Sole Source Intent Letter.docx

DATE 9/14/2023

To All Interested Vendors:

The Department of Administration, State Procurement Bureau, is considering a request from the Department of Commerce, to award a Sole Source contract to K&J Convention Services for convention services.. The determination of this Sole Source purchase is based on the following requirements:

Booths: up to 150, 10’x10’ booths with black Pipe & Drape (non-flammable) as follows: Back wall 8’ tall x 10’ wide; side wall (stair step design) 8’ tall for 6’ then dropping to 3’ tall for 4’ to aisle on both sides.

Chairs: Provided by facility, installed/dismantled by Convention Services, up to 300 Tables: up to 150 6’ L x 24" W x 30” H tables covered with white top (non-flammable) and skirted in black (non-flammable) Carpeting: Black or red carpet, exhibit and entry hall aisles and entrance into exhibit hall. Approximately 13500 sq ft, 10’ wide. Includes tape, installation, minimum three vacuum passes – installation and preshow vacuum Friday and Saturday and final removal and cleaning after show.

Entire Event Electrical service: all booths are wired with one 500w / 110v outlet per booth, cord covers. Provide 220v option by request of exhibitor. Power source at Registration table, sponsor areas, and other areas upon request of producer.

Electrical Panels: minimum 6 distribution panels, cord covers, taping, walkovers.

Masking Drape: for non-exhibit areas, price per sq foot. 8', 10', 12' heights. Non-flammable Sign Poles & Covers: up to 20, for row markers, direction, location signage Registration Counters: minimum 2, lighted with signage Tall Chairs: minimum 8 Booth ID Signs: up to 150 Pipe and Drape: 8’, 320 quantity, including booths, entry, hallway, doors, stages, general masking Pipe and Drape: 12’, 18 quantity, entry and flanking of large banner Materials handling & Drayage: price per lb, average 800 Exhibitor Relations and Online Exhibitor Catalogue: Must have the ability to communicate and correspond directly with exhibitors to provide additional types and sizes of booth furniture as well as receive and ship freight. Must post Exhibitor Supply Catalogue/Service Kit online. Provide information as needed in an electronic format for show app.

Travel costs if applicable Floor Plan Design and final electronic file in jpg, pdf, or tif Reset of Lewis and Clark Fairgrounds: chairs, tables, staging and reception I&D as requested by producer.

Call back fee during show hours: per incidence rate if applicable Crowd Control: Rope and Stanchions, minimum 10

1. 09/30/23 submits a venue Floor plan with all booth spaces marked, 01/05/24 post tradeshow exhibitor service kit online and email to all selected exhibitors, Convention service set up 03/05/24-03/07/24, Exhibitor Load in 03/07/24-03/09/24 7am-9am (convention service on site for support), Convention service on call 03/08/24 9am-5pm and 03/09/24 9am to 5pm. exhibitor tear down: 03/09/24 after 5pm. all located in Helena MT at the Lewis and Clark fairgrounds

2. $35,000

3. The Made in Montana Trade show is an event that supports samll Business growth in the state and region. This tradeshow solicits convention services of a comparable tradeshow in a metropolitan or urban setting. Many companies provide event tents, tables, and chairs but not at capacity to execute convention level services.

The State Procurement Bureau will accept written comments from potential vendors who believe they have the ability to provide an equivalent product and services, meeting all of the requirements listed above. This is not a request for competitive proposals. Vendors interested in providing this product to the State of Montana are invited to provide a detailed description of their product. Written comments must be received by 2:00 p.m. MST, on 09/29/2023. Responses to this notice must be submitted within the eMACS procurement system. Questions can be submitted on the Q&A board in eMACS or directed to:

Amanda Battin Amanda.battin2@mt.gov 406-444-9665

A determination by the State not to compete this proposed purchase based upon responses to this notice is solely within the discretion of the State. If evidence presented reveals that more than one source is available to provide the product/services, the State may issue a competitive solicitation. If no evidence is presented in the timeframe specified, the State may proceed to award a contract to K&J Convention services.

Thank you for your interest.

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