TECHNICAL SUBMITTAL. Statement of the Project.

Transcription

1 TECHNICAL SUBMITTAL I-1. Statement of the Project. The Farm Show Complex is soliciting for requests for proposals for decorations for the 2019 Annual Farm Show. The successful contractor shall design, install, maintain and remove all decorations as specified below. I-2. Qualifications. A. Company Overview. The potential offeror should offer a varied range of services and rental equipment along with a fully staffed customer service team experienced in both Agricultural and Trade Shows. B. Prior Experience. Include experience in a wide range of decorating services. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to must be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted. C. Personnel. Describe in narrative form the number of executive and professional personnel who will be engaged in the work and indicate where these personnel will be physically located during the time they are engaged in the Project. For key personnel, the potential offeror should include the employee s name, and through a resume or similar document, the Project personnel s education and experience in assisting with show management and exhibitors before, during, and after the show. Indicate the responsibilities each individual will have in this Project and how long each has been with your company. D. Subcontractors: Provide a subcontracting plan for all subcontractors, including small diverse business and small business subcontractors, who will be assigned to the Project. The selected Offeror is prohibited from subcontracting or outsourcing any part of this Project without the express written approval from the Commonwealth. Upon award of the contract resulting from this RFP, subcontractors included in the proposal submission are deemed approved. For each position included in your subcontracting plan provide: 1. Name of subcontractor; 2. Primary contact name and ; 3. Address of subcontractor; 4. Description of services to be performed; 5. Number of employees by job category assigned to this project; and 6. Resumes (if appropriate and available).

2 I-3. Training. If appropriate, indicate recommended training of agency personnel. Include agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors. I-4. Financial Capability. Describe your company s financial stability and economic capability to perform the contract requirements. The Commonwealth reserves the right to request additional information to evaluate an Offeror s financial capability. I-5. Tasks. Describe in narrative form your technical plan for accomplishing the work using the task descriptions set forth below as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach. Large Arena Old Governor s Box o 1 skirted table o 4 chairs Mid-Winter Convention o 25 pcs stage, skirted on 3 sides o 3 sets steps o 1 handicap ramp o 1025 folding chairs o 6 skirted tables o 82 ft 12 pipe and drape o 60 ft 12 pipe and drape Square Dancing o 650 folding chairs o 2 skirted tables (room 111) o 6 folding chairs (room 111) o 5 clothing racks (room 111) o 125 hangers (room 111) Rodeo o 20 ft 12 pipe and drape (Rotunda) o 4 large bases (upper concourse) o 2 telescopes (section 19) o 40 ft pipe and drape (sponsor) o 20 tensar stanchions (banquet hall entrance) o 5 skirted tables (room 200) o 2 skirted tables (banquet hall entrance) o 2 high schools (banquet hall entrance) o 2 side chairs

3 Room 1212 o 35 clothing racks o 250 hangers Rabbit Show o 11 skirted tables o 25 folding chairs East Hall 8 42 skirted tables w/carpet 141 ft pipe and drape (perimeter) 24 ft pipe and drape (poultry) 1160 ft vinyl skirts (rabbit and poultry pens) Rabbit Petting o 60 ft pipe and drape o 78 ft skirts (petting tables) o 12 chrome stanchions o 9 small bases and 3 columns o 120 white chain Showmanship and Demos o 60 ft pipe and drape o 3 4 x8 pcs stage with skirting and railing (riser no legs) o 30 folding chairs o 40 ft peg boards Coat Check 15 clothing racks 375 hangers 2 skirted tables 4 folding chairs Small Arena 4 skirted tables 8 folding chairs Jr. Livestock Sale o 15 skirted tables o 4 padded high stools o 202 side chairs o 11 folding chairs Sheep to Shawl o 6 skirted tables o 4 high schools o 6 folding chairs Swine Auction o 2 skirted tables o 140 folding chairs Fleece Auction o 6 skirted tables Lamb Show

4 o 10 folding chairs Open Sheep Show o 8 folding chairs o 20 ft pipe and drape Office o 34.6 ft hardwall Horse Shoe Pitching o 12 folding chairs West Hall 30 ft pipe and drape (blood testing) North Hall Equine Learning Station o 86 ft pipe and drape o 3 folding chairs Information Booth o 1 registration counter w/information header o 3 folding chairs Alpaca Learning Station o 50 ft pipe and drape o 2 folding chairs Northeast Hall Dairy Learning Station o 30 ft pipe and drape o 2 skirted tables o 2 folding chairs Calving Corner o 100 ft pipe and drape Office o 3 topped tables Main Hall draped column wraps Food Court Annex o vinyl skirted tables o 7 vinyl skirted tables (handicap seating) o 28 folding chairs o 1 re-top and skirt tables throughout the week Commodities Judging o Wool/Small Arena 6 topped tables o Com-Center Maclay Loby 4 topped tables 3 folding chairs o Grain

5 2 topped tables o Cheese 1 topped table 1 folding chair o Potatoes 6 topped tables o Fruit 24 topped tables 6 folding chairs o Edible Nuts 8 topped tables 10 folding chairs o Vegetables 8 topped tables o Mushrooms 6 topped tables o Maple 4 topped tables o Apiary 8 topped tables o Maclay Street Center Lobby 40 ft white chain 4 chrome stanchions o Ag Education (West Maclay Lobby) 160 ft blue skirts o Ag Science Fair 18 skirted tables (Keystone Conference Center) o Exhibition B 88 ft white vinyl fencing 15 ft pipe and drape (sheep) 15 ft pipe and drape (goat) 2 skirted tables o Vegetables 14 skirted tables 130 ft skirts 20 ft skirts o Potatoes 8 skirted tables o Fruit/Apples 10 skirted tables 7 skirted tables

6 156 skirts (around coolers) 12 chrome stanchions 106 ft white chain o Mushrooms 2 skirted tables o Maple 182 ft skirts 15 skirted tables o Apiary 182 ft skirts o Cheese Display 3 skirted tables 1 skirted table 1 topped table 42 ft pipe and drape 3 folding chairs 2 easels o Christmas Trees 100 ft pipe and drape 5 skirted tables o Marketplace Booths 10x10 booth packages (1 skirted table, 2 chairs, wastebasket and ID sign) o Trading Post Booths ID signs o Sponsor booths Peg board, tables, chairs, tensar stanchions, bases and column, pipe and drape (amounts TBD) o Butter Sculpture Tensar Stanchions o Family Living Artisans Alley ID signs o Family Living 211 ft pipe and drape (perimeter) Pipe and drape (stage) Stage (size TBD) Stage skirting Easels 40 skirted tables 200 ft white chain 21 chrome stanchions o Exhibition C Tables and chairs as needed o Exhibition D 50 ft pipe and drape 10 folding chairs

7 Administrative Office 12.6 ft hardwall with locking door 5 easels (schedule signs for arenas) Expo Hall 192 ft 12 pipe and drape (Food Court divider) 1 easels 60 ft pipe and drape (garbage area) Information Booth o 1 registration counter w/information header o 2 folding chairs Greenhouse o 16 skirted tables o 8 topped tables o 100 ft 10 wide green matrix carpet Sponsor Booths o Pipe and drape, tables, chairs, stools, carpet and padding (TBD) Landscapes o 160 ft pipe and drape o 135 ft white chain o 17 large bases and 3 columns Lancaster Farming Booth o 30 ft pipe and drape o 3 42 skirted tables Presentation area o 12 4 x8 stage pcs w/skirting and railing o 1 set of steps o 32 ft pipe and drape o 3 jumbo bases and 12 columns (Lancaster Farming banner) o 100 folding chairs o 1 easel o 1 skirted table Department 35 o 10 4 skirted tables o 16 small mases and 3 columns o 150 ft white chain FOFS Booth o Pipe and drape o 5 padded high stools o 14 easels o 4 42 skirted table o Carpet and padding Diversity on Display o Pipe and drape, tables, chairs and signage hanging (TBD) North End Food Court o vinyl skirted tables o 5 vinyl skirted tables (handicap seating) o 20 folding chairs o 21 pedestal tables w/toppers

8 South End Food Court o vinyl skirted tables o 17 vinyl skirted tables (handicap seating) o 68 folding chairs o 48 pedestal tables w/toppers o 1 re-top and skirt tables throughout the week Cameron Street Lobby 10 ft red, white and blue pipe and drape Sponsor Booths o Carpet, hardwalls, pipe and drape, tables, chairs as needed (TBD) Equine Arena Judges Platform o 2 skirted tables o 4 side chairs o 30 ft pipe and drape Blood Testing Area o 50 ft pipe and drape Draft Horse Show o 6 folding chairs Celebrity Draft Horse Show o 60 ft 10 wide gray matrix carpet o 15 folding chairs Alpaca Show o 5 skirted tables o 24 folding chairs Antique Tractor Pull o 6 folding chairs Banquet Hall 160 ft pipe and drape Other Signage creation, installation and removal as ordered Animal plaque signage installation and removal as ordered Special requests by other PDA Bureaus as needed and billed appropriately Culinary Connection 13 pcs 8 High Stage 19 pcs 16 High Stage 244 ft Stage Skirting 13 Hand Railings 2 16 Steps 1 Ramp 2 10 x 40 Blue Jay Carpets 6 6 x 30 Blue skirted tables 6 8 x 30 Blue skirted tables

9 3 Chrome Stanchions 2 Sections of vinyl rope 122 ft 12 Blue pipe and drape 60 ft 8 Blue pipe and drape 16 ft 3 Blue pipe and drape 4 ft 3 Black pipe and drape V ADDITIONAL CONDITIONS 1. No decorations are to be suspended on overhead utilities 2. Except where noted, all tables topping and skirting is to be completed using vinyl topping and a cloth or poly sateen material for skirting or approved equal. 3. The successful contractor will have a booth, assigned by Farm Show Management, to provide services to the Commercial Exhibitors and to the Department of Agriculture during the Farm Show. The successful contractor shall maintain a booth during the actual hours of operation of the Farm Show or shall be available by phone within an hour of request. Successful contractor shall be assigned a parking space for a storage trailer and for two (2) vehicles during Farm Show Week. 4. All decorations will remain in place for the entire show except where otherwise specified. 5. Prices quoted shall include materials, installation and removal as specified. 6. The successful contractor shall not assign his/her contract rights or responsibilities, or any part thereof, to any person or persons without the express written consent of the Department of Agriculture. 7. The successful contractor to provide up to $3,000 in additional decorations and services, at no cost to the Department of Agriculture, upon the request of the Farm Show Director. The cost of such decorations and services shall be based upon the successful contractors normal rental and charge rates. 8. The successful contractor agrees to exchange, any decoration or service requested in this section for any decoration or service of equal value requested by the Farm Show Director prior to the opening of the Pennsylvania Farm Show. 9. All times and dates are subject to change. I-6. Reports and Project Control. The potential offeror must coordinate all decorations with the Farm Show Director. The potential offeror must be prepared to integrate the Department of Agriculture s commodity promotion plans into the Farm Show decorations as approved by the Farm Show Director. Also, all decorations shall depict the current Department of Agriculture/Bureau of Farm Show theme and logo as presently in place during all years of this contract. All decorating materials shall conform to Building Regulations for Protection from Fire and Panic as set forth in Department of Labor and Industry Regulations. All decorations shall be made as nearly as possible to complete the requirements of this request, of flameproof materials. A. Status Report. A periodic progress report covering activities, problems and recommendations. This report should be keyed to the work plan the Offeror developed in its proposal, as amended or approved by the Issuing Office. B. Problem Identification Report. An as required report, identifying problem areas. The report should describe the problem and its impact on the overall project and on each affected task. It should list possible courses of action with advantages and disadvantages of each, and include Offeror recommendations with supporting rationale; and

10 I-7. Requirements. A. Emergency Preparedness. To support continuity of operations during an emergency, including a pandemic, the Commonwealth needs a strategy for maintaining operations for an extended period of time. One part of this strategy is to ensure that essential contracts that provide critical business services to the Commonwealth have planned for such an emergency and put contingencies in place to provide needed goods and services. 1. Describe how you anticipate such a crisis will impact your operations. 2. Describe your emergency response continuity of operations plan. Please attach a copy of your plan, or at a minimum, summarize how your plan addresses the following aspects of pandemic preparedness: a. Employee training (describe your organization s training plan, and how frequently your plan will be shared with employees); b. Identified essential business functions and key employees (within your organization) necessary to carry them out; c. Contingency plans for: i. How your organization will handle staffing issues when a portion of key employees are incapacitated due to illness; and. ii. How employees in your organization will carry out the essential functions if contagion control measures prevent them from coming to the primary workplace. d. How your organization will communicate with staff and suppliers when primary communications systems are overloaded or otherwise fail, including key contacts, chain of communications (including suppliers), etc. and; e. How and when your emergency plan will be tested, and if the plan will be tested by a third-party. I-8. Objections and Additions to Standard Contract Terms and Conditions. The Offeror will identify which, if any, of the terms and conditions contained in the Buyer Attachments section that it would like to negotiate and what additional terms and conditions the Offeror would like to add to the standard contract terms and conditions. The Offeror s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for this RFP. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror s, or any other, online guides or online terms and conditions contained in any proposal.

11 Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in the Terms and Conditions contained in the Buyer Attachment section or to other provisions of the RFP.