190697780CK Addendum 1 09232024.pdf

BVA 190697780CK Addendum 1 Page 1 of 3

BVA 190697780CK - Addendum 1

DATE: September 23, 2024

ADDENDUM NO. 1 TO ALL OFFERORS:

Reference – Best Value Acquisition: BVA# 190697780CK

Commodity/Title: Exhibit Booth Design and Creation Services

Issue Date: September 16, 2024

Proposal Due: September 27, 2024

A. The Proposal Due date has been extended from September 27, 2024 to September 30, 2024.

B. The budget for this entire project cannot exceed $200,000.

C. Responses to Questions Received:

1. What is the proposed size of space for each conference?

VCU Response: A design that can fit a 10x10 or 10x20 space.

2. What is the budget range for the entire project or each show?

VCU Response: This is for all three shows. Budget $50,000 – $100,000.

3. What are the main objectives for exhibiting at the shows?

VCU Response: Exposure for Massey Comprehensive Cancer Center (Massey).

4. Can you please identify the booth size for each show? We understand that you are looking for a design that can be utilized for both a 10x10 and 20x20 booth size but in order to give you proper pricing per show we ask that you please identify which size corresponds to each show.

VCU Response: We do not have that finalized yet.

5. Will your team be designing your own graphics based on the specs provided in our design or will you be needing to utilize our 2D design team in this process?

VCU Response: We will have the graphics designed.

6. Do you have booth numbers assigned for each show?

VCU Response: Not at this time.

7. Can you identify if your booths are inline, island, split island, or peninsula per show?

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VCU Response: To be determined (TBD).

8. Will you be needing any additional electrical services beyond what is needed to power the monitor?

VCU Response: This depends on the final design.

9. Will your furniture requirements be the same for both booth sizes? 1 table and 2-3 chairs?

VCU Response: Yes, 10x10 may need a smaller footprint.

10. Will you be needing to store any of your own materials with us that will travel from show to show? If so, can you please provide us with estimated weights and piece count? Please identify if these will be skids, crates, etc.

VCU Response: Storage would be at the booth on site.

11. What is your overarching goal for attending these three events? Why is Massey there, and what is the primary objective you're hoping to achieve?

VCU Response: To market Massey and get the word out about Massey. Some events are recruitment focused too

12. What’s the desired look and feel of the booth, and what message are you aiming to project through the design?

VCU Response: We desire an interactive, inclusive, and inviting feel.

13. Could you clarify if the booth design must strictly adhere to Massey's branding guidelines, or is there flexibility for creative interpretation? Additionally, do you have a theme specific to these events?

VCU Response: We are required to adhere to VCU’s branding guidelines.

14. What are the booth sizes for each event? Could you specify which one is 10x10 and which ones are 20x20?

VCU Response: We do not know the final booth size and location for each event yet.

15. Are there any restrictions or preferences regarding the types of materials used in booth construction, particularly in terms of sustainability?

VCU Response: There are no restrictions or preferences at this time.

16. What is the overall budget for this project?

VCU Response: See response to No. 2.

17. Will the content that Massey plans to provide for the HD monitors be available for us to view in advance?

VCU Response: Yes

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18. What are the specific requirements for post-event evaluation? Are there particular metrics or feedback you are looking to collect?

VCU Response: General feedback from stakeholders and leaders at Massey.

19. Are you planning to do anything specific for each show that would require varying elements? For example, would different wall prints or visuals need to be set up at each event?

VCU Response: We don’t believe there would be varying elements.

20. How do you envision people interacting with the booth? Should they make appointments, stop by for information, or will it be more casual interactions like handing out flyers or offering demos?

VCU Response: Interacting and talking with attendees, perhaps with an area to sit and interview.

21. What will the job titles of the representatives from VCU be, and what are their specific roles or directives at these shows?

VCU Response: TBD.

22. Could you share examples of booths you've used in the past and provide insights into what has or hasn't worked? We would also appreciate any visuals you can provide.

VCU Response: We don’t have any specific visuals or example of booths.

23. Finally, how many firms were invited to participate in this RFP?

VCU Response: That number is not available. Numerous firms were invited to participate in this BVA.

NOTE: A signed acknowledgment of this addendum must be received by this office either prior to the proposal due date and hour or attached to your proposal. Signature of this addendum does not constitute your signature on the original proposal document. The original proposal document must also be signed.

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