Great Texas Air Show- Tents, Canopies, Chairs- Amendment-0001

Amendment / Modification

This amendment (Amendment 0001) to the Request for Quote (RFQ) FA301626Q60870001 for the Great Texas Air Show aims to:

• Incorporate questions and answers.

• Revise the statement of work.

• Revise salient characteristics.

• Revise location specifications.

• Extend the deadline for quotes to March 6, 2026, at 1:00 PM CST.

• Statement of Work

• Salient Characteristics

• Location Specifications

• Request for Quotes deadline

• The deadline for submitting quotes has been extended to March 6, 2026, at 1:00 PM CST.

• The solicitation number remains FA301626Q6087.

• The RFQ is a 100% Small Business set-aside with a NAICS code of 532289 and a size standard of $12,500,000.00.

• Quotes must be submitted via email to brandon.woodrum.6@us.af.mil and Seth.James.1@us.af.mil.

• Quotes must be valid for 60 days.

• A technical specification sheet (max 3 pages) and a quote (max 4 pages) are required.

• Evaluation will be based on technical acceptability and fair and reasonable pricing.

• Mandatory registration in SAM.gov is required for award eligibility.

Form / Attachment / Pricing Sheet

This document outlines the minimum essential characteristics for equipment required to support the 2026 Great Texas Airshow. It serves as a specification guide for potential vendors to understand the required attributes of items such as chairs, tables, tents, and canopies.

Chairs:

• White Resin Folding Chair: High-density polypropylene resin, UV/weather resistant, steel frame, 500 lbs weight capacity, pure white color, specific dimensions (Seat: 17.5"-18.5", Overall Height: 30"-31", Width: 17"-18"), folding design, non-marring feet.
• Poly Folding Chair: Blow-molded HDPE seat/back, heavy-duty 18-gauge steel frame (powder-coated, weather-resistant), 300 lbs weight capacity, standard commercial colors, folding design, non-marring floor caps/glides.

Tables:

• 6ft Rectangular Banquet Table: 72"L x 30"W x 29"H, light-colored HDPE top, powder-coated steel frame with locking mechanism, folds in half (preferred), waterproof/stain-resistant top.
• 60" Circular Table: 60" Diameter x 29-30"H, light-colored HDPE top, powder-coated steel frame with locking mechanism, folds for transport, waterproof/stain-resistant top.
• 23.6" Circular High-Top Table: 23.6" Diameter x 40-42"H, black MDF top, black metal frame with chrome steel base, removable top (optional).

Tents:

• 100ft x 140ft Rectangular Tent: Commercial frame tent, clear-span interior, minimum 100'W x 140'L, anodized aluminum or galvanized steel frame, heavy-duty waterproof/translucent/white block-out vinyl top, flame-retardant (NFPA 701 certified), professional installation/anchoring required.

Canopies:

• 20ft Square Aluminum Frame Canopy: Commercial frame or heavy-duty pop-up, 20'L x 20'W, rust-proof aluminum frame, professional-grade polyester/vinyl top (water-resistant, UV-coated, flame-retardant - NFPA 701 certified), must be weighted/staked.
• 10ft Square Aluminum Frame Canopy: Commercial pop-up, 10'L x 10'W, rust-proof aluminum frame with adjustable height, professional-grade polyester/vinyl top (water-resistant, UV-coated, flame-retardant - NFPA 701 certified), must include weights or stakes.

This document is crucial for bidders providing event equipment. It details the specific material, construction, dimensions, weight capacity, color, and certification requirements for each item. Vendors must ensure their proposed equipment meets or exceeds these salient characteristics to be considered compliant with the opportunity's requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide rental, delivery, and set-up services for chairs, tables, tents, and canopies for the Joint Base San Antonio's Great Texas Airshow.

• Chairs:

  • 710 White Resin Folding Chairs to be delivered and set up at various locations for different teams (Air Show Events, Group Operations, Medical Response, Security Forces, Gold Star / AFFF Family Support).
  • 658 Poly Folding Chairs to be delivered and placed in and around the Protocol VIP tent, and a DV Parking and Check-in tent.

• Tables:

  • 190 6ft Rectangular Banquet Tables to be delivered and set up for various teams across multiple locations.
  • 45 60” Circular Tables to be delivered and set up for the Protocol Team.
  • 8 23.6” Circular High-Top Tables to be delivered and set up for the Air Show Events Team.

• Tents:

  • 1 Tent (100ft by 140ft Rectangular Tent) to be delivered and set up for the Protocol Team.

• Canopies:

  • 6 20ft Square Aluminum Frame Canopies to be delivered and set up for the Medical Response Team and outside the Thunderbirds VIP tent.
  • 58 10ft Square Aluminum Frame Canopies to be delivered and set up for various teams and cooling stations across multiple locations.

• Dates: Delivery no sooner than April 30, 2026, 0800; set up by May 01, 2026, 1700. Pick-up on May 03, 2026, after 1700.

• Location: Joint Base San Antonio Randolph on the flightline ramps.

• Significant logistics required for delivery, set-up, anchoring, and tear down.

• Diagrams will be provided for drop-off and placement of items; adherence to these diagrams is mandatory.

• Base access coordination is required.

• Contractor must provide an On-Call POC available for in-scope needs.

• Contractor vehicles will be allowed to drive up to the event site, but must contact the event POC before entering.

• Special access to the installation will be provided, requiring a form to be filled out for individuals and vehicles.

• Any additional products or replacements due to damage must be approved by the Contracting Officer (CO).

• Quotes should NOT include warranty/damage pricing.

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "Attachment 3-Locations.xlsx," details the quantities of various equipment, including tables, chairs, tents, and canopies, required for different operational areas and events. It also specifies the locations where these items are needed.

• Equipment Quantities: Specifies the number of tables, chairs, tents, and canopies for each listed unit or event.
• Locations: Provides specific locations for the deployment of equipment, such as "Hanger 42&44," "NE side of S Ramp near main entrance," and "Parking Area "A" Pedestrian Search Area."
• Specific Requirements: Includes details on table dimensions (e.g., 6' rectangular, 8' rectangular), requested canopy sizes (e.g., 20' x 20', 10' x 10'), and chair usage for specific events (e.g., VIP check-in, guest seating).
• Totals: Provides a summary of the total quantities for tables and chairs across all listed items.

This document is crucial for bidders to understand the logistical requirements and scale of equipment needed for the opportunity. It directly informs potential resource allocation, planning, and pricing for any vendor responsible for providing or managing these items. Bidders should carefully review the quantities and locations to assess their capacity and cost structure.

Questions & Answers / Clarifications

This document provides answers from the Government to vendor questions regarding Solicitation Number FA301626Q6087 for the Great Texas Air Show - Tents, Canopies, Chairs.

• Venue Pictures: Security concerns prevent transmission of ground-level pictures. Aerial views will be provided via a detailed map with specific locations for equipment drop-off.
• Site Plan: A site plan showing the desired setup for tables, chairs, and tents is being developed and requires approval before distribution.
• Tent Size: The requirement for a 200x40 foot tent has been removed. The current SOW specifies a 100x140 foot tent. Vendors should refer to the most recent SOW (2026 Great TX Airshow SOW _ Tables-Chair-Tents-Canopies_CAO 20260206) and associated Excel sheet for accurate quantities and sizes.
• Incumbent & Price: RK Strategic Management Solutions is the incumbent, with a 2024 contract price of $43,044.
• Item Quantities: Exact quantities for chairs, tables, canopies, and tents are detailed in the SOW and an attached Excel spreadsheet.
• High-Top Tables: High-top tables are required, with quantities and locations to be reflected on the site map.
• Table Tops: MDF tabletops are acceptable for round tables if they are a cheaper option than HDPE, as they will be covered.
• Tent Anchoring: Staking is permitted in grass areas. However, most tents/canopies will be on pavement/flightline/tarmac, requiring ballast. The local Logistics Readiness Squadron will provide sandbags for anchoring purposes.
• Breakdown Timing: All equipment must be removed by Sunday night due to aircraft returning Monday morning. The airfield has sufficient lighting, and volunteers can assist with tear down.
• Warranty: For rental items, a contractor commitment letter to replace/repair defective items during the event period satisfies the 1-year warranty requirement.

This Q&A document clarifies tent sizes, quantities, anchoring methods, and submission details, ensuring vendors can submit accurate and compliant quotes. Vendors should ensure they are using the most recent versions of the SOW and Salient Characteristics documents provided.

Other / Unclassified

This document outlines the "Salient Characteristics" for equipment required to support the 2026 Great Texas Airshow. It details the minimum essential characteristics for various items, including chairs, tables, tents, and canopies. The information is referenced from the GSA Advantage website.

This document is crucial for potential bidders as it specifies the exact requirements and specifications for equipment that may be part of the procurement for the Great Texas Air Show 2026. Vendors should review these characteristics to determine if they can meet the stated needs for:

• Chairs: White Resin Folding Chairs (500 lbs capacity, specific dimensions) and Poly Folding Chairs (300 lbs capacity, specific materials).
• Tables: 6ft Rectangular Banquet Tables (specific dimensions, HDPE top, steel frame), 60" Circular Tables (specific dimensions, HDPE top, steel frame), and 23.6" Circular High-Top Tables (specific dimensions, MDF top, metal frame).
• Tents: 100ft x 140ft Rectangular Tents (commercial frame type, specific dimensions, anodized aluminum/galvanized steel frame, heavy-duty vinyl fabric, NFPA 701 certified, professional installation and anchoring required).
• Canopies: 20ft Square Aluminum Frame Canopies (commercial grade, rust-proof aluminum frame, water-resistant/UV-coated/flame-retardant fabric, must be weighted/staked) and 10ft Square Aluminum Frame Canopies (commercial grade pop-up, adjustable height, water-resistant/UV-coated/flame-retardant fabric, must include weights/stakes).

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for the "Great Texas Air Show- Tents, Canopies, Chairs" requirement. The solicitation number is FA301626Q6087. This is a 100% Small Business set-aside with NAICS code 532289 and a size standard of $12,500,000.00. The government is procuring tents, canopies, and chairs.

• Materials for tents, canopies, and chairs, conforming to the Salient Characteristics and Statement of Work.

• Installation and removal of the materials.

• The quote must be effective for 60 days after submission.

• A technical specification sheet listing part numbers and model of materials is required.

• A one (1) year minimum warranty for labor and parts is required.

• The government intends to issue one firm fixed-price purchase order.

• Delivery is required 60 Days After Receipt of Order (ARO).

• FOB Destination.

• Payment Terms: NET 30.

• Quotes must be submitted via email to brandon.woodrum.6@us.af.mil and Seth.James.1@us.af.mil no later than the date specified on SAM.gov.

• All questions must be submitted in writing no later than Tuesday, February 19, 2026, at 1:00 PM Central Standard Time.

• Quotes must be submitted within 4 pages, and the technical quote within 3 pages.

• Evaluation will be based on Best Value determination, considering technical acceptability and fair and reasonable pricing.

• Only technically acceptable and fair and reasonable quotes are eligible for award.

• Quoters must provide unit pricing for all CLINs.

• This solicitation is a total set-aside for Small Business Concerns.

• Only quotes submitted by small business concerns for NAICS code 532289 with a size standard of $12,500,000.00 will be accepted.

• Contractors must be registered in the System for Award Management (SAM) and identify as a small business.

• Failure to quote on all CLINs will render the quote unacceptable.

• The government reserves the right to cancel this solicitation.

• WAWF (Wide Area Workflow) will be used for payment instructions.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide rental, delivery, and set-up services for chairs, tables, tents, and canopies for the Joint Base San Antonio's Great Texas Airshow.

• Chairs:

  • 360 White Resin Folding Chairs to be delivered and set up at various locations for different teams (Air Show Events, Group Operations, Medical Response, Security Forces, Gold Star / AFFF Family Support).
  • 658 Poly Folding Chairs to be delivered and placed in and around the Protocol VIP tent, and under the DV Parking and Check-in tent.

• Tables:

  • 140 6ft Rectangular Banquet Tables to be delivered and set up for various teams across multiple locations.
  • 45 60” Circular Tables to be delivered and set up for the Protocol Team under the Protocol VIP tent.

• Tents:

  • 1 200ft by 40ft Rectangular Tent to be delivered and set up for the Protocol Team.

• Canopies:

  • 6 20ft Square Aluminum Frame Canopies to be delivered and set up for the Medical Response Team and outside the Thunderbirds VIP tent.
  • 56 10ft Square Aluminum Frame Canopies to be delivered and set up for various teams (Air Show Events, Ground Operations, Protocol, Medical Response, Security Forces) and for cooling stations.

• Dates: Delivery no sooner than April 30, 2026, 0800; set up by May 01, 2026, 1700. Pick-up on May 03, 2026, after 1700. All items off flightline by midnight May 03, 2026.

• Location: Joint Base San Antonio Randolph on the flightline ramps.

• Diagrams will be provided for drop-off and placement of items.

• Contractor vehicles will be allowed to drive up to the event site; contractor must contact the event POC before driving on site.

• Contractor will provide an On-Call POC available for in-scope needs.

• Special access to the installation will be provided, requiring a form for individuals and vehicles.

• No additional funds will be committed by the government point of contact.

• No water sources are near the event location.

• Any changes to prices must be approved by the Contracting Officer (CO).

• Do NOT include warranty/damage pricing in the quote.