RFI Letter.pdf

REQUEST FOR INFORMATION

The Defense Information Systems Agency (DISA) Conference and Exhibits Branch (DDCP5) is seeking information from industry to assist with the development and planning of a potential new requirement.

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A

REQUEST FOR PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME.

1. Overview/Purpose/ Description of Procurement. The purpose of this is RFI is to obtain service and capability information from industry to build a Blanket Purchase Agreement (BPA) that will provide full exhibition support services for the DISA exhibit space at conferences and other networking events.

2. Scope of Effort. Provision of comprehensive exhibition support services for agency represented exhibits at conferences and networking events in both domestic and international locations.

3. Technical Characteristics. The BPA will potentially include purchase and/or rental of scalable exhibit back-drop displays; purchase and/or rental of exhibit furniture and display equipment; purchase and/or rental of flooring; production of display graphic materials; storage and maintenance; round-trip shipping services; installation and dismantling services of exhibit displays; registration services for hosted events; and marketing analysis services to assist with definition, tracking, and measurement of exhibit performance.

4. Requested Information. Please provide the following information:

a. Description of back-drop display services for exhibitions, including options, scalability, design process, and sample images. For scale, examples for an exhibit footprint from 10’x10’ to 50’x60’ sq ft can be included. Please include purchase options and rental options. Please include any maintenance, replacement services, or warranties available for the applicable items as well as disposal costs.

b. Description or catalog of available furniture options (i.e., tables, chairs, podiums, couches, etc.) and display equipment (i.e., monitors, tri-fold holders, magazine racks) that can be purchased or rented for use as part of the exhibit display. Please include any maintenance, replacement services, or warranties available for the applicable items.

c. Description or catalog of available flooring services, such as carpet and carpet padding, to include installation and dismantling services of exhibit displays.

Please provide available material options, padding options, and indication what can be purchased and/or rented. Please include any maintenance/cleaning, replacement services, or warranties available for the applicable items.

d. Description of production services and available options for custom display items with designed graphics. Please provide information on available services to produce custom display items such as tablecloths of various sizes, ceiling signs, back-drop display walls (fabric or otherwise), free standing signage, hanging signage (fabric or otherwise), podium graphics, and other graphic display capabilities that are available through your company. Please include information on processing timelines for the items, and your production process with customers for such items. Please include any available container options for the individual items.

e. Description of media display equipment that can be used within the exhibit space

(i.e. mounted flat screen monitors), and audio-visual support services to coordinate and facilitate the use of Government generated media through the displays.

f. Description of installation and dismantling services of exhibit displays. Please indicate whether your company can provide complete installation and dismantling services of exhibit displays, to include any structured backdrop displays, flooring, furniture, and standing or hanging signage. We are aware that certain tasks can only be completed by the events designated General Service Contractor (i.e.

ceiling sign hanging). Please indicate whether your company can or has experience coordinating directly with event General Service Contractors to execute such tasks for completion.

g. Description of storage services. Please indicate whether your company can provide storage of the exhibit materials and what services and options are available, including pull and preview prior to on-site installation and return inspection prior to put away.

h. Description of shipping and material handling services. Please indicate whether your company can provide shipping and material handling of exhibit materials to include both crated and uncrated items, large items, wheeled shipping containers, and smaller items. Please include which options are available in terms of wrapping, packaging, and prepping items for shipping. Include your company’s shipping process, as well as general shipping timelines for within the Continental United States (CONUS), Outside the Continental United States (OCONUS) (i.e.

Hawaii), and Europe (i.e., Germany, United Kingdom, etc.). Please indicate any information that would have to be provided by the Government to enable shipping to certain locations.

i. Description of any available registration services. Please indicate which registration capabilities are available in the event the agency wishes to host an event. Please include description of the mechanism for registration, registration management services, and any available printing capabilities for attendee badges.

j. Description of available marketing analysis services. Please describe any available services that provide marketing expertise to include assistance with definition of key performance parameters; data collection and reporting;

performance tracking; availability of performance measurement tools (i.e., lead retrieval units); and any other marketing analysis capabilities. Please also describe any assistance your company may be able to provide in determining which events to attend that provide mission related opportunities and prioritization of those events.

k. Description of published pricing for above requested items and services. The intention of the BPA is to enable the Government to procure the storage and analysis services above, and to separately procure the individual exhibit services:

back-drop displays; furniture items/equipment; flooring; and material handling and shipping needed to support an event under a single order. This will enable the Government to procure the needed services for each event the agency supports as individual orders and provide flexibility to support both planned and unplanned events. For your company, please indicate which items/services are normally charged as a published fixed price (i.e., individual furniture, back-drop structures, any applicable labor rates, shipping rates, etc.), and which services can only be determined upon request (i.e., international shipping, etc.). Please identify any areas where custom quotes would need to be generated to fulfill the service.

RESPONSE GUIDELINES:

Interested parties are requested to respond to this RFI with a white paper. Submissions cannot exceed 30 pages, single spaced, 12-point type with at least one-inch margins on 8 1/2” X 11” page size. The response should not exceed a 5 MB e-mail limit for all items associated with the RFI response. Responses must specifically describe the contractor’s capability to meet the requirements outlined in this RFI. Oral communications are not permissible. The System for Award Management (SAM.gov) will be the sole repository for all information related to this

RFI.

Companies who wish to respond to this RFI should send responses via email no later than 10:00 AM EDT on Thursday August 08, 2024, to daniel.p.obrien81.civ@mail.mil and michael.e.pirone.civ@mail.mil.

INDUSTRY DISCUSSIONS:

DISA representatives may choose to meet with potential offerors and hold one-on-one discussions. Such discussions would only be intended to obtain further clarification of potential capability to meet the requirements, including any development and certification risks.

QUESTIONS:

mailto:daniel.p.obrien81.civ@mail.mil

Questions regarding this announcement shall be submitted in writing by e-mail to daniel.p.obrien81.civ@mail.mil and michael.e.pirone.civ@mail.mil. Verbal questions will NOT be accepted. Answers to questions will be posted to FBO. The Government does not guarantee that questions received after 10:00 AM EDT on Thursday August 01, 2024, will be answered.

The Government will not reimburse companies for any costs associated with the submissions of their responses.

DISCLAIMER:

This RFI is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals, nor will any award be made as a result of this synopsis.

All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on capabilities available. This RFI is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.