A23 HQ003426QE1480001 Questions and Answers.docx
DOCX document 17 KB Posted
- Attached to
- AUSA 2026 Exhibit BUILD
- Solicitation number
- HQ003426QE148
- Issued by
-
DOD Washington Headquarters Service
About this file
This is a Questions and Answers document clarifying specifications and requirements for the AUSA 2026 Exhibit design, construction, and deployment solicitation (HQ003426QE148) issued by DOD Washington Headquarters Service.
The document addresses eight key clarifications regarding exhibit design and delivery. Offerors may use representative graphics and placeholders in initial proposals, with final DSCA-provided graphics delivered post-award. All renderings must use the exact term "Department of War" and official Department of War branding. Final Render 1 is due July 31, 2026, with Final Render 2 due September 1, 2026, following the contract award date of approximately July 1, 2026 and period of performance beginning July 15, 2026. The structural exhibit system must be custom fabricated (walls, ceilings, cabinets), while standard support equipment such as furniture, monitors, refrigerators, and air-conditioning units may be commercially rented if specifications are met. Booth walls and ceiling treatments must comply with the AUSA Exhibitor Manual and local fire code requirements; fully enclosed ceilings may be replaced with code-compliant fabric or alternative materials if restricted. The firm-fixed price must encompass all associated costs including show organizer fees, electrical vendor charges, drayage, material handling, shipping, labor, badges, travel, installation, dismantle, and disposal. The 15-minute response requirement applies only to the contractor's on-site Exhibit Project Manager and support team for booth-related issues, not to third-party show organizer services. Upon contract award, DSCA will coordinate with the contractor to provide graphics and digital materials aligned with the September 1, 2026 Final Render 2 deadline.
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Questions & Answers:
1. Please confirm that the initial render submitted with the proposal may use representative graphics and placeholders to show graphic placement, since the PWS states that final DSCA graphics will be provided after contract award. Answer: Yes, the initial proposal may use representative graphics.
2. Please confirm whether offerors should use the exact term Department of War and the specified Department of War seal/text in the proposal renderings, fascia, and title panel wall, as stated in the PWS. Answer: Yes, use DoW and Department of War in the proposal rendering.
3. Please confirm the controlling deliverable dates. The PWS states contract award on/about July 1, 2026, but the solicitation offer due date is July 10, 2026 and the period of performance begins July 15, 2026. Should offerors assume Final Render 1 remains due July 31, 2026? Answer: Yes. Final Render 1 is due July 31, 2026.
4. The PWS states that no pre-built or rented systems will be accepted and that the exhibit must be custom fabricated. Please confirm that this restriction applies to structural exhibit systems, and that commercially rented furniture, monitors, refrigerators, air-conditioning units, and other standard support equipment may be used if they meet the PWS specifications. Answer: Correct. The structure itself must be custom fabricated: walls, ceilings, cabinets. Furniture/accessories (tables, chairs, sofas, TVs, clocks, coffee maker, etc.) can be rented.
5. Please confirm the Government’s expectation if the AUSA Exhibitor Manual or local fire code restricts fully enclosed ceilings over meeting rooms. Should offerors propose the highest permissible fascia/ceiling treatment in accordance with show organizer approval? Answer: The AUSA exhibitor manual and local fire code will dictate the height requirement of booth walls/facia; same with the ceiling requirement—if the manual or fire code restricts fully enclosed ceilings over the conference room, you can use a fabric or other material that meets code
6. Please confirm that the firm-fixed price must include all show organizer/consolidator fees, electrical vendor charges, drayage, material handling, shipping, labor, badge/credential costs, travel, installation, dismantle, and disposal costs necessary to perform the PWS. Answer: Yes, the firm fix price will include all fees associated with the booth from vendor charges, shipping, labor, travel, installation, through dismantle and disposal
7. Please confirm whether the 15-minute response requirement during show hours applies only to the on-site Exhibit Project Manager and exhibit support team for booth-related issues, and not to third-party show organizer services outside the contractor’s direct control. Answer: The 15-min rule is for the contractor to respond to a booth related issue, not for the show organizer to respond
8. Please confirm the anticipated date when Government-furnished DSCA graphics, photos, and digital materials will be provided after award so offerors can assess the timeline for Final Render 2 due September 1, 2026. Answer: Upon award of contract, DSCA will work with the contractor in providing graphics to meeting the 1 Sep 2026 timeline
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