OSC Trade Show Booths

The New York State Office of the State Comptroller (“OSC”) Office of Unclaimed Funds (“OUF”) and the New York State and Local Retirement System (“NYSLRS”) are looking for a qualified vendor to provide planning and fabricating new display booths for NYSLRS and OUF public events, as furthered detailed in Attachment A (Statement of Work) available on OSC website, pursuant to its discretionary purchasing authority under State Finance Law §163(6). This procurement opportunity is limited to New York State small businesses as defined in State Finance Law §160(8), businesses certified pursuant to Article 15-A of the New York State Executive Law, and businesses certified pursuant to Article 3 of the New York State Veterans’ Services Law. 

OVERVIEW 

The New York State Office of the State Comptroller (“OSC”) Office of Unclaimed Funds (“OUF”) and the New York State and Local Retirement System (“NYSLRS”) use trade show booths/displays (the “Booths”) at multiple fairs and other public events each year, such as the New York State Fair (each, a “Trade Show”) as part of their respective outreach missions. OSC is seeking proposals from qualified vendors (“Proposers”) to provide a complete Booth solution.

The bidder selected for contract award (the “Contractor”) will provide the following services to OSC:

• Planning and fabrication of two Booths;
• Storage of the Booths;
• Transportation and assembly of the Booths to Trade Show locations throughout New York State; and
• Breakdown and return of the Booths to the Contractor’s storage facility. 

MINIMUM QUALIFICATION

The Contractor must have successfully planned and fabricated at least 20 Trade Show Booths for clients within the last five years. 

BOOTH SPECIFICATIONS

The Contractor will plan and fabricate two* Booths:

• One approximately 30ft x 10ft Booth for OUF, and
• One approximately 30ft x 10ft Booth for NYSLRS. 

The Booths must have visual cohesion so that onlookers can tell that OUF and NYSLRS belong to the same organization (OSC).

If the Contractor can fabricate a 30ft x 10ft Booth that can be broken down into a smaller 10ft x 10ft Booths, OSC is interested in information regarding that option.

OSC will make staff available to visit the Contractor’s office and fabrication locations, either in person or virtually via teleconference, during the planning and fabrication phases of these services.

*OSC may decide during the planning phase that it will only proceed with fabrication of a single Booth.

BOOTH REQUIREMENTS

The Booths should:

• Be approximately 30ft x 10ft interactive Trade Show booths;
• Include backdrops that are backlit, adjustable/interchangeable, and have branded headers;
• Include backdrops that incorporate a screen for viewing informational and instructional videos;
• Include kiosks that should:
  • allow for ample locked storage for personal items, handout materials, and promotional items,
  • have adjustable seating,
  • have built-in swivel stands for printers and other electronic devices,
  • include hardware that will allow OSC staff to lock the electronic devices to the kiosks, and
  • be designed in a manner to conceal power cords;
• Include seating for up to three OSC staff for the NYSLRS Booth and up to five staff for the OUF Booth;
• Include interactive tables that allow customers to use self-service computer devices (concealed cords, locked devices, and swivel stands); and
• Include seating areas that provide privacy for consultations with members of the public. 

SUBMISSION REQUIREMENTS 

Vendors responding to this solicitation should submit the following:

• Attachment B (Response Form); and
• Attachment C (Cost Form).

Interested vendors must submit their response to RFP@osc.ny.gov (preferred) or via hard copy mail to:

Director of Finance
Response for C001195
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001 

All other documents related to this procurement are available on the OSC website at: https://www.osc.state.ny.us/procurement. 

All documents must be received by OSC no later than the deadline contained in this advertisement.

During the qualification process, the Proposer and its assigned staff may be interviewed in-person or via video conference. Telephone interviews will not be permitted. 

The Proposer must be willing to enter into an agreement substantially in accord with the terms of the Draft Contract posted to the OSC website should the Proposer be selected for contract award. 

NOTE: Procurement documents may, from time to time, be amended or addenda issued. It is the Proposer’s responsibility to become aware of any such amendments and/or addenda prior to submission of a response. All amendments and/or addenda to procurements will be posted to the OSC website at https://www.osc.state.ny.us/procurement. 

Proposers should review the OSC website prior to submission of a response to ensure that they have all information required to submit a complete response. 

This procurement is subject to, and shall be conducted in accordance with, the OSC Executive Order on Procurement Integrity and OSC’s Procurement Integrity Procedures, both of which are available in full on the OSC website noted above, or upon email request. All inquiries concerning this procurement must be addressed to the Contracting Officer or designee(s) at OSC, via email (preferred) to RFP@osc.ny.gov or via hard copy mail to:           

            Director of Finance
            Questions for Contract #C001195
            Office of the State Comptroller
            110 State Street, Stop 13-2
            Albany, NY 12236-0001

Questions regarding this procurement opportunity must be received by OSC by 4:00 p.m. ET on 04/02/2025. The comprehensive list of questions and responses will be posted to the OSC website on or about 04/16/2025. This listing will not include the identities of the vendors submitting the questions; those vendors will remain anonymous to the extent allowed by law.