Attachment 2 - Statement of Work.docx

DEPARTMENT OF HEALTH & HUMAN SERVICES

BARDA Industry Day (BID) 2025 Statement of Work (SOW) 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 seeking vendors to provide a venue and audio-visual (AV) services to support the production of the BARDA Industry Day (BID2025) conference, a two-day hybrid event. BID2025 will be held in Downtown Washington D.C. or the D.C. Metro area on consecutive weekdays between March 1 – July 2, 2025 (see section 3. Performance/Delivery Period for additional information).

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 provides 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.

Performance/Delivery Period Period of performance: Event to be held on two consecutive weekdays between March 1 – July 2, 2025, with equipment set-up and rehearsals one day prior to the event.

Preference will be given to venues available between April 28 – May 23, 2025.

Event dates will exclude the following Federal holidays and date ranges:

April 14-18: Spring Break for most public schools across the National Capital Region April 20-21: Easter Sunday/Monday April 22-24: World Vaccine Conference May 26: Memorial Day June 18-20: Juneteenth (observed 6/19) Venue Requirements Location: Event to be held in Downtown Washington D.C. or the greater D.C. Metro area.

Transportation: Venue must be located within a 20-mile radius of Constitution Center (400 7th Street, SW Washington, D.C. 20024).

Venue must offer ample on-site parking and/or be within two blocks of a public parking facility.

Venue must be within 1-mile walking distance of a METRO rail station or offer a shuttle service.

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

DEPARTMENT OF HEALTH & HUMAN SERVICES

Attendees: Venue must allow U.S. and non-U.S. Citizens on premises.

Hybrid Event Capability: Venue must either provide in-house access to AV equipment to support a hybrid event or allow an external vendor to provide the equipment (see section

5. AV Services for additional information). Sub-contracted vendors should have more than four (4+) years’ experience in providing hybrid events.

Event Space: Provide a floor plan that displays event/conference rooms proposed for BID2025.

Capacity Plenary Session Audience: Space should accommodate 1,500-2,000 attendees in theater style set-up.

Venues may host plenary sessions in their largest conference room and simulcast sessions to an overflow room(s) to accommodate the remainder of in-person attendees.

Flexible Meeting Rooms: venues shall have 8-10 breakout rooms that can accommodate between 50-200 people per room for breakout sessions (theater style).

Pre-function/Networking Space: Provide an open space for attendees and BARDA Staff to network and exhibit posters.

Space should be to accommodate ~1000 attendees (reception style) with 8-10 high-top tables for networking and an exhibitor area to display 8-12 posters on easels.

Space Usage Event Team Office: Provide private office space designated for the BARDA Event Management Team’s use.

Room should accommodate 12-15 people.

Room must have several outlets and include a table(s) and chairs, with room to accommodate other equipment needed for computer/office set-up.

Room must be secured with a locking door.

Executive Boardroom: Provide a meeting space that can be designated as an executive boardroom for BARDA Senior Management.

Room should be able to accommodate up to 10 people.

Room must have basic AV equipment (e.g., screen, projector) and a conference phone.

Room must have several outlets and include a table and chairs.

Room must be secured with a locking door.

Registration Space: Provide space for registration/check-in activities and in proximity to the General Session meeting room.

Greenroom: Provide a private waiting room designated for upcoming speakers.

Space should accommodate up to 20 people.

Space must have several outlets and include a table and chairs for a speaker(s) to review presentations if needed.

Ad Hoc Meeting Rooms: Provide two (2) small meeting rooms that accommodate 6-10 people in each room for ad hoc meetings with BARDA staff and in-person stakeholders throughout BID.

Lactation Room: Provide one(1) private space for nursing mothers.

Space must be able to be locked from the inside.

Space must have a chair and small table.

Storage: Provide access to secure overnight storage for equipment and supplies up to three (3) days prior to event and through its duration. This space will be utilized be for event signage, banners, easels, flags, office supplies, and other small items.

Space Requirements by Day This section provides additional detail on space requirements by day (See Appendix 1 for an example Agenda from BID2023).

Day 0: Venue must make rooms available for equipment set-up and rehearsals 1 day prior to the event.

Day 1: General Session.

Space must accommodate 1,500-2,000 attendees, with the main room for general session set-up in theater-style seating to accommodate most attendees, with rooms in proximity for attendee overflow as needed.

The main room for general session must have all required AV equipment to livestream and record the sessions, with overflow room(s) set up with all required AV equipment to stream and project 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 (with tables, chairs, and microphones).

Day 2: Breakout Sessions and Engagement Activities.

Breakout Rooms: Provide 8 - 10 breakout rooms that can accommodate between 50-200 people per room.

Conference rooms must be able to accommodate a table with seating for 3-6 panel members, 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: Provide 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.

1:1 Appointment Space: Provide space to accommodate ~8 high-top tables with up to 48 participants (reception set-up) for brief one-to-one meetings to occur simultaneously.

This table summarizes venue room requirements by day.

Breakout Rooms

8-10 rooms, Capacity 50-200 people per room

Engagement Suite (up to 50 people)

X

Appointment Space (may be multiple rooms, up to 48 people)

X

Dining Options Venues must offer food and beverage services (such as restaurants, food courts, and/or coffee shops) either on-site or within two blocks walking distance.

Furniture Provide the government with necessary stage furnishings for presenter seating and greenery (in-house or via subcontract to a preferred vendor) on the main stage. See Appendix 2 for example presenter seating and greenery from BID2023.

Vendors should outline options for furnishings and greenery, including quantities, to support alternate session approaches (e.g., round-table discussions or fireside chats).

AV Services BARDA is soliciting a venue with adequate in-house AV services, or preferred onsite contractor(s) to provide live AV and production support. This requires an asynchronous simulcast connection between on-site presentations and virtual attendees in both the main room (Day 1) and all breakout rooms (Day 2). The government requires a hard-wired ethernet connection at the venue for the livestream services. The virtual events platform will be provided by BARDA. AV support services must meet the criteria listed below.

1.

General AV Requirements Have proven experience in the field of live event video production support and project management. This requires a detail-oriented, organized, and proactive team with strong problem-solving skills, who can work both independently and collaboratively.

Have knowledge of current AV production techniques, adequate equipment for production and staging, and experience supporting large-scale hybrid events through virtual meeting platforms (e.g., Zoom, WebEx). All livestreams must be recorded on external media and provided to the government onsite.

Provide all labor services and equipment for audio, lighting, projections, staging.

Equipment will be needed to enable speakers to present briefing slides in-person and through the virtual platform (to include encoders).

Be available for on-site equipment set-up and participate in pre-event set-up and rehearsals.

Provide contracted services established in the project plan during the event dates.

Wi-Fi for Attendees Vendor must provide or refer preferred contractor to provide seamless Wi-Fi connections to the virtual events platform.

A high-speed internet package with two (2) separate , secure, private, and password-protected Wi-Fi connections for:

BARDA staff only, and Non-BARDA attendees.

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

AV Requirements by Day AV equipment must be available for set-up and rehearsals 1 day before the event date.

Day 1: General Session for all BID attendees. Include the items below or similar:

Lighting package - stage wash and spot for main room.

Sound system and mixer.

LCD projector(s) and screen(s) suitable for audience to view presentation slides in event room(s).

Podium with mic on stage.

Slide advancing remote with laser pointer.

2 Confidence monitors.

2 Cameras (live stream plenary sessions for virtual audience).

At least 5 wireless lavalier mics, with hardwired backups.

2 show laptops for PowerPoint presentations.

Presidential Teleprompter set up for podium.

Day 2: Breakout Sessions per room (seeking 8-10 breakout rooms).

Podium with microphone.

3-6 handheld microphones.

LCD projector and screen.

Confidence monitor.

1 Camera and operator (with wash lighting) to broadcast and record sessions.

Audio technician to monitor audio and provide XLR feed to camera and room.

Livestream technician to operate and monitor the feed for virtual attendees.

Day 1 and 2: 12 radios with in-ear speaker, extra batteries, and charge bank for Event Management Team coordination.

Stage Backdrop Options The vendor may provide a description of stage backdrop options for the general session stage and recommended quantities for the venue on Day 1. See Appendix 2 for example drapery and backlighting from BID2023.

Post-Event Video Services Provide full video editing support, including but not limited to closed captioning services (in-house or via subcontract to a preferred vendor).

Complete all post-production services by the dates established in the project plan.

Post-event video editing (minor editing for clean-up and audio optimization).

Post-event transcripts (MS Word document) reviewed for quality and compliant with Section 508 of the Rehabilitation Act.

Proofed and edited SRT (SubRip Subtitle) file.

Event Management Team Team: An Event Management Team will be comprised of representatives from BARDA, the Venue, AV Services, and Closed Captioning (if separate from the AV service provider) 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 (if separate from AV team) – 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.

Duties: The Event Management Team must:

Participate in kick-off meeting (held within 15 business days following contract award) and all planning meetings where directed (including a conference resume).

Venue and AV vendor(s) will have the flexibility to be available for ad-hoc inquiries and meetings, as well as provide reports (e.g., program of events, group detail report, room diagrams) as needed.

Security (optional) Provide event security (in-house or subcontracted). To include 4 uniformed security guards from event, start to event end, each day.

Basic Coffee Service (optional) Provide a per head cost for basic coffee service from 8-12 daily.

Estimate shall only include the cost for regular/decaf coffee, creamer, sweetener, and ice water.

The government requests that any hospitality set up/clean up fees are reflected separately in the cost estimate.

Appendix 1: Example Agenda from BID2023

Appendix 2: Example Stage Backdrop and Furniture from BID2023 Example Presenter Seating

Example Greenery

Example Drapery and Backlighting image2.png image3.png image4.png image5.png image6.png image1.png