MODIFICATION
35 -- Modular Exhibit System
- Notice Date
- 7/1/2004
- Notice Type
- Modification
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Department of Commerce, National Oceanic and Atmospheric Administration (NOAA), Acquisition and Grants Office, SSMC4 - Room 7601/OFA61 1305 East West Highway, 7th Floor, Silver Spring, MD, 20910
- ZIP Code
- 20910
- Solicitation Number
- DG1350-04-RQ-0111
- Response Due
- 7/7/2004
- Archive Date
- 7/22/2004
- Point of Contact
- Rubie King, Contract Specialist, Phone 301-713-0820 x164, Fax (301) 713-0806,
- E-Mail Address
-
rubie.b.king@noaa.gov
- Description
- This is a combination synopsis/solicitation for commercial items in accordance with the format in Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number DG1350-04-RQ-0111 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses that are those in effect through Federal Acquisition Circular (FAC) 2001-23 and issued under full and open competition. The NAICS Code is 561920; the size standard is $6.0 million dollars. The U.S. Department of Commerce, International Trade Association has a requirement for the design; construction; installation; dismantling and storage of a modular exhibit system for the United States at the Decosit/Decontract trade show in accordance with the attached Statement of Work. The trade show will be in Brussels, Belgium on September 11, 2004 through September 14, 2004. All interested parties shall provide a quote for the following line items: Line Item 0001, USA Modular Pavilion mock-up in accordance with the attached Statement of Work, Quantity (Square Meters), Not-to-exceed 60 square meters, Unit Price; Line Item 0002, Exhibit Booth, Quantity (1) Unit of Issue (Square Meters), Not to Exceed 300 square meters. Line Item 0003, Other Direct Cost for miscellaneous and incidentals, (THE GOVERNMENT WILL ESTABLISH A NOT-TO-EXCEED CEILING AT THE TIME OF AWARD ). Provision 52.212-1, Instruction to Offerors-Commercial Items applies. Failure to submit a completed copy of the representations and certifications at FAR 52.212-3 will result in Offerors being considered non-responsive. Provision 52.212-2 applies, the following evaluation criteria is listed descending order of importance technical,past performance and price. Clause 52.212-4 and 52.212-5 applies to this acquisition. The closing date for the solicitation is July 2, 2004 at 12 p.m. Eastern Standard Time. Offerors may email written questions requesting information or clarification of the RFQ through June 23, 2004 at 3:00 p.m. Eastern Standard Time to Rubie.B.King@noaa.gov. Interested parties are required to submit their response to this solicitation electronically. The Solicitation No. DG1350-04-RQ-0111 must be referenced in the subject line of the email. STATEMENT OF WORK 1. INTRODUCTION The Office of Textiles and Apparel (OTEXA) of the U.S. Department of Commerce promotes the exports of American textile and apparel products and related accessories. As such, OTEXA sponsors USA Pavilions at major international trade events to promote and facilitate the exports of such products. The Contractor shall design, construct, install, transport, dismantle, and store one or more USA Pavilions at Decosit and DecoContract in Brussels, Belgium, September 11-14, 2004. All USA Pavilions shall consist of a Business Information Office (BIO), a series of one or more exhibit booths, and or "mock-up" exhibits, as herein defined. The total net space for both Decosit and DecoContract shall be dictated by the number of companies participating, but will not exceed 360 square meters, including the BIOs. The mock-up exhibits as specified in Section.3.6.1 is incorporated herein by reference, and shall consist of model rooms or other furnished lifestyle exhibits and their component parts. Such exhibits shall be built in accordance with the specifications provided by the COTR and priced separately on a square meter basis, which covers the cost of furnishings, equipment, and supplies that are provided by the Contractor. 2. SCOPE OF WORK The Contractor shall furnish the necessary personnel, material, equipment, services and facilities (except as otherwise specified) required to design, construct, transport, install and dismantle multiple USA modular Pavilions. All prices quoted for any services, supplies, or equipment must be quoted in U.S. dollars and shall include applicable Value Added Tax (VAT), applicable charges from the fair organizer (if any), and all other government imposed fees and taxes. A. Decosit/DecoContract Trade Exhibition Location, date and size of the Pavilion are as follows: Location-Brussels, Belgium Dates- September 11-14, 2004 Size of Pavilion- The total (net) equals approximately 360 square meters. The cost per square meter must be calculated on net space. DecoContract shall have approximately eight booths, an office, small lounge, and a mockup area. Decosit shall consist of a Business Information Office (BIO) of 18 sqm. All interior aisles for each area in Decosit and DecoContract must be carpeted, although they are not to be counted as space. 3. SPECIFICATIONS A. Exhibitor Booth Graphics- All exhibitor booth graphics must be produced with self-adhesive vinyl or silk screened. A typical exhibitor booth numbers, a 40x40cm company name and address panel and, two USA Pavilion logos. Where an exhibitor uses more than one booth, each booth shall have the same graphics as a single booth exhibit. All graphic products must first receive approval from the COTR. B. USA Logo- Outside wall panels (to be designated by the COTR) must carry a large "USA"logo panel. The Contractor shall design and reproduce art for the logo. The logo panel must be at least two colors, 100 cm wide by 170 cm high and silk screened on expanded plastic sheeting, material at the discretion of the COTR. C. Pavilion Carpet- Each of the Pavilion floors must be covered with a high-quality, plush (velour) carpet. Aisles within the blocks of USA exhibits must also be carpeted. Only new carpet shall be used. Light grey is the preferred color for carpeting within the booths and a medium to dark grey is the preferred color for the aisles, lounges, and offices. The final color shall be chosen by the COTR, or his designee. Carpet tape must, at a minimum, be installed every 50cm. Carpet must be installed flat to the surface without any folds, uluations, wrinkles, etc. All bare edges must be trimmed with a chromium finish metal edging. When directed to do so by the COTR, the Contractor shall cover all carpets with a protective covering in preparation for the opening of the Exhibition. D. Pavilion- One sign must be fabricated for each Pavilion in each hall, indicating that the exhibit is sponsored by the U.S. Department of Commerce, Office of Textiles and Apparel. This sign must also have a list of all the exhibitors located in the respective hall. E. Walls- Interior booth wall construction must allow for exhibitor items to be printed, screwed, or nailed into the walls for display purposes. Damage to the booth walls, therefore, must be anticipated by the Contractor. The Contractor shall repair booth walls to"as new" condition for each Exhibition or replace booth walls at no additional cost to the Government. F. Exhibitor Booths - Booth at Decosit is 18 square meters and at DecoContract is 12 sqm and may be enlarged by multiples of four square meters (28, 32, 36 etc.). Note: Some booths maybe larger or smaller than indicated above at the option of the individual exhibitor. Each booth shall have carpet, walls, signage, and graphics in accordance with the specifications contained herein. Additionally, each booth must have a minimum of four spotlights for 12 square meter booths,six spotlights for 15 square meter booths, and eight spotlights for 24 square meter booths. Each spotlight shall be a minimum of 120 watts or equivalent. For larger booths, the same requirements apply prorated on the size of the booth, i.e., each additional four square meter needs two additional spotlights. Each booth must have a lockable closet a minimum of one-meter width on each side and from the floor to the top of the attached walls and contain a one-meter shelf and coat hook. All other items of furniture and fixtures such as desks, tables, chairs, shelving, cabinets, racks, etc., are at the individual expense of each exhibitor. A catalogue of available fixtures and furnishings shall be provided by the Contractor. Additional copies of the catalogue with English language descriptions and price list shall be supplied to each exhibitor at least one month prior to the show. Each exhibitor shall be given at least fifteen days to place an order for the exhibitor=s chosen items. F. Mock-Up Rooms- The Contractor shall design and create a mock-up room per OTEXA's specific design request. The construction of a mock-up room includes, but is not limited to, the following work requirements on a project basis as needed: - Fabrication and installation of a ceiling. - Electrical wiring - all finished, not to be seen. - Walls B fabrication of hard walls, wall prep, painting, application of and/or removal of wallpaper. - Installation/mounting of lighting fixtures. - Installation of mirrors, picture frames and all decorative wall accessories - Fabrication and installation of real or fake windows. - Installation/mounting of window treatments. - Flooring B carpet or wood, perhaps elevated - Packing and unpacking of shipments - Placement of furniture in mock-up rooms - Removal of shipment packing materials and guaranteed easy access to packing materials during and after the show - All transport fees of materials sourced by contracted are to be included in the quote G. Offices/BIO - Each office must have an executive desk and three chairs, a coat rack, and a double electrical outlet. Lighting must be provided through a lighting grid system similar to the exhibit booth. Offices must have lockable doors and a lockable storage cabinet. H. Lounges - Each lounge must be a full-service facility including a kitchen area with a sink and hot water recovery system and drain; a large refrigerator (minimum 150 cm (h)), a double burner coffee maker with a reusable coffee filter capable of making 60 cups of coffee per hour; a serviceable counter with lighted header and three counter stools; lockable storage sufficient for storing consumables with ten linear meters of shelving; and appropriate lounge seating. Lighting must be provided through a lighted grid system similar to the exhibit booths. All electrical outlets for refrigerators must provide electricity on a 24-hour supply. I. Ancillary Electrical Outlets - Twelve each, two gauge electrical outlets are required at appropriate locations within the Pavilion. These outlets must provide electricity on a 24-hour supply for night cleaning Contractors. J. Information Areas- Information areas are required in each USA Pavilion at Decosit/DecoContract. Each are must have a 250cm long counter and a Pavilion floor plan display along with the list of participating US exhibitors. Miscellaneous signage may be required. K. Electrical Maintenance - The Contractor shall provide a minimum of two people, one electrician, at each Pavilion site from 08:00 through 18:00 hours beginning two days before the opening of Heimtextil, and beginning one day before the opening of all other events, to work and attend to exhibitor needs. One electrician shall be available until 12:00 hours on opening day at all Exhibitions. A Pavilion Site means any location within a show where there exists a USA Pavilion. 4. GENERAL REQUIREMENTS AND RESPONSIBILITIES A. The Contractor shall be responsible for the liaison with the show organizer to ensure compliance with all show requirements. B. The Contractor shall provide all necessary lights, electrical connections and wiring, hookups of all appliances and other equipment needed in Pavilions, as well as coat racks and hooks. C. The Contractor shall be required to furnish all necessary materials, equipment, services, telecommunications, travel and transportation expenses for: 1. The construction and dismantling of the exhibit; 2. An on-site survey to determine the exact locations of the USA Pavilions within the Exhibition halls, the physical characteristics of the Exhibition halls, and to acquaint themselves completely with all regulations which apply to the project; and 3. The preparation of construction drawings, schematics and layouts. The Contractor shall provide full-scale mockups of an Exhibition booth, complete with fixtures, for approval by the COTR within 60 calendar days of contract award. D. The Contractor shall adhere to the authorized and approved time schedule which shall become a part of the contract upon the award. In no event shall the U.S. Department of Commerce be responsible for overtime and for any extra charges or fees resulting from any deviation from such approved schedule. E. The Contractor shall provide the COTR with three copies of the installation drawings two weeks prior to beginning the installation of the exhibit. F. The Contractor shall, upon a contract award assign a design/construction project manager to the project. The Project Manager shall participate in the on-site survey, be responsible for the progress of the construction, present final construction plans to the COTR, and supervises the construction on-site. G. The Contractor shall upon completion of the exhibit, remove all exhibit elements and restore the site to its original condition. All halls must be must be in "broom clean" condition. H. The Contractor shall provide all electrical hookups for Exhibition equipment and provide all supplies and tools necessary to perform all related service. I. As requested by the COTR, the Contractor shall give all painted surfaces a touch-up of paint prior to the opening of the exhibit. 5. SPECIAL REQUIREMENTS AND RESPONSIBILITIES A. The Contractor shall obtain third-party liability insurance for the full operational period of the exhibit. Such insurance shall indemnify and/or otherwise hold harmless the U.S. Government, its agents, employees and assigns from any liability in connection with the Contractor's performance of duties. B. The Contractor shall obtain all licenses and permits required for the performance of the work required under the contract. The Contractor shall abide by all terms and conditions of the contract and applicable exhibit regulations imposed by the trade authorities. The Contractor shall be responsible for all taxes and fees relating to construction of the exhibits, including fees for early set-ups imposed by the show organizer. C. The Contractor shall be responsible for submitting all power and water requirements to the Fair Authority Technical Department. D. The Contractor shall be responsible for providing, at all times, a competent bilingual supervisor for the construction and dismantling stages of performance. Bilingual is defined as both the language of the country where the Exhibition is held and English. E. The Contractor shall manage exhibitors?requests for extra or upgraded fixtures and equipment within their individual booths. In no event will the Governments be liable for the costs of filling any such requests. The Contractor shall enter into separate purchase agreements with exhibitors for these requests and shall recover any additional cost for providing the requested services from the exhibitors directly. While the Government is not liable for additional costs resulting from exhibitor requests, all such request must be approved by the COTR to ensure Pavilion configuration control. F. The Government is not responsible for storage of any Contractor material. If the Contractor proposes a serviceman for duty at the USA Pavilion during the duration of the Exhibition, the Contractor shall be liable for any property or personal damage caused by the negligence of that individual or Contractor employee. G. The Contractor shall keep a copy of the specifications and drawings on the job site at all times and make the same available to the COTR at all times. Any item required by the contract but not represented on the drawings shall be considered as shown, provided, or both. The Contractor shall notify the COTR immediately of any discrepancy of figures or drawings. H. The Contractor shall, at no additional cost to the Government, be responsible for the proper care and protection of all material delivered, and all work performed until final inspection and acceptance by the COTR. I. The Contractor shall, in the performance of all obligations under the contract, comply with all local laws, rules and regulations. J. Contractor shall have the entire Pavilion and or mock-up area for exhibitor use not less than 48 hours prior to the opening of the show/event, unless otherwise approved by the COTR. K. The Contractor shall be responsible for all maintenance of the Pavilion and Mock-up areas, including changes to the pavilion, drawings and plans, and unanticipated ancillary services. For purposes of evaluation, the Contractor shall propose additionalfunding for such services and expenses, not to exceed five percent (5%) of the total contract price as a separate line item. 6. QUALITY CONTROL A. All graphics and lettering must be accomplished by a skilled professional. Particular attention shall be paid to the spacing and leveling of letters and figures. Crooked letters or figures and uneven lines shall be cause for rejection of work. B. All walls and partitions must be free from undulations. Only walls or panels in new condition shall be used. Any walls that are warped, twisted or otherwise not a true plane shall be replaced at no cost to the Government. C. All doors to offices and storerooms must be lockable. Key locks are required. Duplicate keys must be furnished to the COTR. These keys must be tagged with an easily-read card, plainly marked, noting the location of the lock. Any doors that are warped, twisted, or otherwise not on a true plane must be replaced at no cost to the Government. 7. EVALUATION FACTORS /BASIS FOR AWARD The proposal should be prepared in a format and in a manner that addresses all of the requirements. In order for a proposal to be deemed acceptable, and eligible for award it must be prepared in accordance with and comply with the instructions set forth in the Statement of Work. Offerors shall be evaluated on the following factors (F) and sub-factors (SF). The factors are listed in descending order of importance. Sub-factors within any factor are listed in descending order of importance. Proposals will be evaluated on the materials submitted by the Offeror. 7.1. Technical Weight 60%: A. Understanding of the requirement and technical approach for performing the services in accordance with the Statement of Work. B. Management plan for design, fabrication, construction, transportation, installation, and dismantling all pavilion systems. Contractor must demonstrate ability to provide cost-effective, original and innovative designs for exhibit system. As part of the management plan the Contractor shall provide its approach to maintaining quality control. C. Experience 1. Contractor must demonstrate past experience and relationships with US exhibitors at these, or similar events, to show its understanding of US exhibits in terms of construction, graphics, language and flexibility required by the long distance work relationships. 2. Contractor shall demonstrate experience in building government supported national pavilions at major international trade events. This specifically includes experience in designing and building modular exhibit systems containing numerous exhibit booths, mock-up exhibits, common areas, complete kitchens, offices and storage areas. 3. Contractor shall demonstrate a clear understanding of design specifications as requested in the Statement of Work, and have full and thorough knowledge of building codes and requirements as issued by the government of Belgium, local municipalities, and the show organizer of Decosit and DecoContract), for the building, storing, transporting and dismantling of exhibit booths at these events. 7.2. Past Performance Weight 40%: A. Business relations -effective management, effective sub-contractor management and monitoring, reasonable and cooperative behavior, flexible, effective Contractor recommended solutions, and business like concerns for government interest. B. Timeliness of performance - ability to quickly staff technical personnel, meeting interim milestones, completing required tasks on time, and executing and administering contract requirements in a timely manner. C. Quality of service -the quality of the Offeror=s experience in providing design, fabrication, construction, dismantling and storage services of similar size and scope to those criteria listed in the solicitation. D. Customer satisfaction - satisfaction of end users with the Contractor's service. Contractor must demonstrate successful past performance of design and construction related to exhibitions of similar size and nature in events. The Contractor shall submit three past performance references for similar work completed. The references shall include the type of contract, the dollar value of each contract, and the point of contact and telephone number for each reference. Work experience with this show producer or similar shows is critical to demonstrate thorough knowledge of their building code requirements as well as understanding of their personnel work responsibilities, language and cultural requirements. 7.3. Price Weight 0%: The proposed prices/costs will be evaluated but not scored. The price evaluation will determine whether the proposed costs are realistic, complete, and reasonable in relation to the solicitation requirements. Proposed price must be entirely compatible with the technical proposal. The Government may use the results of cost/price realism analysis to adjust the Offerors proposal to a most probable cost to the Government. This may include information from a government auditing agency, Government technical personnel, and other sources. Although price/cost is the least important evaluation factor, it will not be ignored. The degree of importance of the proposed price/cost will increase the degree of equality of the proposals in relation to the other factors on which selection is to be based. The Government reserves the right to make an award to other than the lowest priced Offeror or to the Offeror with the highest technical score if the Contracting Officer determines that to do so would result in the best value to the Government. CORRECTION: The correct website for Offerors to download the Governmnet's response to technical questions is http://www.ofa.noaa.gov/~amd/solicitations/0111.html. The response date for the submission of proposals has been changed to July 7, 2004.
- Record
- SN00613674-W 20040703/040701211801 (fbodaily.com)
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