20190712_2019_BARDA_Industry_Day_SOW_Conference_Space_and_AV_FINAL.pdf

BARDA Industry Day (BID) 2019 Statement of Work (SOW) – RFQ: 75A50119Q00031

Background/Introduction

The Biomedical Advanced Research and Development Authority (BARDA) within the office of the Assistant Secretary for Preparedness and Response (ASPR) at the U.S. Department of Health and Human Services (HHS) located in Washington, D.C. has a mission to make available medical countermeasures that address the medical consequences of chemical, biological, radiological, and nuclear (CBRN) accidents and attacks, pandemic influenza, and emerging infectious diseases.

BARDA was established by the Pandemic and All-Hazards Preparedness Act (PAHPA; PL 109-417) and reauthorized in 2013 (PAHPRA; PL 113-5) This legislation authorizes BARDA to (i) conduct ongoing searches for, and support calls for, potential qualified countermeasures and qualified pandemic or epidemic products; (ii) direct and coordinate the countermeasure and product advanced research and development activities of the Department of Health and Human Services; (iii) establish strategic initiatives to accelerate countermeasure and product advanced research and development (which may include advanced research and development for purposes of fulfilling requirements under the Federal Food, Drug, and Cosmetic Act or section 351 of this Act) and innovation in such areas as the Secretary may identify as priority unmet need areas; and (iv) award contracts, grants, cooperative agreements, and enter into other transactions, for countermeasure and product advanced research and development.

BARDA uses a comprehensive portfolio approach to develop and acquire a broad array of medical countermeasures including vaccines, therapeutics, diagnostics, and non-pharmaceutical countermeasures. This approach includes coordination and co-management of medical countermeasure programs across HHS agencies and other USG agencies and with industry stakeholders through public – private partnerships. Additionally the pandemic influenza program establishes national networks and Centers to provide and sustain domestic manufacturing infrastructure of these medical countermeasures.

Since pandemics by their very nature as global epidemics are not just a domestic concern, BARDA supports USG global leadership and obligations through pandemic influenza program that support the building of influenza vaccine manufacturing capacity in developing countries with direct funding and technical expertise.

In the CBRN program, BARDA manages extramural programs that support advanced research and development and stockpiling acquisition of CBRN MCMs under Project BioShield including vaccines, antivirals and antibiotics, therapeutic antibodies, therapeutic proteins, peptides, and small molecules.

The CBRN MCM portfolio includes candidates and products for smallpox, hemorrhagic fever viruses, anthrax, botulism, plague, tularemia, radiological and nuclear agents, nerve agents, and other biothreats.

Additionally, the CBRN division conducts intramural studies with The National Institutes of Health (NIH), Centers of Disease Control and Prevention (CDC), and industry partners to develop animal models, improve product formulations and analytical testing.

Through the experience of the 2009 H1N1 influenza pandemic, 2014-2015 Ebola response, and on-going MERS-CoV and Zika virus activities, BARDA has recognized the role of our unique capabilities in a public health emergency response. In addition to supporting advanced development and procurement of MCMs, BARDA plans and establishes mechanisms for distributing MCMs during public health emergencies complementing and coordinating across the PHEMCE with CDC, FDA, NIH and ASPR/OEM assets and capabilities.

Performance/Delivery Period

BARDA Industry Day (BID) is an annual opportunity to share information, disseminate program updates, and actively engage with stakeholders portfolio-wide in a concentrated two-day meeting, consistent with Congressional intent from PAHPA and PAHPRA legislation. This year, BARDA will focus its messaging on innovation in Medical Countermeasures and the future of Heath Science, and ongoing programs and collaboration, during the October 15 – October 16, 2019 timeframe.

Place/Location of Performance/Delivery

The decision to host BARDA Industry Day in Washington, DC is based on the following considerations;

close proximity to BARDA main office, convenient access for BARDA staff and attendees, walkable (within two blocks) access to lodging, restaurants, and other conveniences. It is also a centralized travel location, easily accessible from Reagan National Airport (approximately 5 miles), Union Station (approximately 2 miles), or Dulles International Airport (approximately 27 miles) via METRO, DC Transit, and ride share apps or taxis.

Scope/Requirement(s)

The requirement for BARDA Industry Day is three-part and supports the logistical underpinning of a robust programmatic agenda. For all three components, the basic information remains the same and specific details are provided in sections titled: venue, audio-visual support, and information technology/connectivity.

BARDA Industry Day brings together over >1,000 participants to exchange information about the government’s public health needs, and industry’s technologies, capabilities, and products that can fill those requirements.

This years’ two day meeting is dedicated to overview presentations, program highlights, and requirement considerations that are new or would be of large-scale interest, emphasizing the auditorium component of the venue. Additional programing is dedicated to scheduled meetings between staff and companies to address individual questions and concerns; we estimate >100 one-on-one/small group sessions will be scheduled in 2019, providing technical guidance and feedback, emphasizing the need for flexibility in smaller meeting spaces with no set need for large gathering spaces.

Throughout the conference, clear and consistent communications are essential. This translates into strong audio-visual support for both days along with the ability to access online presentations and off-site resources through connectivity (Wi-Fi) for all attendees.

Venue

The Department of Health and Human Services (HHS) requires Conference Meeting Space Services that will allow the Biomedical Advanced Research and Development Authority (BARDA) within the Office of the Assistant Secretary for Preparedness and Response (ASPR) to coordinate and conduct a conference with approximately 1,000 – 1,200 attendees from the medical countermeasures development and manufacturing industry, academia, other Federal and state/local/tribal government agencies, and the public health community. HHS and its Operational Divisions require an atmosphere that is conducive to disseminating information and facilitating discussion among attendees and conference venue must contribute to effective collaboration, communication, and networking among attendees.

The work elements necessary for the conference meeting space are outlined below and should include set-up and break-down:

I. General Session

This space should accommodate up to 1,000 - 1,200 attendees in theater-style seating on the day of the conference, in addition to all required audiovisual set-up space and a front stage with podium. This room should have:

Stage to accommodate podium with microphone plus the capacity to accommodate an additional table with chairs and table-top microphones to accommodate panels of up to four (4) speakers.

In addition to podium, tables, and chairs, the stage should accommodate three (3) freestanding flags which will be provided.

The speaker’s podium should accommodate the HHS department seal.

The vendor shall provide access to the required audio visual equipment and support to enable presenters to project presentations and videos in support of their programmatic content.

II. Small Group Break-Out Session(s)

These spaces should accommodate between 20-30 people in either classroom or theater-style seating inclusive of perimeter seating with a minimum of 1 room included.

Two (2) large conference rooms that will seat 20-30 persons as well as accommodate a screen, and a proximal projector.

III. Executive Meetings

This space should both accommodate up to 15 persons. This room should have:

One (1) large conference table with seating to accommodate up to fifteen (15) persons.

Preferably in a private location slightly removed from main meeting site

IV. Staff Office

This space should be at least (28x37) and accommodate 20-30 people at one time to be used as the Staff Office. This room should have:

Four (4) tables that will accommodate computers, supplies and phones.

A minimum of (3) round tables seating eight (8) to ten (10) persons.

Chairs to accommodate up to thirty (30) people.

Two (2) Tables set up general use during event

One (1) cart for set-up of 2-way radios and charging unit(s).

V. Pre-Function Space/Registration This space should be a foyer type space/area to be used for Conference Registration and designated conference networking cells. This space should have:

Two (2) tables that will accommodate seating for up to four (4) persons.

One (1) waste basket

Four (4) small tables with seating for up to four (4) persons each.

VI. Networking Lounge/Exhibit Space This space should be medium sized room or area to be used for Conference Exhibits that will accommodate up to 3 -4 table exhibits, and seating/charger areas for impromptu networking. This space should have:

Two (2) tables that will accommodate 2 exhibitors materials for each “space”

Three (3) chairs at each booth

One (1) waste basket for each booth area

Two to Four (2-4) bistro or high top tables with appropriate seating for short networking interactions

Two to Four (2-4) plug strips available to attendees for charging devices (one per each networking table)

For work elements I-VI, the following criteria apply:

Conference date is TENTATIVELY October 15 – October 16 2019; access the evening of October 14th will also be required;

All rooms must be available for the Government’s use between 7:00am and 5:30 pm Eastern Time (noting criteria indicated above);

Meeting location within five miles of Reagan National Airport;

The location must be Metro train accessible (within two blocks or less of the venue location);

The location must have access to public transportation (Buses, taxis, etc.);

The location must have at least 10 hotels within six blocks of the conference location;

The Contractor must provide Audio/Video equipment and support based on the requirement above in I-VI for their facility that can provide the equipment needed; and

The location must be within walking distance of amenities such as restaurants, food courts, (within two blocks or less of the venue location)

Audio-Visual Support

The on-site audio-visual support will be required for three consecutive business days from October 15 – October 16, 2019. The work elements necessary are projected in the below outline.

DAY 1

Audio visual support for day one is to facilitate the communication and presentation of BARDA programming via Plenary and Breakout Sessions. Projected requirements are as follows:

General Session Space A/V

AUDIO

1 - 2 EV Powered Speaker System & Mixer 2 - 15" 2-Way Powered Speaker 1 - 14 Channel Mixer (6 Mono 4 Stereo) 2 - Tripod Speaker Stand 1 - Shure Pro Wireless G1 Series 2 - Single UHF Receiver G1 Frequency 2 - Beta 58 UHF Handheld Transmitter G1 Freq 1 - Bosch Analog PTT Conference Microphone 3 - Conference Microphone System Controller 3 - Conference System Delegate Microphone 3 - Wireless Lavaliere Microphone 1 - 4 Channel Mixer (4 Mic 1 Line)

LIGHTING

1 - Podium & Stage Wash Lighting Kit 2 1 - LED Uplight (Colorforce 12) 1 - 100' DMX Control Cable 1 - 10' Steel Pipe 2 - 6 x 600W MicroPlex Dimmer Pack 4 - S4 Ellipsoidal without Lens 1 - 4' Steel Pipe 4 - 3' SP(F)-Edison(M) Cable 1- 12 Channel DMX/MPX Lighting Controller 4 - Source 4 PAR 4 - Fixed Pipe Clamp 1 - 12' Steel Pipe 1 - 50 Lb. Steel Pipe Base Plate 2 - Sand Bag 35 Lb.

1 - 8' Steel Pipe

PROJECTION

2 7.5x13 Screen (Front Sides) 1 6'x10'6" Fast Fold Screen – (Front Center) 1 - 9' x 12' Dress Kit Black 1 - NEC GT-5000 (6k Lumen) Projector Package 1 - 3.2-4.9:1 Medium Zoom LCD Lens W/Memory 1 High resolution12x4 blending switcher 1 - 54" Rolling Cart 1 - 6 Output RGBHV DA 1 - 6000 Lumen XGA LCD Projector 1 - 5 Ch. Passive Video Hum Stop Coil 1 - Cart Skirt, Black 1 - 1.0:1 Short Fixed LCD Lens W/Memory 1 - 1.8-2.4:1 Short Zoom LCD Lens 1 - 4.8-7.1:1 Long Zoom LCD Lens

STAGING

2 - 12" Box Truss - 10' Section 2 - 25' Super Tower Hand Crank Equipment 1 – Stiler Panels around 3 screens 1 - Panel Base Plate Pin 1 - Panel Base Plate 1 – Panel Crossbar 1 - Panel Upright

Staff Office Space A/V

EQUIPMENT

1-Internet Connection 10 - 2-Way Radio 1 10 - 2-Way Radio Earpiece

Small Group Session/Executive Meeting Room A/V

1 - Lenovo T460s Touch Laptop 1 55" LED Monitor 1 50' HDMI Cable 1 Rolling Floor Cart for 42-71" Display 1 Small Video Cable Lot 1 Polycom and polycom telephone line

DAY 2

Workshops/Networking/Small Group Meeting Rooms/ A/V

Workshops and Presentation/AV

AUDIO

1 - 2 EV Powered Speaker System & Mixer 2 - 15" 2-Way Powered Speaker 1 - 14 Channel Mixer (6 Mono 4 Stereo) 2 - Tripod Speaker Stand 1 - Shure Pro Wireless G1 Series 2 - Single UHF Receiver G1 Frequency 2 - Beta 58 UHF Handheld Transmitter G1 Freq 1 - Bosch Analog PTT Conference Microphone 3 - 16' Conference Microphone Cable 3 - 33' Conference Microphone Cable 3 - Conference Microphone System Controller 3 - Conference System Delegate Microphone 1 - 4 Channel Mixer (4 Mic 1 Line)

LIGHTING

1 - Podium & Stage Wash Lighting Kit 2 1 - 100’ DMX Control Cable 1 - 10' Steel Pipe 2 - 6 x 600W MicroPlex Dimmer Pack 4 - S4 Ellipsoidal without Lens 1 - 4' Steel Pipe 4 - 3’ SP (F)-Edison (M) Cable 1- 12 Channel DMX/MPX Lighting Controller 4 - Source 4 PAR 4 - Fixed Pipe Clamp 1 - 12' Steel Pipe 1 - 50 Lb. Steel Pipe Base Plate 2 - Sand Bag 35 Lb.

1 - 8' Steel Pipe

PROJECTION

2 - 9'x12' Fastfold Truss Screen Kit with Dress 1 - NEC GT-5000 (6k Lumen) Projector Package

1 - 3.2-4.9:1 Medium Zoom LCD Lens W/Memory 1 - 54" Rolling Cart 1 - 6 Output RGBHV DA 1 - 6000 Lumen XGA LCD Projector 1 - 5 Ch. Passive Video Hum Stop Coil 1 - 1.0:1 Short Fixed LCD Lens W/Memory 1 - 1.8-2.4:1 Short Zoom LCD Lens 1 - 4.8-7.1:1 Long Zoom LCD Lens

STAGING

2 - 12" Box Truss - 10' Section 2 - 25' Super Tower Hand Crank Equipment

Staff Office Space A/V

1-Internet Connection 10 - 2-Way Radio 1 10 - 2-Way Radio Earpiece 1 Rolling Floor Cart

Small Group Sessions /Executive Meeting Rooms A/V

1 - Lenovo T460s Touch Laptop 1 55" LED Monitor 1 50' HDMI Cable 1 Rolling Floor Cart for 42-71" Display 1 Small Video Cable Lot

Connectivity (on-site Wi-Fi)

The on-site internet connectivity will be required for two consecutive business days from October 15 – October 16, 2019. The work elements necessary are projected in the below outline.

Day 1: ~1200 users, including ~30 power users (staff office; 24 hour access requirement)

Statement of Work (SOW)

Day 2: ~1200 users, including ~30 power users (staff office; 24 hour access requirement)

A flexible model for disseminating access/password for attendees should be available from the provider with the understanding that connection is being provided to facilitate conference participation and should be restricted to the meeting space(s) identified and for the core business hours associated with the event.

Administrative and Set-up Charges

List any charges applicable to the costs associated with securing and preparing the venue space to be rented during the dates of October 15 and 16, 2019.