Attachment 2 - BID 2023 SOW.pdf

Attachment 2: BARDA Industry Day (BID) 2023 Statement of Work

1. Description The Biomedical Advanced Research and Development Authority (BARDA), within the U.S.

Department of Health and Human Services (HHS) Office of the Administration for Strategic Preparedness and Response (ASPR), is soliciting a conference venue that will provide live audio, visual, and production support for BARDA Industry Day (BID) 2023, a two-day hybrid event. The event will be held between October 1, 2023 – November 30, 2023. Event date will be confirmed once a venue has been acquired.

2. Background/Introduction BARDA’s mission is to improve preparedness and response through public-private partnerships that advance research and development, manufacturing, and procurement of medical countermeasures (MCMs) that protect against health security threats such as chemical, biological, radiological, and nuclear incidents, pandemic influenza, COVID-19, and other emerging infectious diseases. In support of this mission, BID is an annual opportunity to share BARDA’s goals and objectives, increase awareness of U.S. government MCM priorities, and facilitate coordination and collaboration between public and private sectors within the health security space.

BID 2023 will be a hybrid event, concurrently held at an on-site venue that can accommodate at least 900 people onsite and broadcast online for virtual attendees. This event is typically attended by over 3,000 representatives from pharmaceutical and biotechnology companies, U.S.

government partners, philanthropic and not-for-profit organizations, trade institutions, and academia. We expect to implement a registration cap for BID 2023 to keep the number of in-person participants confined to the capacity that the venue can accommodate.

3. Performance/Delivery Period Contract period of performance: Event to be held between October 1, 2023 – November 30, 2023.

Event dates will exclude the following Federal holidays:

• October 19: Columbus/Indigenous Peoples' Day

• November 10: Veterans Day

• November 23: Thanksgiving Day

4. Venue Requirements

• Venue will be required to participate in pre-event planning, which will begin once the contract is awarded and discussed in detail during the kick-off meeting. The kick-off meeting will take place within 5 business days after the contract is awarded.

o Venue will be required to assign a dedicated events manager to assist BARDA staff with developing the project outline, deliverable schedule (project plan), and other customer service needs before, during, and after the event. At minimum, the assigned point of contact will be required to periodically participate in planning meetings and must have the flexibility to be available for ad-hoc inquiries and meeting requests.

o The project plan will be finalized by the events management team within 5 business days after the kick-off meeting.

• Venue will be required to make rooms available for equipment set-up and rehearsals 2 days before the event date.

• Venue shall provide access to secure overnight storage for vendor equipment 2 days before and during the event dates.

4.1 Venue Location Requirements:

• Venue must accommodate at least 900 people

• Venue must be within 20 driving miles of the Constitution Center in Washington, DC (400

7th Street, SW Washington, DC 20024)

• Venue must be within 1 mile walking distance of a Washington Metropolitan Area Transit

Authority rail station

• Venue must have ample on-site parking available and/or within two blocks of a public parking facility

• Venue must either have on-site food and beverage options or must be within two blocks walking distance of food services such as restaurants, food courts, coffee shops, etc.

• Venue must either provide in-house access to AV equipment or allow an external vendor to provide the equipment needed

4.2. Audiovisual Requirements:

• AV can be in-house or offered through a preferred contractor.

• AV team will be required to participate in pre-event planning, which will begin once the contract is awarded and discussed in detail during the kick-off meeting. The kick-off meeting will take place within 5 business days after the contract is awarded.

o AV team will be required to assign a dedicated production/communications manager to assist BARDA staff with developing the project outline, goals and milestones, and project plan for AV support. At minimum, the assigned point of contact will be required to participate in weekly planning meetings and must have the flexibility to be available for ad-hoc inquiries, training requirements, and meeting requests.

o The project plan will be finalized by the AV team within 5 business days after the kick-off meeting.

• Contractor will be required to be available for on-site equipment set-up and participate in on-site pre-event set-up and rehearsals.

• Contractor will be required to provide all contracted services established in the project plan during the event dates.

• Contractor will be required to complete all post-production rendered services by the dates established in the project plan.

4.3 Event Space Requirements (venue will be required to make rooms available for equipment set-up and rehearsals 2 days before the event date):

• Day 1 (General Session): Attendees will receive remarks/presentations from HHS senior executives and division directors, BARDA’s interagency and industry partners, and other invited guests.

o Venue shall have 1 ballroom/auditorium that can accommodate a minimum of 900 attendees in theater-style seating and all required AV equipment.

o Stage shall have space for 1 podium and microphone, projector screen(s), confidence monitor(s), teleprompters(s), and space to accommodate various on-stage presentation layouts such as panel discussions, which will require additional tables, chairs, and microphones.

• Day 2 (Breakout Sessions): Attendees will participate in breakout sessions hosted by BARDA’s divisional offices.

o Venue shall have 10 conference rooms that accommodate between 30-80 people per room in a theatre/classroom style layout. However, actual seating configuration will be specified by the federal team no later than 30 days before the event.

o If directed to configure the room in theatre/classroom layout, each conference room should have space for a “stage” that can accommodate a Head Table seating for 3-5 people.

o Each room should also include equipment, personnel, and needed configuration for microphones, projection screen(s), an LCD projector, and space for other AV equipment, including camera set-up.

• Day 1 & 2 (Speaker Greenroom): Private space designated as a waiting room for speakers before they present.

o Venue shall have 1 room that can be designated as a greenroom.

o Space shall accommodate between 5-10 people.

o Space shall have several outlets and be able to accommodate a table and chairs.

• Day 1 & 2 (Staff Office): Private office space designated for BARDA staff.

o Venue shall have 1 room that can be designated as a staff office space.

o Space shall accommodate between 8-12 people.

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

• Day 1 & 2 (Executive Boardroom): Meeting space for BARDA Senior Management.

o Venue shall have 2 boardrooms to accommodate between 8-12 people.

• Day 1 & 2 (Registration Space): Space will be used to facilitate registration and provide an open forum for attendees to mingle before and after event sessions. This can be in an open hallway or foyer.

• Space shall accommodate 4-5 (6ft) tables.

• Space must be within proximity to power outlets.

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

• Day 1 & 2 (Networking/Exhibition Space): Space will be used to facilitate exhibiter booths and provide an open forum for attendee networking. This can be in an open hallway or foyer.

• Space shall accommodate 6-8 exhibit booths.

o Each booth is required to have 1 table, with basic linen o 2 chairs and 1 waste basket

4.4 Wi-Fi Requirements

• Contractor must provide secure, private, and password protected Wi-Fi connection to 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 greenrooms.

5. Audiovisual (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.

• Contractor 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.

• Contractor must have knowledge of video and audio production techniques, adequate equipment used for production and editing, and experience with supporting large-scale hybrid events.

• Contractor shall provide all labor services, audio, lighting, projections, staging, and necessary equipment needed to enable presenters to project presentations in-person and virtually.

5.1 Equipment/Personnel Requirements (AV vendor will be required to make equipment available for set-up and rehearsals 2 days before the event date):

• Day 1 (General Session):

o Lighting package (stage wash & spot) o In House Sound system with 2-way line array speaker system for playback and sound reinforcement& mixing console (16 lines) o Up to 2 LCD projectors & screens (between 7’x12’ and 11.5’x24’, in 16:9 aspect ratio) o 2 camera setups (for virtual livestreaming) o 1 podium w/ platform o 1 podium mic o 5 table mics o 5 lavalier mics o 2 confidence monitors o 2 remote clickers (for advancing slides) o 2 Laser pointers o 1 teleprompter o 2 show laptops o High speed internet package with audience wi-fi o Stage seating (5 armchairs, 5 small side tables, 1 small sofa or loveseat) o 1 Technical Director – (livestream, mainstage (slides)) o 1 Sound Operator (mixing board, microphone control, audio to livestream o 2 Camera Operators – (for livestream) o 2 Polycom speakerphones (one for executive boardroom, one for speaker greenroom) o 10 2 Channel 2-way Radios with Earpieces and charging station (Note that this is a requirement for Day 1 and Day 2)

6. Day 1 Stage Decorative Elements The offeror shall provide the government with a description of what decorative elements may be available for the general session stage and in what quantities. This may include but is not limited to the following: pipe and drape arrays, display screens, LED backdrops, modular tiles, stretch shape fabric, faux greenery panels or dividers, up lighting, and organic stage elements such as plants.

The government will direct the offeror to utilize stage decorative elements within the proposal no later than 14 days prior to the event.

7. Optional Day 2 Requirements (Breakout Sessions):

• The offeror should provide a per unit cost (up to the maximum quantity noted) for each of the following:

CLINs Items Quantity

4001 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4002 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4003 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4004 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4005 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4006 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4007 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4008 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4009 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4010 LCD projector (ratio 16:9) & a minimum of 72” screen size

1 (up to one per breakout room)

4011 Sound system; in room PA speakers

1(up to one per breakout room)

4012 Sound system; in room PA speakers

1(up to one per breakout room)

4013 Sound system; in room PA speakers

1(up to one per breakout room)

4014 Sound system; in room PA speakers

1(up to one per breakout room)

4015 Sound system; in room PA speakers

1(up to one per breakout room)

4016 Sound system; in room PA speakers

1(up to one per breakout room)

4017 Sound system; in room PA speakers

1(up to one per breakout room)

4018 Sound system; in room PA speakers

1(up to one per breakout room)

4019 Sound system; in room PA speakers

1(up to one per breakout room)

4020 Sound system; in room PA speakers

1(up to one per breakout room)

4021 lavalier mics 3 (up to three per breakout room)

4022 lavalier mics 3 (up to three per breakout room)

4023 lavalier mics 3 (up to three per breakout room)

4024 lavalier mics 3 (up to three per breakout room)

4025 lavalier mics 3 (up to three per breakout room)

4026 lavalier mics 3 (up to three per breakout room)

4027 lavalier mics 3 (up to three per breakout room)

4028 lavalier mics 3 (up to three per breakout room)

4029 lavalier mics 3 (up to three per breakout room)

4030 lavalier mics 3 (up to three per breakout room)

4031 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4032 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4033 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4034 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4035 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4036 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4037 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4038 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4039 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4040 podium (wood or metal speaker podium, 48”)

1 (up to one per breakout room)

4041 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4042 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4043 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4044 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4045 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4046 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4047 wireless, handheld mics (1 2 (up to two per breakout room) for podium, 1 for Q&A)

4048 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4049 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4050 wireless, handheld mics (1 for podium, 1 for Q&A)

2 (up to two per breakout room)

4051 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4052 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4053 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4054 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4055 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4056 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4057 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4058 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4059 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4060 Flipchart (25x30” on easel with 2 black markers)

1 (up to one per breakout room)

4061 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4062 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4063 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4064 Confidence Monitor (24” monitor)

4065 Confidence Monitor (24” 1 (up to one per breakout room) monitor)

4066 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4067 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4068 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4069 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4070 Confidence Monitor (24” monitor)

1 (up to one per breakout room)

4071 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4072 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4073 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4074 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4075 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4076 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4077 Camera setup for livestreaming (connect stream to online event platform)

4078 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4079 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4080 Camera setup for livestreaming (connect stream to online event platform)

1 (up to one per breakout room)

4081 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4082 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4083 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4084 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4085 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4086 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4087 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4088 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4089 show laptop (patch between live video feed and online event platform)

4090 show laptop (patch between live video feed and online event platform)

1 (up to one per breakout room)

4091 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4092 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4093 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4094 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4095 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4096 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4097 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4098 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4099 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4100 Sound Operator - mixing board, microphone control, audio to livestream

1 (up to one per breakout room)

4101 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4102 AV Tech Support - setup and connectivity support

4103 AV Tech Support - setup and 1 (up to one per breakout room) connectivity support

4104 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4105 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4106 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4107 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4108 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4109 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4110 AV Tech Support - setup and connectivity support

1 (up to one per breakout room)

4111 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4112 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4113 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4114 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4115 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4116 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4117 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4118 Camera Operator - for livestream (single operator per camera)

4119 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4120 Camera Operator - for livestream (single operator per camera)

1 (up to one per breakout room)

4121 Remote for Advancing Presentation

1 (up to one per breakout room)

4122 Remote for Advancing Presentation

1 (up to one per breakout room)

4123 Remote for Advancing Presentation

1 (up to one per breakout room)

4124 Remote for Advancing Presentation

1 (up to one per breakout room)

4125 Remote for Advancing Presentation

1 (up to one per breakout room)

4126 Remote for Advancing Presentation

1 (up to one per breakout room)

4127 Remote for Advancing Presentation

1 (up to one per breakout room)

4128 Remote for Advancing Presentation

1 (up to one per breakout room)

4129 Remote for Advancing Presentation

1 (up to one per breakout room)

4130 Remote for Advancing Presentation

1 (up to one per breakout room)

8. Travel

Venue/contractor will bear the cost of travel expenses during the contract period. No reimbursement will be made by BARDA for travel, board, or lodging.