Fiscal Service Procurement, on behalf of U.S. Election Assistance Commission (EAC) issues this RFI solely for informational and planning purposes and does not constitute an Invitation for Bids, Request for Proposal, or Request for Quotations. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract, nor do responses affect a potential respondent's ability to respond to any future synopsis/solicitation that may or may not follow or restrict the U.S. Government's eventual acquisition approach. Additionally, the U.S. Government will not provide reimbursement for any information that may be submitted in response to this RFI. Respondents are solely responsible for all expenses associated with responding to this RFI. Respondents will not be notified of any results derived from a review of the information provided; however, information gathered may be utilized for technical and acquisition purposes.
EAC is seeking information regarding an Executive Conference Room Carpet, Furniture, Technology, and Space Configuration Enhancement. This RFI is intended to gather insights from experienced vendors in the event planning industry to better understand available options and capabilities.
See the attached SOW for additional details.
This RFI is for informational purposes only and does not constitute a solicitation or a request for proposal (RFP). Responses will not be considered offers and will not result in any contract or agreement. Fiscal Service Procurement reserves the right to modify or discontinue this RFI at any time.
EAC will consider questions received no later than 12:00 PM EST December 09, 2024. EAC will consider written responses no later than 12:00 PM EST December 19, 2024. Responses must be submitted electronically to onwankwo@eac.gov. Please include RFI Response: Executive Conference Room Carpet, Furniture, Technology, and Space Configuration Enhancement . Vendor responses must include sufficient evidence that clearly shows the proposed product / service is capable of meeting all the characteristics of the requirement as described within this RFI and included SOW.
Information Requested
Interested vendors are requested to provide the following information in their responses:
- Company Overview
- Name of the company, address, and contact information.
- Brief description of the company, including years in business and areas of expertise.
- Experience and Qualifications
- Summary of relevant experience in Executive Conference Room carpet, furniture, technology, and space configuration enhancement, with proven expertise in consulting on audiovisual (A/V) equipment solutions, setup, and configuration, and carpet removal and installation. Skilled in assessing and optimizing spaces to support effective communication and collaboration, including consultation, and as needed, installation of A/V systems for seamless integration with existing infrastructure.
- Examples of past projects or services provided.
- Technical Capabilities
- Description of the services offered including the ability to consult and install the services requested.
- Any unique features or benefits of your offering.
- Pricing Structure
- Overview of pricing models or cost estimates for similar services/products.
- References
- At least three references from previous clients relevant to the goods and services being requested.
The following file extensions are not allowable and application materials/data submitted with these extensions cannot be considered: .bat, .cmd, .com, .exe, .pif, .rar, .scr, .vbs, .hta,, .cpl, and .zip files.
Microsoft Office compatible documents are acceptable.
No other information regarding this Request for Information will be provided at this time.
This notice does not restrict the Government to an ultimate acquisition approach. All firms responding to this notice are advised that their response is not a request that will be considered for contract award. All interested parties will be required to respond to any resultant solicitation separately from their response to this notice, should one be issued.
Background
The U.S. Election Assistance Commission (EAC) is committed to fostering secure, accessible, and efficient elections across the nation. The EAC’s mission is to support election officials in enhancing election administration and to encourage greater voter participation. Through resources, research, and standards, the EAC strives to improve election integrity, align practices with the Help America Vote Act (HAVA), and bolster election-related technology and data reliability.
The EAC seeks to upgrade its key conference room space to provide effective, modern meeting environments that foster productivity, flexibility, and professionalism.
Work Details
The project involves the enhancement of the Executive Conference Room through the following tasks:
1. **Carpet Requirements**: Provide all labor, materials, and tools for carpet installation including surface preparation and cleanup.
2. **Furniture Requirements**: Supply a larger conference table, ergonomic chairs, table-height cabinets or credenzas for storage and service needs, a large wall-mounted whiteboard, provisions for wall-hung decorations including flags, and ensure an executive-level appearance in design aesthetics.
3. **Technology Requirements**: Install a reliable A/V system with clear audio distribution; integrate microphones and speakers for even sound capture; ensure seamless connection to virtual meeting platforms; provide adequate connectivity for attendees; explore options like a 360-degree camera for capturing all participants.
4. **Other Space Requirements**: Upgrade lighting, replace ceiling tiles/fixtures, and refresh walls with new paint or wallpaper.
Deliverables include detailed room layout plans, selection of carpet and furniture options with specifications, full installation of furniture and A/V technology with testing and training.
Period of Performance
The project should be completed within 30 days of the award date.
Place of Performance
The contract will be performed at the U.S. Election Assistance Commission's conference room.
