SOW-Tents Table and Chairs_Airshow 2025_FINAL_Dated1Apr25.pdf

STATEMENT OF WORK (SOW)

Tents, Tables, and Chairs (Air Show 2025)

1 April 2025

BACKGROUND:

The 9th Reconnaissance Wing (9 RW) will host an open house Air Show from June 6 to 8, 2025, at Beale Air Force Base, California. The 9 RW Air Show Committee is seeking rental tents, tables, chairs, and set-up tear-down services for a large Distinguished Visitor area. The Air Show 2025 will take place on 7 – 8 June 2025 and the tent, table, and chairs will need to be in place 6 June 2025 at Beale AFB, California.

The purpose of this Statement of Work (SOW) is to outline the requirements and expectations for the provision of the tent rental/lease services.

SCOPE OF WORK:

The offeror shall provide delivery and pick-up of rental tents, tables, chairs and set-up/ tear-down services for a large Distinguished Visitor (DV) area (Attachment 1- Proposed DV Tent Layout) for the execution of the 2025 Beale Air & Space Expo, Legacy of Reconnaissance Air Show, and adhere to the standards in this Statement of Work (SOW). The Air Show 2025 will take place on 7 – 8 June 2025 and the tent, table, and chairs will need to be in place 6 June 2025 at Beale AFB, California. The offeror shall provide all personnel, labor, materials, equipment, management, supervision, coordination, lodging, and transportation to and from the location required to accomplish this work unless otherwise stated herein.

REQUIREMENTS:

1. Distinguished Visitor Area Description/Specifications:

o The area shall contain an outdoor tent that:

1. Is 60’x40’x10’. (LxWxH)

2. Has 3 walled sides that:

1. Includes enough vinyl or cloth walling with clear windows that covers each of the short sides of the tent in their entirety.

2. Includes enough vinyl or cloth walling to cover one of the long sides of the tent, with an entrance on the right corner (when looking at the tent from the traffic side) of the tent, facing the traffic side. (away from the airshow side)

3. Does not include a wall on the side facing the flight line.

3. Is white in color.

4. Is rectangular in shape from an aerial view.

5. Is weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

o The area shall contain 21 circular tables that:

1. Are white or hardwood in color and appearance.

2. Are circular, measuring 60” in diameter.

1. Large enough to seat 8 individuals per table comfortably.

3. Are heavy enough to prevent movement due to wind.

4. Shall support glassware, silverware, plates, and food for each of the guests utilizing it.

o The area shall contain 9 rectangular tables that:

1. Are white or hardwood in color and appearance.

2. Are rectangular, measuring 6’x2.5’ in size.

3. Are heavy enough to prevent movement due to wind.

4. Shall support enough weight to accommodate food servicing devices such as food heaters, bulk food, bulk drinks, and bulk plating.

o The area shall contain 11 outdoor cocktail tables that:

1. Are white or hardwood in color and appearance.

2. Are circular, measuring 36” in diameter and 42” in height

1. Large enough for 4 individuals standing to utilize comfortably.

3. Are heavy enough to prevent movement due to wind.

4. Shall support the glassware, silverware, plates, and food for each of the guests utilizing it.

o The area shall contain 212 chairs that:

1. Are white in color and appearance.

2. Have fixed arms.

3. Shall support up to 300 lbs.

4. Is large enough to support the average adult comfortably.

5. Stand on 4 legs and are elegant enough in appearance to satisfy the Distinguished

Visitors.

6. Contains white cushion on the seating surface.

o The area shall contain 4 white or black fans that:

1. Are free standing.

2. Are large enough to move enough air to cool down guests to a reasonable extent.

3. Are self-powered, or do not require an external power source. (i.e. battery powered) o The area shall contain 32 circular table linens that:

1. Are white in color.

2. Are made of plastic.

3. Are fixed to the table by clips, tablecloth weights, non-slip protectors and velcro, or an adhesive band.

4. Are free of wrinkles, stains, and imperfections.

5. 11 of which are 96” in diameter.

1. These must be placed on the exterior cocktail tables.

6. 21 of which are 108” in diameter.

1. These must be placed on the interior dining tables

7. Are circular in shape.

o The area shall contain 9 rectangular table linens that:

1. Are white in color.

2. Are made of plastic.

3. Are fixed to the table by clips, tablecloth weights, non-slip protectors and velcro, or an adhesive band.

4. Are free of wrinkles, stains, and imperfections.

5. Are 60”x102” in size.

6. Are rectangular in shape.

o The area shall contain 2 coolers that:

1. Are large enough to contain 50 bottles of water or 50 cans of soda, along with enough ice to keep them cool.

2. Are clean in appearance.

3. Are white in color.

4. Have wheels for easy mobility.

o The area shall include fire safety items, that includes:

1. 2 fire extinguishers.

2. Two “no smoking” signs.

3. 2 cordless lighted “exit” signs.

4. A max occupancy sign.

2. Additional Tent Description/Specifications o 47 canopy tents that:

1. Are 10’x10’x10’ in size. (LxWxH)

2. Are white in color.

3. Are rectangular in shape from an aerial view.

4. Are weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

o The area shall contain 5 coolers that:

1. Are large enough to contain 50 bottles of water or 50 cans of soda, along with enough ice to keep them cool.

2. Are clean in appearance.

3. Are white in color.

4. Have wheels for easy mobility.

o 4 canopy tents that:

1. Are 10’x20’x10’ in size. (LxWxH)

2. Are white in color.

3. Are rectangular in shape from an aerial view.

4. Are weighted down by water barrels, furniture weights, or cement blocks in such a manner as to not be affected by wind.

o 4 rectangular tables that:

1. Are 8’x3’ in size.

2. Are white or hardwood in appearance.

3. Are heavy enough to prevent movement due to wind.

4. Are placed in the media tent by the Contractor. (location to be determined) o 10 rectangular tables that:

1. Are 8’x3’ in size.

2. Are white or hardwood in appearance.

3. Are heavy enough to prevent movement due to wind.

4. Are placed in the STEM area by the Contractor. (location to be determined) o 6 rectangular tables that:

1. Are 8’x3’ in size.

2. Are white or hardwood in appearance.

3. Are heavy enough to prevent movement due to wind.

4. Are placed in the Thunderbird/performers tent area by the Contractor. (location to be determined)

5. Are covered with white tablecloths and skirts that:

1. Are fixed to the table by clips, tablecloth weights, non-slip protectors and velcro, or an adhesive band.

o 5 circular tables that:

1. Are 60” in diameter.

2. Are white or hardwood in appearance.

3. Are heavy enough to prevent movement due to wind.

4. Are placed in the Thunderbird/performers tent areas by the Contractor. (location to be determined) o 155 folding chairs that:

1. Are black, white, or hardwood in appearance.

2. Shall support up to 300 lbs.

3. Are large enough to support the average adult comfortably.

4. Are allocated amongst three areas:

1. 25 chairs are in the media tent area, placed by the Contractor.

2. 20 chairs are in the STEM area, placed by the Contractor.

3. 110 chairs are in the Air Ops area, placed by the Contractor.

3. Delivery and Pickup:

o The Contractor shall deliver and build all aspects of the Distinguished Visitors area at Beale AFB, CA on 6 June 2025 at 0900. The designated location on Beale AFB is to be determined. The Contractor shall tear down all aspects of the Distinguished Visitors area from Beale AFB on 8 June 2025 two hours after the completion of the Air Show at the designated location which is still to be determined. The teardown and removal of all equipment must be completed by Monday, June 9, 2025. The Contractor is required to have all equipment dismantled and fully removed from the installation site by7:00 AM on the same day.

4. Safety:

o The Contractor shall provide safety instructions and guidelines to all Event staff and volunteers who will be helping to set up and tear down the Designated Visitor area. The date, time, and location of this briefing is TBD.

Contractor Responsibilities:

• Provide, set up, and tear down the Designated Visitor Area meeting the specifications outlined above.

• Deliver and pick up the items as outlined above.

• Shall arrive looking clean, presentable, and professional.

• Contractor technicians will be issued installation passes allowing access from 7:00 AM on June 6, 2025, until 4:00 PM on June 9, 2025. All equipment must be set up and tested by 9:00 AM on June 6, 2025. All items must remain operational and monitored during public access hours from 9:00 AM on June 6 to 6:00 PM on June 8, 2025. The vendor must have sufficient personnel, tools, and spare parts to keep the equipment operational. Any necessary adjustments must be made promptly to avoid extended downtime.

• Must hold liability insurance policy for no less than one-million dollars ($1,000,000) for the individual or company. Offeror shall provide adequate insurance to cover replacement costs of any equipment used in support of the Air Show. The government will not be held liable for damage, loss, or theft of any equipment transported onto the installation.

• Offeror shall provide adequate insurance to cover replacement costs of any equipment used in support of the Air Show. The government will not be held liable for damage, loss, or theft of any equipment transported onto the installation

TECHNICIAN ON-SITE REQUIREMENTS:

• Technicians must be on-site during the airshow to troubleshoot and ensure equipment remains functional throughout the event, including repair in the event of high wind. On-site presence is required during event hours from 9:00 AM to 6:00 PM on June 6, 7, and 8, 2025

SECURITY REQUIREMENTS:

• All personnel employed by the contractor in the performance of this contract, or any representative of the contractor entering the government Installation shall abide by all security instructions and directives of Beale AFB.

• Security. Beale AFB will provide 24-hour security to all equipment.

• Vendor technicians will access the installation through the Commercial Vehicle Inspection Area on South Beale Road for vehicle inspections. Each technician will be issued a base pass for seamless entry and exit at the commercial gate throughout the Air Show. Subsequent access will be via Schneider Gate, Doolittle Gate, or Wheatland Gate. Delivery personnel and on-site technicians must undergo background checks as a prerequisite for Installation Entry. It is mandatory for delivery personnel to submit a Visitor EAL Template to the 9th Security Forces Squadron no later than two weeks before the visit (May 22, 2025). The Visitor EAL Template must include comprehensive details such as Full Name, Date of Birth, Driver's License Number, and State. Any vehicles entering the installation must have proof of registration and insurance.

Attachment 1

Proposed DV Tent Layout