RFI_Event Prod for G20_Final_20260226.pdf

REQUEST FOR INFORMATION (RFI) - 2032H326N00003

EVENT PRODUCTION FOR THE G20 FINANCE TRACK HOST YEAR

** This Request for Information announcement is issued for the purposes prescribed in the Federal Acquisition Regulations (FAR) Part 10 "Market Research" and is for informational and acquisition planning purposes only. This announcement is NOT a Request for Quote (RFQ)/Request for Proposal (RFP). A formal solicitation is not available at this time. If a formal RFQ/RFP is released, its contents may differ from the information contained in this announcement. This announcement does not constitute a commitment by the government to issue an RFQ/RFP, contract, or order. The government will not pay for any effort expended or any material provided in response to this announcement, nor will the government return any data provided. The government may also use information received to better define its requirements.**

The North American Industry Classification System (NAICS) code for this request is 561920

- Conference, Meeting, Event and Trade Show Planning Services. The small business size is $20.0 million. The Product Service Code (PSC) is X1AB – Lease or rental of facilities: Conference, Trade Show, Exhibition Spaces. SMALL BUSINESSES ARE ENCOURAGED TO RESPOND. Include whether or not you are a small business; 8(a) small business; HUB Zone small business; service-disabled veteran-owned or veteran-owned small businesses; women-owned or economically disadvantaged women-owned small business; or small disadvantaged business in order to assist the government in determining the appropriate acquisition method, including whether a set-aside is possible.

1.0 BACKGROUND

The Department of the Treasury, Departmental Offices (DO), Office of International Affairs is conducting market research to determine feasibility for a potential procurement requirement. The purpose of this notice is to obtain information from industry contractors with proven experience regarding their interest, capabilities, and recommendations to design, create, and production of the following G20 Finance Track meeting for the United States host year.

Meeting Date Venue Location Finance and Central Bank Deputies Meeting

May 14-14, 2026 To be confirmed Ft. Lauderdale, FL

Finance Ministers and Central Bank Governors Meeting

August 29 – September 1, 2026

The Omni Grove Park Inn

Asheville, NC

2.0 OBJECTIVE

EVENT #1: Finance and Central Bank Deputies meeting at the Omni Fort Lauderdale (Fort Lauderdale, Florida)

CLIN0001 - Plenary

• A/V:

• Audio Equipment:

o Sound reinforcement for the entire space, up to 60 push-to-talk microphones with a request-to-speak system, and required control/processing/cables/etc

• Video Equipment:

o 10 floor monitors in center of hollow square tables to display live feed and presentation simultaneously, 4 projection screens in corners of room for all other delegates/attendees, graphics and playback computers, digital speaker timer system, and all cables/control/processing/etc.

o 6 PTZ cameras and broadcast switching equipment for G20 Stream

• Lighting Equipment:

o Broadcast-level lighting of all those seated at the hollow square table.

• Rigging Equipment:

o Support for all lighting/video/audio equipment

• Power/Support Equipment:

o Plug-in power source for each table, as well as all power required for

AV/IT.

• Service/Freight/Venue Infrastructure/Support Equipment

• Décor:

• One (1) rental plenary table to create a hollow square with rounded edges. Pleated skirting fabric for the front. Table is modular in sections (each section accommodating up to two (2) people). Table will be set up to accommodate up to sixty (60) people total.

• Fifty-four (54) rental high back leather chairs with arms, adjustable heights and on casters for the main table.

• Fifty-four (54) graphic placards for the main table

• Tables and seating for up to 80 back benchers. The back benchers shall be in one row behind each side of the hollow square with 2 rows behind the United States side of the table.

• Room branding backdrops:

o Various sized rental framing structures with printed SEG banners with event branding, wrapped around them.

CLIN0002 - Lunchroom No requirements at this time.

CLIN0003 - Viewing/Listening Room Create a listening room with a video and audio stream from the Plenary. The room shall be set in classroom style seating for maximum capacity.

• A/V:

• Audio:

o Speakers throughout room for G20 Stream audio

• Video:

o Feed from G20 Stream, 2 x projection screens for the room (replacing monitors).

• Power:

o Up to 57 power strips and/or charging stations and power distribution.

CLIN0004 - Mother’s Room

• AV:

• One (1) power strip

• Mini refrigerator

• Décor:

• Rental drape to a 6X6 create a room for one

• Rental lounge furniture to consist of:

o One (1) club/lounge chair o One (1) coffee table o Two (2) end tables

• Stand-alone sanitizing station (i.e. hand sanitizer stand)

CLIN0005 - USG Staff/Work Meeting Room

• AV:

• Audio o 2 speakers for piped-in audio.

• Video:

o Feed from G20 Stream, 1x 75” Monitors on floor stands.

• Power:

o Up to 10 power strips and/or charging stations and power distribution.

CLIN0006 - Internet Connectivity/Networking

Note: Pinnacle Live is the exclusive provider Wi-Fi in the breakout rooms. Offerors must include a plan to collaborate with Pinnacle Live for all internet and networking needs.

• AV:

• Dry Network for G20 Stream

• Staff Wi-Fi for 50 Users

• Delegate Wi-Fi for 250 Users

CLIN0007 - Bilateral Meeting Rooms No requirements at this time

CLIN013 - Reception No requirements at this time, however, respondents must be able to accommodate a reception for up to 300 participants.

CLIN0008 - Prayer Rooms

• Décor:

• Rental drape to create a 8X8 room with a “T” to divide the room into 2 separate areas for male/female and provide privacy.

• Four (4) rental kneeling rugs.

• Two (2) 22” x 28” Mecca signs with arrows to hang on drape in each room.

CLIN0009 - First Aid Room

• Rental drape to create an 8X8 room

• Provide one (1) 6 foot table and 3 standard folding chairs

CLIN0010 - Travel Costs Include a detailed listing of all estimated travel costs for this event, including airfare, ground transportation, hotel costs, per diem payments, etc. All travel costs shall be based on actual travel expenses.

All estimated travel costs should be within the GSA schedule for Fort Lauderdale, Florida.

CLIN0011 - Freight and Trucking Include all freight and trucking charges with as much detail as possible, including number of trips, distances traveled, etc. where possible.

CLIN0012 - Rigging Note: Offerors must include a plan to collaborate with Pinnacle Live for all rigging needs.

Vendor shall contract and partner with a qualified rigging vendor to provide all needed rigging services.

CLIN0013 - Labor Include a detailed list of all labor charges broken down by craft, hours worked, etc.

CLIN0014 - Other Direct Costs List any miscellaneous costs not included elsewhere, including permits, expendables, etc

EVENT #2: Finance Ministers and Central Bank Governors Meeting at the Omni Grove Park Inn (Asheville, North Carolina)

CLIN0001 - Arrival Area

• Create custom G20 backdrop and other decorative elements. The design shall complement the existing lobby space while also helping to fill the room and create a natural flow for leaders to move from outside toward the meeting rooms.

• Include uplighting and other decorative lighting as appropriate to highlight various design elements.

CLIN0002 - Main Plenary and Communique Drafting Room

• Audio Equipment:

o Sound reinforcement for the entire space, up to 60 push-to-talk microphones with a request-to-speak system, and required control/processing/cables/etc

• Video Equipment:

o 10 floor monitors in center of hollow square tables to display live feed and presentation simultaneously, 4 projection screens in corners of room for all other delegates/attendees, graphics and playback computers, digital speaker timer system, and all cables/control/processing/etc.

o 6 PTZ cameras and broadcast switching equipment for G20 Stream

• Lighting Equipment:

o Broadcast-level lighting of all those seated at the hollow square table.

• Rigging Equipment:

o Support for all lighting/video/audio equipment

• Power/Support Equipment:

o Plug-in power source for each table, as well as all power required for

AV/IT.

• Service/Freight/Venue Infrastructure/Support Equipment

• Include space for four (4) simultaneous interpretation booths in your design.

Each booth is 8’3” wide by 6’3” deep by 6’6” tall. There must be a walking path at least 2’-wide behind the booths to accommodate access to the booths. They should be incorporated into your design to be as unobtrusive as possible. The number of interpretation booths may increase to meet the needs of the delegation.

• Decorative lighting to be used as needed to enhance the décor

CLIN0003 - Main Dining Room

• Create a multi-use breakfast and lunchroom for up to 300 participants.

• Provide basic G20 branding that complements the room.

• Include uplighting and other decorative lighting as appropriate to highlight

CLIN0004 - Side Event Room(s)

• No requirements at this time

CLIN0005 - Information Desk

• Provide a counter-style enclosed booth with appropriate G20 signage and

• backdrop. The info desk should be large enough to comfortably accommodate 2 people and include:

• One (1) trash can and one (1) recycling bin

• Three (3) bar style chairs

CLIN0006 - Leaders Lounge Spaces

• Create a lounge area for Heads of Delegation. Include custom G20 branding and decor throughout the space. Examples of elements include wall clings, tension fabric structures, printed signage, plants, carpeting, etc. Also include covering for all production equipment (trusses, stands, cabling, etc.). As much as practical, use design elements to integrate production equipment into the décor.

• Pipe and drape rigged from the ceilings must create a separate space from delegates lounge spaces and the leader's lounge

• Create a central entrance point that will provide as a check point for access control

• Provide additional furniture as needed. Examples of additional furniture include armchairs, love sets, coffee tables, high-boy tables, cafe tables.

• Provide 2 (two) 6-plug power sources for charging mobile electronic devices per lounge area.

• Provide uplighting and other decorative lighting as appropriate to highlight various design elements

CLIN0007 - Bilateral Meeting Rooms Note: There are a total of 9-12 bilateral meeting spaces of varying size.

• Some rooms shall have a conference table with seating on each side and ten

(10) chairs on each side along the wall for additional backbenchers.

• Some rooms shall utilize soft seating for a more relaxed setting.

• Use normal spacing in these rooms.

• Provide uplighting, step and repeats, and other decorative lighting as appropriate to highlight various design elements.

CLIN0008 - Viewing Room

• Create a listening/viewing room with a video and audio stream from the Plenary. The room shall be set in classroom style seating for maximum capacity.

• Each table should have a plug in power source that adapts and converts to different power requirements

• Provide a TV feed of the Plenary utilizing 2-3 projection screens.

• Audio reinforcement (amplified sound) will be required

• Provide uplighting and other decorative lighting as appropriate to highlight

CLIN0009 - Fed Hold Rooms

• Provide One (1) 70” flat-screen high-definition televisions with remote controls and stands to stream G20 Plenary.

• Provide two (2) six-plug power sources.

• Provide additional soft seating as needed

CLIN0010 - Treasury Hold Room

• Provide One (1) 70” flat-screen high-definition televisions with remote controls and stands to stream G20 Plenary.

• Provide two (2) six-plug power sources.

• Provide additional soft seating as needed

CLIN0011 - First Aid

• Rental drape to create an 8X8 room

• Provide one (1) 6 foot table and 3 standard folding chairs

CLIN0012 - Security Office No requirements at this time

CLIN0013 - USG Command Room

• Provide fifty (50) power strips

CLIN0014 - Prayer Room Décor:

• Rental drape to create a 8X8 room with a “T” to divide the room into 2 separate areas for male/female and provide privacy.

• Four (4) rental kneeling rugs.

• Two (2) 22” x 28” Mecca signs with arrows to hang on drape in each room.

CLIN0015 - Nursing Mothers’ Room

• Two (2) lounge chairs

• Two (2) side tables

• One (1) lamp

• One (1) six-plug power source

CLIN0016 - Simultaneous Interpretation Note: This event will be simultaneously interpreted into 6 languages

• The SI vendor will provide all interpretation booths, microphones, video screens, and other equipment required to provide simultaneous interpretation for all events.

CLIN0017 - General Décor and Signage Note: PRI is the exclusive provider for tenting, dance floors, and fabricated stair cases.

Vendor shall create a creative deck that follows the G20 branding guidelines to create a cohesive design package for the entirety of the venue excluding the USG Command Room, Nursing Mothers Room, Prayer Room, Security Office, and First Aid. Vendor must adhere to the Omni Grove Park Inn signage and décor limitations.

CLIN0018 - Rigging Vendor shall contract and partner with a qualified rigging vendor to provide all needed rigging services. Vendor must coordinate with the in house providor, Pinnacle Live.

CLIN0019 - Freight and Trucking Include all freight and trucking charges with as much detail as possible, including number of trips, distances traveled, etc. where possible.

CLIN0020 - Labor Include a detailed list of all labor charges broken down by craft, hours worked, etc.

CLIN0021 - Internet Connectivity/Networking Note: Pinnacle Live is the exclusive vendor of Wifi in the breakout rooms.

Vendor shall include costs for additional connectivity and network support.

CLIN0022 - Transportation for Delegations Vendor shall include transportation costs per vehicle type, driver, and per hour.

CLIN0023 - Travel Include a detailed listing of all estimated travel costs for this event, including airfare, ground transportation, hotel costs, per diem payments, etc. All travel costs shall be based on actual travel expenses.

All estimated travel costs should be within the GSA schedule of Asheville, North Carolina.

3.0 SCOPE SPECIFICS

1. Respondents to this request for information must be able to perform at both venues in Asheville, North Carolina and in Fort Lauderdale, Florida. This is inclusive of additional offsite events that may be confirmed at a later date. Please describe the ability as a respondent to produce events at multiple venues and in multiple states without incurring significant costs or subcontracting out over 75% of work.

2. Respondents must have experience producing multi-day, highly secure, and highly technical events with attendees exceeding 500 people. Please describe the ability and experience as a respondent to produce events of this size and scope.

3. It is preferred that respondents have prior U.S. government federal contract experience.

Please list the most recent events that you have produced for federal agencies.

4. Respondents must have or have immediate access to printing, furniture fabrication, and décor elements (soft seating, foliage, lighting, etc.) In response, please describe your relationship to these services.

4.0 INSTRUCTIONS AND RESPONSE GUIDELINES

Interested parties should respond to this notice by providing:

1. Company Background - Provide summary information including company name, SAM Unique Entity ID (UEID) number, CAGE code, and designated point of contact's name, title, email address and phone number.

2. Please include your GSA number if you have a GSA contract on GSA’s e-Buy.

3. Responders are welcome to suggest NAICS and PSCs for consideration.

4. Company overview and relevant experience including examples of past work demonstrating comparable scope and complexity.

5. Description of subcontractors or partners, if applicable.

6. Responses to this RFI shall not exceed 10 pages and must clearly describe the contractor’s capabilities in relation to event production to support the Treasury.

7. This request for information invites vendor responses from those on GSA's eBuy and those outside of that in the open market as Treasury plans its acquisition strategy.

8. Responses to this RFI are requested by 12:00 PM EST on March 6, 2026.

Information submitted in response to this Sources Sought Notice should be sent via email to Vivian VanHorn at vivian.n.vanhorn@irs.gov and Christian Fowler at christian.a.fowler@irs.gov with a subject of "(insert company name) Treasury Event Production RFI." Questions regarding this RFI will NOT be entertained. Telephone calls or emails regarding this RFI will not be accepted.

9. Disclaimer - This RFI is issued solely for information and planning purposes. It does not constitute a solicitation and should not be construed as a commitment by Treasury to issue a procurement.