NVGAG Decorator RFI FINAL2.doc

REQUEST FOR INFORMATION (RFI)

National Veteran Golden Age Games (NVGAG) Decorator/Electrical

The Department of Veterans Affairs (VA) is issuing this RFI in accordance with FAR 15.201(e). The agency does not intend to award a contract but rather gather information on capability, delivery, and other market information pertinent for acquisition planning. The result of this market research will contribute to determining the method of procurement and identify parties having an interest in and the resources to support this requirement for the following:

1.0 Description

1.1 The National Veteran Golden Age Games (NVGAG) is the premier senior adaptive rehabilitation program in the United States, and the only national multi-event sports and recreational seniors’ competition program designed to improve the quality of life for all older Veterans, including those with a wide range of abilities and disabilities. The NVGAG is one of the most progressive and adaptive rehabilitative senior sports programs in the world. The Games serve as a qualifying event for competition in the National Senior Games in a number of competitive events.

The Contractor shall provide all labor, decorating and electrical needs at the Calvin L. Rampton Salt Palace Convention Center in Salt Lake City, Utah required for hosting the 38th National Veterans Golden Age Games (Client). This will include: pipe and draping, exposition booths and maps and signage, event schedule displays, table linens, electrical needs, signage and all associated labor. Contractor will also assist with labor on preexisting event decorations owned by the Client. The Salt Palace Convention Center is located at 100 S West Temple, Salt Lake City, UT 84101.

1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes as part of Market Research– it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, VA is not at this time seeking proposals and will not accept unsolicited proposals. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the SAM.gov website. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement.

1.3 Previous efforts of this nature used the NAICS code 561920 –Convention and Trade Show Organizers; Please indicate your company size and socio-economic status under the NAICS submitted.

2.0 Background

The Contractor shall provide all labor, decorating and electrical needs at the Calvin L. Rampton Salt Palace Convention Center in Salt Lake City, Utah required for hosting the 38th National Veterans Golden Age Games (Client). This will include: pipe and draping, exposition booths and maps and signage, event schedule displays, table linens, electrical needs, signage and all associated labor. Contractor will also assist with labor on preexisting event decorations owned by the Client. The Salt Palace Convention Center is located at 100 S West Temple, Salt Lake City, UT 84101.

1. REFERENCES/CONTACTS

· www.veteransgoldenagegames.va.gov

· Main Contact/Contracting Officer Representative (COR)

Rashonna Avery, Acting Administrative Officer, National Veterans Golden Age Games

National Veterans Sports Programs & Special Events (10P4R)

U.S. Department of Veterans Affairs (919) 357-6830 (office)

· 2024 Complete Event Schedule – This document is subject to change. Final version will be provided to Contractor within five (5) business days post- contract award.

2. PLACE OF PERFORMANCE/ HOURS OF OPERATION

The location where Contractor will be required to provide work is:

Salt Palace Convention Center

100 S West Temple

Salt Lake City, UT 84101.

The Contractor’s on-site personnel will be required to wear proper identification always while working at the Salt Palace Convention Center. Client shall be required to comply with all security and personnel identification processes required by the Contractor.

3. PERIOD OF PERFORMANCE

Five (5) days post contract award through August 29, 2024. Contractor shall provide services during event day hour which is defined as below:

· MOVE-IN: Thursday, August 22, 2024 12:00PM –5:00PM

· MOVE-IN and SETUP (exhibitors): Friday, August 23, 2024 – 7:00 AM – 2:00PM

· EXHIBITOR MOVE-IN: Saturday, August 24, 2023 6:00AM-8:00AM

· EVENT OPENS: Saturday, August 24, 2024 8:00AM

· EVENT CLOSES: Saturday, August 24, 2024 2:00PM

· EXHIBITOR MOVE-OUT: Saturday, August 24, 2024 2:30PM

· ON- CALL as needed: August 25-29. 2024

· MOVE-OUT: Thursday, August 29, 2024 by 11:59PM

4. SPECIAL REQUIREMENTS

Contractor will be required to provide Event Designer services as outlined in the following Contracting Line Item Numbers (CLINs), to include all set-up and take down:

CLIN 001: PIPE AND DRAPE

· Provide pipe, drape and securement required for below needs:

CLIN 002: REGISTRATION BOOTHS

Contractor must provide five (5) registration booths, within allotted space of the Salt Palace Lower Mezzanine Area, for registered NVGAG athletes and coaches/support staff to pick-up their registration packets. Booths will be needed from August 23-August 24 Each registration booth must have custom NVGAG logo, provided below, printed on it. Stanchions should also be provided by Contractor to separate lines between each of the groupings, requiring a total of ten (10) stanchions. No stanchions are needed on the outer side of Booth 1 or Booth 5, to allow for clear exiting. A large banner or sign titled “REGISTRATION” is also required to completely cover the background of all 5 registration booths.

Registration booths will be labeled as followed:

· Booth 1: Registration Event Questions (NVGAG Team/Salesforce)

· Booth 2: A-C, D-F

· Booth 3: G-J, K-M

· Booth 4: N-Q, R-T

· Booth 5: U-Z, Coaches & Support Staff

A sample design of the registration booth set-up is as follows: A sample design of the registration booth set-up is as follows: make the background blue with white banner logo, circle logo in middle, letters in white background with blue letters. Wheelchair accessible height for booths.

CLIN 003: HEALTH AND WELLNESS BOOTH PACKAGE

The Contractor will provide the following for the Health and Wellness Expo on August 24, 2024.

Setup will begin August 23, 2024.

•8’ high back wall (2 color max scheme)

•3’ high side drape (1 color max scheme)

•6’ x 30” H draped table (uniform in color)

•(2) Limerick side chairs

•(1) wastebasket

•7” x 44” one-line booth ID sign*

One (1) 30’x30’ booth will consist of:

•8’ high back wall (2 color max scheme)

•3’ high side drape (1 color max scheme)

•7” x 44” one-line booth ID sign* 8/23-8/24

Setup will begin (8/23)

Please see sample picture pull from website as of preferred setup area for Health and Wellness Expo booths.

CLIN 004: EXPO LAYOUT/MAP/SIGNAGE

Provide exhibitor booth vendor name signs for the Health & Wellness Expo to be held on Saturday, August 24, 2024. All expo booths and signage will be needed from 8/23-8/24 inside of Exhibit Hall 1.

Provide Health & Wellness Expo aisle banners, hung from the ceiling for best visibility of the senior population. The aisle banners will run from “Aisle 75” through the appropriate number of aisles necessary according to the final CAD layout, as approved by the Main Event COR. Aisle banners should be in full color and include the below provided NVGAG logo.

Provide expo layout within the designated space, inside of Exhibit Hall 1 for most spacious and wheelchair accessible flow and use of space. Design an Expo Guide Map for participants and guests to follow that includes:

· name listing of all mandatory registration and expo stations (A spreadsheet listing of all registration and expo stations, including booth set-up size and any specific set-up needs, will be provided by the Contractor within five (5) business days post-award.)

· Client-provided VA logo and national sponsor logos (VCS and others will be provided) below, and

· map must be in 8.5”x14” (legal-size) printable format, with map printed on the front of page, and name listing printed on the back of the page.

Client is responsible for the printing of the approved Expo Guide Map. A sample design of the Expo Guide Map is as follows:

CLIN 005: SCHEDULE OF EVENTS DISPLAYS

Provide two (2) 1 Meter x 3 Meter 2024 NVGAG Schedule of Events display stands in the following designated areas, from August 22 – August 29, 2024:

· one (1) in the Salt Palace registration Lower Mezzanine

· one (1) in the Salt Palace Exhibit Hall areas

Each display shall also consist of two (2) attached graphic displays at each end. A sample design of the Schedule of Events display is as follows:

CLIN 006: BALLOON DÉCOR

Contractor will provide movable balloon displays for the following events and locations. Sample images listed below.

Salt Lake City, UT 84122

Gallivan Center

239 S Main Street Salt Lake City, UT 84111

Also 2 balloon table center pieces. By your design that would go well with award ceremony theme.

8/26-8/29

· Seven (7) Patriotic Pillars for Airport, Parade of Athletes

· Four (4) Patriotic Pillars with poles ~ no arch.

· Balloon arch entrance for Health and Wellness Expo

· One (1) Selfie balloon design. That will state the year and will add NVGAG logo on star and Salt Lake City below.

· Closing Ceremonies Balloon Design at Gavillian Center

CLIN 007: CARPET AND FLOOR GRAPHICS

Contractor will provide forty (40) 6ft and thirty (30) 3ft wide carpet and floor decals of the NVGAG circular logo to assist with wayfinding throughout the convention center and conjoined hotel.

CLIN 008: METER BOARDS: double sided 1/2M X 87" Qty: 6

Contractor will provide signage that will be placed in the Salt Palace as well as in the different hotels near the transportation pickup areas.

CLIN 009 –BANNERS

· Step and Repeat Banners: 10X12 Qty:12

Contractor will provide banners that will be used for photo opportunities for participants and placed throughout Salt Palace and used externally to the facility for the different sport events. Graphics will be provided.

· Welcome Banner Qty: 6

Contractor will create a welcome banner that will be placed in each hotel and convention center. The specific sizes will be provided and locations will be determined.

· Economy Retractable Fabric Banner Display - 31-1/2" Qty: 4

Contractor will provided a retractable fabric banner display that will be throughout the event area in the Salt Palace. Design images will be provided.

CLIN 010 – GIANT NVGAG POSTER – Qty 2 – size to TBD

Contractor will design a large poster with NVGAG logo and will allow for participants to write on poster throughout the week utilizing a marker. Signing their name, well wishes..etc.

CLIN 011 – ELECTRICAL NEEDS

Contractor will ensure that electrical needs are met during the period of performance of the NVGAG Event. Detailed electrical needs are listed below.

Building Access in below listed locations:

Thursday, August 22, 2024 - 7am – 11:59pm

Friday, August 23, 2024 – 5am – 11:59pm

Saturday, August 24 – Thursday, August 29, 2024 – 5am – 11:59pm

Contract Space and Electrical Needs

Outlet up to 5 amp or 500 watt or if feasible combining several 5AMP/500Watt. drops into a single 20AMP/2000Watt drop.

Lower Mezzanine – Registration Check-In, Athlete Village/Dominoes

All outlets available in that area for registration

Contractor will provide all labor necessary for setting up and breaking down/packing up all above-mentioned deliverables.

5. Type of Contract: The Government anticipates to award of a Firm Fixed-Price contract for this service.

6. General Requirements

a. The Contractor agrees to procure and maintain insurance, while the contract is in effect, Workers Compensation and Employee’s Public Liability Insurance in accordance with Federal and State laws.

b. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract.

c. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract.

d. The Contracting Officer Representative (COR) shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) days’ notice to the Contracting Officer.

e. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, and along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.

f. All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

7. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means that the work complies with the requirement of the contract.

8. Formal Acceptance or Rejection of Deliverables: The Government will conduct quality reviews within five days of each deliverable and provide feedback/comments to the Contractor. The Contractor shall have five business days to incorporate feedback/comments and make appropriate revisions. The Contractor shall provide the revised version of each deliverable within two days to the Contracting Officer’s Representative (COR). The COR will review and determine final acceptance by the Government. The COR will notify the contractor of final acceptance within five business days.

9. Changes to the PWS - Any changes to this PWS shall be authorized and approved only through written correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. Contractor Reporting Requirements

a. Contractor will report ALL incidents / injuries to the Events Operational Center (i.e.- Command Center) as soon as possible.

b. Contractor will report to the Command Center if event schedule is expected to be impacted in any manner.

11. Travel – Travel and per diem cost reimbursement is not applicable to this contract, any travel associated costs to support this contract will be the Contractor’s responsibility.

12. Government Furnished Equipment /Support

a. The Government will provide loading / unloading venue access and forklift equipment at no cost to the Contractor.

13. Contracted Personnel Requirements

a. The Contractor shall provide an on-call Point of Contact who will responsible for troubleshooting issues during the event scheduled time and set up / breakdown. The name of this person will be designated in writing to the Contracting Officer in the offer submission along with a resume describing experience with similar events. The Point of Contact will be on-site at the convention center during event hours.

b. The Contractor shall not employ persons for work on this contract if such employee is identified to the contractor as a potential threat to the health, safety, security, general wellbeing or operational mission of the installation and its population.

c. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service engineers shall be dressed to present a clean, neat appearance at all times when performing under this contract.

d. Contractor personnel shall smoke only in designated areas.

e. Contractor personnel must be able to communicate in English.

f. Contractor will provide replacement point of contact in the event there is an employee call out.

14. Security Requirements - The Contractor must wear badges bearing the Contractor’s company name, identification picture and name of the individual employee in English during performance of services under this contract.

The C&A requirements do not apply, a Security Accreditation Package is not required.

15. Fees/Costs

a. Contractor shall be responsible for variations in employee hourly pay resulting from shift or weekend differential and possible overtime, as well as administrative and overhead expenses.

b. The Government will not pay a different rate in the event of individual employee overtime.

c. The Contractor assumes full responsibility for any parking or other moving violations. The VA Medical Center will not invalidate or make reimbursement for parking or other moving violations of the contractor’s personnel under any circumstances. This includes additional security or permitting. No additional costs to the government will be allowed.

END OF PERFORMANCE WORK STATEMENT

3.0 Requested Information

Provide the following information in a White Paper format.

(A) Provide Company Information:

Company Name

CAGE/DUNS or UEI Number under which the company is registered in SAM/VetBiz.gov

Company Address

Point of contact name

Telephone number

Email address

For Service-Disabled Veteran Owned Small Business (SDVOSB)/Veteran Owned Small Business (VOSB) concerns, indicate whether at least 50 percent of the cost of performance incurred is planned to be expended for employees of your concern or employees of other eligible SDVOSB/VOSB concerns.

2) Brief summary describing your company’s available solution (business and technical) to meet the requirements, to include:

3) Number of Clients supported.

4) What are your company’s processes to satisfy the requirements for adherence to schedule, agility, flexibility, responsiveness, scalability and reliability, service quality and consistency, and continuous improvement?

4.0 Responses

THERE IS NO SOLICITATION AT THIS TIME. This request for capabilities information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Your responses may be shared with all stakeholders, thus the information received will not be considered proprietary.

If your organization has the potential capacity to perform these contract services, please provide the following information:

4.1 Interested parties are requested to respond to this RFI

4.2 Responses are due no later than November 28, 2023 at 3PM ET. Responses shall be limited to 10 pages submitted via e-mail only to Jaime.Belletto1@va.gov The page limit will not count against the information contained in the spreadsheet Enclosure (1). Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned.

Cover Sheet – 1 page

Please provide the following information:

1. Organization name, address, and web site.

2. Point of contact to include e-mail address and telephone number.

3. Business size (large or small). If small, please provide type of small business.

4. North American Industry Classification System (NAICS) that best fits these task areas.

5. If applicable, GSA contract number, schedule, and SIN category.

Index – 1 page

Please provide an index to assist the Government in identifying where you have addressed each question below in your Capabilities Statement and Market Information. Please provide question number and corresponding page and section heading and/or paragraph number.

4.3. Section 1 of the white paper shall provide administrative information, and shall include the following as a minimum:

4.3.1. Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact.

4.3.2. Recommended contracting strategy.

4.3.3. Either 1) copies of executed non-disclosure agreements (NDAs) with the contractors supporting VHA in technical evaluations or 2) a statement that the respondee will not allow the Government to release its proprietary data to the Government support contractor. In the absence of either of the foregoing, the Government will assume that the respondee does NOT agree to the release of its submission to Government support contractors.

4.3.4. Business type (large business, small business, small-disadvantaged business, 8(a)-certified small-disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code NAICS code 561920 –Convention and Trade Show Organizers. “Small business concern” means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than ____[fill-in]____ million dollars in annual receipts. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52. Respondees are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.arnet.gov.