EMS Annual Support 2026

Introduction
This is a notice of intent, not a request for a quotation. A solicitation document will not be issued, and quotations will not be requested.

Purpose
The National Institute of Standards and Technology (NIST) intend to negotiate a firm-fixed priced purchase order on a sole source basis with Accruent LLC, located at Domain 3, 11501 Domain Drive, Suite 160, Austin, TX 78758-3598. The purchase order will specifically procure support services for the EMS Software platform for a base year and four option years, as shown below.  Further, the support shall include updating the existing EMS Meeting and Room Scheduling Software template in the EMS web client to support hybrid reservations and include the option for either virtual or in-person (hybrid event), to gather requirements for hybrid meetings and conferences, and add additional fields required for audiovisual services to support the events.

• Base Period:  22 Sep 2026 through 21 Sep 2027
• Option Period 1: 22 Sep 2027 through 21 Sep 2028
• Option Period 2: 22 Sep 2028 through 21 Sep 2029
• Option Period 3: 22 Sep 2029 through 21 Sep 2030
• Option Period 4: 22 Sep 2030 through 21 Sep 2031

Authority
This acquisition is being conducted under the authority of FAR 12.102 and 41 U.S.C. 1901. The North American Industry Classification System (NAICS) code for this acquisition is 513210 Software Publishers, with a small business size standard of $47.0 million.

Description
NIST’s Director’s Office (NISTDO) mission is to promote US innovation and industrial competitiveness by keeping NIST’s numerous operating units advancing measurement science, standards, and technology through research and development in information technology, mathematics, and statistics.  NIST has a requirement to have ongoing maintenance and technical support for the EMS Meeting and Room Scheduling Software, which NIST staff use to book available and ideal conference rooms for their meetings and events on the Gaithersburg and Boulder campuses. EMS is an on-premise product, which has been purchased by NIST and is installed and hosted on computers on premise by the NIST Office of Information Systems Management. NIST’s requirement is for ongoing maintenance and technical support.

Sole Source Determination
The sole source determination is based on the following:

Support for NIST’s EMS software licenses is crucial, since it serves as the single source of truth for all campus events, technical setups, and resource coordination. The software offers unique capabilities that are vital to NIST operations. It automatically propagates updates to assignment calendars, preventing scheduling conflicts and costly AV setup errors. Replacing EMS would require abandoning over a decade of system data, custom integrations, and the substantial financial investments recently made to upgrade the system and procure the new digital accessibility module. A transition to any other platform would result in unacceptable project delays, high migration costs, and extensive retraining of agency staff.  Accruent, LLC is the sole developer, manufacturer, distributor, and authorized service provider for all EMS Software licensing, maintenance, and technical support. Accruent does not authorize, license, or permit any third-party resellers or service organizations to modify, maintain, or provide technical support for the proprietary EMS code base. Consequently, Accruent is the only source capable of satisfying the government's requirements without causing an immediate lapse in critical software maintenance and technical support.

Information for Interested Parties
Interested parties that believe they could satisfy the requirements listed above for NIST may clearly and unambiguously identify their capability to do so in writing by or before the response date for this notice. This notice of intent is not a solicitation.

Any questions regarding this notice must be submitted in writing via email to Anthony Banovic, Contract Specialist, at Anthony.banovic@nist.gov. All responses to this notice of intent must be submitted via email to Anthony.banovic@nist.gov so that they are received no later than September 2, 2026, at 11:00 AM, Eastern Time (ET).

Each response shall include the following Business Information:

1. Contractor Name, Address,
2. Point of Contact Name, Phone Number, and Email address
3. Contractor (SAM) Universal Entity Identification (UEI)
4. Contractor Business Classification (i.e., small business, 8(a), woman owned, HUBZone, veteran owned, etc.) as validated in System for Award Management (SAM). All offerors must have an active registration in www.SAM.gov.
5. Capability Statement