give you a flightline driving course.

80. General Requirements: Contractor shall provide Logistical Support Operations, (Chalet tents, booths, tables/chairs, concert stage (no longer part of this PWS/requirement) and trusses), in support of 2025 Nellis Air Force Base Aviation Nation Air Show:

• Is there any narrative on “Concert Stage”, or is this going out on a different solicitation? Concent stage is not part of this requirement

• If a different solicitation, when will it be released, if not already? N/A

81. What is the size and weight of the government provided k-rail, ballast. 6’- ‘8 solid concrete barriers (like the ones on road construction—not small blocks) Government providing ballast only not K-rail.

82. What other ballast (other sizes) could be made available for the smaller tents? We have other barrier types that are lighter if we need them.

83. For the Inspire tent, if a large tent can be offered with the proper engineering specs and certification would this be acceptable? Yes

84. Is there a time that all work needs to stop each build night.? The time at night is stated in the PWS, however, if need be, the government will entertain extending it to get it accomplished on time. Everything must be ready to go by Thursday late afternoon.

85. Is there a specified level of sound proofing required for the Inspire tent? Just the doors to cut down on the jet noise.

86. Could optional tent styles be offered if the size is compatible? Standard white heavy-duty canvas is what we asked for.

87. Please confirm none of the smaller tents will require Astroturf. The Aviation Nation, T-Bird chalets, and Inspire are the tents with this carpet.

88. Do the 20 x 20 Performers tent need to be individual tents or can they be one tent with dividers? The 20 x 20 together side by side or a smaller tent can be substituted.

89. In addition to the questions below, is there any flexibility on the installation and strike time frame? Based on the current specifications we anticipate twelve-hour workdays.

Installation would require 10 days, and strike would require six days. No additional time (day wise). In the past we’ve had all these tents up by Thursday 1500 (starting Tuesday at 0700).

NOTE: Contractor shall breakout the specifics and bid cost for each tent area.