DLA family day event planning & operations - FT belvoir MWR

The Defense Logistics Agency Family and Morale, Welfare, and Recreation (FMWR) seeks quotes for event planning and operations services for the Andrew T. McNamara Headquarters Complex Family Day at Fort Belvoir, Virginia, with quotes due May 22, 2026, at 10:00 AM EDT. This is a firm-fixed-price contract with no set-aside.

Place of performance is Fort Belvoir, Virginia. The event is scheduled for June 26, 2026, and expects 5,000 to 7,000 attendees with an "America250" theme, running 9:00 AM to 3:00 PM. The contractor must provide all labor, equipment, materials, and incidentals for family-friendly activities including multiple inflatable bouncy houses, obstacle courses, inflatable slides, ten professional caricature artists, and carnival-style games. Amendment P00002 (May 9, 2026) added required supplies: a dunk tank, trackless train, two 20-foot by 20-foot tents, one 20-foot by 30-foot tent, tables and chairs, water service (coolers and bottled water), trash management with personnel, and three misting tents. Prior-day setup is authorized after 12:00 PM, and contractors may leave vehicles onsite during the event. Power outlets are available; generators are permitted for supplemental power.

The estimated contract value is $40,000 to $50,000; quotes outside this range are non-responsive. Price is not an evaluation factor. The contractor must designate an Event Manager with minimum five years of experience managing large-scale events, including at least two events exceeding 5,000 attendees. Required deliverables include an Event Concept Plan (within 10 business days of award), Site Layout Plan, and Safety Plan addressing emergency procedures and inflatable supervision. Insurance requirements include Commercial General Liability ($2,000,000), Automobile Liability ($1,000,000 per occurrence), and Employer's Liability ($100,000 per accident), with DLA FMWR named as additional insured. Evaluation uses a best-value tradeoff methodology, with non-price factors (Technical Approach/Key Personnel, Past Performance, and Management/Safety Plan) significantly more important than price. The NAICS code is 561920, Convention and Trade Show Organizers.