SAM #75110PR260016872

USCG Training Center Birmingham Southern Event Tent and Equipment Rental Solicitation

The U.S. Coast Guard Training Center Birmingham Southern is seeking a contractor to provide rental, delivery, setup, and teardown of a large event tent and associated equipment for a formal ceremony at its Birmingham, Alabama facility. - Government Buyer: - Department of Homeland Security, U.S. Coast Guard, Special Mission Training Center (SMTC) and Training Center Birmingham Southern - OEMs and Vendors: - No specific OEMs or commercial vendors are named in the solicitation or attachments - Products/Services Requested: - Rental, delivery, setup, and teardown of a 40x60 frame event tent with sidewalls - Stage (minimum 24' wide x 16' deep x 24" high) with stairs and skirting - Podium with wireless microphone - Powered speakers with stands (2 units) - Guest chairs (150 units) - Stage chairs (10 units) - Highboy tables with fitted white cloth covers (25 units) - Quiet fans for climate control (4 units) - All necessary labor, materials, equipment, transportation, and supervision - Pre- and post-event inspections - Unique or Notable Requirements: - Equipment must be high-quality, clean, and in good working order - Setup must be completed by the specified date and time; teardown/removal by a separate deadline - Equipment must be available 24/7 during the event period - Climate control and noise management are required for guest comfort - Compliance with safety regulations and facility access requirements - Supporting documentation (manufacturer specs, certifications, photos) must be provided - Site visits are strongly encouraged for accurate bids - Set aside for small business concerns; firm-fixed price contract - Place of Performance: - U.S. Coast Guard Training Center Birmingham Southern, 900 Arkadelphia Road, Birmingham, AL 35254, adjacent to Hulsey Hall

Description

Please carefully read and complete the entire solicitation document.

Description: This is a solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued.

Solicitation number 75110PR260016872 is issued as a request for quotation (RFQ), request for rental, delivery, setup, and teardown of a large event tent and associated equipment—including stage, podium, audio system, chairs, and tables—for a formal U.S. Coast Guard ceremony at Training Center Birmingham Southern.

This acquisition is set aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 Effective Date 03/13/2026.

The associated North American Industrial Classification System (NAICS) code for this procurement is 532289, with a small business size standard of $12.5M. Product Service Code is 8340.

Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include—

(1) The solicitation number.

(2) The name, address, telephone number of the Offeror.

(3) The Offeror’s Unique Entity Identifier (UEI)

(4) Information necessary to evaluate the factors contained in the provision at 52.212-2

(5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and

(6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments.

Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

The U.S. Coast Guard Training Center Birmingham Southern is seeking rental, delivery, setup, and teardown of a large event tent and associated equipment—including stage, podium, audio system, chairs, and tables—for a formal U.S. Coast Guard ceremony at Training Center Birmingham Southern.

52.237-1 Site Visit (Apr 1984) Ensuring accurate bid submissions is crucial to the success of our project. Therefore, we strongly encourage all bidders to conduct a thorough site visit to verify quantities before finalizing their bids. It is expected that offerors or quoters inspect the site where the work will be performed to better understand the scope of the project. To facilitate this process, an organized site visit has been scheduled for May 14, 2026, at 10:00 am cst. Participants are requested to assemble at Hulsey Hall. Please note that all visitors must provide the following information prior to scheduling a site visit: full legal name, date of birth, contact number, email address, Real Id Driver’s License, registration of vehicle and proof of insurance. No personnel with felony convictions are permitted to access Coast Guard facilities under any circumstance. All vendors interested in attending a site visit shall submit their request and information by sending an email to john.h.caicedo2@uscg.mil.

Offerors are required to provide prices for all items/CLINs. A zero-dollar figure ($0.00) unit price means the offeror shall provide the service/supply at no charge to the Government. Unit prices left blank or annotated with something other than a dollar figure will be considered unacceptable.

Reference Attached Statement of Work in Solicitation 75110PR260016872.

Basis for Award

Award will be made to the quoter whose quotation offers the best value to the government, considering technical Approach, past performance, and price.

The government will evaluate information based on the following evaluation criteria:

1. Technical Approach. The Technical Approach will be evaluated based on how well the offeror demonstrates the ability to meet all requirements outlined in the Statement of Work. This includes providing high-quality equipment such as the tent, stage, chairs, podium, and audio system, and submitting supporting documentation like manufacturer specifications, certifications, and photos. The offeror must present a clear plan for timely delivery, setup, and removal of all items, describe how climate control and noise will be managed during the event, and explain their procedures for ensuring safety and compliance with all regulations. The Government will assess whether the offeror’s approach is thorough, practical, and likely to result in successful support for the ceremony.

2. Past Performance. The Government will evaluate the offeror’s past performance in providing similar services and equipment for events of comparable size and complexity. The assessment will consider the offeror’s demonstrated ability to deliver quality rental items, adhere to schedules, and comply with safety and documentation requirements. The Government may use information obtained from any source, including but not limited to prior contracts, customer feedback, and other relevant data.

3. Price. Price will be evaluated for reasonableness and realism in relation to the offeror’s technical and management approach, as well as the overall value to the Government. While price is a significant factor, it is not the sole determining factor for award. The Government may award to other than the lowest-priced offeror if the technical merit and past performance of a higher-priced proposal are determined to provide greater overall value to the Government.

A quote must comply in all aspects with the requirements and conditions set forth in this RFQ; a quote must meet or exceed all mandatory RFQ requirements. If an Offeror takes exception to any of the terms and conditions of the RFQ or fails to meet any of the requirements of the RFQ, then the Government may consider the quote unacceptable

A Firm-Fixed Price contract will be awarded to the responsible offeror whose offer fully conforms to this solicitation and is determined to be the most advantageous, considering price and other factors. The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror’s initial offer should contain the Offeror’s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received.

The anticipated award date is 10 days after solicitation closing date. Only one purchase order is anticipated resulting from this RFQ, however the Government reserves the right to withdraw, modify, or eliminate various aspects of the requirement determined to be too costly or impractical prior to award.

The full text of FAR provisions or clauses may be accessed electronically at acquisition.gov.

Offerors must complete entity-level representations and certifications online in the System for Award Management (SAM) in accordance with FAR 52.204-7, System for Award Management –Registration.

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