Rental of Tents/Tables/Chairs/Stage for Picatinny Community Day 10 July 2025 Event Area

Tents/Tables/Chairs/Stage for Picatinny Community Day
10 July 2025 Event Area

1. The purpose of this market survey is to obtain a PRICE QUOTE and CAPABILITIES from potential offerors for the following services; 

2. BACKGROUND
Each year, Picatinny hosts a day of celebrating its workforce. In order to celebrate, Picatinny invites various food vendors, entertainment, and displays. This year’s event will take place on 10 July 2025. The outdoor area requires tents, tables, a stage for entertainment and chairs to execute the event. Additional tables are requested to have and use, as necessary, for different scheduled events throughout the day. 

3. OBJECTIVES
To establish a purchase order to procure Contractor services to perform the following: delivery,
set up, and take down of tents, tables, stage and chairs for the event.

4. SCOPE
The Contractor shall provide all labor, supervision, travel, materials and equipment required to
accomplish the work in accordance with these specifications. The services shall be accomplished for a firm fixed price.

5. PERFORMANCE REQUIREMENTS
Delivery of all tents, tables, stage, stage and chairs listed below.  Set up of all items listed below will be on 08 and 09 July 2025.  The event will be completed by 5:00 pm on 10 July 2025.  A layout for tents will be provided upon arrival. Tables and chairs should be set up in rows under the eating/entertainment tent and the sponsor/display tent. All items must be removed from the event area by close of business (4PM EST) on 11 July 2025.  The Contractor must supply tents that are not required to be staked into the ground.  Due to the event area parking lot being resurfaced, pole tents requiring stakes for anchoring cannot be used.  Please provide a main event area solution on the number of tents required to seat approximately 400 guests, and how the tents can be anchored for stability.  The 16’x16’ stage will be covered with a 20x30 tent provided by the government.

ITEM    Quantity
Tent large enough to seat approx. 400 chairs around approx. 48 tables    1
Tent 20’x40’    4
Tent 20’x20’    2
Total Number of White Chairs    600
Total number of Tables, 8’ banquet    100
Stage (16’x16’) including stairs, railing, and bunting    1
Delivery/Set up/Take Down    

6. SITE INVESTIGATION
6.1 This event will take place on black top surfaces.  There will be no access to electrical power or government buildings/facilities.  The Government will not provide any equipment for the set up or tear down of this requirement.

6.2. Any failure by the Contractor to acquaint himself/herself with the available information shall not relieve him/her from the responsibility for estimating properly the cost of successfully performing the work.

6.3. Event layout will be provided at time of set up by the POCs below.

7. WORKING HOURS AND SCHEDULING
Delivery/set up/installation work hours will begin on Tuesday, 8 July 2025, and shall be completed no later than Wednesday, 09 July 2025, by 5:00 pm. The Contractor shall provide the Point of Contacts listed in Paragraph 18, a minimum of 24 hours advance notification to include a listing of employees who will be performing the work during these time frames to allow the employees access on the installation.

8. COMPLETION DATE
All take down must be completed by 4:00 pm, Friday, 11 July 2025.

9. CLEANUP OF WORK AREA
The work area shall be free of all debris after completion of work.

10. QUALITY CONTROL
The Contractor shall be responsible for maintaining quality control for all aspects of their work
performance.

11. INSURANCE
The Contractor shall provide proof they are fully insured to perform work of this type.

12. SAFETY
The Contractor shall be responsible for compliance with applicable Occupational Safety and
Health Administration (OSHA) standards and is subject to unannounced inspections from the U.S. Department of Labor, OSHA IAW PL91-596, and the Occupational Safety & Health Act of 1970.

13. ACCIDENT REPORTING:
The Contractor shall report all accidents to the Garrison Safety Office and the COR immediately
after occurrence. Written reports shall be provided to the Safety Office and COR no later than
three (3) working days following the accident or incident.

14. CANCELLATION POLICY
The Contractor shall provide their cancellation policy and any associated fees.

15. LOCAL RULES AND REGULATIONS:

15.1 All persons working at Picatinny in connection with the purchase order, including employees of the contractor and all subcontractors and suppliers, shall conform to the applicable rules and regulations of Picatinny, including traffic and parking regulations.

15.2 Picatinny traffic rules and regulations are consistent with the motor vehicle laws of the State of New Jersey and are enforced by Picatinny Police and the U.S. Commissioner.

15.3 The following local rules and regulations shall be strictly complied with:

15.3.1 For the performance of this purchase order, the Contractor shall employ only U.S. Citizens or non-U.S. Citizens residing in the United States, who legally entered the United States and can produce evidence of legal authority to be employed in the United States.

15.3.2 The Contractor shall utilize only qualified, responsible, and capable people in the performance of the work. The Contracting Officer will require that the contractor remove from the performance of the work, employees who endanger persons or property, or whose continued employment under this contract is inconsistent with the interests of military security.

15.3.3 Visitor passes can be obtained at the Visitor Control Center at the Main Gate.

16. OPERATIONAL SECURITY:
16.1 Access and General Protection/Security Policy and Procedures. All contractor employees, including subcontractor employees, shall comply with all installation and facility access and local security policies and procedures (provided by the Government representative), and security/emergency management exercises. The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes. During FPCONs Charlie and Delta, services/installation access may be discontinued/
postponed due to higher threat. Services will resume when FPCON level and or threat is reduced to an acceptable level as determined by the Installation Commander. Contractor personnel working on an installation are required to participate in the Installation Random Antiterrorism Measures Program as directed. Contractors may be subject to and must comply with vehicle searches, wearing of ID badges, etc. Failure to comply with policies and procedures could result in barred access onto the installation.

16.2 iWatch (See Something, Say Something) Training. All contractor employees, including subcontractor employees, shall receive training and participate in the local iWatch program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the POC Listed below. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the contracting officer within 14 calendar days after completion of training by all employees and subcontractor personnel.  Slides are available at https://www.milsuite.mil/book/docs/DOC-284984

16.3 For contractors that do not require CAC but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at OCONUS locations, in accordance with status-of-forces agreements and other theater regulations.

17. DELIVERABLES

17.1 Certificate of Insurance

17.2 Listing of Employees needing Access to base and information required for background checks.

17.3 Tables, chairs, tents, and stage as outlined above.