Combined Solicitation Crown Hill National Cemetery Tent and Chairs Rentals

Amendment / Modification

This amendment (0002) to solicitation 36C78626Q50142 addresses vendor questions and provides clarifications regarding the tent rental requirement.

Key clarifications include:

• Tent flexibility: Pole tents are acceptable as long as they provide equivalent coverage. Open sides are preferred over closed sides. Two tents or one large tent are acceptable, provided approximately 400 guests can fit and hear.

• Pricing Schedule: A correction to the quantity for CLIN 0001 (Tent Rental) from "52" to "WK" (weeks) has been uploaded.

• Evaluation Method: The solicitation will be evaluated using Lowest Price Technically Acceptable.

• Contract Type: This is a Single Purchase Order, not an IDIQ.

• Place of Performance: Confirmed as Crown Hill National Cemetery, Indianapolis, IN.

• Attachments: Past Performance is designated as Attachment D.

• NAICS Code: 532289 with a $12.5M size standard.

• Fire Package: Defined as illuminated exit/egress signs with extension cords, and a "No Smoking" sign. Fire extinguishers and NFPA 701 certification documentation are also required.

• Tent Specifications: Sidewalls are not required for the 30'x90' tent; open sides are acceptable. Stage specifications: 24 inches high, capable of supporting 6 adults; no power/electrical/audio/lighting required for the stage. No specific color or material preferences for folding chairs.

• Utility Verification: The Cemetery will coordinate 811 verification prior to the delivery window.

• Site Access: The tent footprint is accessible by flatbed/box truck without lawn protection mats. No vehicle weight or size restrictions.

• Past Performance: Non-federal commercial event references are acceptable if they are verifiable sources of similar requirements.

• Pricing: The government will not provide the prior year award amount or IGCE.

• City Permits: The City of Indianapolis may require licenses; contractors must be aware of potential requirements and maintain communication with Cemetery staff if changes occur.

• Synopsis

• SOW Sections 3, 4, 5, and 6

• Pricing Schedule

• Past Performance Questionnaire

• Proposal deadlines remain as originally specified unless otherwise amended.

• Bidders should ensure their proposals reflect the clarified requirements, particularly regarding tent specifications, fire package, and past performance references.

Amendment / Modification

This amendment addresses the following:

• Answers additional solicitation questions.

• Clarifications are provided regarding tent specifications (frame vs. pole, open vs. closed sides), stage requirements, chair specifications, utility verification timelines, site access for delivery, and past performance references.

• The "Tent Rental" CLIN 0001 pricing schedule quantity and unit of measure were identified as a typo and a corrected schedule has been uploaded.

• Clarification on the evaluation method confirms "Lowest Price Technically Acceptable."

• Confirmation that the requirement is for a "Single Purchase Order."

• Confirmation of the place of performance as Crown Hill National Cemetery, Indianapolis, IN.

• Clarification on attachment designations, with "Past Performance" being attachment D.

• Confirmation of the NAICS code (532289) and size standard ($12.5M).

• No changes to proposal deadlines or submission requirements are indicated, but bidders should review the clarified requirements and updated pricing schedule.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services to procure tent rental services for Crown Hill National Cemetery. The government is seeking to award a Firm Fixed Price Purchase Order.

• Tent rental services for Crown Hill National Cemetery.

• Specific requirements are detailed in the Statement of Work (Attachment A).

• Operational standards are outlined in Attachment B.

• Delivery and pick-up work will occur during normal Federal workdays between 7:30 am and 4:00 pm.

• A 3-Day Window is offered for standard delivery (Wednesday, 5/20 - Friday, 5/22).

• A 2-Day Window is offered for standard pickup (Tuesday, 5/26 - Wednesday, 5/27).

• Contract Type: Firm Fixed Price Purchase Order.

• Period of Performance: Not explicitly stated, but delivery dates are mentioned.

• Estimated Value: Not stated.

• Proposal Submission Deadline: April 24, 2026, at 4:00 pm EST.

• Submission Method: Email to April.Graves@va.gov.

• Evaluation Factors: Lowest Price Technically Acceptable (LPTA).

• Evaluation Criteria: Price (Lowest Price) and Technical Acceptability (Pass/Fail).

• Quoters must be registered in SAM.gov.

• Quotes must be submitted in four volumes: Administrative, Technical Proposal, Past Performance, and Pricing.

• No site visits or individual tours will be scheduled; self-guided tours are permitted during operating hours.

• Set Aside Type: SDVOSB Set Aside (Service-Disabled Veteran-Owned Small Business).

• NAICS Code: 532289 - All Other Consumer Goods Rental.

• Small Business Size Standard: $12.5 million.

• This announcement constitutes the only solicitation; no written solicitation will be issued.

• All questions must be submitted via email by April 22, 2026, at 4:00 pm EST to April.Graves@va.gov.

• Amendments will be issued to answer all questions.

• The government intends to make award without discussions.

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

This document outlines the requirements for providing a tent and chairs for public use during the 2026 Memorial Day ceremony at Crown Hill National Cemetery (CHNC) in Indianapolis, IN.

• Provide a frame tent with approximately 2700 sq. ft. of coverage (30' x 90' area or equivalent).

• Supply 250 folding chairs.

• Provide an 8' x 16' stage with access steps and stage skirt.

• Include a fire package for safety.

• Furnish all personnel, equipment, tools, materials, supervision, and transportation for setup and takedown.

• Perform setup and takedown labor for all equipment.

• The contract is a single purchase order with no option years.

• Delivery Window: Wednesday, May 20 - Friday, May 22, 2026.

• Pickup Window: Tuesday, May 26 - Wednesday, May 27, 2026.

• Work hours are during normal Federal workdays, 7:30 am to 4:00 pm.

• Location: Crown Hill National Cemetery, 725 W. 42nd Street, Indianapolis, IN 46208.

• Contractor must coordinate with the Cemetery for utility verification prior to tent spike placement.

• Contractor must be aware of and obtain any necessary licenses from the City of Indianapolis.

• Contractor must exercise care and caution to avoid injury and damage.

• Contractor must maintain insurance in accordance with FAR 52-228-5, with a minimum of $100,000 per occurrence per person.

• Contractor must provide evidence of insurance coverage and bonding/insurance for employees.

• Contractor and employees must follow the cemetery smoking policy.

• Contractor is responsible for any damage to Government or personal property.

• Contractor must provide safety warning devices at the worksite.

• Site map of Crown Hill National Cemetery.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet provided for potential contractors to return their best and final pricing. It is a government request for pricing in an Excel format.

• The spreadsheet contains line items for services including Tent Rental, Folding Chairs, Outdoor Aluminum Stage, Rental Labor (delivery, setup, pickup), and Fire Safety Package.
• Columns include Line Item, Description (Job, Labor Category), Est. Qty, Unit, Unit Price, and Extended Price.
• A note indicates that potential contractors are responsible for ensuring the accuracy of their best and final pricing prior to the solicitation closing.

Bidders must use this document to submit their pricing for the services requested. It is crucial to accurately complete all fields, particularly Unit Price and Extended Price, as this information will form part of their final proposal and is subject to verification before the solicitation closes.

Amendment / Modification

This amendment addresses several points related to the solicitation:

• Tent Requirements: Clarification on the 2700 sq ft framed tent. The government is flexible regarding frame vs. poles and open vs. closed sides (open sides are preferred). Two tents are acceptable to meet the size requirement, provided approximately 400 guests can fit and hear.

• Pricing Schedule Correction: The original Pricing Schedule (CLIN 0001) contained a typo for "Tent Rental" quantity (52 WK). A corrected pricing schedule has been uploaded.

• Tent specifications and requirements.

• Pricing Schedule (CLIN 0001).

Bidders should note the clarifications regarding tent specifications and ensure their proposals reflect the corrected pricing schedule. No changes to offer submission deadlines or evaluation factors are indicated by this amendment.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet provided for potential contractors to return their best and final pricing. It is noted that the government requests pricing in this format, and the contractor is responsible for ensuring the accuracy of their pricing before the solicitation closing.

• The spreadsheet contains a 'BASE' sheet.
• It lists several service line items including Tent Rental, Folding Chairs, Outdoor Aluminum Stage, Rental Labor (delivery, setup, pickup), Fire Safety Package, and 811 Utility Verification.
• Columns include Line Item, Description (Job, Labor Category), Est. Qty, Unit, Unit Price, and Extended Price.
• All listed Unit Prices and Extended Prices are currently set to 0.0.

Bidders must use this document to input their pricing for the listed services. It is crucial to accurately complete the Unit Price and Extended Price columns for each relevant line item as part of their proposal submission. The accuracy of this pricing is the responsibility of the potential contractor.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing pricing information for the solicitation. It is provided in response to a government request for pricing to be returned in this format. Potential contractors are responsible for ensuring the accuracy of their best and final pricing prior to the solicitation closing.

• Services: Includes line items for Tent Rental, Folding Chairs, Outdoor Aluminum Stage rental with setup and delivery, Rental Labor, Fire Safety Package, and 811 Utility Verification.
• Quantities and Units: Specifies estimated quantities and units for each service (e.g., WK for weeks, EA for each, JB for job).
• Pricing: Fields for Unit Price and Extended Price are included, with current values set to 0.0 for most items.

Bidders must use this sheet to provide their detailed pricing for the services outlined. It is crucial to accurately complete the Unit Price and Extended Price columns for all applicable line items to reflect the best and final offer. The accuracy of this pricing sheet is the responsibility of the contractor.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for tent rental services at Crown Hill National Cemetery. The Department of Veterans Affairs, National Cemetery Administration, is seeking to procure these services via a Firm Fixed Price Purchase Order. This announcement serves as the sole solicitation; no separate written solicitation will be issued.

• Tent rental services for Crown Hill National Cemetery.

• Specific requirements are detailed in the Statement of Work (Attachment A) and Cemetery Operational Standards (Attachment B).

• Deliveries and pick-ups are to occur during normal Federal workdays between 7:30 am and 4:00 pm.

• Standard Delivery Window: Wednesday, 5/20 - Friday, 5/22.

• Standard Pickup Window: Tuesday, 5/26 - Wednesday, 5/27.

• Anticipated contract type: Firm Fixed Price Purchase Order.

• Period of performance: Base period plus four option years, if exercised.

• Quotes are due by April 24, 2026, at 4:00 pm EST.

• Submission is via email to April.Graves@va.gov.

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA).

• Evaluation Factors: Price (Lowest Price) and Technical Acceptability (Pass/Fail).

• Proposals must be submitted in four volumes: Administrative, Technical Proposal, Past Performance, and Pricing.

• Key deadlines:

  • Questions Due: April 22, 2026, at 4:00 pm EST.
  • Quotes Due: April 24, 2026, at 4:00 pm EST.

• This procurement is a Service-Disabled Veteran-Owned Small Business (SDVOSB) Set Aside.

• NAICS Code: 532289 (All Other Consumer Goods Rental) with a business size standard of $12.5 million.

• All prospective Quoters must be registered in SAM.gov.

• No site visits or individual tours will be scheduled; self-guided tours are permitted during operating hours.

• The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2026-01.

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

To provide a tent and chairs for public use during the 2026 Memorial Day ceremony at Crown Hill National Cemetery (CHNC).

• Furnish a frame tent (30' x 90' or equivalent for 2700 sq. ft.).

• Provide 250 folding chairs.

• Supply an 8' x 16' stage with access steps and skirt.

• Include a fire package for safety.

• Coordinate utility verification prior to tent spike installation.

• Provide labor for the set-up of all equipment.

• The contract is a single purchase order with no option years.

• Delivery Window: Wednesday, May 20 - Friday, May 22, 2026.

• Pickup Window: Tuesday, May 26 - Wednesday, May 27, 2026.

• Work hours are during normal Federal workdays (7:30 am - 4:00 pm).

• Location: Crown Hill National Cemetery, 725 W. 42nd Street, Indianapolis, IN 46208.

• Contractor must coordinate with the Cemetery for utility verification before tent spike installation.

• Contractor must be aware of and obtain any necessary licenses from the City of Indianapolis.

• Contractor must exercise care and caution, adhering to VA, NCS, and OSHA regulations.

• Contractor must maintain insurance of at least $100,000 per occurrence per person.

• Contractor must provide evidence of insurance and bonding for employees.

• Contractor and employees must follow the cemetery smoking policy.

• Contractor is responsible for any damage to Government or personal property.

• Contractor must provide safety warning devices.

• Site map of Crown Hill National Cemetery.

Other / Unclassified

This document is NCA Directive 3000, "Operational Standards and Measures for VA National Cemeteries," dated September 19, 2024. It establishes and updates policies and procedures for the operational standards and performance measures for all VA national cemeteries. It also applies to VA grant-funded Veterans cemeteries.

This directive outlines the framework for how VA national cemeteries are to be operated and maintained. It details the responsibilities of various NCA offices and personnel in establishing, evaluating, and updating these standards. The "NCA Operational Standards and Measures Guidebook" is referenced as the primary source for these standards and is accessible via the NCA intranet. This document is relevant for potential bidders as it defines the operational requirements and performance expectations that may be incorporated into future solicitations or contracts related to cemetery operations and maintenance. It supersedes a previous version dated January 4, 2010.

Form / Attachment / Pricing Sheet

This document, titled "DIGNITY CLAUSE," outlines specific requirements for handling headstones and markers in National Cemeteries. It emphasizes the need for contractor personnel to perform all actions with special care, reverence, dignity, and respect for the cemetery grounds and the remains interred there.

• Handling of Markers and Headstones: Contractors must not walk, stand, lean, sit, or jump on headstones or markers, nor drive over them.
• Equipment and Tools: No tools, equipment, or other items are to be placed or leaned on headstones or markers.
• Care: Contractors must use care to avoid scratching or damaging markers in any manner.
• Responsibility: The contractor is responsible for replacing any damaged headstones and markers, as well as restoring any damaged turf during the performance of the work.
• Exposure/Damage to Remains: Should any activity result in the exposure and/or damage to any remains, container for remains (e.g., casket or urn), or outer burial container, the contractor must immediately contact the COR, Director/Assistant Director, or Contracting Officer (CO) for guidance.
• Doubts and Guidance: Any uncertainties regarding proper procedures must be brought to the attention of the COR, Director/Assistant Director, or CO for guidance or resolution.
• Employee Discussion: Contractors are required to discuss this guidance with their employees and/or subcontractors.

This clause is critical for any bidder involved in work at national cemeteries. It details specific operational constraints and responsibilities related to the preservation of gravesites and remains, which will directly impact how work is performed and the resources required. Bidders must understand and incorporate these requirements into their proposed approach and pricing.

Form / Attachment / Pricing Sheet

This document is Attachment B: Past Performance Questionnaire. It is designed to collect information about a contractor's previous relevant experience for evaluation purposes.

• Instructions: Contractors must list at least three (3) comparable federal, state, local government, or private contracts completed or current within the last five (5) years. National Cemetery Administration (NCA) contracts should be listed first, followed by non-NCA contracts.
• Questionnaire Fields: The form requires details for each contract, including:
  • Contract Number
  • Contractor Name, Address, Zip Code
  • Telephone Number
  • Email Address
  • Type of Contract
  • Contract Dollar Value
  • Date of Award (or status if not completed)
  • Type/Extent of Subcontracting
  • Percentage of Work completed by the Contractor
  • Description of Supply/Services provided, location & relevancy of work
  • Contact Person's Address, Telephone Number & Email, and Position

Bidders must complete and submit this form as part of their proposal to demonstrate their past performance and relevant experience. The information provided will be used by the government to evaluate the contractor's capability to successfully perform the requirements of the opportunity.

Sources Sought Announcement

This announcement is for market research to identify potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) capable of providing frame tent and chair rental services for Crown Hill National Cemetery (CHNC) in Indianapolis, IN. It is not a solicitation, and the government is not obligated to award a contract.

The contractor will be responsible for providing rental equipment for the 2026 Memorial Day ceremony, including:

• One (1) Frame Tent: Approximately 30' x 90' (2700 sq. ft.)

• 250 Folding Chairs

• One (1) 8' x 16' Stage

• Stage Access Steps

• Stage Skirt

• Fire Package for safety

• Utility verification (811) prior to tent spike installation

• Labor for all equipment set-up

• Delivery Window: Wednesday, 5/20/2026 - Friday, 5/22/2026

• Pickup Window: Tuesday, 5/26/2026 - Wednesday, 5/27/2026

• All work to be performed during Federal workdays (7:30 am - 4:00 pm).

• Contractor must coordinate tent spike placement with the Cemetery and utility providers.

• Contractor is responsible for obtaining any necessary City of Indianapolis licenses.

• Contractor must provide all personnel, equipment, tools, materials, supervision, and transportation.

• Adherence to VA, NCS, and OSHA safety regulations is required.

• Contractor must indemnify the Government against liability and maintain insurance per FAR 52-228-5 ($100,000 per occurrence).

• Contractor is responsible for any damage to Government or personal property.

• Provide all safety warning devices.

Responses are due by March 20, 2026, at 4:00 pm EST to April.Graves@va.gov. The subject line must include "36C78626Q50142 Crown Hill National Cemetery".

Capabilities statements or email bodies must include:

• Company Name, Address, Point of Contact, Phone, Fax, Email
• DUNS number / UIE number
• Business type (SDVOSB, VOSB, etc.)
• Qualifications, years of experience, and ability to perform
• Relevant FSS, NAC, GSA Contract vehicles (and if items are available on schedule)
• Feedback on salient characteristics or suggestions (or N/A)
• Available options to meet needs
• Questions about the Statement of Work
• Sample pricing for each deliverable (if available)

532289 (All Other Consumer Goods Rental) - Size Standard: $12.5 million