BVA 190697780CK - Exhibit Booth Design and Creation Services.pdf

BVA 190697780CK Page 1 of 8

VIRGINIA COMMONWEALTH UNIVERSITY

BEST VALUE ACQUISITION (BVA)

#190697780CK

Issue Date: September 16, 2024

Title: Exhibit Booth Design and Creation Services

Issuing and Using Agency:

Direct Inquiries to:

Questions due by:

Proposal Due Date:

Proposal Delivery Addresses:

Virginia Commonwealth University (VCU)

Christopher C. Kersey, CPPB, CUPO ckersey2@vcu.edu

September 20, 2024

September 27, 2024

3:00 PM

Note: VCU reserves the right to reject proposals received after the stated due date & time.

ckersey2@vcu.edu.

A VASCUPP Member Institution

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I. DESCRIPTION OF SERVICES

A. Overview:

Massey Comprehensive Cancer Center (Massey) is seeking proposals from qualified exhibit booth planning companies to rent, transport, and manage a highly engaging and effective exhibit booth for three annual conferences. We require a modular booth that can be reconfigured to fit both 10x10 and

20x20 spaces.

Massey is one of 72 National Cancer Institute‐designated cancer centers and one of only two comprehensive cancer centers in Virginia. Massey is looking for a creative and experienced exhibit booth planning company to deliver a visually engaging and functional exhibit booth that aligns with our brand and objectives.

Massey’s branding and identity guidelines are available here.

This rental agreement is for the period up until June 20th, 2025, covering the following conferences:

1. SBM (Society of Behavioral Medicine) Dates: March 26‐29, 2025 Location: Hilton San Francisco Union Square, San Francisco, CA

2. AACR (American Association for Cancer Research) Dates: April 27‐30, 2025 Location: McCormick Place Convention Center, Chicago, IL

3. ASCO (American Society of Clinical Oncology) Dates: May 31 ‐ June 2, 2025 Location: McCormick Place Convention Center, Chicago, IL

B. Requirements:

1. Provide a visually appealing and modular exhibit booth for rental, which can be reconfigured for both 10x10 and 20x20 spaces.

2. Casual seating w/small table for 2‐3 people.

3. 40‐inch HD Monitor (either regular or interactive touch monitor). Monitor size can be dependent on the size/layout of the booth. Content for videos/interactive videos will be provided by Massey.

4. Reception counter for coffee/barista service.

5. Carpet (dark grey or other neutral color).

6. Ensure seamless logistics, including transportation, setup, and breakdown of the booth at each conference.

7. Maintain the integrity and functionality of the booth throughout the rental period.

C. Scope of Services:

1. Initial Consultation

a) Understand Massey’s brand, objectives, and requirements.

2. Booth Design and Rental

a) Provide design concepts for a rental booth that can be reconfigured.

b) Offer 3D renderings and visual representations of the rental booth.

3. Logistics and Setup

a) Handle transportation, setup, and breakdown of the booth at each event location.

https://www.masseycancercenter.org/-/media/massey-media/massey-identity/massey-comprehensive-logos-2023/massey-comprehensive-cc_identity-manual-web.ashx

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b) Ensure the booth is properly maintained throughout each event.

4. Delivery and Storage

a) It shall be the responsibility of the Contractor to make all arrangements for delivery, unloading, receiving and storing materials in the building during installation. VCU will not assume any responsibility for receiving these shipments. Contractor shall check with VCU and make necessary arrangements for security and storage space in the building during installation.

5. On‐Site Support

a) Provide on‐site support during each event, including booth training for Massey staff if needed.

6. Booth Dismantling and Removal

a) Manage the dismantling and removal of the booth after each trade show.

7. Post‐Event Evaluation

a) Assess booth performance and provide recommendations for future events.

8. Warranty

a) All materials and equipment shall be fully guaranteed against defects in material and workmanship for a period of 30 days. days following the date of delivery. Should any defect be noted by the owner, the Purchasing Office will notify the Contractor of such defect or non‐ conformance. Notification will state either (1) that the Contractor shall replace or correct, or (2) the owner does not require replacement or correction, but an equitable adjustment to the contract price will be negotiated. If the Contractor is required to correct or replace, it shall be at no cost to the Commonwealth and shall be subject to all provisions of this clause to the same extent as materials initially delivered. If the Contractor fails or refuses to replace or correct the deficiency, the purchasing agency may have the materials corrected or replaced with similar items and charge the Contractor the costs occasioned thereby or obtain an equitable adjustment in the contract price.

9. Timeline:

The project timeline is as follows:

1. Proposal Submission Deadline: September 27, 2024

2. Anticipated Vendor Selection and Award: October 13, 2024

3. Anticipated Initial Consultation: By October 16, 2024

4. Booth Fabrication: November 1, 2024 ‐ January 31, 2025

D. Locations

1. SBM Conference

a) Booth Move‐In and Setup: March 26, 2025 12‐2PM

b) SBM Conference Dates: March 26‐29, 2025

2. AACR Conference

a) Booth Move‐In and Setup:

1) Thursday, April 24, 2025 ‐ 12:00 p.m.‐5:00 p.m.

2) Friday, April 25, 2025 ‐ 8:00 a.m.‐5:00 p.m.

3) Saturday, April 26, 2025 ‐ 8:00 a.m.‐5:00 p.m

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b) AACR Conference Dates: April 27‐30, 2025

3. ASCO Conference

a) Booth Move‐In and Setup: May 28 ‐ May 30, 2025 (Exact dates & times TBD 02/01/25)

b) ASCO Conference Dates: May 31 ‐ June 2, 2025

c) Booth Dismantling and Removal: (Exact dates & times TBD 02/01/25)

4. Post‐Event Evaluation: By June 30, 2025

E. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

1. Creativity and Innovation of Design Concepts

2. Relevant Experience and References

3. Cost Effectiveness

4. Ability to Meet Project Timeline

5. Quality of Materials and Workmanship

6. Small, Women‐owned and Minority‐owned (SWaM) vendor consideration

II. SUBMISSION REQUIREMENTS

A. A written narrative statement to include:

1. Experience in providing the goods/services described herein.

2. Names, qualifications, and experience of personnel to be assigned to the project.

B. Specific method for providing the proposed goods/services as stated in the Description of Services including:

1. Company Profile and Experience

2. Portfolio of Past Projects

3. Proposed Booth Design Concepts

4. Detailed Cost Estimate

5. Work Schedule/Timeline – Include a work schedule/timeline indicating when the elements of the work will be completed and when deliverables will be provided. Deliverables and costs per deliverable will be based on the proposed costs in Attachment A. ‐ Pricing Schedule.

C. Submit proposal to email address designated on page one of this BVA document.

D. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities.

E. Virginia Commonwealth University (VCU) is a public institution of higher education and as such is subject to the Virginia Freedom of Information Act (VFOIA), §2.2‐3700, et seq. (Code of Virginia (Virginia Code). Therefore, all proposals and other documentation submitted by Firm may be subject to disclosure to third parties as required by FOIA and other applicable provisions of law. Pursuant to § 34 of the Rules Governing Procurement of Goods, Services, Insurance and Construction by a Public Institution of Higher Education of the Commonwealth (Governing Rules), Public inspection of certain records, VCU can withhold confidential information identified as proprietary, or as a trade secret, submitted by an Firm in connection with a procurement transaction only if, prior to or at the time of submission of such information, the Firm invokes the protections of § 34 of the Governing Rules , BVA 190697780CK Page 5 of 8 identifies the information to be protected, and states the reasons why protection is necessary. To this end, when submitting proposals containing such information, Firms must:

1. Clearly denote on the outside of the proposal that it contains proprietary information.

2. Include as the first section of the proposal a written notice that identifies by section and page number the information to be protected as well as specific reasons why protection is necessary.

3. Clearly denote by some distinct method, such as highlighting or underlining, the words, figures or paragraphs within the proposal identified in the written notice. Failure to follow these instructions shall result in Firm’s full proposal being subject to public disclosure.

4. PLEASE NOTE: Firm may not request that it’s entire proposal, or pricing, or fees or total proposal cost be treated as trade secrets, proprietary or confidential information. The classification of an entire Proposal document, or line item prices, or total Proposal prices as proprietary or trade secrets is not acceptable and, if Firm does not promptly agree to withdraw this classification following submission, shall result in rejection and return of Proposal.

5. This section shall apply to all documents submitted by Firm throughout the duration of any negotiations, contracts, renewals, and extensions resulting from this solicitation.

F. Overview

1. State the Firm’s legal entity name and headquarters address.

2. Provide Firm’s W9 or at minimum tax identification number (TIN)

3. Provide the name, title, address, telephone number, and email of the individual who will act as the Firm’s designated representative for purposes of this BVA.

G. Proposed prices as requested below:

1. SEE ATTACHMENT A: PRICING SCHEDULE.

H. References: Provide a list of at least three (3) references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number and email address.

I. State if your Firm is a Virginia Department of Small Business and Supplier Diversity (DSBSD) certified Small, Woman, and/or Minority‐Owned Business (SWAM). Firms that are not certified SWAM businesses should provide information regarding your plans to utilize Virginia DSBSD certified Small, Woman, and/or Minority‐Owned Businesses in the Firm’s performance of the resulting contract, if applicable.

III. EVALUATION AND AWARD CRITERIA

A. Proposals will be evaluated based upon the overall merits/value of the proposal including, but not limited to, price and the Firm’s status as a Virginia certified SWAM Business or the Firm’s plans to utilize Virginia DSBSD certified SWAM Businesses in the Firm’s performance of the contract. Overall value will be judged based upon the information provided in the Firm’s proposal in response to the applicable submission requirements of this solicitation. Selection shall be made of one or more Firms deemed to be fully qualified and best suited among those submitting proposals. VCU reserves the right to conduct negotiations with one or more firms. VCU may also award a contract(s) without conducting negotiations. Therefore, Firms are strongly encouraged to submit a comprehensive proposal fully addressing all applicable submission requirements. Failure to do so may result in the elimination of your proposal from consideration by VCU. VCU shall award the contract(s) to the Firm(s) whose proposal reflects the best overall value to VCU. VCU may cancel this solicitation or reject proposals at any time prior to an award and is not required to furnish a statement of the reason

BVA 190697780CK Page 6 of 8 why a particular proposal was not deemed to be the most advantageous. VCU reserves the right to award to multiple vendors as a result of this solicitation.

B. Sustainability: Provide information to demonstrate the overall environmental impact of your proposed approach. Include information on your recommendations to reduce the environmental impact and create efficiencies.

C. Exceptions: Firm must note any requested exceptions to any of the BVA requirements or any of the Contract’s terms and conditions by inserting comments or redlines into the attached template Contract. While VCU may negotiate some terms and conditions, VCU is a public agency and must abide by the legal requirements applicable to such public agencies by Virginia law. Most terms and conditions cannot be negotiated. VCU, in its sole discretion, reserves the right to consider proposals containing significant exceptions to be non‐responsive. VCU may also determine it cannot work with a Firm that demands excessive exceptions during Contract negotiations.

IV. NEGOTIATION OF CONTRACT

A. Once business terms are discussed, Negotiations are completed and Evaluation is complete, Firm will work with VCU’s Purchasing and Contracts teams to finalize the written contract with all appropriate business terms between the parties. A Purchase Order shall form the basis for this contract. VCU may consider a scope of work document, order form, or quote providing specific information as to services or goods being delivered by Firm. VCU is a public institution of higher education of the Commonwealth of Virginia and is therefore not authorized to revise or negotiate many terms required by Virginia law.

V. GENERAL TERMS AND CONDITIONS

A. PURCHASING MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia’s Purchasing Manual for Institutions of Higher Education and their Vendors and any revisions thereto, which are hereby incorporated into this contract in their entirety. A copy of the manual is available for review at the purchasing office. In addition, the manual may be accessed electronically at https://vascupp.org/sites/vascupp/files/2020‐09/hem.pdf.

B. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Firms certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Firm, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

C. DEBARMENT STATUS: By submitting their proposals, Firms certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

D. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS: Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal.

Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide, on a case‐by‐ case basis, in its sole discretion, whether to reject such a proposal.

E. CLARIFICATION OF TERMS: If any prospective Firm has questions about the specifications or other solicitation documents, the prospective Firm should contact the buyer whose name appears on the https://vascupp.org/sites/vascupp/files/2020-09/hem.pdf

BVA 190697780CK Page 7 of 8 face of the solicitation by the deadline for questions stated in this document. Any revisions to the solicitation will be made only by addendum issued by the buyer.

F. USE OF BRAND NAMES: Unless otherwise provided in this solicitation, the name of a certain brand, make or manufacturer does not restrict Firms to the specific brand, make or manufacturer named, but conveys the general style, type, character, and quality of the article desired. Any article, which VCU, in its sole discretion, determines to be the equal of that specified, considering quality, workmanship, economy of operation, and suitability for the purpose intended, shall be accepted. The Firm is responsible to clearly and specifically identify the product being offered and to provide sufficient descriptive literature, catalog cuts, and technical detail to enable VCU to determine if the product offered meets the requirements of the solicitation. This is required even if offering the exact brand, make or manufacturer specified. Unless the Firm clearly indicates in its proposal that the product offered is an "equal" product, such proposal will be considered to offer the brand name product referenced in the solicitation.

G. TRANSPORTATION AND PACKAGING: By submitting their proposals, all Firms certify and warrant that the price offered for FOB destination includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Except as otherwise specified herein, standard commercial packaging, packing and shipping containers shall be used. All shipping containers shall be legibly marked or labeled on the outside with purchase order number, commodity description, and quantity.

H. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the University will publicly post such notice electronically at http://www.eva.virginia.gov for a minimum of 10 days.

I. NONDISCRIMINATION OF CONTRACTORS: A bidder, Firm, or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, or against faith‐based organizations or any other basis prohibited by state law relating to discrimination in employment. If the award of this contract is made to a faith‐based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith‐based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of the objection, access to equivalent goods, services, or disbursements from an alternative provider.

As applicable, federal law requires compliance with the following for all federal government contracts:

1. 41 CFR § 60‐1.4(a). Equal Opportunity Clause prohibiting discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, or national origin and require affirmative action to employ and advance in employment qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.

2. 41 CFR § 60‐741.5(a) and 41 CFR § 60‐300.5(a). These regulations prohibit discrimination against qualified individuals on the basis of disability 60‐741.5(a) and protected veteran status (41 CFR § 60‐300.5(a)), and require affirmative action by covered prime contractors and subcontractors to employ and advance in employment qualified individuals with disabilities and qualified protected veterans.

J. POLICY OF EQUAL EMPLOYMENT: The University is an equal opportunity/affirmative action employer. Women, minorities, and persons with disabilities are encouraged to apply. The University

BVA 190697780CK Page 8 of 8 encourages all vendors to establish and maintain a policy to ensure equal opportunity employment.

To that end, Firms should submit along with their proposals, their policy of equal employment.

K. SPECIAL EDUCATIONAL OR PROMOTIONAL DISCOUNTS: The Firm shall extend any special educational or promotional sale prices or discounts immediately to the University during the term of the contract. Such notice shall also advise the duration of the specific sale or discount price.

L. EXTRA CHARGES NOT ALLOWED: The proposal price shall be for complete installation ready for VCU's use, and shall include all applicable freight and installation charges; extra charges will not be allowed.

VI. ATTACHMENTS

ATTACHMENT A: PRICING SCHEDULE