BOTW HOLIDAY IN BLUE PERFORMANCE VENUE (HOUSTON, TX)

NOTICE OF INTENT

Band of the West (Holiday in Blue Performance Venue)

The 502d Contracting Squadron intends to award a firm-fixed-priced purchase order on a sole-source basis to the University of Houston System (UEID: QKWEF8XLMTT3) to perform the USAF Band of the West “Holiday in Blue” dress rehearsal and performances.  This annual performance is part of the JBSA Community Outreach strategy, reaching a live audience in the greater San Antonio/Houston area to support our civilian and military partnership.  To reach the target audience and achieve the desired results, the performance shall be restricted to the 77004-zip code within Houston, Texas.  To support the Band of the West Concert Band, the venue must have a stage size capable of supporting a production of 60 performers. In addition, to reach the maximum audience with each show, the venue must support an audience size of at least 1,600 people.

For the safety and benefit of our patrons, the venue shall have sufficient house lighting prior to the show start and later be dimmed during the concert. In addition, the venue shall provide sufficient theatre support staff to ensure that all patrons are provided assistance concerning seating, ticket redemption, disability access, and general inquiries.

The minimum hours the venue shall be made available to the Band of the West shall be as follows:

December 07, 2025: 1000 – 1800

The venue shall conduct at least two meetings with Band of the West representatives to coordinate all technical and logistical aspects of the performances.

The venue shall include information regarding all concert performances using the facility’s digital billboard.

The venue shall promote all concert performances via their web and social media advertising platforms.

Mission Salient Characteristics:

• shall be available on 07 December 2025.
• shall be restricted to the 77004-zip code to achieve the highest possible level of awareness within the Houston, TX area.
• shall conduct at least two meetings with Band of the West representatives to coordinate all technical and logistical aspects of the performances with the first meeting to occur no later than 15 August 2025.
• shall include information regarding all concert performances using the facility’s digital billboard beginning 15 September 2025.
• shall promote all concert performances via their web and social media advertising platforms beginning 15 September 2025.
• shall have sufficient sound equipment to support the production of 60 performers, and 1,600 general admission seating capacity.
• shall provide a stage with the minimum dimensions as follows:
  1. The stage shall be a minimum of 32’ from centerline to stage right wall and stage left wall.
  2. The stage shall be a minimum of 44’ from the back wall to the edge of the orchestra pit.
  3. The stage shall be a minimum of 27’ from the bottom of the fly system to the stage floor.
  4. The stage shall have an unobstructed proscenium opening of at least 36’.
• shall provide white-overhead stage lighting that provides 15-25’ candle power at and throughout stage level.
• shall have a permanently installed or professionally maintained lighting system that provides consistent, evenly distributed illumination throughout all public areas of the venue, including but not limited to: Entrances and exits, lobby areas, aisles and stairways, seating areas, restroom and concession access pathways.
• shall have a loading area that can accommodate two (2) large equipment box trucks 37’ in length and 11’ 9” in height.
• shall provide a parking location and parking permits for one (1) equipment box truck, three (3) Full Size vans, four (4) Distinguished Visitors Sedans, one (1) vehicle for Santa Claus, and one (1) catering truck.
• shall have a minimum of five (5) dressing rooms to cover the following configuration:
  1. The venue shall have a minimum of three (3) dressing rooms capable of accommodating at least two (2) people simultaneously.
  2. The venue shall have a minimum of two (2) additional dressing rooms capable of accommodating at least 25 people simultaneously.
  3. Multiple dressing rooms may be substituted in the case that a single dressing room is unable to accommodate 25 people simultaneously. For example, four (4) dressing rooms capable of accommodating 13 people can be substituted for two (2) dressing rooms to accommodate 25 people.
• responsible for maintaining a clean environment, including pre-, during, and post-performance cleaning.
• shall provide a minimum power supply of 200-amp three phase service with CamLok connections. If CamLok connection is not available, a licensed electrician is required to tie in the band’s electrical “tails” via lug connections to the aforementioned main service.
• shall provide the following minimum manning support for the time period:
  1. When the Band of the West is on site during the hours listed above on 07 December 2025, the venue shall provide personnel, equipment, and procedures necessary to ensure the safety, accessibility, and regulatory compliance of the venue before, during, and after the event. This includes, but is not limited to: private security personnel, Houston Police Department Personnel, Houston Fire Marshal personnel, and building support staff to ensure compliance with any and all City of Houston, State of Texas, and federal regulations, and shall be scaled according to the anticipated audience size as determined by local authorities.
  2. When the Band of the West is on site during the hours listed above on 07 December 2025, the venue shall provide physical and procedural measures necessary to prevent theft, damage, tampering, or unauthorized access to government-owned musical instruments, audio equipment, staging materials, and related items. The venue can accomplish this via dedicated security personnel, restricted access control, or locking storage spaces or rooms. These measures shall be in place during the full duration of the Band’s presence, including setup, rehearsal, performance, and teardown periods.
  3. The venue shall have a minimum of one (1) lighting/technical director onsite for the times prescribed above to coordinate with the Band of the West to ensure that all performance lighting and audio-visual needs are met.
  4. The venue shall provide sufficient theatre support staff to ensure that all patrons are assisted with regards to seating, ticket redemption, disability access, and general inquiries.
• shall provide the following equipment for use by the Band of the West on 07 December 25:
  1. Sound Equipment – Full range distributed PA system, tuned and time aligned to provide best coverage of all seating within the venue. (The band shall provide all the microphones, stands, cables, monitors, and consoles).
  2. Lighting package to provide full and even coverage of the stage with multiple static or changing colors, as well as special fixtures to provide advanced looks with gobos or patterns.
• Band of the West will handle ticketing (via Eventbrite), while the venue shall run front of house operations which intel’s: greeting patrons, receiving tickets, and ensuring all patrons are seated by the scheduled concert start time. This event will be free and open to the public.
• Using imagery and ticketing links provided by Band of the West, the venue shall promote all concert performances via their online and social media advertising platforms beginning 15 September 2025.

Period of Performance: December 7th, 2025

The proposed action is for the required service which the Government intends to solicit from one source under the authority of FAR 13.106-1(b)(1).  Interested persons may identify their interest and capability to respond to the requirement NLT 4:00 PM Central, 08 July 2025.  This notice of intent is neither a request for competitive quotes nor a solicitation for offers.  Request for copies of a solicitation in response to this notice will not be honored or acknowledged.  A determination by the Government not to compete this proposed action based upon responses to this notice is solely within the discretion of the Government.  Information received will be considered solely for the purpose of determining whether conducting a competitive procurement is in the best interest of the Government.

Michael Simington

Contract Specialist

Michael.simington@us.af.mil