Attachment J-7 LOC Booth Sample Order - SOW.docx

11/25/2025

ATTACHMENT J-7 SAMPLE ORDER SOW

This SOW is provided for evaluation purposes only. An order will not be issued from this SOW.

SECTION C

C.1. BACKGROUND

The following information is provided for the provision of the prices proposed by the Contractor in Attachment J-8 for evaluation purposes only.

Contractor shall transport the Library’s traveling exhibition booth from the Contractor’s Storage Facility to the American Library Association Conference as described below and provide the services described below.

C.2. SCOPE

Contractor shall manage, transport, set up, and dismantle the Library of Congress exhibit booth (“Booth”) for the 2025 ALA Conference (“Conference”), located at the Philadelphia Convention Center in Philadelphia, PA, from June 26-30, 2025.

C.3. REQUIREMENTS

C.3.1 Booth Deployment and Dismantling The Contractor must provide a fully assembled 30’ x 40’ booth to the exhibit booth COR no later than 9:00 AM EST Friday, June 27, 2025, the opening day of the exhibit. Setup for the exhibits begins on Wednesday, June 25, 2025. The exhibits will be open Friday evening, June 27, 2025 through Monday afternoon, June 30, 2025. The removal of exhibits begins Monday afternoon, June 30, 2025.

C.3.1.1 The Contractor shall prepare and pack all Booth components listed as Government Furnished Property in Section C.5 roundtrip from the Contractor’s storage facility, via the Library’s Cabin Branch Annex in Hyattsville, MD to the Conference site. This includes set-up, dismantling, and roundtrip transport of the structure back to the Contractor-provided storage location.

C.3.1.2 The Contractor shall provide all arrangements for the coordination of pick-up, delivery and return of the separate Library of Congress equipment and materials, listed as Government Furnished Property in Section C.5, which shall be transported in the same manner as the Booth structure, round trip between the Library’s Cabin Branch Annex in Hyattsville, MD and the Conference site.

C.3.1.3 Given the importance of the Booth, Library materials, and equipment, all items shall be transported using the safest most-direct manner possible, limiting item transfers between vehicles and warehouses wherever possible.

C.3.2 Booth Services The Contractor shall:

C.3.2.1 Install and remove Booth components, which includes drayage for Booth components and Library materials, electric service and labor, lighting installation, miscellaneous installation and packing materials, internet connection, carpet, vacuuming, audio/visual labor, furniture, carpet, space definition, and the venue’s required associated costs as specified in the ALA Exhibit/Show Manual. The Contractor must directly supervise all on-site subcontracted work.

C.3.2.2 Provide on-site supervision, and project management to execute a successful deployment, including transporting Booth components and accompanying Library of Congress equipment and materials.

C.3.2.3 The Contractor shall review the ALA Exhibit/Show Manual for official guidelines for Exhibitor Appointed Contractors (ALA event-specific website) and comply with all requirements as stated. The Contractor shall confirm compliance with the Contracting Officer’s Representative (COR).

C.3.2.4 The Contractor must be knowledgeable with local code regulations for installing the exhibit booth and must perform in compliance.

C.3.2.5 The Contractor must order the following services to successfully support a 30’ x 40’ booth and remain in compliance with early conference registration for advanced order discounts:

a) Material handling;

b) Electrical Services and labor;

c) Installation and dismantle labor;

d) Internet connections for 15 simultaneous wireless users (coordinate with the COR and Library’s IT representatives);

e) Furniture to include four (4) benches for audience seating, two (2) 4-foot round tables, and six (6) chairs without arms;

f) Cleaning (vacuum carpet) one time prior to show start; and

g) Hanging overhead sign.

C.3.3 Design and Project Management At least thirty (30) days prior to the start of the Conference, the Contractor must:

a) Complete the venue-required space plan and provide construction details and drawings;

b) Prepare components of the booth for transportation;

c) Order material(s);

d) Arrange freight for booth and accompanying Library of Congress materials and equipment; and

e) Provide set-up details, detailed assembly drawings, electrical plan, internet plan, furniture plan and packing list.

The final event plan shall be provided to the COR in an electronic format. Upon approval of final plan, Contractor shall order goods and services.

C.4 Meetings Contractor shall:

a) Participate in a virtual kick-off meeting within five (5) days of the order start date. Key personnel must attend.

b) As requested by the COR, participate in virtual meetings with the Library Team (staff and contractors) at least monthly, and more often, as deemed necessary by the Contractor or the Library.

c) Participate in a debrief meeting upon completion of all tasks in the order. Contractor’s key personnel shall attend.

C.5 Government Furnished Property The Library will be deploying the Booth described in Attachment J-3. The Contractor shall deliver the following Government Furnished Property from the Contractor-provided storage:

a) Aluvision Frame structure:

i. Columns;

ii. Overhead Arches;

iii. Storage Closet with Door;

iv. Wrap around logo banner;

v. Computer stations;

vi. SEG fabric graphics;

vii. HP vinyl graphics;

viii. Ceiling and wall trough with LED lighting.

b) Selfie screen graphic with 6” thick dimensional “Library” letters;

c) One (1) 15’ w x 4’ h hanging Banner:

d) Four (4) touchscreen kiosk stands (not including actual touchscreen machines);

e) One (1) giveaway counter with 3” thick dimensional logo letters;

f) One (1) presentation stage with LED edge lighting;

g) One (1) podium for presentations;

h) One (1) facsimile counter with LED lighting;

i) One (1) counter-height table and four (4) counter height chairs;

j) One (1) 30’ x 40’ 50oz carpet with 1”thick padding;

k) Eight (8) speakers and speaker wire with case;

l) One (1) 84” LCD television with custom case; and

m) Corresponding crates for Booth components.

The Contractor shall pick up the following Government Furnished Property from the Library’s Cabin Branch Annex:

a) Seven rolling technology equipment cases

b) Two skids of boxed and shrink wrapped Library materials

c) Shipping weight is approximately 1,500 pounds

C.6 SCHEDULE OF EVENTS/DELIVERABLES

C.6.1 Delivery Schedule