Attachemnt_2_BID2025_DRAFT_Statment_of_Objectives_SOO.docx

Administration for Strategic Preparedness and Response Washington, D.C. 20201

DEPARTMENT OF HEALTH & HUMAN SERVICES

AGENCY: Health and Human Services (HHS)/Administration for Strategic Preparedness and Response (ASPR)/Biomedical Advanced Research and Development Authority (BARDA)

ACTION: Draft Statement of Objectives BID2025

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Nonetheless, vendors should properly mark their responses if the information is confidential or proprietary. Furthermore, those who respond to this RFI should not anticipate feedback with regards to its submission other than acknowledgment of receipt, should the vendor request an acknowledgement. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. All submissions become the property of the Federal Government and will not be returned. Vendors are solely responsible for all expense associated with responding to this RFI.

I. INTRODUCTION

BARDA is seeking vendors to provide a venue and audiovisual services to support the production of the Biomedical Advanced Research and Development Authority’s (BARDA) Industry Day (BID) conference, a 3-day event slated to take place on consecutive weekdays between April 21 – May 22, 2025. The purpose of the RFI is to gather information from potential vendors about venue availability, services, capabilities, and technical expertise to help inform the planning of the event. The information gathered from the RFI will be used to refine BARDA’s event requirements, which will be reflected in the Request for Proposal.

BARDA’s mission is to provide an integrated, systematic approach to the development of the necessary vaccines, drugs, therapies, and diagnostic tools for public health medical emergencies such as chemical, biological, radiological, and nuclear accidents, incidents, and attacks; pandemic influenza, and emerging infectious diseases. The Strategic National Stockpile’s (SNS) mission is to prepare and support its partners and provide the right resources at the right time to secure the nation’s health by supplementing state and local supplies during public health emergencies.

BARDA and SNS are program offices within the Administration for Strategic Preparedness and Response (ASPR) at the U.S. Department of Health and Human Services (HHS) located in Washington, D.C.

II. BACKGROUND

Since 2011, BARDA has hosted its Industry Day conference, BID, to publicly share its evolving program goals and objectives, increase awareness of U.S. government medical countermeasures (MCM) priorities, and facilitate coordination and collaboration between public and private sectors within the health security space. BID is typically attended by ~ 3,000 representatives from pharmaceutical and biotechnology companies, U.S. government partners, philanthropic and not-for-profit organizations, trade institutions, academia, and interested media outlets.

Historically, this event has solely been facilitated by BARDA. In 2025, BID will be a collaborative 3-day event with SNS, who facilitates occasional industry engagement conferences, typically attended by ~ 600 industry representatives. SNS events focus on public-private networking with potential industry partners to discuss efforts to stockpile drugs, vaccines, medical products, and ancillary supplies for the U.S. government.

III. REQUIREMENTS

i. VENUE

a. General Venue Requirements:

· Availability: Event space must be available to host a 3-day conference during Spring 2025, ideally between April 21 – May 22, 2025

· Accessibility: Must allow U.S. and non-U.S. Citizens on premises

· Location: Located within a 45-mile driving radius of the Constitution Center in Washington, D.C. (400 7th Street, SW Washington, DC 20024).

· Preference will be given to venues within 1-mile walking distance of a WMATA rail station or offers a shuttle service

· Parking: Offer ample on-site parking or be within two blocks of a public parking facility

· Dining Options: Either provide on-site food and beverage options or be within two blocks walking distance of food services such as restaurants, food courts, and/or coffee shops

· Storage: Provide access to secure overnight storage for vendor equipment up to 5 days prior to event and during the full event duration

b. Venue Space Requirements by Day (Venue required to make rooms available for equipment set-up and rehearsals 1 to 2 days before the event date):

· Day 1 (General Session): Attendees will receive remarks/presentations from HHS senior executives, BARDA’s interagency and industry partners, and Division Directors.

· Space must accommodate a up to 2,000 attendees. The main room for general session shall be in theater-style seating to accommodate most attendees and if needed, rooms in proximity for overflow attendees. The main room for general session shall include all required AV equipment to livestream and record the sessions. The overflow rooms shall include all required AV equipment to stream the event from the main room.

· Stage must have space for a podium with microphone, projector screen(s), confidence monitor (s), and space to accommodate various on-stage presentation layouts such as panel discussions (which will require tables, chairs, and microphones).

· Day 2 (Breakout Rooms): Attendees will participate in breakout sessions hosted by BARDA Divisions.

· Venue must have 8 - 10 breakout rooms that can accommodate between 50-200 people per room.

· Conference room “stage” must be able to accommodate table seating for 3-6 people, microphones, projection screen(s), an LCD projector, and space for other AV equipment, including camera set-up to broadcast and record the sessions.

· Engagement Suite Space

· Available for in-person attendees to visit throughout the day to explore how to work with BARDA, including opportunities through various vehicles, consortia, and the TechWatch Program.

· Space to accommodate up to 50 attendees with 5 tables and seating for program staff.

· Arrange space in reception style to encourage flow and continuous networking.

· Appointment Space

· Provided for brief one-to-one meetings to occur simultaneously.

· Space should accommodate ~8 high-top tables and up to 64 participants standing.

· Day 3 (General Session + Breakout Rooms): Attendees will receive remarks/presentations from HHS senior executives, SNS interagency and industry partners, and division directors and participate in breakouts hosted by SNS.

· Main conference room for general session must accommodate a minimum of 600 attendees in theater-style seating and all required AV equipment to livestream and record the sessions.

· Stage must have space for a podium with microphone, projector screen(s), confidence monitor(s), and space to accommodate various on-stage presentation layouts such as panel discussions, which will require additional tables, chairs, and microphones.

· Venue must have 3 breakout rooms that accommodate between 50-200 people per room.

· Conference room “stage” must accommodate table seating for 3-6 people, microphones, projection screen(s), an LCD projector, and space for other AV equipment, including camera set-up to broadcast and record the sessions.

· Days 1, 2, & 3: Additional space needed to facilitate the event.

· Greenroom: Private space designated as a waiting room for speakers before they present

· Venue must have 1 room that can be designated as a greenroom.

· Space must be able to accommodate up to 20 people.

· Space must have several outlets and include a table and chairs.

· Event Staff Office: Private office space designated for BARDA Event Management Team.

· Venue must have 1 room that can be designated as a staff office space

· Space must be able to accommodate up to 15 people.

· Spaces must have several outlets and be able to accommodate tables, chairs, and other equipment needed for computer/office set-up.

· Room must be able to be secured with a locking door.

· Executive Boardroom: Meeting space for BARDA Senior Management.

· Venue must have 1 meeting room that can be designated as an executive boardroom.

· Space must be able to accommodate up to 10 people.

· Space must have basic AV and a conference phone.

· Space must have several outlets and include a table and chairs.

· Room must be able to be secured with a locking door.

· Registration Space: Space for registration/check-in and attendee socialization before and after event sessions.

· Space must be able to accommodate 2 tables and seating for registration staff

· Space must be within proximity to power outlets.

· Space must be within proximity to coat check (self-pay only) is preferred, but not required.

· Networking/Exhibition Space: Space to exhibit Agency programs and provide an open forum for attendee networking.

· Space must accommodate up to 1000 people.

· Space must be able to accommodate 8 high-top tables for networking and 8-12 posters displayed on easels.

· Ad Hoc Meeting Rooms: Provided for ad hoc meetings with BARDA staff and in-person stakeholders throughout BID.

· Up to two (2) small meeting rooms to accommodate 8-10 people for ad hoc meetings.

· Lactation Room: Private space for nursing mothers.

· Space must be able to be locked from the inside.

· Space must have a chair and small table.

A Breakout of the venue requirements is below:

Day 2

ii. AUDIO VISUAL SERVICES

a. General AV Requirements: BARDA is soliciting a venue with adequate in-house AV, or a preferred onsite contractor to provide live AV and production support, which requires simulcast connection between on-site presentations and attendees participating via a virtual events platform. AV support services must meet the following criteria:

· Vendor must have proven experience in the field of video production support and project management. The position requires a detail-oriented, organized, and proactive team with strong problem-solving skills, who can work both independently and collaboratively.

· Vendor must have knowledge of video and audio production techniques, adequate equipment used for production and editing, and experience with supporting large-scale hybrid events through virtual meeting platforms (e.g., Zoom, WebEx, Teams).

· Vendor must provide all labor services, audio, lighting, projections, staging, and necessary equipment needed to enable presenters to project briefing slides in-person and virtually.

· Vendor must be available for on-site equipment set-up and participate in pre-event set-up and rehearsals.

· Vendor must provide contracted services established in the project plan during the event dates.

· Vendor must complete all post-production rendered services by the dates established in the project plan.

b. AV Requirements by Day (AV equipment required to be available for set-up and rehearsals 1-2 days before the event date):

· Day 1 (General Session Conference Room)

· Lighting package - stage wash & spot for main room

· Sound system & mixer

· LCD projector & screen

· 2 cameras set up to live stream for virtual audience

· 1 podium with mic on platform

· 5 table mics

· 5 lavalier mics

· 2 confidence monitors

· 1 Remote clicker for advancing slides and laser pointer

· 2 show laptops

· Stage Decor Options – pipe and drape, screens, up-lighting,

· 12 radios with in-ear speaker for Event Management Team coordination

· Day 2 & 3 (Breakout Rooms)1 podium with microphone

· 3-6 handheld microphones

· Projection screen(s) with an LCD projector,

· Confidence monitor

· Camera set-up to broadcast and record sessions with lighting

· 12 radios with in-ear speaker for Event Management Team coordination

c. Wi-Fi: Vendor must provide or refer preferred contractor to provide

· unique secure, private, and password protected Wi-Fi connection.

· high speed internet package to

· maximize bandwidth to broadcast live-stream

· provide in-person attendees seamless connection to the virtual events platform

· Wi-Fi must be accessible from all areas of the event facility, including the auditorium/main theatre, conference rooms, hallways, breakrooms, and speaker greenroom.

d. Closed Captioning: Closed captioning services can be in-house or offered through a preferred contractor, and must;

· Include automated live captioning during the event.

· Provide post-event transcription service.

· Provide 508 compliant transcripts.

· RT subtitle delivery for YouTube.

e. Stage Furnishings: Vendor must provide stage furnishings or refer a preferred contractor to provide armchairs, sofas, coffee tables and/or side tables, and g, floral/plant arrangements.

iii. EVENT MANAGEMENT TEAM

a. Team:

· Venue – must assign a dedicated events manager to assist BARDA staff with customer service needs before, during, and after the event

· AV – must assign a dedicated production/communications manager to assist BARDA staff with developing the project outline and confirm equipment/software/systems capabilities needed to meet AV requirements

· Closed Captioning – must assign a dedicated team lead to assist BARDA staff with planning for captioning services and to establish a process to produce transcripts for recorded sessions.

b. Duties: The Event Management Team must participate in:

· A kick-off meeting held within 15 business days following contract award.

· Planning meetings (which will begin once the contract is awarded and discussed in detail during the kick-off meeting).

· Have the flexibility to be available for ad-hoc inquiries and meeting request.

· A Project Plan must be finalized by the Event Management Team within 10 business days after the kick-off meeting, which must contact lists, deliverable schedules and key pre-production, event, and post-production activities.

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