Rental, Delivery, Setup, and Teardown of Event Tent and Associated Equipment for USCG Training Center Birmingham Southern Ceremony

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for the rental, delivery, setup, and teardown of a large event tent and associated equipment for a formal U.S. Coast Guard ceremony at Training Center Birmingham Southern. The required equipment includes a 40' x 60' frame tent with sidewalls, stage, podium, audio system, chairs, and tables.

• Rental, delivery, setup, and teardown of a 40' x 60' frame tent with sidewalls.

• Provision of stage with stairs and skirting, podium with wireless microphone, powered speakers with stands, guest and stage chairs, highboy tables with fitted covers, and climate control fans.

• All labor, materials, equipment, transportation, and supervision necessary for the event.

• Pre- and post-event inspections.

• Compliance with all regulations and safety standards.

• Submission of a detailed technical approach and past performance record.

• Contract Type: Firm-Fixed Price

• Period of Performance: Not explicitly stated, but the offeror agrees to hold prices for 60 calendar days from the receipt date.

• Estimated Value: Not stated.

• Submission Deadline: May 19, 2026, 11:00 AM EST.

• Submission Method: Email to John.h.caicedo2@uscg.mil. Quotes must include the solicitation number in the subject line.

• Evaluation Criteria: Best value to the government, considering Technical Approach, Past Performance, and Price.

• Technical Approach: Evaluated on the ability to meet requirements, provide quality equipment, and present a clear plan for delivery, setup, removal, climate control, noise management, safety, and compliance.

• Past Performance: Assessed based on providing similar services and equipment for comparable events.

• Price: Evaluated for reasonableness and realism in relation to technical and management approach.

• Quotes must meet or exceed all mandatory RFQ requirements. Exceptions must be clearly stated.

• Set Aside: 100% Total Small Business.

• NAICS Code: 532289 (Rental and Leasing of Construction Machinery and Equipment), with a small business size standard of $12.5M.

• Product Service Code: 8340.

• This is an open-market solicitation; no separate written solicitation will be issued.

• The full text of provisions and clauses can be accessed electronically at www.acquisition.gov.

• Invoices must be submitted through the Invoice Processing Platform (IPP).

• Paper copies of this solicitation will not be issued, and telephone or fax requests will not be accepted.

Solicitation / RFP / RFQ

This document is a Request for Quotation (RFQ) for an unspecified acquisition, identified by RFQ number 75110PR260016872. It incorporates Federal Acquisition Regulation (FAR) and Homeland Security Acquisition Regulation (HSAR) clauses and provisions, utilizing the "Revolutionary FAR Overhaul." The government contemplates awarding a Firm Fixed Price contract.

• Site Visit: A site visit is scheduled for May 14, 2026, at 10:00 am CST at Hulsey Hall. Vendors must provide specific personal information (full legal name, DOB, contact number, email, driver's license, vehicle info) to john.h.caicedo2@uscg.mil to schedule. Felony convictions prohibit access.

• Economic Purchase Quantity: Offerors are invited to provide opinions on whether the requested quantity is economically advantageous and to recommend alternative quantities with associated pricing.

• Made in America - Personal Protective Equipment: Offerors must certify that personal protective equipment (PPE) is domestic, listing any foreign-made items. Specific definitions for domestic, foreign-made domestic, and foreign PPE are provided.

• Information Technology Security Training: Contractors and their employees must complete annual IT security awareness training and sign DHS Rules of Behavior. Training is accessible via a provided URL, and certificates must be submitted.

• Contract Type: Firm Fixed Price.

• Evaluation Factors: Offers will be evaluated based on Technical Approach, Past Performance, and Price. Price is a significant factor but not the sole determinant.

  • Technical Approach: Assesses the ability to meet SOW requirements, provide quality equipment, and demonstrate plans for timely delivery, setup, removal, climate control, noise management, safety, and compliance.
  • Past Performance: Evaluates experience with similar services and equipment for comparable events, focusing on quality, adherence to schedules, and compliance.
  • Price: Evaluated for reasonableness and realism in relation to the technical and management approach.

• Site Visit Information: Vendors interested in the site visit must email john.h.caicedo2@uscg.mil with specific personal details.

• Small Business: The North American Industry Classification System (NAICS) code is 532289, with a small business size standard of $12.5 million. The document includes detailed representations for various small business categories (small business, joint ventures, WOSB, EDWOSB, SDVOSB, HUBZone) and requires offerors to self-certify.

• Prohibition on Contracting with Inverted Domestic Corporations: Representations are required.

• This document incorporates numerous FAR and HSAR clauses and provisions by reference. Full text is available upon request or at https://www.acquisition.gov/.

• Payment requests are to be submitted electronically via the Invoice Processing Platform (IPP), unless alternate procedures are authorized in writing.

• Federal agencies are exempt from taxes; relevant U.S. Coast Guard tax information is provided.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act. It provides the minimum wage rates and fringe benefits required for various occupations performing work on covered federal contracts in specific geographic areas. Bidders must use this to ensure they are meeting the minimum labor cost requirements for the opportunity.

• Geographic Area: Alabama Counties of Bibb, Blount, Jefferson, Shelby, St. Clair, and Walker.
• Occupational Listings: Provides a detailed list of job titles, corresponding occupational codes, and the minimum hourly wage rate for each.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing.
• Executive Orders: Includes notes on Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining additional requirements for contractors.
• Conformance Process: Details the procedure for classifying and determining wage rates for occupations not explicitly listed in the determination.

This wage determination is critical for bidders to accurately calculate labor costs when preparing their proposals. Failure to comply with the specified minimum wages and benefits can lead to bid rejection or contract non-compliance. Bidders must ensure their proposed wages meet or exceed these rates for all covered employees.

Statement of Work (SOW)

To provide a turnkey rental solution for an event tent and associated furnishings to support a U.S. Coast Guard (USCG) ceremony, ensuring all items are delivered, installed, and removed according to the schedule and specified requirements.

• Rental, delivery, setup, and teardown of a 40' x 60' frame tent with sidewalls.

• Provision of a stage (min. 24' wide x 16' deep x 24" high) with stairs and skirting.

• Supply of one podium with a wireless microphone.

• Provision of two powered speakers with stands.

• Rental of 150 guest chairs and 10 stage chairs.

• Provision of twenty-five (25) highboy tables with fitted white cloth covers.

• Four quiet fans for climate control and guest comfort.

• All necessary stakes, ratchet straps, and sidewalls.

• The event will host up to 150 seated guests.

• Setup Completion: By June 3, 2026, 1200 hours Central Time Zone (CT).

• Teardown and Removal Completion: By June 6, 2026, 1200 hours CT.

• Availability: Tents and equipment must be available for use 24/7 during this period.

• Place of Performance: U.S. Coast Guard Training Center Birmingham Southern, 900 Arkadelphia Road, Birmingham, AL 35254.

• Setup Location: On grass as designated by the Government POC.

• Contractor personnel require valid Real ID for base access.

• Contractor must coordinate access and installation with the USCG POC: LCDR Brian J. Barsanti.

• Provide a detailed equipment inventory and floor plan for approval no later than 10 business days prior to setup.

• Provide certificates of insurance prior to commencement of work.

• Comply with all applicable federal, state, and local laws and regulations.

• Equipment must be securely anchored and installed per manufacturer's specifications.

• Tent must be rated for wind and rain as per manufacturer's specifications.

• Pre-event and post-event inspections will be conducted by the Designated Government Technical Representative.

• Contractor must provide a Project Manager (designated as Key Personnel).

• Contractor employees must comply with all Government escort rules and requirements and wear identification badges.

• Contractor must furnish all facilities, materials, equipment, and services not specified as Government Furnished Resources.

Form / Attachment / Pricing Sheet

This document provides a detailed layout and equipment list for a 40' x 60' frame tent event setup. It illustrates the proposed arrangement for an event at the U.S. Coast Guard Training Center in Birmingham, Alabama.

• Tent Size: 40' x 60' Frame Tent
• Seating Capacity: 150 Guests (75 per side)
• Stage: 24' Wide x 16' Deep x 24" High, with seating for 10 chairs and a podium with microphone.
• Layout: Theater style seating with a 10' center aisle and one 10' center entrance.
• Systems Included: 2 Powered Speakers, 1 Wireless Podium Microphone with Stand, and 4 High Velocity Fans.
• Setup Notes: Frame tent has no center poles, includes sidewalls for weather protection, and fans are mounted to the frame.
• Included Services: Delivery, setup, installation, staking/anchoring, teardown, labor, loading/removal, and basic insurance.

This attachment specifies the exact requirements for event tent rental, including dimensions, capacity, stage setup, audio equipment, and necessary services. Bidders must ensure their proposals meet or exceed these specifications for the rental, delivery, setup, and teardown of the event tent and associated equipment.