26-ITB-001-LJ Addendum 1 (QAs)R.pdf

Ron DeSantis GOVERNOR J. Alex Kelly SECRETARY

Caldwell Building | 107 E. Madison Street Tallahassee, FL 32399

850.245.7105 | www.FloridaJobs.org | Twitter: @FLACommerce

An equal opportunity employer/program. Auxiliary aids and service are available upon request to individuals with disabilities. All voice telephone numbers on this document may be reached by persons using TTY/TTD equipment via the Florida Relay Service at 711.

FLORIDA DEPARTMENT OF COMMERCE

ADDENDUM NO. 1

SOLICITATION NUMBER: 26-ITB-001-LJ

SOLICITATION TITLE: 2025-2026 Tradeshow Exhibit Events

RESPONSE OPENING DATE: 9/9/2025 @ 3:00 PM, EST

ADDENDUM NUMBER: 1

ADDENDUM PURPOSE: Questions and Answers

ADDENDUM DATE: 9/4/2025

The Department hereby amends ITB No. 26-ITB-001-LJ as noted within this Addendum. For revisions, underlines represents additions and strikethroughs represent deletions. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information in this addendum is hereby made part of this solicitation. All other terms and conditions of the solicitation remain in effect.

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA

STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW

WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF

PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

Any protest concerning this agency decision or intended decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at: Agency Clerk, Florida Department of Commerce, Office of the General Counsel, 107 East Madison Street, MSC 110, Caldwell Building, Tallahassee, Florida 32399-4128. Protests may also be filed by fax at (850) 921-3230, or by email at agency.clerk@commerce.fl.gov within the time prescribed in Section 120.57(3), Florida Statutes and Chapter 28-110, Florida Administrative Code (“F.A.C.”). It is the filing party’s responsibility to meet all filing deadlines. The Procurement Officer should be listed and copied in such filings.

The enclosed information has been provided for consideration in the preparation of your response to the above-mentioned solicitation.

This Addendum also includes the following change:

http://www.floridajobs.org/ http://www.twitter/ mailto:agency.clerk@commerce.fl.gov

9/4/2025

The Department’s response to timely submitted questions in accordance with the Calendar of Events.

Question Number

ITB Page Number, Section Number, Subsection Reference

Question

Answers

1.

Do you happen to have renderings of the requested booths that are noted in the bid

Yes. The renderings below are representative of the booth designs required.

2.

The sizes and dimensions seem to be specific to a certain layout, and I would love to be able to view the renderings if available

Yes, please see the renderings provided in the answer to Question 1. The dimensions specified in the ITB are based on past successful layouts. Bidders must adhere to the dimensions and specifications detailed in Section C of the

ITB.

3.

When will the bid winner receive the hanging sign?

Hanging sign will be available to the awarded contractor upon contract execution. The frame is located in Orlando, Florida

4.

What is the approximate size, format, and weight of the sign?

The frame is for a 10-foot round, 3-foot high hanging sign. Per the ITB, the awarded contractor is responsible for producing a new double-sided graphic for this frame. The weight is standard for a sign of this type

5.

Graphics

a. Graphics must be customized in accordance with Commerce’s specifications and recommendations.

i. (2) 77.97”w X 134.11”h Finish Size, Dye-Sub Print on

Eclipse Blockout Stretch, Fce-2

– Front of Large Tower

ii. (1) 38.91”w X 134.11”h Finish Size, Sye-Sub Print on

Eclipse Blockout Stretch, Fce-2

– Small Tower

iii. (6) 39.06”w X 39.06”w Ceiling Infills with 3mm White

PVC

iv. (1) 165.35”w X 120”l

Finish Size, Dye-Sub Print on Eclipse Blockout Stretch, ¾”

White Velcro Zipper Top – Truss

v. (2) 12.06”w X 129.78”h Finish Size, Dye-Sub Print on

Eclipse Blockout Stretch, Fce-2

– Side of Towers

vi. (1) 72”w X 36”h, Backlit Dye-Sub Print – Front Counter

vii. (6) 38.91”w X 134.11”h Finish Size, Dye-Sub Print on

Eclipse Blockout Stretch, Fce-2

– Sides of Small and Large

Towers

viii. (4) 12.06”w X 129.78”h Finish Size, Dye-sub Print on

Eclipse Blockout Stretch, Fce-2

– Sides of Towers

ix. (1) 77.97”w X 134.11”h Finish Size, Dye-sub Print on

Eclipse Blockout Stretcg, Fce-2

x. (1) 3’w X 7’h Opaque

Graphic - Door

What FCE stands for?

FCE is an abbreviation for “face.”

The repetition in the graphic list is intentional, as the design for the 20x30 booth includes multiple towers requiring similar graphic panels. Please refer to the renderings for a visual representation

Can you please revise this graphic request as some seems like it is written down twice (i and ix, ii and vii

6.

Event Timing Concern Section C.3.D lists five tradeshow events, with the first occurring October 14–16, 2025.

Given the bid opening date of

September 9, 2025, there appears to be insufficient time to complete exhibit production, graphic printing, shipping, and show paperwork (e.g., electrical, flooring, rigging deadlines).

• Is the October 2025 event included in this solicitation scope, or may vendors bid only on the January–September 2026 events (four total)?

Bids must include the National Business Aviation Association (NBAA) event scheduled for October 2025. The Department acknowledges the timeline is compressed. To ensure timely delivery, the necessary graphic designs have been approved and are ready for printing upon contract award

7.

Booth Size Clarification The solicitation does not specify booth dimensions for each event, and the respective show websites are currently incomplete.

• Can you please provide the booth size and number for each of the five listed events?

The booth configuration required for each event is as follows:

NBAA – 20x20 island CES – 20x20 island MRO Americas – 20x20 island SelectUSA – 20x30 island IMTS – 20x20 in-line booth

8.

Design Assignment Per Event The solicitation requests three exhibit designs:

A: 20x20

B: 20x20 Inline C: 20x30

• Could you clarify which design will be used at each specific event

Please see the answer to Question 7. The ITB sections referenced for each event provide the detailed specifications for the required design.

9.

Commerce-Owned Hanging Sign. The solicitation references a Commerce-owned hanging sign.

• Will this hardware be shipped to the selected exhibit provider for graphic fit, finish, and pre-set?

The Department will provide the hanging sign frame. Per Section C.3.A.3.iv of the ITB, the awarded contractor is responsible for producing the new double-sided graphic for the sign. The awarded contractor shall be responsible for storing the frame and graphic and shipping them to each event

10.

Show Services Payment Responsibility Services such as electrical, labor, material handling, and rigging are typically paid directly to show management by the exhibiting company, unless a third-party credit card is on file.

• Will the Division of Economic Development provide a credit card for these charges, or is the exhibit provider expected to cover these costs? If the latter, to accurately estimate material handling fees, will a detailed list of items being shipped by the Division to each show— including dimensions, weight, and quantity—be provided?

Exhibitor company will put their credit card on file and pay for all the show expenses.

Weight will be according to exhibit frames, graphics, furniture, collateral racks, TV, hanging sign. Very rarely we send a banker box with the exhibitor, but that’s extremely rare.

11.

Exhibit Hardware and Graphics Scope

The solicitation references exhibit hardware and graphics, but it’s unclear whether this is a hardware rental arrangement and a purchase for use across all shows.

Can you please clarify

The exhibit hardware is to be Rented whether the exhibit hardware is being rented or purchased?

12.

Budget & Procurement

● What is the anticipated budget range for this contract?

● Is lowest cost the sole evaluation factor, or will Florida

Commerce also weigh value-added creative/strategic support?

● Will Florida Commerce cover show service/activation fees or should vendors build those into pricing?

Please refer to the link provided below to view previous Solicitations similar in nature. MyFloridaMarket Place Vendor Information Portal.

The lowest bidder wins.

Vacuum and electric work should be included in the price as well as material handling.

13.

History & Reason for RFP

● Who has provided tradeshow booth services for Florida Commerce in the past?

● What has worked well previously, and what challenges or goals prompted this new

RFP?

● Has Florida Commerce conducted any post-show evaluations (ROI, lead capture, engagement data) that will guide this contract?

See examples from questions number 1.

What’s requested in the bid is what has worked in the past.

No.

https://vendor.myfloridamarketplace.com/search/bids

● How will Florida Commerce measure success at these events (leads, partnerships, media coverage, booth traffic)?

14.

Creative & Brand Assets

● Will Florida Commerce provide brand guidelines and assets (logos, templates, color palettes), or should the vendor develop these?

● Are existing booth design files available for reuse, or is the vendor starting from scratch?

● To what extent does Florida Commerce want the vendor to drive creative development versus executing provided creative?

Our graphic designer will provide all the graphics and logos needed for the booth.

The company only needs to print the graphic layout that Commerce will provide.

No creative development, just execute what’s provided.

15.

Booth Fabrication & Event Presence

● Does Florida Commerce prefer modular booth elements that can be reconfigured for different shows?

● Is there interest in interactive elements (touchscreens, VR/AR demos, live showcases, gamification)?

● Beyond structure, does

Florida Commerce want the vendor to propose giveaways, merchandise, or sponsorship activations?

We usually use the same frames for all shows and just change the graphic.

● Should the vendor consider hospitality features (meeting rooms, receptions, private areas) in the booth footprint?

● Does Florida Commerce want standard booth designs for consistency, or are they interested in pushing boundaries with more unexpected/“crazy” creative concepts? (How big & bold & disruptive do we want to go?)

● Does Florida Commerce want to create PR moments or stunts around these booths (press briefings, ribbon-cuttings, influencer walkthroughs, etc.)?

● Are there expectations for social media amplification tied to booth experiences?

Standard booth designs.