SOLICITATION NOTICE
R -- ARMY NORTH PAO, FORT SAM HOUSTON, TEXAS, FULL-SERVICE, TRADE SHOW EVENT AND EXHIBITION CONTRACTOR, TO SUPPORT ARNORTH DURING THE AUSA ANNUAL MEETING AND EXHIBITION 5-7 OCT 2009, WASHINGTON D.C.
- Notice Date
- 8/21/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- Mission & Installation Contracting Center ? Fort Sam Houston, Directorate of Contracting, 2107 17th Street, Bldg. 4197, Fort Sam Houston, TX 78234-5015
- ZIP Code
- 78234-5015
- Solicitation Number
- W9124J-09-T-0040
- Response Due
- 8/25/2009
- Archive Date
- 10/24/2009
- Point of Contact
- JOHN IVES, 210.221.4563
- E-Mail Address
-
Mission & Installation Contracting Center ? Fort Sam Houston
(john.b.ives@us.army.mil)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared 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. This is a 100% small-business set-aside for firms that are approved by AUSA to provide support services under NAICS code 561920 (Convention and Trade Show Organizers). ARNorth, Fort Sam Houston Texas, has identified a requirement for a full-service, trade-show event and exhibition contractor with the capability of designing, manufacturing, supporting, and managing large exhibit properties. The contractor shall provide a full range of standard and functional modular exhibit systems that can span large distances, support weight, deliver height, and carry large-formatted panoramic graphics. This is a combined synopsis/solicitation for commercial items prepared 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 shall not be issued. Solicitation W9124J-09-T-0040 is issued as a request for quotation. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 05-36. This is a 100% small-business set-aside for firms that are approved by AUSA to provide support services under NAICS code 561920 (Convention and Trade Show Organizers). CONTRACT LINE ITEM NUMBER (CLIN) 0001. Firm Fixed Price/Loop Graphics; Triangle Hanging Sign Graphics; Graphics Design/Layout/Creative as required in Statement of Work. CLIN 0002. Firm Fixed Price/Exhibit Hardware per CAD; Preview/Setup of Exhibit prior to show; Onsite Supervisors at show during setup; 1 Monitor Mounts; 2 Plasma/LCD Mounts; 24 Halogen Lights; Rental of 2 x 32 inch Monitors and 1 x 20 inch Monitors with CD Player and 3 Laptops/CD Player Storage Units; Blue Plush Carpeting with plastic covering and padding installed; 6 Bar Stools and 3 rectangle tables; 2 Couches as required in statement of work. CLIN 0003. Firm Fixed Price/Exhibit, Monitor Installation & Dismantle Utilities/Electric Show Services as required in statement of work. CLIN 0004. Firm Fixed Price/Ground Return Shipping, Estimated Drayage as required in Statement of Work. CLIN 0005. Firm Fixed Price/Exhibit Space as required in statement of work. The period of performance is anticipated to be from Date of Award through 10 October 2009 with no options. STATEMENT OF WORK. 1. GENERAL: a. The US Army North (ARNORTH) seeks a full-service, trade-show event and exhibition contractor with a proven track record of designing, manufacturing, supporting, and managing large exhibit properties for a wide variety of customers. The contractor shall offer a full range of complimentary yet standard and functional modular exhibit systems while also having the capability to custom manufacture unique and dynamic exhibit solutions that may compliment their standard systems. The chosen contractor shall be an exhibit industry leader that exhibits a continued commitment to innovation and quality and shall have ISO 9001 and 2000 certification. The contractor shall have major operational facilities in the Texas area, specifically San Antonio and Austin areas, while also having a full range of support network facilities and services in the Washington DC area. These contractual services shall be awarded not later than August 2009 to provide the contractor sufficient time to meet preview and delivery timelines. b. The contractor shall maintain a staff of high quality full time exhibit industry engineers and designers who are available to support and augment ARNORTHs vision. The engineers shall be available to verify structural integrity while the designers shall provide architectural as well as graphic design services in both a creative and supporting role. The contractor's designers shall have the capability to work closely with ARNORTHs design staff, preferably with video conferencing capabilities. The contractor shall also have the capability to produce all final, high resolution art production files based on the content provided by ARNORTH. The contractors ultimate design solution shall meet the ARNORTHs aesthetic, functional and financial requirements. c. ARNORTH seeks to maximize the use of the contractors proprietary exhibit systems. These systems shall be contemporary, yet standardized exhibit systems that can span large distances, support weight, deliver height, and carry large-formatted panoramic graphics while remaining sleek, modern and clutter free. The successful systems shall have integrated design capabilities, shall work in concert and shall keep an open and inviting presence while maximizing space and traffic flow. Important to the ultimate solution shall be the ability for the systems to be scalable to different sizes for as yet to be determined exhibiting opportunities. The systems should have integrated wire management capabilities to minimize clutter of cords and cables from lighting, computers, audiovisual or other electronic equipment. The systems shall afford manageable installation and dismantling practices and be designed to include incorporated packaging systems to facilitate transportation and storage. The contractor shall have recent, significant experience and references in successful Government Tradeshow projects with exhibits larger than 700 sqft to demonstrate abilities to meet these needs. d. ARNORTH also desires to set itself apart from a purely manufactured exhibit system by choosing a contractor with customizable capabilities. The contractors customizable capabilities should include, but not be limited to, metal fabrication with laser cutting, metal bending, robotic welding and powder coating as well as custom wood fabrication capabilities to include CNC routing and laminating. The contractor's custom applications shall work seamlessly with the other standard systems offered. e. The contractors graphic production capability shall be state of the art. It is critical that the chosen contractor have the capability to produce the large-format exhibit graphics to ensure the highest quality of fit and finish on the exhibit systems. The contractors graphic production capabilities shall include the most current and state of the art processes and techniques in the exhibit industry. The graphic fabrics shall be certified to meet or exceed NFPA 701 Fire Code minimum requirements. Large quantities of wrinkle resistant large format dye-sublimation printing on a variety of fabric materials shall be required throughout the exhibit. The contractor shall also be able to provide seamstress capabilities to ensure proper fitting to the exhibit structure. Additional capabilities of more traditional laminated printing processes also required as specified in the final design. Large format production shall also accommodate multi-panel graphics with a high tolerance for image alignment and color matching. Computer plotted laser cutting, as opposed to hand cutting, shall be available on an basis as needed. The graphics production facility should accommodate multi-shift and weekend hours as needed to support ARNORTH. In support of ARNORTHs design capabilities, the contractor shall be able to assist in capturing high resolution images for large-format production from less than optimal sources through high-quality scanning services. Graphic production manufacturing is also preferred in a controlled and clean environment. f. ARNORTH shall require a preview of the final approved exhibit structure and graphics in the manufacturers facility by mid September prior to the show and in ample time to allow cost effective shipping to the show. The contractor shall make arrangements for the transportation of the new exhibit to the show and shall perform all services related to the successful installation and dismantlement of the exhibit. Upon completion of the event, the contractor shall remove the exhibit and return it to its own storage area The contractor shall also have a secure, web-enabled, asset management program that shall give ARNORTH access through the internet to monitor and access inventory, to order services and product, and to budget and document costs. 2. EXHIBIT SPECIFICATIONS: The overall plot for the modular exhibit is up to 40 feet by 20 feet, 800 square feet. However, contractor shall need to maintain flexibility as the size of the exhibit may change to either 20 feet by 30 feet or 20 feet by 50 feet up to 30 days prior to the event. The exhibit should conform to this area with adequate traffic flow. Additional space allocation shall include, but not be limited to 3 meet & greet areas, reception area and multimedia areas with two bar stools and tables as depicted in illustrations. An additional comfort area shall be used with two couches and a coffee table for informal discussions, as depicted in illustrations. The contractor shall use a 4 inch diameter, satin-finish, rust-free, modular tube system with integrated wire management capabilities. The tube system shall be constructed of non-aluminum/non-plastic metal components with interconnecting metal hubs capable of multi-angle connections. The Tube System shall be available in a variety of straight and curved lengths. Central to the exhibit, the contractor shall supply two double-sided, dye-sublimation fabric graphics with heavy gauge zippered seams. For copies of Technical Exhibits: A1, A2, A3, and A4, ILLUSTRATIONS labeled A-D for general design elements contact John Ives at the number/Email address below. Flooring for the exhibit should be a nonflammable blue carpet (min. of 50 oz with Visqueen plastic covering) with padding. The exhibit shall have space to accommodate a modified Chevrolet Suburban with satellite antenna array mounted on the roof (7 wide; 18 long; 12 high with satellite extended). The contractor shall include a hanging triangular fabric dye-sub sign (approx. 10 feet by 45 inches) and the rigging/installation of this sign. Raw graphic files for the exhibit shall be provided by ARNORTH in an electronic format for editing and printing. Contractor shall need to assist in providing ARNORTH in creative design and layout of all graphics on the pre-production process for this exhibit. A production timetable should be provided by the contractor specifying sizes and deadlines. The exhibit shall also include a secure area for storage for laptops and DVD players. 3. AUDIOVISUAL, ELECTRICAL: a. The contractor shall obtain, deliver and install all necessary audiovisual equipment necessary for the exhibit. These items include, but are not limited to: 1. Lighting: Contractor to supply necessary lighting to properly illuminate the graphics throughout the exhibit. Should provide special lighting to showcase the vehicle on display. 2. Three plasma or LCD monitors (2 x 30 inch and 1 x 20 inch) for command video presentation. 3. Audio speakers for each computer system. 4. Required wires, connectors, mounts, stands and supports necessary for each independent audiovisual presentation to function properly as a system. 5. Two DVD players to feed the Command Video. The DVD Player should be out of sight; audio levels should be controllable. b. Audio system should offer features to limit sound spill from one presentation area to the neighboring presentation by employing audio distribution technology (placing sound only where its needed). c. The contractor shall arrange and pay for all electrical requirements to properly illuminate the exhibit and provide for the power requirements to operate ARNORTHs Emergency Response Vehicle (120 volts, 20-30 amps) throughout the convention. 4. MAINTENANCE: All the graphics and items considered not part of the rental/lease shall be sent to ARNORTH. 5. TRANSPORTATION: The contractor shall pay for all costs associated with shipping the exhibit to the event. Transportation includes costs to send and receive the exhibit to the event location. Drayage charges shall be the responsibility of the vender under Show Services order contract. 6. ON-SITE INSTALLATION and DISMANTLING: a. The contractor shall provide company employed personnel to travel with the exhibit, to act, at a minimum, in a supervisory role for the proper installation and dismantling of the exhibit, and where allowed, shall also provide appropriate labor. The contractors personnel shall be experts at working with show labor, show management and the ARNORTH exhibit team (Soldiers and Department of Defense civilian employees). The contractor shall have an on-site account manager from the exhibit company to supervise and resolve any issues that may arise to ensure a smooth and timely exhibit install. b. The ARNORTH exhibit shall require more attention than other, smaller-scale exhibits. The contractor should have experienced Project Managers to orchestrate the entire project from design to installation and shipping, working with exhibit consultants, designers, engineers, installers every step of the way and monitoring all details. c. The contractor shall offer: " One coordinator to manage all aspects of the project " Production timeline with critical deadlines " Architectural and graphic design " Engineering/structural mechanics " Custom component engineering " Full-color Renderings and CAD drawings " Graphic art production " Teleconference and videoconferencing " In-person or videotaped exhibit preview " Install & dismantle (I&D) supervision " Asset management " Show services. 7. EXHIBIT DAMAGE and LIABILITIES: Excluding ordinary wear and tear, damages to the exhibit caused by any person(s), agency, company, who are involved with storage, installation and dismantling are the responsibility of the contractor. If damages are caused by the contractors sub-contractors, the contractor is responsible for all actions involving subsequent claims. The contractor shall file and pursue all claims for damage that occur when the exhibit properties are outside of the contractors possession and control such as but not limited to during transportation and while in the show decorators possession. 8. EVENT DATE and LOCATION: a. AUSA 2009 Annual Meeting, October 5-7, 2009 Exhibit site: Washington DC Convention Center, 801 Mount Vernon Place, NW, Washington, DC 20001. Marshalling Yard: c/o GES Exposition Services, 7601 Jefferson Avenue, Landover, Maryland 20785. (Installation to be performed 3-4 October). 9. PURCHASE and RENTAL ITEMS/DRAYAGE, ELECTRICAL SERVICES: a. PURCHASED items should include: All graphic elements used for the exhibit. b. RENTAL/SERVICES include: Use of contractors rental line of modular 40x20 exhibits. All asset management, transportation, installation and dismantling features described above for a one show highlighted in item 8. Additionally, necessary lighting and AV equipment as described in item 3. All drayage charges (Carpet, floor space 40x20 foot=800 sq ft.; electricity and exhibit movements at the event site). Charges for all electrical power supplied to the Sentinel/Emergency Response Vehicles, computers, monitors and DVD players are the responsibility of the contractor (120 volt, 20-30 amp circuits). Payment of floor space to AUSA (40x20 @ $16.50 per square foot = $13,200k) is the responsibility of the contractor. Date(s) and place(s) of delivery and acceptance and FOB point. For a copy of Technical Exhibit B, contact John Ives at the number/Email address below. Provision at 52.212-1, Instructions to Offerors -- Commercial, applies to this acquisition. Provision at 52.212-2, Evaluation -- Commercial Items, applies to this acquisition. Award will be made to the company with the lowest price (that is reasonable and realistic); that is technically acceptable (meets all requirement of the statement of work along with technical exhibits A1, A2, A3, A4 and B). This is a 100% small-business set-aside for firms that are approved by AUSA to provide support services under NAICS code 561920 (Convention and Trade Show Organizers). Offerors are to provide a completed copy of the provision at 52.212-3, Offeror Representations and Certifications - Commercial Items, with its offer. The clause at 52.212-4, Contract Terms and Conditions - Commercial Items, applies to this acquisition and there are no addenda. The clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders - Commercial Items, applies to this acquisition. Additionally, the following Federal Acquisition Regulation (FAR) clauses are applicable to this acquisition: 52.219-6 - Notice of Small Business Set-Aside; 52.223-3 - Convict Labor; 52.222 19 Child Labor Cooperation with Authorities and Remedies; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 - Equal Opportunity; 52.222-26 - Equal Opportunity for Special Disabled Veterans, Veterans of the Viet Nam Era and Other Eligible Veterans; 52.222-36 Affirmative Action for Workers With Disabilities; 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Viet Nam Era and Other Eligible Veterans; 52.222-50 Combating Trafficking in Persons; 52.223-9 Estimate of Percentage of Recovered Material Content for EPA Designated Items; 52.226-5 Restrictions on Subcontracting Outside Disaster or Emergency Area. Other FAR Clauses applying to this acquisition: 52.252-2 Clauses Incorporated by Reference (see web sites www.farsite.hill.afb & www.arnet.gov). 252.212-7001 Contract Terms and conditions Required to implement Statutes or Executive orders Applicable to Defense Acquisitions of Commercial Items, with: 52.203-3 Gratuities; 252.232-7003 Electronic Submission of Payment Requests and receiving Reports. 252.232-7010 Levies on Contract Payments. 252.246-7000 Material Inspection and Receiving Report. This is a combined synopsis/solicitation for commercial items prepared 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 shall not be issued. No contract financing arrangements or warranty requirements are included in this document. Defense Priorities and Allocations System (DPAS) and assigned ratings are not applicable. Quotes are due to the Mission and Installation Contracting Command Center-Fort Sam Houston, ATTN: Ricki Stanley and/or John Ives, 2107 17th Street, Building 4197, Suite 15, Fort Sam Houston, Texas 78234-5015, by 1:00 PM (Central Daylight Time) August 25, 2009. Quotes may be provided either electronically to the Email addresses below or Faxed to 210.221.4452 or 210.221.3285. Points of contact are Ms. Ricki L. Stanley, Contracting Officer, 210.221.3663 rilmer.stanley@us.army.mil and Mr. John B. Ives, Contract Specialist, 210.221.4563 john.b.ives@us.army.mil
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- Place of Performance
- Address: Mission & Installation Contracting Center ? Fort Sam Houston Directorate of Contracting, 2107 17th Street, Bldg. 4197 Fort Sam Houston TX
- Zip Code: 78234-5015
- Zip Code: 78234-5015
- Record
- SN01921162-W 20090823/090822001052-c9bf6ec8762f204fa1fcc650d0833223 (fbodaily.com)
- Source
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