W083--WinterHaven Tent Rental Package

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Contract Opportunity

Amendment of Solicitation - 36C24525Q0863
The reason for this amendment is to extend the closing of the solicitation, answer all questions for quote bidding and provide an updated SOW and CLINS.

The solicitation will now close on Friday, October 17, 2025, at 5PM EST.

Question and answers regarding the WinterHaven Tent Event Package:
What is the surface type, Concrete, asphalt, or grass?
Asphalt. Generators will be placed in grass with spillage containment systems.
Heaters: are you requiring a particular type of heater?
No, there are heaters required for VBA and Vaccination Tents.
Supplements: if there are additional items needed for the event, how would we go about requesting payment for those items? Â
Additional items cannot be added on day of event.
Should all tents have four sidewalls, or only the larger tents?
Majority of the tents will only have 3 walls. This is explained in the SOW
For portable restrooms, should placement be at both the front and back of the event site, or concentrated in one area?
Portable restrooms: (1 regular and 1 ADA will be located at the bottom of the site, near nursing) (1 regular and 1 ADA will be located by the food tent).
Where would you prefer the handwashing stations in the front, back, or middle of the layout?
Handwashing stations will be in vicinity of the portable restrooms.
For table linens, do you prefer a mix of blue and white, or solid blue to match the event theme?
Royal Blue Only.
Should the lighting be installed inside the tents or around the perimeter?
Inside the tents.
Are there any vehicle or truck size restrictions for deliveries entering the VA campus?
No restrictions.
Will there be a designated staging or unloading area before setup begins?
All vehicles may offload in the set up area. Once offloading is complete, trucks can be parked in the rear parking lot near Fisher House. Cannot block flow of traffic.
Is the 2025 site map identical to the one provided during the visit, or should we expect updates?
There will be updates to the SOW, CLINCS, and Floorplan. Floor plan to be included close of business 10/16/25
Will VA provide any dumpsters or waste containers, or should our scope include full waste removal off-site?
No, contractor is responsible for removal of any and all trash from the site.
Who will serve as the Contracting Officer s Representative (COR) during performance?
David Mosley
Will there be a post-event inspection or sign-off required before demobilization?
There will be an inspection upon completion of set-up. There will not be an inspection during tear-down.
Can these tents be stacked or is it all water barreled?
We have never used water barrels and only concrete blocks.
What is the power output needed for each tent? The RFP lists electric generators but wasn t sure if there was a specific wattage or power need to figure out what size generators are best.
The contractors have been provided with the diameters of the tents. It is up to the contractor to determine what is required for lighting of the tents.
For portable restrooms, did you need standard porta Jon s or nicer bathroom trailers with water and power?
Standard portable restrooms will be sufficient.
Quantity Discrepancy: There appears to be a discrepancy between Section B.3 Price/Cost Schedule and the Requirements of Space. For example, Section 0013 of the Price/Cost Schedule lists three (3) hand-washing stations, while the Requirements of Space (under Miscellaneous ) indicates two (2). Could you please confirm which document should be followed for accurate quantities?
Corrections have been supplied to Contracting. Changes will be implemented.
Heater Requirement: The heater requirement appears to apply only to the Winter Gear Tent (two heaters noted). Can you confirm whether this is the only location requiring heat, or if additional tents will also need heating units?
There are heaters required for VBA and Vaccination Tents.
Generator Substitution: The Price Sheet specifies two (2) 20 KW generators. Would it be acceptable to substitute these with one (1) 40 KW generator providing equivalent or greater capacity?
The number and size of generators will be strictly up to the contractor. Generators must be noise-reduction and must be able to supply power to every tent.

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