Best Value Acquisition (BVA) No. 190697780CK - Exhibit Booth Design and Creation Services

Virginia Commonwealth University (VCU), on behalf of the Massey Comprehensive Cancer Center, is conducting a Best Value Acquisition (BVA) solicitation for exhibit booth design and creation services. The procurement seeks qualified exhibit booth planning companies to rent, transport, and manage a highly engaging and modular exhibit booth for three annual conferences: the Society of Behavioral Medicine (SBM) Conference in March 2025, the American Association for Cancer Research (AACR) Conference in April 2025, and the American Society of Clinical Oncology (ASCO) Conference in May-June 2025. The booth must be configurable to fit both 10x10 and 20x20 spaces, with specific requirements including casual seating, a 40-inch HD monitor, a reception counter, and dark grey or neutral-colored carpet. Proposal evaluation criteria encompass creativity and innovation of design concepts, relevant experience, cost-effectiveness, ability to meet project timelines, quality of materials and workmanship, and overall value to VCU. The original proposal due date of September 27, 2024, was extended to September 30, 2024, and subsequently to October 3, 2024, with anticipated vendor selection and contract award scheduled for October 13, 2024, and initial consultation set for October 16, 2024.

The solicitation demonstrates a commitment to supporting Small, Women-owned, and Minority-owned (SWaM) businesses by explicitly considering these vendors in the evaluation process. Firms are required to provide detailed cost estimates, work schedules, company profiles, experience references, and proposed design concepts. The total project budget ranges from $50,000 to $100,000, with a not-to-exceed amount of $200,000 for all three conference exhibits. VCU reserves the right to negotiate with one or more vendors and potentially award multiple contracts based on the proposals received. The contract will cover comprehensive services including booth design, logistics, on-site support, and post-event evaluation, with booth fabrication scheduled from November 1, 2024, to January 31, 2025. Prospective vendors should note that as a public agency, VCU is subject to Virginia law and may have limited flexibility in contract negotiations.