Questions and Answers .docx

Questions and Answers

W912DR24Q0030

Tent, Audio, Event Equipment Rental

FORMER CONTRACTS AND BUDGET QUESTIONS

Question 1: We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

Answer 1: Incumbent performing services in 2021.

Question 2: If not brand new, could you please provide the current / previous contract number?

Answer 2: W912DR21P0045 Question 3: Is there a total value of the contract number and/or are you able to share the budget?

Answer 3: The Government does not share a budget with bidders.

Question 4: What specific challenges has your agency encountered with the prior rental if applicable, and what improvements or solutions are you seeking for 2024 event?

Answer 4: The site is weight limited, can have no intrusive anchoring, and is on a military installation. Early coordination with the government is necessary regarding specific vehicles and equipment types, planned anchoring system, and individuals requiring access to the site to support delivery, installation, and removal.

Question 5: Please clarify if the small business size standard for NAICS Code 532289 read $12.5M, not $12,500.00?

Answer 5: The NAICS Code 532289, All Other Consumer Goods Rental, should be a small business size standard of $12.5 million not $12,500.00.

STAGE, TENT. AND ANCHORING QUESTIONS:

Question 6: Confirm preferred stage Placement: Based on the maps provided, the stage may be best placed along the side of MacArthur Boulevard; however, this is contingent on the main entrance for ceremony attendees and participants. Do you have a preferred direction for the stage?

Answer 6: See tent layout map included. Layout is subject to change.

Question 7a: The RFQ calls for a size 50 x 120, but the most prominent clearspan manufacturers are European and use metric (as opposed to Imperial) measurements--usually in 5M sectional increments. The tent sizes which fit your description would be either 15 x 35 meters (~49' x 115') or 15 x 40 meters (~49' x 131'). More concisely, should the tent's length be a little longer or a little shorter?

Answer 7a: 49x131 Question 7b: Does the tent have to be a Structure clear span Tent, or is a 50x120 frame tent sufficient?

Answer 7b: A Clear Span tent that meets the minimum space requirements in the RFP.

Question 7c: Clear span is a term of art normally synonymous with structure tents. Frame tents do not have poles on the interior of the tent similar to structure tents.

Answer 7c: A Clear Span tent that meets the minimum space requirements in the RFP.

Question 7d: Does the tent have to be a Structure clear span Tent, or is a 50x120 frame tent sufficient? Clear span is a term of art normally synonymous with structure tents. Frame tents do not have poles on the interior of the tent similar to structure tents.

Answer: 7d: A Clear Span tent that meets the minimum space requirements in the RFP.

Question 7e: Can you provide more information on what the tent will be used for? The size of the tent seems large compared to the number of chairs requested.

Answer 7e: The tent will be used for a Military Change of Command Ceremony with ~200 – 250 people in attendance. The Change of Command Ceremony requires space in the front of the building, some standoff to the chairs, and an aisle.

Question 8: The bid requests a 50’x120’ clearspan frame tent. Clearspan tents are not the same as frame tents – we intend to offer a clearspan tent in our bid but the bays are 5m wide so we can either do a 15m x 35m = 50’x115’ or a 15m x 40m = 50’x132’ – which one would be acceptable?

Answer 8: A Clear Span tent that meets the minimum space requirements in the RFP.

Question 9: Other than staking, what does the government consider "intrusive anchoring?"

Answer 9: Anything penetrating the ground is considered “intrusive anchoring.”

Question 10: By non-intrusive anchoring, it is presumed that the ground surface is not to be penetrated, such as with stakes or anchor bolts to hold the base plates, correct? In such cases the most common option is for the structure to be strapped down to Jersey barriers. Will this suffice, and if so, would you prefer concrete or water-filled plastic Jersey barriers?

Answer 10: Water filled plastic jersey barriers are preferred. Water is available on site. Post award conference for water filling operation will be necessary.

Question 11: How high do you want the stage to be?

Answer 11: No more than 3 feet.

Question 12: Do you require any railings for the stage?

Answer 12: All applicable safety codes apply, requires railing for a stage height greater than 30” from the ground.

Question 13: Do you require the steps to have a railing from ground to stage?

Answer 13: All applicable safety codes apply, requires railing for a stage height greater than 30” from the ground.

AUDIO QUESTIONS:

Question 14: What type of audio equipment is required?

Answer 14: See Submission Requirements.

Audio System

a. Speakers (ample to ensure tent area is covered)

b. Amplifiers

c. Control Boards

d. Microphones (2)

e. Extension Cords

f. Applicable Cabling

Question 15: Is there power onsite for audio?

Answer 15: Power will be available on site.

Question 16: Based on past events, can you provide where audio equipment was placed to maximize sound experience?

Answer 16: Audio equipment must be placed in such a way that all attendees within the tent can hear the ceremony.

Question 17: Where is the closest electrical hookup(s)? I am reviewing the maps provided, and wanted to ensure we provide adequate cords and cabling for setup.

Answer 17: There will be a post award conference to discuss electrical hookups.

Question 18: Will we be accessing power on-site, or will a generator need to be accounted for? If we do access power on site, how far is the power access and how many 20a circuits are we going to have access to?

Answer 18: Power will be on site. There will be a post award conference to discuss electrical hookups.

Question 19: Does vendor need to supply generators to power audio equipment?

Answer 19: Power will be on site. There will be a post award conference to discuss electrical hookups.

Question 20: Is the government requesting standard, wired podium microphones, or will it be requesting lavalier microphones or cordless microphones?

Answer 20: Standard wired pricing.

Question 21a: Does the sound only cover the 250 seated attendees, or will there be a larger standing crowd that needs sound coverage as well?

Answer 21a: Audio equipment must be placed in such a way that all attendees within the tent can hear the ceremony.

Question 21 b: And does the sound system have to reach all parts of the tent, or primarily a portion of the tent close to the stage where sitting guests are gathered?

Answer 21 b: Audio equipment must be placed in such a way that all attendees within the tent can hear the ceremony.

FLOOR, RUNNER, AND OPTIONAL WALL QUESTIONS:

FLOOR

Question 22: What kind of flooring do they expect?

Answer 22: Flooring that is hardened and will withstand weather conditions/rain events.

Question 23: Does flooring have to be covered by turf or carpet?

Answer 23: Carpet.

Question 24: Is the floor on top of black top, concrete, or grass?

Answer 24: Grass Question 25: Is there a flooring preference? Interlocking floor tiles is standard, but plywood is also an option, usually 1.5" thick (two layers of 3/4" ply).

Answer 25: Either will suffice.

Question 26: Should the flooring be light duty for pedestrian use only or heavy duty so that it can be drivable with forklifts and trucks?

Answer 26: Pedestrian only.

Question 27: Is the ground level or will you need the leveling sub-floor? Is the floor expected to be a raised and leveled floor, or will a flooring system that follows the contour of the ground be accepted so long as it is able to withstand wet conditions?

Answer 27: The ground is considered level and will not require significant raising. It needs to be able to withstand wet conditions.

Question 28: I do not see any floor covering – do you want turf or carpet floor covering included with the flooring as well?

Answer 28: Carpet.

Question 29: Do you require any ramps on the flooring?

Answer 29: No ramp required.

RUNNER

Question 30: What color do you want the carpet runner to be?

Answer 30: Red Question 31: What surface is the runner being installed on?

Answer 31: The flooring of the tent, as well as the curb of the parking area to the tent.

WALLS

Question 32: There are three typical types of walls available: Foam-insulated hard panels, one-piece fabric walls or lace & grommet split walls. The lace and grommet split walls are the most versatile for events, would you like these quoted?

Answer 32: Yes.

Question 33: If walls are added – will you need doors added as well?

Answer 33: A primary and secondary entrance are required.

Question 34: Can you specify what kind of sidewalls you would like – white vinyl, window vinyl, clear vinyl, hard pvc or glass walls?

Answer 34: Please provide quotes.

LIGHTING

Question 35: Will event lighting be needed inside the tent?

Answer 35: No.

CHAIR RENTAL QUESTIONS:

Question 36: For the 250 chairs requested, are you looking for the basic, standard rental chair (steel framework, plastic seat and back), or the next tier up (a garden padded chair)?

Answer 36: Standard Rental Chair.

CIRCULATION QUESTIONS

Question 37: Will there be any fans or AC needed for inside the tents?

Answer 37: No.

Question 38: If side walls are added does the government want climate control? If not, will the government request fans for air circulation?

Answer 38: No.

INSTALLATION AND TAKE DOWN QUESTIONS

Question 39: Are we installing on grass or asphalt/concrete?

Answer 39: Grass.

Question 40: The government is giving the contractor one day, during government business hours, to take down everything (the equipment, stage, tent, flooring, Jersey barriers, etc). While this can possibly be done in a day, I don't know that it can be done safely and it's my professional opinion that anyone who says otherwise is just giving lip service. It's not a matter of manpower per se, it's a matter of sequential takedown with moving equipment and a lot of people. The real challenge will be to have equipment (forklifts and elevated work platforms) removed by any rental company at close of business Friday, not to mention the sound equipment truck and two tractor trailers (one for the Jersey barriers alone) that will need to be scheduled for exactly the last two hours of the day on Friday... trucking companies are seldom that reliable and we'll need at least two hours to properly load each truck. Requesting some extra wiggle room either Saturday the 27th or Monday the 29th.

Answer 40: An Extension is available. Post Award Conference will cover exact dates. Be aware, all access to the installation requires advance coordination.

Question 41: CLIN 0001 - Our materials (hardware & fabric) are delivered in rigid, stackable, forklift-friendly plastic boxes. While the tent is up, is there anywhere that these boxes could be stored, or will they need to be shipped back to our warehouse and then shipped back to location again for takedown? The boxes for this job will have a footprint of approximately 8' deep x 10' wide x 6' tall.

Answer 41: There will be space available on the installation.

MISC. QUESTIONS

Question 42: The solicitation states "Submit staging of equipment required to be reviewed during proposal for approval by the Government." Does that mean assets must be set up for review before the event? If not, what does that specifically mean?

Answer 42: Specifically this means a list of equipment that would be needed to install the tent and where they would need to be staged on the site. The site has specific weight limits that need to be assessed by our engineer prior to approval.

Question 43: Can we possibly do a site visit to assess the area? We can stop by tomorrow or Thursday next week- Please let me know.

Answer 43: No. A post award site visit will be arranged to the selected vendor.

Question 44: Does the government have a specific permitting process for this site or is the offeror responsible for local permitting?

Answer 44: All necessary permitting for transit will need the responsibility of the contractor. No Permits are necessary for access to the installation; however, all individuals will need to be identified and added to installation access lists 14 days prior to execution.

Additional Questions:

Question: 45: What color carpet would you require for the stage platform?

Answer 45: Red Question 46 What color carpet would you require for the 200' runner?

Answer 46: Red Question 47 What color would you prefer for the folding chairs?

Answer 47: Standard Rental Chairs.

Question 48 Can we supply the same 120-footage with a 40 foot wide tent?

Answer 48: Tent must meet minimum space requirements in the RFP.

Question 49What is the availability of power on the grounds?

Answer 49: Power is available. Coordination will require post award conference.

Question 50: Will this require independent power such as a Power Generator?

Answer 50: No.

Question 51: How many microphones?

Answer 51: 2 Microphones Question 52: Will you need wireless microphones or will tethered wire microphones meet your needs?

Answer 52: Tethered Question 53: Will there be Press Reporters attending needing an audio feed?

Answer 53: No.

Question 54: Is there an opportunity to submit pricing for Videography?

Answer 54: No.

Question 55: Would there be a need for Live-Streaming?

Answer 55: No.

Question 56 Would there be a need for Still Photography?

Answer 56: No.