Exhibition Booth Services

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.