CANCELLED - Tents, Tables, and Chair Rentals: 2025 Wings Over Homestead Airshow

Homestead Leadership has decided to CANCEL the 2025 Wings Over Homestead Air show due to mission deployments and will seek to pursue the next Air Show in 2027. 

*******************************************************************************************************************************************

****THIS IS ONLY A SURVEY OF THE MARKET TO DETERMINE IF THERE ARE POTENTIAL CONTRACTORS THAT CAN SATISFY THE FOLLOWING REQUIREMENT: RENTAL OF TENTS, TABLES and CHAIRS FOR THE 2025 WINGS OVER HOMESTEAD AIR SHOW****

The Air Force Reserve Command (AFRC) is publicizing this Sources Sought Notice to gather industry information to support with supplying tents, tables and chairs at Homestead ARB, FL.

The Government is seeking to identify qualified, experienced, and interested firms, who shall provide all labor, tools, transportation, material, equipment, and supervision necessary to supply/rent tents, tables and chairs as specified within the attached draft PWS to support the Homestead Air Force Reserve Base (HARB) Wings Over Homestead Air Show scheduled for 05 April 2025 - 06 April 2025.

DESCRIPTION OF SERVICES: The Government is seeking to identify qualified, experienced, and interested firms, who shall provide all labor, tools, transportation, material, equipment, and supervision necessary to supply/rent all white tents, tables and chairs, which would include setting up the noted items prior to the event and tearing down, post event, in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified within the attached draft PWS to support the Homestead Air Force Reserve Base (HARB) Wings Over Homestead Air Show scheduled for 05 April 2025 - 06 April 2025. 

The Contractor shall provide, set up and break down the following list of equipment rental:

CLIN 0001-10' X 10' WHITE "PEAK" FRAME TENT (NO WALLS) QTY: 20

CLIN 0002-10' X 15' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:1

CLIN 0003-10' X 20' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:1

CLIN 0004-10' X 30' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:4

CLIN 0005-120' X 40' WHITE "PEAK" FRAME TENT (3 WALLS & CHANDELIER) QTY:1

CLIN 0006-15' X 15' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:5

CLIN 0007-20' X 20' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:6

CLIN 0008-20' X 30' WHITE "PEAK" FRAME TENT (NO WALLS) QTY:4

CLIN 0009-50' X 50' WHITE "PEAK" FRAME TENT (3 WALLS & CHANDELIER) QTY:1

CLIN 0010-50' X 50' WHITE "PEAK" FRAME TENT (3 WALLS) QTY:1

CLIN 0011-72-inch BANQUET TABLES - ROUND QTY:20

CLIN 0012-8' X 30" BANQUET TABLES QTY:153

CLIN 0013-HIGH TOP TABLES QTY:16

CLIN 0014-TABLE SKIRT SQTY:40

CLIN 0015-WHITE LINENS QTY:224

CLIN 0016-WHITE LINENS - ROUND QTY:144

CLIN 0017-SETUP QTY: 1

CLIN 0018-WATER BARRELS WITH WHITE COVERS QTY:164

CLIN 0019-WHITE CHAIRS QTY:1176

CLIN 0020-FIRE PACKAGE (EXIT SIGNS WITH FIRE EXIT) QTY:3

CLIN 0021-DISTRO PANEL QTY:1

CLIN 0022-DISTRO CATERER LIGHTS QTY:1

CLIN 0023-EVENING CREW DISMANTLE ( breakdown and pickup) QTY: 1

CONTRACTOR REQUIREMENTS: The anticipated performance period is from 5 April 2025 to 6 April 2025. All rented equipment shall be set up no later than 6:00 PM EST, Thursday 4 April 2025 and removed NLT 12:00 PM EST on 07 April 2025 in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified within the attached PWS. The applicable North American Industry Class System (NAICS) 2022 code is 532289 – All Other Consumer Goods Rental. The small business size standard has an annual gross receipt of $12.5 million.

It is anticipated that the contract for services will be awarded as a firm fixed price contract in accordance with FAR 13.  Vendors are encouraged to provide the Government with feedback of the draft PWS and anything that may require additional clarification.

The following are tentative dates for this project:

Solicitation Issued: December 2024 
Solicitation Closing: January 2025 

Award: Jan/Feb 2025
Performance Start: April 2025 

CAPABILITY STATEMENT: Shall be limited to no more than five pages and shall clearly state the following: Capability in rental, set up, and breakdown of all white tents, tables and chairs, which should include the types and quantities indicated in the PWS or a similar scope and scale. Offerors who cannot provide historical information for their company should provide corresponding information to show how your company would meet the requirements. This information should provide a strong level of confidence to the Government that an offeror would meet or exceed the performance requirements.

In addition, answer the following:
(1) What types, sizes, and colors of tents are available for rent, and which would best suit the needs for a large-scale event/air show?

(2) Is there an industry standard minimum rental period or can the required delivery and pick up schedule referenced in the PWS be readily met?

(3) Are there any permits or regulations that need to be considered when setting up tents at the noted event venue?

(4) What provisions are in place in case of inclement weather, such as rain or strong winds, that may affect the tents?

(5) What is the protocol for addressing any issues or emergencies related to the tents, tables, and chairs during the event?

(6) What is the quality of the tents, tables, and chairs being rented, and are they well-maintained and in good condition?

(7) What is the total cost of renting the tents, tables, and chairs, including any additional fees for setup, delivery, or customization? Reference PWS for required quantities.

(8) Has your company serviced a large-scale outdoor event in the past? If so, approximate number of attendees?

(9) Company name, address, point(s) of contact, title, telephone number, fax number, email address, Cage Code and SAM UEI number(10)Company's socioeconomic status to include, but not limited to: 8(a), SDB, and WOSB, SDVOSB.

AFRC Homestead is considering whether to set aside this acquisition for Women-Owned (WOSB), HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB) or Small Business concerns. At present, this acquisition is expected to be issued as a 100% Small Business Set-Aside. However, in accordance with FAR 19.203, if your firm is HUBZone certified, Service-Disabled Veteran-Owned Small Business (SDVOSB), or Women-Owned Small Business (WOSB) and intends to submit an offer for this acquisition, please respond via email to sandy.guite@us.af.mil and viviane.filias@us.af.mil with “Sources Sought – 2025 WOH: Tents, Tables, and Chairs Rental Services, Homestead, FL” in the subject line.

This request for capability information does not constitute a request for quote (RFQ); submission of any information in response to this market survey is purely voluntary; the Government assumes no financial responsibility for any costs incurred. Any future solicitation will be made available only on https://sam.gov/ Contract Opportunities. Therefore, interested parties are solely responsible for monitoring the website for the release of a solicitation package and/or any updates to include amendments. Telephone inquiries will not be accepted or acknowledged at this time, and no feedback or evaluations will be provided to companies regarding their submissions. 

Submission Instructions: Information received will be used within the Air Force to facilitate acquisition strategy decision making and to solidify Market Research and will not be disclosed outside the agency. If your firm has an interest in proposing on future requirements as described above, please prepare and submit a Capabilities Statement by 3:00 PM (EST) on 16 December 2024. All responses under this Sources Sought Notice must be emailed to: sandy.guite@us.af.mil and viviane.filias@us.af.mil with “Sources Sought – 2025 WOH: Tents, Tables, and Chairs Rental Services, Homestead, FL” in the subject line.