Statement of Work DEA 50th Anniversary Event Tentage FINAL version 8-1-2023.pdf

Tent, Stage, Tables, and Chairs Rental – DEA 50th Anniversary Capstone Event

Event Date: September 28, 2023 Location: DEA Headquarters, 700 Army Navy Drive, Arlington, VA 22202

Statement of Work To help celebrate the 50th anniversary of DEA’s establishment a formal program followed by a tented luncheon will be held Thursday, September 28, 2023* at DEA Headquarters. In order to accommodate as many individuals as possible and avoid any weather cancelations, the largest available outdoors space at DEA Headquarters shall be tented for this event. Both the formal program and the luncheon will require separate tented spaces. The contractor must be able to complete set up on Tuesday, September 26, 2023 during normal business hours. They will then be able to break down after the event concludes on Thursday, September 28, and Friday, September 29, 2023.

* In the event circumstances arise between date of contract/order award and start of performance which delay the event, the contractor will be notified as soon as the Government is aware of the unforeseen circumstances. Alternate set-up and break-down dates will be negotiated around the rescheduled event date, and set-up and breakdown dates will be re-set accordingly. The contractor will be allowed to submit a Request for Equitable Adjustment of the price of the contract/order to compensate for reasonable expenses incurred due to any unexpected changes to the event dates.

The first white tent will be set up on the surface of the courtyard parking area between the two DEA Headquarters buildings. This tent, or combination of tents to cover the available parking area space, shall total 50’x100’x10’ to cover the parking area. If two tents are placed together to form one large tent, guttering will be included for any needed drainage. The contractor shall also provide folding chairs set up inside the tent for at least 750 people. The long side of the tent facing Army Navy Drive shall have a solid floor- to-roof wall made of tent material that runs the entire length of that side of the tent. The long side of the tent facing the courtyard will have no wall section, and will be open to the courtyard. The two short sides of the tent shall have a solid floor to roof wall made of tent material that runs half the length of each of those sides, extending from the two corners closest to Army Navy Drive. When viewed from the top, the walled sections will form a U shape, with the opening of the U facing the courtyard area for viewing. (See Diagram below). The contractor shall provide and set up a 12’x16’x2’ stage inside the tent. The stage shall have a set of steps with handrail on the left and right sides.

Contractor shall carpet the stage black colored carpet. Covered water barrels will be used to secure the tent to the ground.

DIAGRAM NOTES:

Location: parking lot between 600 and 700 Army Navy Drive Rectangle is the parking lot to be covered by the tent White dots are potential water barrel locations Green highlights are the section of the tent that will be walled off. The white area of the tent will be open.

EAST- 600 Building

Army Navy

Drive

WEST- 700 Building

Loading Dock Area

A second smaller white tent will be in the open space between the two buildings’ loading dock areas. This smaller tent shall be 30’ x 70’ x 8’. The contractor shall provide 8’ tables and seating for exactly 100 people. This tent shall have full walls with windows on all four sides. Covered water barrels will be used to secure the tent. Tents will be free of rips, tears or other damage unless the damaged areas have been repaired professionally in a manner which does not distract from overall appearance and function.

The contractor will have access to the courtyard parking area and the loading dock areas for delivery, setup, and removal of the tents, stage, tables, and folding chairs. The contractor will have access to water for filling barrels to anchor the tents and electrical power for any equipment needed to help with setup or removal. Both tents will have contractor provided and installed interior string bistro lighting around the perimeter. Electrical power will be provided by DEA within 300 feet of each tent sight. All contractor provided electrical extension cordage must be protected with rigid outdoor channeled cord covers/protection to ensure no trip hazards exist.

The price of the order/contract shall include all fees for setup, breakdown, labor, delivery and all other costs required to perform the work. A pre-performance site visit will be scheduled as specified in the solicitation.

Period of Performance**: September 1, 2023 – October 15, 2023

**Note: The Period of Performance begins prior to actual physical set-up to allow the contractor to incur costs for ordering of supplies/materials, preparing equipment, mobilization and all actions necessary to prepare for actual physical set-up and take down as detailed above.

DEA Office Point of Contact:

Contracting officer:

Andrew Craig Andrew.j.craig@dea.gov

(571) 776-0978 mailto:Andrew.j.craig@dea.gov