Shelter parts

The U.S. Forest Service is seeking qualified vendors to provide replacement parts for the "Gatekeeper 20 (HS Series)" 20' octagonal shelter manufactured by WESTERN SHELTER SYSTEMS, LLC through this Sources Sought Notice. The agency requires three specific replacement parts: 10 rigid main frame assemblies, 30 key flanges for main frame assemblies, and 300 high-wind strap tie-down assemblies with reflective webbing. All parts must be delivered to multiple National Incident Support Cache locations throughout the continental United States and Alaska by December 29, 2025. Responding vendors must be certified distributors of WESTERN SHELTER SYSTEMS products and must submit a comprehensive 20-page capability statement that includes company details, UEID, point of contact information, company size standard, existing government contract numbers, and proof of distributor authorization. The deadline for capability statement submissions is 11:59 PM on September 14, 2025, to Purchase Agent Amy Tilley at amy.tilley@usda.gov. The Forest Service will use these responses to develop a follow-on solicitation that will incorporate Buy American Act requirements.

This procurement opportunity is designated as a Total Small Business set-aside, limiting competition to qualifying small business entities. WESTERN SHELTER SYSTEMS, LLC is identified as the original equipment manufacturer whose products require replacement parts, indicating they may be the incumbent or have provided the original shelter systems. While no specific contract value is disclosed in this Sources Sought Notice, the quantities requested include 10 main frame assemblies, 30 key flanges, and 300 tie-down assemblies, suggesting a moderate-scale procurement for emergency response equipment maintenance. The relatively tight timeline from the September 8, 2025 posting date to the December 29, 2025 delivery requirement indicates an urgent operational need for these shelter system components. This preliminary market research phase will inform the development of a formal solicitation expected to be released following the evaluation of vendor responses.