Open House GTFF SOW - Lighting Generators Tents Tables and Chairs Rental (2.13.25).docx
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This Statement of Work and associated Request for Information outline requirements for rental equipment and services to support the 2025 Great Texas Freedom Fest at Fort Sam Houston on April 12, 2025. The Department of the Air Force (502nd Contracting Squadron) seeks a vendor to provide, deliver, and set up: 575 white resin folding chairs, 126 6-ft rectangular tables, eight tents of varying sizes (one 60x60 stem tent, two 40x40 resource tents, one 120x40 seating tent, three 20x20 tents, and two 10x20 tents), plus lighting and generators for all tents.
The contractor must deliver and set up the 120x40 tent, 60x60 tent, and two 40x40 tents with corresponding furniture by 0800 on April 10. Remaining items must be set up by noon on April 12, with all equipment removal required on April 13 between 0800-1700. The NAICS code is 532284 with PSC W083. The government is gathering market research through this RFI and requests responses indicating business size and socioeconomic status (SB, 8(a), HUBZone, EDWOSB, WOSB, or SDVOSB). No costs will be reimbursed for RFI responses.
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STATEMENT OF WORK 2025
GREAT TEXAS FREEDOM FEST
CANOPY, TENT, WATER BARREL, 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.
1.1. Items to be provided are listed below with specific instructions for each category.
1.1.1. 575 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. Eight 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 These tents must be anchored by staking or using cement blocks, whichever is most secure to prevent being carried off by the wind. All necessary stakes and cement blocks must be provided by the contractor. All holes made by the contractor must be in filled in at the end of the event by the contractor. Walls are not required for any of the tents. All tents will be on grass/dirt.
1.1.3. 126 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 lighting and power for lighting for each tent.
2. Timeline: The (120x40) tent, (60x60) tent, and two (40x40) tents and corresponding tables and chairs will be delivered and set up on Thursday 10 April at 0800. The remaining tents, tables, and chairs will be delivered on Friday 11 April at 1200 and must be set up no later than noon on Saturday 12 April. All tents, tables, chairs, lightings, and generators must be picked on Sunday 13 April between 0800-1700. The contactor will set up tables and chairs once the tents have been erected as directed by the user.
3. Locations: This event will take place on Joint Base San Antonio Ft. Sam Houston; coordination for base access will be required. A map of the event site will be provided.
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.
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