2026 TRB Annual Meeting exhibit space
Closed Special Notice Posted
- Solicitation number
- 693JJ3-26-SN-0003
- Agency
-
Federal Highway Administration
Department of Transportation
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561499 All Other Business Support Services
- PSC
- R699 Support- Administrative: Other
- Place of performance
- District of Columbia, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Federal Highway Administration (FHWA) published this Special Notice on December 2, 2025, regarding rental equipment services for the 2026 Transportation Research Board (TRB) Annual Meeting. The FHWA intends to conduct a single-source negotiated purchase order with Hargrove, LLC, the sole identified vendor capable of fulfilling the requirement. The meeting will take place January 11-15, 2026, at the Walter E. Washington Convention Center in Washington, D.C. This Special Notice is issued pursuant to FAR Subsection 13.106-1(b) and falls under the All Other Business Support Services NAICS category. The opportunity is not set aside for any specific business type or socioeconomic status.
The FHWA requires comprehensive rental services including furniture, audio/video equipment, electrical infrastructure, internet connectivity, spotting costs, and carpet installation for 4,100 square feet of exhibit space at the convention. While this notice does not solicit competitive bids or proposals, interested parties may submit descriptions of their firm's capabilities to demonstrate qualifications for performing similar work by December 16, 2025 at 11:00 AM Eastern Time. Any capability statements submitted will be reviewed solely to determine whether a competitive procurement should be initiated. To participate, contractors must demonstrate the ability to supply and install equipment and carpet rentals on-site at a major convention venue. Interested parties should direct all inquiries to Jason Motala at jason.motala@dot.gov for additional information regarding this opportunity.
Notice text
Pursuant to FAR Subsection 13.106-1(b), the Federal Highway Administration (FHWA) intends to negotiate a single source purchase order with Hargrove, LLC, SAM.gov Unique Entity ID: HSBFK46MMLX1 to provide rental equipment for the 2026 Transportation Research Board (TRB) Annual Meeting (January 11–15, 2026) at the Walter E. Washington Convention Center in Washington, D.C.
For the TRB 2026, FHWA requires furniture, audio/video equipment, electrical, internet, spotting costs as well as carpet for a total of 4,100 square feet of exhibit space. Hargrove, LLC is the only on‑site vendor capable of supplying and installing equipment and carpet rentals.
The intent of this notice is not to request competitive quotes or proposals, and any information received from interested parties will only be considered solely for the purpose of determining whether a competitive procurement should be conducted. However, interested parties may submit a description of their firm's capabilities for satisfying this requirement, which demonstrates they possess the ability to successfully perform this effort. The responses must be received by December 16, 2025 at 11:00 AM Eastern Time. All questions concerning this matter should be addressed directly to Jason Motala at jason.motala@dot.gov.
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