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FBO DAILY ISSUE OF DECEMBER 17, 2008 FBO #2578
SOLICITATION NOTICE

99 -- PMF Job Fair Decorating Service

Notice Date

12/15/2008
 

Notice Type

Presolicitation
 

NAICS

541410 — Interior Design Services
 

Contracting Office

Office of Personnel Management, Center for Contracting, Facilities & Administrative Services, Contracting Group, 1900 E Street, N.W., Room 1342, Washington, District of Columbia, 20415-7710
 

ZIP Code

20415-7710
 

Solicitation Number

OPM_PMF2009_SOW_Decorating
 

Archive Date

1/15/2009
 

Point of Contact

Jean C Speed,, Phone: (303) 671-1021, Rob Timmins,, Phone: 202-606-2674
 

E-Mail Address

jean.speed@opm.gov, rob.timmins@opm.gov
 

Small Business Set-Aside

N/A
 

Description

REQUEST FOR QUOTE: 1. STATEMENT OF WORK A. Requirement/Location: The U.S. Office of Personnel Management’s (OPM) Presidential Management Fellows (PMF) Program is seeking a decorating service provider (referred to as “Decorator”) for its annual PMF Job Fair and Graduation Ceremony to be held in late March or April 2008, at a large venue (e.g., convention center). A separate request for quote is presently being solicited to secure a venue large enough to hold these events. B. Background: The PMF Job Fair is an annual event sponsored by OPM’s PMF Program Office to facilitate the placement of PMF Finalists with Federal Agencies. This event is by invitation only – 2009 Finalists and participating Federal agencies. In addition, a Graduation Ceremony will be held for Presidential Management Fellows completing their fellowship from the Class of 2006. C. Duration: The event will be three days in duration. The first morning will be available for decorator set up (registration booths and exhibits) beginning at 7:00AM. The registration booth set up must be completed by 11:00 AM that day, while the exhibit booth set up must be completed by 4:00 PM that day. The registration booths will be set up first. The last day will be the completion day and decorator break-down will begin at 3:00 PM. D. Exhibit Requirements: The bulk of this work focuses on the PMF Job Fair. The Graduation Ceremony will utilize a ballroom to conduct its ceremony for a 2-3 hour event. In regards to the Job Fair, the decorator shall provide the required number of tabletop areas consisting of the following: 1.6’x2’x30” high Navy blue draped display table (for exhibit booths), estimated at 180 total, with: a.3 padded chairs b.1 wastebasket c.1 standard 7”x44” booth identification sign with agency name and booth number (to be provided under separate cover) d.8’ high Navy blue, gold, or combination back draping (color to be consistent throughout) e.Provide a fire extinguisher within each row of booths, per WCC and Fire Marshal policies f.Individual exhibit booths measure approximately 6’x6’ to accommodate a 6’x2’ table, 4’ behind table for chairs and wastebasket 2.4’x2’x30” high Navy blue draped interview table (for interview booths), estimated at 300 total, with: a.3 padded chairs b.1 wastebasket c.1 standard 7”x44” booth identification sign with agency name and booth number (to be provided under separate cover) d.8’ high Navy blue back draping (color to be consistent throughout) e.Individual interview booths measure approximately 8’x8’, surrounded by drapery to accommodate a 6’x2’ table, 4’ behind table for chairs and wastebasket 3. In addition to the booth identification signs mentioned above, we would like “row” signs prepared to identify what booth numbers appear down each row. The standard 7”x44” identification signs used for individual booths can be utilized for this purpose. The signs should be hung at the beginning and end of each row/section for both the Exhibit and Interview Booth sections. Exact description for each sign to be provided under separate cover and when the final floor plan is prepared and approved. Charges shall include labor and based on a straight time move-in and an overtime break-down schedule. The decorator shall define overtime hours. E. Pipe and Drape Interview Booths: 1. Decorator to provide a cost estimate to the PMF Program Office of approximately 300, 8’x8’x8’ high pipe and draped interview booths consisting of the following: a.4’x2’x30” high draped display table (Navy blue) b.3 padded side chairs c.1 wastebasket d.standard 7”x44” booth identification sign with agency name and booth number (to be provided under separate cover) 2. Interview booths should be draped on all sides with an opening in front for drapes to be opened and closed freely. F. Additional Furnishings: 1. Cost for an additional 50 padded side chairs for Exhibit Floor and stocked at service booth. G. Registration Booths (Registration Area): 1. The decorator shall provide an estimated six (6) registration counters with illuminated headers, six (6) 6’ skirted tables behind the registration counters and 12 padded chairs. The decorator shall provide an additional four (4) 6’ skirted (display) tables side-by-side for material distribution behind the registration counters. Additionally, decorator to provide cost estimate for lighted header graphics, standard back-up furnishings, and back-up draping. The Registration Booths must be set up first and to be completed by 11:00 a.m. Exact location of the registration counters will be identified at a later date. 2. There is a banner that will need to be erected above a riser in a ballroom at the selected venue for the kick-off meeting on the first day, no later than 11:00 a.m. Banner to stay in place for day one and day two. Around 5:00 p.m. on day two, the banner can be disassembled and returned to the PMF Program Office. 3. Please discuss with PMF Program Office the options available for the lighted header graphics before producing. 4. During the Job Fair, the PMF Program Office will be hosting a PMF Class of 2006 Graduation Ceremony, where attendees will also utilize the Job Fair registration booths to check-in. The Graduation Ceremony is a 2-3 hour event that will be conducted in separate a ballroom. H. Carpeting: 1. Decorator to provide a cost estimate to the PMF Program Office to lay approximately 12,000 square yards of carpeting throughout exhibit hall floor, with job fair aisles included. Please inform if carpeting is enough for the exhibit floor area covering booths, aisles, and general open space. I. Banner Hanging Charges: 1. Decorator to provide a cost estimate to the PMF Program Office to hang show management banner on poles behind riser in ballroom. Banner may need to hang from hooks from top eyelets. Banner measurements: 16’x4’. J. Material Handling Charges: 1. Decorator to provide a cost estimate to the PMF Program Office to handle show management freight at show site or at decorator’s advance warehouse. Some participating agencies will need to make arrangements for decorator to provide material handling on their behalf for move-in and break-down. Shipping instructions and labels will need to be provided to those participating agencies to use for event. Instructions and labels provided will be in a single MS Word or Adobe Acrobat file to be provided from the PMF website where participating agencies can access Job Fair documents. Instructions and labels will be needed immediately upon award of decorator contract in order to facilitate logistics between decorator and participating agencies needing this service. K. Message Boards: 1. Decorator to provide a cost estimate to the PMF Program Office to provide six (6) message boards on stands, similar in size of a standard classroom chalkboard, to be placed on exhibit floor. Location will be identified on floor plan. L. PMF Help Desk & Resource Center: 1. Decorator to provide a cost estimate to the PMF Program Office for ten (10) 6’ skirted display tables, 8 padded chairs, and three (3) wastebaskets. Set-up of tables will be in the shape of a “C”. This set of tables will serve as the PMF Help Desk and Resource Center where hand-out materials and directory assistance will be provided for all attendees. Tables to be placed near the entrance of the exhibit floor in front of the exhibit/interview booths (location to be identified on floor plan). M. Signs: 1. Decorator to provide a cost estimate to the PMF Program Office associated with producing the required number of signs (22”x28” on foam board) during the event. We estimate approximately twelve (12) signs that will be needed and will provide under separate cover. Most signs will be used as directional signs and include the official PMF Program logo in full color and all text in Navy blue. 2. During break-down, signs will be gathered to be shrink-wrapped for next year’s annual job fair and stored at OPM. 3. A document identifying all the signs will be sent to Decorator in advance of the Job Fair event, based on Decorator’s schedule. Signs will need to be unloaded and made available by 9:00AM, of day 1, in order for showcase management staff to distribute and erect in time for the first day’s activities. N. Service Booth: 1. The decorator shall provide a staffed service booth on the exhibit floor to provide assistance as needed with pipe and drape areas, and material handling (both incoming and outgoing), during all 3 days of the event. The Service Booth should be identified with a sign stating decorator services booth or similar. The Service Booth will be identified on the floor plan. Attendees will be informed in difference between service booth and PMF Help Desk and Resource Center. O. Floor Plan: 1. The decorator shall design and produce an exhibit floor plan, which shall be in accordance with local fire regulations and has the approval of the selected venue and OPM. The floor plan should minimally include the following elements: exhibit booths, interview booths, location of food providers (if applicable), location of message boards, location of showcase management office, location of survey/badge drop-off boxes, location of PMF Help Desk & Resource Center tables, registration counters (if applicable), and decorator service booth. 2. Exhibit Booths to be identified and numbered 1001 – 1201 (for a total of 200 exhibit booths) and Interview Booths to be numbered 2001 – 2301 (for a total of 300 interview booths). Layout of Exhibit and Interview Booths on exhibit floor to be discussed prior to drafting floor plan. Previous Job Fair layouts accommodated needs; however, this year we would like the Exhibit and Interview Booth sections to be separated by a row of skirted round tables (provided by conference venue) to expand the distance between these two sections. Orientation of floor plan and booth locations to be discussed under separate cover, once a conference venue has been identified. 3. We intend to use this floor plan as the map for participants to follow and identify booth locations. It is preferred the booths and numbers appear in the largest font possible to fit on an 8.5”x11” standard sheet of paper when used as a floor map for participants. The floor plan will need to be adjusted several times and provided in Adobe Acrobat (.pdf) file format until a final version is approved by the conference venue and OPM, and ready for distribution. 4. Production of an initial floor plan will need to be done upon award of contract, in efforts to consult with conference venue for any possible approvals and/or edits. P. Pricing and Discounts: 1. Consideration will be given to decorating service providers that include additional services or discounts as part of the service contract. 2. DESCRIPTION OF SERVICES AND PRICES/COSTS The decorator shall provide décor and services for the 2009 Presidential Management Fellows Program Job Fair, to be held in March or April 2008. The official title of this event is: “PMF Class of 2009 Finalists’ Job Fair” and to be advertised at the selected conference venue as the “Presidential Management Fellows Program”. A. 1000 Base Period: ITEMSERVICEEST. QTY.UNIT PRICEAMOUNT 1001Table top exhibits using 6’ skirted tables with 3 chairs and a wastebasket200 1002Pipe and drape interview areas using 4’ skirted tables with 3 chairs and a wastebasket300 1003Additional chairs50 1004Registration Counters (encompassing the length of 6 tables, with a lit overhead sign with imprinted text under separate cover)6 10056’ Skirted Display Tables (6 for registration counters, 4 for registration material, 10 for PMF Help Desk & Resource Center)20 1006Banner set-up/take-down1 1007Perimeter Draping (not required for this year’s event)0 (zero) 1008Carpeting to cover main event area, approximately 12,000 square yards (estimate only) Approx. 12,000 square yards 1009Material handling charges – inboundApprox. 7,000 lbs. 1010Material handling charges – outbound400 lbs. 1011Warehouse chargesProvide Price 1012Shipment chargesProvide Price 1013Message Boards on stands (each the size of a school chalk board)6 101422”x28” directional/event signs on foam boardApprox. 12 1015Design and production of the exhibit floor plan 1 3. PROPOSAL PREPARATION INSTRUCTIONS A. Technical Proposal 1. Technical proposal must contain the following: a.Full description of tabletop exhibit areas. b.Full description of pipe and drape interview areas. c.Full description of registration counters. d.Full description of custom graphics proposed for signage. e.Provide layout of proposed floor plan. f.Full description of material handling services. g.Provide layout of carpeting of proposed floor plan. B. Cost Proposal 1. Provide complete proposal covering Supplies or Services and Prices/Costs to the PMF Program Office. Full details on payment method will be explained and included in decorator-submitted proposal. C. Method of Payment 1. OPM will pay awarded Decorator full balance via government charge card (Visa). If alternative method of payment is required, additional financial data will be required to set-up Decorator as a vendor in OPM’s procurement/financial system for payment via government check or electronic funds transfer. Payment and contract award will be done by an OPM Contracting Officer. 4. POINT OF CONTACT 1. Quotes should be sent by fax to Rob Timmins, Event Manager, at (202) 606-3040 or by email to Rob.Timmins@opm.gov. For specific questions, please contact Mr. Timmins at (202) 606-2674. A. Quotes should be delivered approximately 2-weeks upon publication of this request. Award of contract will be made approximately 2-weeks after publication deadline. B. Contracting Officer will be Brent Green. Mr. Green can be contacted at (303) 671-1023, via fax at (303) 671-1018, or email at jean.speed@opm.gov. Please contact Rob Timmins first.
 

Web Link

FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=0709263d8b1b25579180c6b36a2bd875&tab=core&_cview=1)
 

Place of Performance

Address: 3151 South Vaughn Way, Suite 300, Denver, California, 80014, United States

Zip Code: 80014
 

Record

SN01718655-W 20081217/081215214735-0709263d8b1b25579180c6b36a2bd875 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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