N61331-17-Q-LG10_Questions_and_Answers.docx

N61331-17-Q-LG10 Questions and Answers

1. Sizes and Quantities of the Tents The tent measurements and quantities are as follows:

- 10ft x 10ft tent with side walls - seventeen (17)

- 10ft x 20ft tent with side walls - eight (8)

- 20ft x 20ft tent with side walls - four (4)

- 30ft x 30ft tent with side walls - two (2)

- 40ft x 80ft tent with side walls - one (1)

2. Number of people expected at event each day?

We won't have a firm number until early August when registration closes, but plan for 200-300.

3. Quantity of folding chairs requested or percentage?

300 minimum.

4. Transportation; window of time(s) each day for transportation schedule? Ie. 8 hour day, 4 hour window, 2 hours in the AM; 2 hours in the PM, etc.

For the two days, based on the current schedule, we're looking at 0700-1700. The transportation would be needed through the day, but we would have peak times in the morning, around lunch and late afternoon. Limited need outside those peaks. One metric floating around is a bus every 10-15 minutes in the morning and afternoon, maybe every 20-30 minutes during the rest of the day. Peak time will be 2-3 hours in the morning; 1-2 hours in the afternoon; 2 hours around lunch. So it looks like around 6 hours of peak transport, and approximately 4 hours off-peak.

5. Transportation; # of people being transported?

Based on the numbers given above, 150-250, since some of the people attending are PCD employees.

6. Timing of actual event (start - end) each day?

15 Aug: 0700-1700; 16 Aug 0700-1600

7. Is there a tentative day of event timeline?

Yes, but it's not ready for released as it’s in planning.

8. Do tables require covers?

No.

9. Please provide quantity of AC Unit locations?

One large space (Air Ops hanger) - need something quiet to move cool air around. The hanger doors will be open, so we're not trying to AC the space, just cool it down and move the air without making too much noise.

10. Please provide size of location to be air-conditioned and/or misted?

Misters or small misting/cooling devices for activity tent (40x80 ft), Medical tent (30x30ft) and General Info tent (20x20ft). AC would be nice, but may not be affordable, so the misting fans should suffice or anything to move air and a little cooling.

11. Quantity of easels required?

Approximately 30.

12. How many days pre-event and post-event are permitted or allowed for set up?

3 days nominally, 2 days with additional help, we can work out what's available. It may require a Saturday and/or Sunday (5th, 6th Aug) to set up.

13. Who provides the monitors for the monitor stands?

IT is purchasing monitors off of the NMCI contract (in-process).

14. What are the setup dates and times?

Monday, 7th Aug is a travel day for participants, but talking to the test team, they indicated from their experience, that they would like the setup done by then. I have tasked them to determine what days they can make available, including the 5th and 6th. It will help us to know how many days the contractor needs to set up (nominal, and best case with extra help). If agreeable, we can probably get folks from the test team and riggers to help.

15. What are the event dates and times?

7 Aug participant travel day; 8-9 Aug participant staging; 10-12 Aug system checks; 14 Aug Soft Open (NSWC PCD personnel invited out); 15-16 Aug VIP/Visitor day; 17 Aug Weather day and/or demobilization; 18 Aug participant travel day

16. 15 Aug - 0700-0800 check in; 0745-1050 speakers in Air Ops Hanger; 1110-1630 displays on pier; in-water exercise until 1700; ((No Host Social 1800-2000, but this will be off base and not require any transportation)) 16 Aug - 0700-0800 check in/transport from parking; 0800-1230 displays on pier; 1230-1300 transition to Public Domain event; 1300-1500 Congressional Speakers / media; 1500-1600 closing ceremonies

17. What are the move-out dates and times?

Based on schedule above, participants move-out the 17th and/or 18th Aug

18. Tents - is flooring required?

No.

19. How many folding chairs? Where are they being setup? Do they remain in place the entire time? Will military labor be used to set the chairs or will we be setting them?

Depending on the number of attendees, we'll need 300 in the Air Ops hanger for the 15 Aug speeches in the morning - we'll have to check to see when the hanger is available for setup. The chairs will be removed from the hanger after the morning speeches (i.e. afternoon of 15 Aug). Preference is that the vendor set up and taken out of the hanger.

20. Portable Toilets - how many trailers are required? How many toilets per trailer? Is there a water hookup or do we need to provide water? Is there electrical hookup or do we need generators?

We will need 5-6 heads, so two trailers of three each or one trailer with 5-6 heads. If it's one trailer (preferred), will need to have male and female sides. They may have a good solution for this. There will be no water hook up, but there will be an electrical hookup - we need to check if it's 120V or 240v.

21. How many folding tables? What size? Are they skirted or plain? Do they remain in place the entire time? Will military labor be used to set the tables or will we be setting them?

Seventy (70) tables; approximately 6ft by 30 inches (whatever standard size is close to that). The tables can be plain. They will remain in place the entire time. Prefer the vendor set up.

22. How many trashcans? What are the event dates and hours?

Ten to twelve (10-12) trash cans. Would want them for the duration (7-18 Aug). Hours will be 0700-1700. Note that the trash cans will see light use except for 14-16 Aug, when the attendees are there.

23. What size A/C units are required? What size space are they cooling? Where will they be used? What dates and hours will they be used? Will generators be required or is there electrical access?

One large space (Air Ops hanger) - need something quiet to move cool air around. Note that the hanger is a large space, and the hanger doors will be open, so we're not trying to AC the space, just cool it down and move the air without making too much noise. The preferred approach is multiple small units to move the air around and provide some cooling to the speaker and audience without a lot of noise.

24. How many misters are required? Where will they be used? What dates/hours will they be used? Will generators be required or is there electrical access? Is there a water hookup or do we need to provide water? Where are we allowed to dump water at the end of the event?

A minimum of ten (10) total misters or small misting/cooling devices for activity tent (40x80 ft), Medical tent (30x30ft) and General Info tent (20x20ft). Option for additional misters depending on cost. Would want them for the duration 7-18 Aug. Hours will be 0700-1700. There will be electrical access, but need to verify the power requirement doesn't exceed available power. No water hook up. We would have to work with environmental to verify if it is okay to dump the water, but if its clean water, may be able to dump water into bay, a connection for the boat support, or even a local swale. How much water will they need to dump?

25. Easels - how many are required? What size display boards will be placed on the easels? Will military labor be used to set the easels or will we be setting them?

My original estimate was thirty (30), but with some additional static participants, may need up to forty (40). Standard size displays (2x3ft, 3x4ft?). Participants will set up easels

26. Charter buses - how many buses are required and what size? What is the schedule for shuttles?

Depends on the number of attendees, which is estimated at 200-300. More knowledgeable people than I think that two buses is sufficient, but I think that an option for 1-2 more may be prudent, particularly for peak times and high end of estimate. Motor coach that holds ~55 people. For the two days (15-16 Aug), based on the current schedule, we're looking at 0700-~1700. The transportation would be needed through the day, but we would have peak times in the morning, around lunch and late afternoon. One metric floating around is a bus every 10-15 minutes in the morning and afternoon, maybe every 20-30 minutes during the rest of the day. Peak time will be 2-3 hours in the morning; 1-2 hours in the afternoon; 2 hours around lunch. So it looks like around 6 hours of peak transport, and approximately 4 hours off-peak.