6923G526Q0032 A00002 QA.pdf

6923G526Q0032 A00002 - Exhibi on Booth Services Ques ons and Answers

# Ques on Answer

1 Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

The incumbent is Skyline Displays, LLC. Contract # 6923G521P0064.

2 We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

The incumbent is Skyline Displays, LLC. Contract # 6923G521P0064.

3 Does the contents of the crates include signage, tables and chairs, blue carpet, monitors, and media players?

Signage to be hung, standalone signs as part of the exhibit, a white 4’ table, and 4 white chairs are included in the crate. The contractor will be required to procure 2 30” white round high-top tables, 6 white bar stools with backs, classic blue carpet and ½” pad, a 42” monitor, a 50” monitor, and 2 media players as described in the PWS.

4 Does GLS assume the setup crew will remain within range of the event for on-call service throughout the week or will crew only be needed for setup and breakdown?

The crew's presence is limited to the setup and breakdown periods. However, the vendor's Point of Contact (POC) is expected to remain accessible to address calls or inquiries should any issues arise.

5 Does GLS or CO have reports and checklists required for deliverables available for use or will the Contractor need to develop these forms?

The contractor will be required to develop the forms.

6 Have move-in/out days been shared?

Move in is typically the weekend preceding the event through 5:00 PM the day the show starts.

Move out is typically the evening the show ends and the next day. For 2026, move in dates are April 11-13, 2026 and move out dates are April 16-17, 2026. Future dates have not yet been published.

7 Can you confirm the exact booth footprint (dimensions and height allowances) at Seatrade?

The exhibit booth necessitates a 20 x 20 foot island configuraƟon. The esƟmated maximum display height is 10 feet.

8 Is the intent for this to be a fully turnkey engagement — including design, fabrication, graphics production, shipping, installation/dismantle, and on-site management — or will certain elements be handled internally?

No - this is a support services contract for an exhibit booth that already exists. The awarded vendor will be responsible for all tasks idenƟfied in the PWS.

9 Are there activation components anticipated (interactive elements, AV integration, staffing coordination, etc.), or is this primarily a branded exhibit structure?

This is a support services contract for an exhibit booth that already exists. The awarded vendor will be responsible for all tasks idenƟfied in the

PWS.

10 Are there any union labor requirements, preferred vendors, or specific Miami Beach Convention Center regulations we should account for?

Official contractors must be used for electrical, drayage, rigging, and booth cleaning.

AddiƟonally, the local Union claims jurisdicƟon over the erecƟon, dismantling, repair and building of all exhibits. If using a service contractor other than Expo ConvenƟon Contractors, Inc., the service contractor must use the local Union labor either through their own contract or direct hire through Expo ConvenƟon Contractors.

11 Has a target budget range been established for this project?

The government cannot provide insight into its internal pricing esƟmates. Vendors shall submit a fair and reasonable price in accordance with their technical approach.

12 What is the anticipated design approval timeline to ensure readiness for show move-in?

There is no design associated with this contract.

The Government owns an exhibit booth and is contracƟng for storage and support services.

13 Will the Seatrade Cruise Global event remain at the Miami Beach Convention Center for Option Years 1 and 2, or should contractors anticipate potential alternate locations?

If alternate locations are possible, what maximum distance or geographic range should contractors use when estimating transportation and logistics costs?

Historically, this show has been hosted at the Miami Beach ConvenƟon Center, and it is anƟcipated to remain there for the opƟon years. However, should the venue become unavailable (e.g., due to construcƟon) or if larger events render the logisƟcs of hosƟng a trade show in Miami unfeasible (e.g., Formula 1 races), an alternate venue has been uƟlized.

That alternate venue has consistently been the Broward County ConvenƟon Center in Ft.

Lauderdale.

14 Should the proposal include anticipated exhibitor service costs (electrical, A/V, carpet, furnishings, union labor, cleaning, drayage, etc.), or will these be reimbursed at actual cost by the Government?

This requirement is being solicited as a Firm- Fixed-Price (FFP) effort. As such, offerors shall include all anƟcipated costs necessary to perform the Performance Work Statement within their proposed pricing.

If these costs must be included, does the Government have historical service orders or pricing from prior years to guide accurate estimating?

Will a revised or expanded pricing sheet with CLIN descriptions and instructions be issued?

The Government does not have historical service orders or prior pricing available to provide for esƟmaƟng purposes.

No revised or expanded pricing sheet is anƟcipated. Offerors should prepare their pricing based on the solicitaƟon as issued and in accordance with the CLIN structure provided.

15 Should contractors assume union labor for all installation and dismantling activities, or only for electrical and hanging sign services as noted in the

PWS?

Official contractors must be used for electrical, drayage, rigging, and booth cleaning.

AddiƟonally, the local Union claims jurisdicƟon over the erecƟon, dismantling, repair and building of all exhibits. If using a service contractor other than Expo ConvenƟon Contractors, Inc., the service contractor must use the local Union labor either through their own contract or direct hire through Expo ConvenƟon Contractors.

16 Does the Government have historical labor hours required for booth assembly, rigging of the hanging sign, and installation of the internal conference room?

The Government does not maintain historical labor hours for booth assembly, rigging of the hanging sign, or installaƟon of the internal conference room. Offerors are expected to propose labor hours based on their professional experience and knowledge to meet the Performance Work Statement (PWS) requirements.

17 Should contractors assume the same booth configuration as shown in the exhibit photos, or is layout subject to change?

Yes, assume the same configuraƟon for each year as shown in the exhibit photos.

18 Will a layout design be provided? A layout design will not be provided, but GLS can provide input to the contractor to design one.

19 Should material handling/drayage fees at the venue be included in the proposal pricing, or treated as pass-through reimbursable costs?

Material handling/drayage fees should be included in the proposal pricing.

20 What level of climate control is required (temperature, humidity, pest control)?

Storage facility climate control requirements are not specified, except as to maintain the booth in opƟmal condiƟon for the subsequent exhibiƟon. The Contractor is responsible for safeguarding and protecƟng all Government property entrusted to their care during storage, transit, and deployment, in accordance with the PWS.

21 Are there specific security requirements for the storage facility?

Storage facility security requirements are not specified, except as to maintain the booth in opƟmal condiƟon for the subsequent exhibiƟon. The Contractor is responsible for safeguarding and protecƟng all Government property entrusted to their care during storage, transit, and deployment, in accordance with the PWS.

22 Is storage required to remain in Florida, or may the exhibit be stored in another state provided requirements are met?

The Government does not require that storage remain in Florida. Offerors may store the exhibit in another state, provided all PWS requirements, including delivery and readiness for use, are met.

23 Are Government templates available for the pre-show checklist, inspection reports, and inventory updates? If templates are not available, may the contractor submit proposed templates after award for approval?

No, the Government does not have templates.

The awarded offeror shall submit proposed templates aŌer award.

24 Should the proposal include hourly labor rates for potential repairs or updates that may be authorized during the contract?

The proposal does not need to include hourly labor rates for potenƟal repairs or updates. The NTE (Not-to-Exceed) CLIN for repairs and updates, as reflected in the pricing sheet, is intended to cover any such work authorized in wriƟng by the GLS ContracƟng Officer.

Consistent with the PWS, the Contractor shall provide a wriƩen cost esƟmate and schedule for review and approval prior to commencing any repair or update work.

25 Should a materials/parts markup percentage be included?

All materials, parts, and associated costs for authorized repairs or updates are covered under the NTE CLIN. Offerors shall provide cost esƟmates for approval prior to performing any work, as required by the PWS.

26 Should contractors assume monthly project management reviews will be conducted virtually unless otherwise directed?

Yes, they will be conducted virtually.

27 Are written PMR reports required, or only participation in the meeting?

No, only meeƟng parƟcipaƟon is required.

28 Will the Government coordinate the release of the exhibit from the current storage location at 1021 Crews Commerce Dr., Orlando, FL?

Are there any special handling requirements the current storage provider has communicated?

GLS will coordinate release of the exhibit with the current contractor and new contractor.

No special handling requirements have been communicated to the Government.

29 Does the Government have prior condition reports, booth assembly diagrams, exhibitor manuals, or other technical documents that will be provided after award?

No.

30 Can the Government confirm anticipated dates for the 2026, 2027, and 2028 Seatrade Cruise Global events for planning purposes?

Seatrade Cruise Global 2026 will be held April 13-16, 2026. The Government is not aware of dates for 2027 and 2028. The exhibiƟon has historically occurred between late March and mid-April.

31 Are there any additional instructions, attachments, or reference documents that should be reviewed to ensure a fully compliant proposal?

No addiƟonal instrucƟons, aƩachments, or reference documents are required. Offerors should prepare their proposals in accordance with the RFQ and the PWS requirements to ensure a fully compliant submission.

32 Who secures and pays for the booth space each year, client or contractor?

The Government secures and pays for the booth space.

33 Has a booth space been secured yet for 2026? There are currently only (3) 20x20 spaces available per the show floorplan.

No, it has not been secured.

34 If the contract is awarded on 3/20/26, will the incoming contractor still be obligated to ship the booth to their facility for inspection and condition report prior to the exhibitor move-in advance warehouse deadline of 3/30/26?

The Contractor will be responsible for coordinaƟng pickup of the exhibit booth with the Government and incumbent and ensuring it is delivered and fully operaƟonal at the show scheduled for April 13–16, 2026. The Government does not require shipment to the Contractor’s facility for inspecƟon prior.

However, the Contractor remains responsible for ensuring the exhibit is properly inspected, prepared, and ready for use prior to the start of the event.

35 Does the client own/rent the carpet/pad? If renting, is the carpet classic or plush?

½” or 1” pad?

The carpet and pad will need to be rented.

Classic carpet and ½” pad are acceptable.

36 Does the client own/rent the AV items x2 monitors and media players (42” and 50”)

The contractor will be required to provide a 42” monitor, a 50” monitor, and 2 media players as described in the PWS. The Government does not currently own these items.

37 Does the client own/rent the table and chairs? If renting, what is the diameter of the tables, 30” or 42”?

The contractor will be required to provide 2 30” white round high-top tables and 6 white bar stools with backs as described in the PWS. The Government does not currently own these items.

38 Is the incumbent able to bid on this solicitation?

This solicitaƟon is set aside for small businesses. Offerors must meet the small business eligibility requirements to be considered for award.

39 6.0 Deliverables --“Updated inventory list following each deployment. – 5 business days after event.” Can you please clarify what is required here. Or is it upon return to storage where inventorying would be accessible.

Yes. The updated inventory list is required upon return of the exhibit to storage, when all items are accessible for verificaƟon. The inventory must be completed and submiƩed within 5 business days aŌer the event.

For Past Performance, must all references have been completed within the last three (3) years, or may contracts performed earlier be considered if they demonstrate highly relevant scope and complexity?

Past performance references must have been completed within the past three (3) years to be considered relevant and evaluated. Contracts completed earlier will not be evaluated, even if the scope and complexity are highly relevant.

Offerors lacking relevant past performance within this period will be assigned a Neutral raƟng, as defined in the solicitaƟon

Will the Government consider experience of key personnel if the referenced work was performed under a different company name or organizational structure?

No. The solicitaƟon does not require submission of key personnel informaƟon. Past performance will be evaluated based on the offerors experience.

May the Offeror submit past performance references from subcontractors that will perform significant portions of the work?

Yes. Offerors may submit past performance references for subcontractors that will perform significant porƟons of the work, in addiƟon to references for the prime contractor.

If an Offeror lacks relevant past performance within the three-year window, will a Neutral rating be assigned, or will this result in an Unacceptable rating?

If an Offeror lacks relevant past performance within the past three years, a Neutral raƟng will be assigned.

How will the Government determine “similar size and complexity” for evaluation purposes (e.g., booth square footage, budget size, multi-show support, federal vs. commercial)?

The Government will evaluate “similar size and complexity” based on the scope, scale, and type of work performed under the past performance reference relaƟve to the requirements of the PWS.

Is the Government-owned booth currently in storage? If so, where is it

Yes, review aƩachment A_Performance Work Statement for details.

located and what are the approximate dimensions and components?

Will the contractor be responsible for refurbishment, redesign, or structural modifications to the existing booth during the contract term?

No. The Contractor is not responsible for refurbishment, redesign, or structural modificaƟons to the exisƟng exhibit booth during the contract term. The Contractor’s responsibiliƟes are limited to repairs or updates as authorized in wriƟng by the GLS ContracƟng Officer and in accordance with the original design and quality standards specified in the

PWS

How many trade shows are anticipated per contract year beyond Seatrade Cruise Global Conference?

No addiƟonal trade shows are anƟcipated under the contract.

Are there estimated square footage or configuration requirements for each event?

The exhibit booth necessitates a 20 x 20 foot island configuraƟon. The same configuraƟon will be used each year.

Will the Government provide booth graphics and branding assets, or is graphic production included in the scope?

The Contractor’s responsibiliƟes include handling, installaƟon, maintenance, and authorized repairs or updates of the exhibit, graphic producƟon is not included in the scope.

Are there specific storage facility requirements (climate control, security level, geographic proximity)?

Storage facility requirements are not specified, except as to maintain the booth in opƟmal condiƟon for the subsequent exhibiƟon. The Contractor is responsible for safeguarding and protecƟng all Government property entrusted to their care during storage, transit, and deployment, in accordance with the PWS. The Government does not require geographic proximity, provided all PWS requirements, including delivery and readiness for use, are met.

Is the contractor responsible for insurance coverage of the booth during storage and transit?

The Contractor is responsible for safeguarding and protecƟng all Government property entrusted to their care during storage, transit, and deployment, in accordance with the PWS.

Will the Government require inventory management reporting during storage periods?

Yes. The Contractor is responsible for maintaining inventory control during storage and for providing an updated inventory list following each deployment.

Is on-site labor expected to be union labor, and should associated labor rates be included in the Pricing Sheet?

The convenƟon center employs unionized laborers and union services that are required to be uƟlized.

This requirement is being solicited as a Firm- Fixed-Price (FFP) effort. As such, offerors shall include all anƟcipated costs necessary to perform the Performance Work Statement within their proposed pricing.

Should pricing assume one event per year unless otherwise specified?

Yes, no addiƟonal trade shows are anƟcipated under the contract.

Are travel costs to be included within the firm's fixed price, or will they be reimbursed separately?

Yes, this requirement is being solicited as a Firm-Fixed-Price (FFP) effort. As such, offerors shall include all anƟcipated costs necessary to perform the Performance Work Statement within their proposed pricing.

For option years, should pricing assume an identical scope to the base year?

Yes. Offerors should assume the same scope of work for each opƟon year as defined for the base year when submiƫng pricing.

Does the Government anticipate any changes in booth footprint or show participation during option years?

No.

Is there an incumbent contractor currently performing these services?

The incumbent is Skyline Displays, LLC. Contract # 6923G521P0064.

If so, can the Government provide the incumbent contract number and total contract value?

The incumbent is Skyline Displays, LLC. Contract # 6923G521P0064. The value was $219,047.97 which included design and build of the booth, and support services.

Can you provide the project budget?

The government cannot provide insight into its internal pricing esƟmates. Vendors shall submit a fair and reasonable price in accordance with their technical approach.

Are there any Government-furnished materials, assets, or equipment beyond the booth itself?

No.