Participant Check-In System at ESCAP Premises, Bangkok

The United Nations Economic and Social Commission for Asia and the Pacific (hereinafter referred to as “ESCAP”) solicits Expressions of Interest (EOI) from qualified companies to provide a Participant Check-in and Counting System through either a rental arrangement or the supply, installation, testing, and commissioning of the system for its conference and meeting rooms at the United Nations Conference Centre (UNCC) in Bangkok, Thailand.

The UNCC serves as a venue for a wide range of United Nations conferences, intergovernmental meetings, seminars, workshops, and other official events, bringing together participants from Member States, international organizations, government agencies, and other stakeholders. These events take place across multiple conference halls and meeting rooms of varying capacities, often simultaneously, and may involve a substantial number of participants attending different sessions throughout the day.

To support effective participant management, ESCAP seeks a reliable and scalable system to monitor and record the number of participants entering and, where applicable, exiting individual meeting rooms. The system should generate statistical report of participants checking into the conference rooms at any given time. It should have customizable reporting function which allows to build reports as required.

ESCAP intends to initially deploy the system in 10 of its conference and meeting rooms. Interested companies are invited to provide information on their proposed technologies, relevant experience, technical capabilities, implementation approach, and commercial arrangements if any for both rental or pay-per-use and outright purchase options, including associated installation, maintenance, technical support, and recurring costs, as applicable.

Please note that this Request for Information (RFI) does not constitute a solicitation or an offer to enter into a contract. ESCAP reserves tge right to modify or cancel this requirement at any stage of the RFI process and/or any subsequent solicitation process.

Specific Requirements/Information Vendors are invited to propose one or both of the following commercial models.

Option A - Rental or Pay-per-Use Model: The vendor supplies the required equipment and associated services on a rental, event-based, or pay-per-use basis. The proposal should explain the charging structure, including any minimum rental period, per-event or per-day charges, transportation, installation, dismantling, software access, technical support, and other applicable costs.

Option B - Purchase and Installation Model: The vendor supplies, installs, configures, and commissions the equipment and any required software for permanent or semi-permanent use in the selected rooms. The proposal should include hardware and software costs, installation, training, warranty, maintenance, licensing, and any recurring subscription or support charges.

Please respond to the attached questionnaire and provide supporting information where appropriate.