Exhibition Booth Services

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding the "6923G526Q0032 A00002 - Exhibition Booth Services" opportunity.

• Incumbent Contractor: Skyline Displays, LLC (Contract #6923G521P0064) is the incumbent.
• Booth Contents: Crates include signage, a white 4' table, and 4 white chairs. The contractor must procure additional items such as high-top tables, bar stools, blue carpet, pad, monitors, and media players as specified in the PWS.
• Crew Presence: The crew is only needed for setup and breakdown. The vendor's Point of Contact must be accessible throughout the event.
• Forms/Reports: The contractor is responsible for developing required forms and checklists.
• Move-in/Out Dates: For 2026, move-in is April 11-13, and move-out is April 16-17. Future dates are not yet published.
• Booth Footprint: The booth is a 20 x 20 foot island configuration with a maximum display height of 10 feet.
• Contract Type: This is a support services contract for an existing exhibit booth, not a new design/fabrication contract.
• Union Labor: Official contractors must use union labor for electrical, drayage, rigging, and booth cleaning. Local unions claim jurisdiction over exhibit erection, dismantling, repair, and building.
• Budget: The government will not provide a budget range; vendors must submit a fair and reasonable price.
• Past Performance: References must be from the last three years to be considered relevant. Subcontractor past performance may be submitted.
• Storage: Storage can be in any state, provided PWS requirements are met. The government does not require specific climate control or security levels beyond maintaining optimal condition.
• Booth Ownership: The Government owns the exhibit booth and secures/pays for the booth space annually. The contractor is responsible for delivery and setup.
• Graphics: Graphic production is not included in the contractor's scope; it is the Government's responsibility.

These clarifications provide specific details on deliverables, required materials, labor requirements, and contract scope, which bidders must consider when preparing their proposals. The solicitation is set aside for small businesses.

Amendment / Modification

• This amendment incorporates the questions and answers (Q&A) related to solicitation 6923G526Q0032.

• The Q&A document is provided as attachment 6923G526Q0032 A00002 QA.

• The Q&A attachment is incorporated into the solicitation.

• This amendment does not extend the hour and date specified for receipt of offers.

• Contractors must acknowledge receipt of this amendment prior to the specified offer due date and time.

• Offers may be modified by letter or electronic communication referencing the solicitation and this amendment, provided it is received prior to the opening hour and date.

Amendment / Modification

This amendment modifies Solicitation Number 6923G526Q0032, dated 02/17/2026.

• Updated NAICS Code: The assigned North American Industry Classification System (NAICS) code has been updated to 561920 - Convention and Trade Show Organizers. The small business size standard for this NAICS code is $20.0 million.

• Item 14 of the original solicitation is affected by this change.

• The acquisition remains a total small business set-aside.

• No changes to proposal deadlines or evaluation factors are indicated by this amendment.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, issued as a Request for Quote (RFQ), for Exhibition Booth Services. The government requires a contractor to provide comprehensive support services for a government-owned tradeshow exhibition booth.

• Comprehensive support services for a government-owned tradeshow exhibition booth.

• Specific requirements will be detailed in Attachment A, Performance Work Statement (PWS).

• Contract Type: Firm Fixed Price.

• Period of Performance: One 12-month base year and two (2) 12-month option years.

• Place of Performance: Contractor's facility and the Seatrade Cruise Global Conference in Miami, FL.

• Proposal Submission: Quotes must be submitted electronically via email to chora.snyder@dot.gov.

• Quote Due Date: March 6, 2026, 2:00 PM EST.

• Evaluation Method: Lowest Price Technically Acceptable (LPTA) source selection procedures.

• Technical Evaluation: Proposals must meet characteristics presented in the RFQ and PWS to be deemed technically acceptable. Rated as "acceptable" or "unacceptable."

• Past Performance Evaluation: Assessed based on performance within the last three years. Rated as "Acceptable," "Unacceptable," or "Neutral."

• Award: Will be made to the lowest priced, technically acceptable offeror with satisfactory past performance.

• Total Small Business Set Aside.

• Solicited using FAR Part 12 (Acquisition of Commercial Products and Commercial Services) and FAR Part 13 (Simplified Acquisition Procedures).

• NAICS Code: 541850 (Indoor and Outdoor Display Advertising) with a size standard of $34.5 M. Also references NAICS Code 561920 (Convention and Trade Show Organizers) with a size standard of $20.0 M.

• Offerors must be registered in SAM.gov and have an active registration at the time of closing.

• Questions Due Date: February 27, 2026, 2:00 PM EST. Questions must be sent via email to chora.snyder@dot.gov.

• Required documents include: Cover letter, acknowledgment of amendments, SAM.gov registration statement, Technical Response (15 pages limit), Past Performance Response (3 pages limit), and Attachment B - Pricing Sheet.

• The Technical Response must demonstrate ability to meet PWS requirements and include a project plan for managing the exhibit lifecycle. It shall not contain price information.

• Past performance references must be from the last three years and include specific contract details.

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

To provide comprehensive support services for a government-owned tradeshow exhibit booth, ensuring it is protected, maintained, and operational for deployment and returned to secure storage.

• Provide labor, supervision, equipment, materials, transportation, coordination, and administrative support for storage, transport, installation, dismantling, and maintenance of the exhibit.

• Coordinate pickup and transportation of the exhibit from its current location in Orlando, FL.

• Inspect the exhibit upon receipt and provide an initial conditions report.

• Coordinate with the conference venue and service providers for the Seatrade Cruise Global tradeshow (annually in April).

• Arrange for required services including electrical, hanging sign labor, furnishings, flooring, audio/visual, and cleaning.

• Manage show paperwork and online service orders.

• Comply with venue and union labor requirements.

• Perform repairs or updates as authorized.

• Provide secure, climate-appropriate storage preventing damage, moisture, pests, or deterioration.

• Maintain inventory control and prevent unauthorized access.

• Ensure all components are properly packed, labeled, and protected during transit.

• Coordinate delivery and pickup times with venue schedules.

• Provide a written condition report within 5 business days after post-show inspection.

• Conduct monthly project management reviews (October to May).

• Period of Performance: 12-month base year (March 20, 2026 – March 19, 2027) with two 12-month option years.

• Tradeshow Location: Miami Beach Convention Center (for Seatrade Cruise Global).

• Storage Location: Contractor's storage location (for base year pickup).

• Exhibit dimensions: 20 x 20 feet booth space, containing a conference room and hanging sign.

• Exhibit storage dimensions: Approx. 493 cubic feet, estimated weight 3,500 pounds.

• Specific services to procure include:

  • Electrical: (2) 10amp, (1) 20 amp outlets, (2) power strips, (2) 25-foot extension cords.
  • Furnishings: (2) high top round tables, (6) high stools (white).
  • Flooring: 20'x20' blue carpet and pad.
  • Audio visual: (1) 42" Monitor, (1) 50" Monitor, (2) Media Players (USB).
  • Cleaning: Preshow vacuuming of 400 sq ft.
  • Material Handling: For 3500 lbs crated exhibit booth.

• Venue employs Freeman unionized labor for hanging signs and electrical services.

• Designate a single point of contact for communication.

• Attend a kick-off meeting within 5 days of contract award.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, issued as a Request for Quote (RFQ), for comprehensive support services for a government-owned tradeshow exhibition booth. This announcement constitutes the only solicitation; a written solicitation will not be issued. The requirement is being solicited as a Total Small Business Set Aside.

• Provide comprehensive support services for a government-owned tradeshow exhibition booth.

• Detailed requirements are specified in Attachment A, Performance Work Statement (PWS).

• Contract Type: Firm Fixed Price.

• Period of Performance: 12-month base year and two (2) twelve-month option years.

• Estimated Value: NAICS Code 541850 – Indoor and Outdoor Display Advertising - $34.5 M (size standard).

• Quote Due Date: March 6, 2026, 2:00 PM EST. Quotes must be submitted via email to chora.snyder@dot.gov.

• Questions Due Date: February 27, 2026, 2:00 PM EST. Questions must be submitted via email to chora.snyder@dot.gov.

• Evaluation: Lowest Price Technically Acceptable (LPTA) source selection procedures will be used.

• Proposals must meet characteristics presented in the RFQ and PWS to be deemed technically acceptable.

• All technically acceptable offerors with satisfactory past performance will be evaluated equally with respect to technical capability and past performance. The best value determination will be made to the offeror who has met all solicitation requirements, has been determined to be technically acceptable, has no less than satisfactory past performance, and who has offered the lowest price.

• Total Small Business Set Aside.

• Offerors must be registered in SAM.gov and have an active registration at the time of solicitation closing.

• Attachments include: Performance Work Statement (Attachment A), Pricing Sheet (Attachment B), SCA Wage Determination (Attachment C), and Exhibit Photos (Attachment D).

• Proposal materials should be organized into Technical Response (15 pages max), Past Performance (3 pages max), and Price Quote.

• The Technical Response shall not contain any price information.

Form / Attachment / Pricing Sheet

This document is a pricing sheet (Attachment B) that outlines the cost structure for services related to an exhibition booth. Bidders are expected to use this sheet to provide their pricing for the specified services.

• Exhibition Booth Services: Includes firm-fixed-price services for booth setup and maintenance over multiple years, with specific quantities per year.
• Initial Retrieval and Transportation: A one-time job cost for moving items to the contractor's facility.
• Repairs and Updates: Services for repairs and updates, specified as 'NOT TO EXCEED' (NTE), indicating a maximum allowable cost for these tasks.
• Option Years: Pricing is requested for the base year and two option years for both booth services and repairs.
• Unique Entity Identifier (UEI): A field is provided for bidders to enter their UEI.

This pricing sheet is critical for bidders to understand the cost components of the opportunity and to submit a compliant and competitive proposal. Bidders must carefully fill out the unit prices and total costs for each line item as per the requirements outlined in the associated Performance Work Statement (PWS).

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It lists the minimum wage rates and fringe benefits required for various occupations under the Service Contract Act for a specific geographic area (Florida County of Dade).

• Occupational Listings: Provides a comprehensive list of job titles, corresponding occupation codes, and their required minimum hourly wage rates.
• Fringe Benefits: Indicates that fringe benefits are required and follow the occupational listing. Specific details on health and welfare benefits are provided at the end of the document.
• Executive Orders: References Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage), outlining their applicability and requirements for federal contractors.
• Conformance Process: Details the procedure for establishing wage rates for occupations not listed in the determination.

This document is crucial for bidders responding to solicitations covered by the Service Contract Act. It establishes the minimum labor costs that must be factored into proposals for the specified geographic area. Bidders must ensure their proposed wages and fringe benefits meet or exceed these requirements to be compliant.

Form / Attachment / Pricing Sheet

This document provides photographic evidence of an exhibit, likely for a trade show or similar event. It serves as a visual reference for the structure, design, and branding of the exhibit.

• Front View: Shows the primary facade of the exhibit, including branding for the "GREAT LAKES ST. LAWRENCE SEAWAY SYSTEM."
• Sides and Back Views: Illustrates the exhibit from different angles, revealing additional branding, informational graphics, and the overall layout.
• Conference Room - Internal: Depicts the interior of a small conference area within the exhibit, showing seating, informational displays, and branding.
• Hanging Sign: Features images of a suspended sign used to draw attention to the exhibit from a distance.

This attachment provides visual context for a potential requirement related to exhibit design, fabrication, or services. Bidders may use these images to understand the scale, style, and branding elements previously employed, which could inform their proposals for similar future requirements.