Final RFI_USDA Special Events and Conferences Support BPA.docx

Special Events and Conferences Support BPA - Request for Information (RFI)

United States Department of Agriculture

10/17/2025

Request for Information (RFI)/Sources Sought Notice (SSN)

NAICS- 561920

PSC- R706

1. Introduction The United States Department of Agriculture (USDA) wishes to conduct a Request for Information (RFI) that will serve as market research on establishing a solicitation for contractor support for a multiple award, nationwide, Firm-Fixed-Price Blanket Purchase Agreement (BPA) for Special Events and Conferences Support.

2. Description THIS IS AN RFI/SOURCES SOUGHT NOTICE (SSN) ONLY. This RFI is issued solely for market research information and planning purposes – it neither constitutes a Request for Proposal (RFP) nor a promise by the Government to issue an RFP in the future. This RFI does not commit the Government to contract for any supply or service whatsoever.

Further, USDA is not at this time seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the SAM.gov website. It is the responsibility of the potential offeror(s) to monitor this site for additional amendments and information pertaining to this requirement.

3. Background United States Department of Agriculture (USDA) provides leadership on food, agriculture, natural resources, rural development, nutrition, and related issues based on sound public policy, the best available science and efficient management.

USDA expands economic opportunity through innovation, helping rural America to thrive; promotes agriculture production sustainability that better nourishes Americans while also helping feed others throughout the world; and preserves and conserves our Nation's natural resources through restored forests, improved watersheds, and healthy private working lands.

USDA is comprised of Departmental Management (DM) offices, Mission Areas (MA) and Agencies with employees located throughout the Continental United States (CONUS) and Outside CONUS (OCONUS).

USDA Departmental Administration (DA) provides centralized operational support, policy guidance, and administrative oversight for all USDA agencies and offices. DA ensures that USDA’s workforce, financial operations, IT infrastructure, and procurement processes run efficiently and in compliance with federal regulations.

DA Key Areas of Focus include:

· Procurement & Contracting: Manages USDA acquisitions, vendor engagement, and small business contracting opportunities

· Human Resources & Workforce Management: Oversees hiring, diversity initiatives, and employee benefits across USDA

· Information Technology & Cybersecurity: Supports USDA’s IT modernization, cloud computing, and data security

· Facilities & Property Management: Maintains USDA offices, leases, and sustainability initiatives

· Civil Rights & Equal Employment Compliance: Ensures fair hiring practices and workplace diversity at USDA

· Enterprise Risk Management & Financial Oversight: Monitors USDA’s financial policies, internal controls, and fraud prevention efforts

More information about DA to include its mission, vision, and core values can be found here - https://ingovcon.com/the-govcon-guide-to-federal-agencies/usda-departmental-administration-da-a-guide-for-new-government-contractors/

4. Purpose and Objective(s) The primary purpose of this commercial services contract is to establish a nation-wide, multiple award Blanket Purchase Agreement (BPA) to acquire turn-key event production support services for special events and conferences hosted by the Department. For Call Orders issued under this BPA, the vendor shall be responsible for designing and coordinating the decor/scenic elements, the production gear needed, the on-site management of vendors or subcontractors, liaising between the USDA, the National Park Service, and other federal and non-federal partners, the guest flow and experience, the registration, credentialing, and press operation, and a program’s run of show. The scope is to provide a wide range of event planning support, including:

· Event and project management

· Site selection and facility reservations

· Audiovisual and Information Technology (IT) support

· Promotion and marketing

· On-site registration support

· Coordination with third-party participants

· No-cost contracting: Some task orders can be structured as "no-cost contracts" for the Government. In this case, the Contractor covers all costs in exchange for collecting registration, sponsorship, or exhibition fees.

It is requested that interested businesses respond to the Request for Information Form provided in this notice in order to demonstrate the ability to perform the requirements described. An overview for this requirement can be found in the attached draft Performance Work Statement (PWS).

5. List of Attachment(s):

DRAFT Special Events and Conferences Support BPA PWS.

6. RFI Response Submission Instructions

Companies/organizations who wish to respond to this RFI should submit responses electronically, via the link below no later than 5:00 PM PT on December 15, 2025. Vendors are invited to complete the following form located at https://forms.office.com/g/kFmntbJXub

You can also access the form by scanning the QR Code below:

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