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

The United States Department of Agriculture (USDA) is conducting a Request for Information (RFI) to support market research for establishing a multiple-award, nationwide Blanket Purchase Agreement (BPA) for Special Events and Conferences Support services. The procurement will provide comprehensive turn-key event production support, including event and project management, site selection, audiovisual and IT support, promotion and marketing, registration support, and third-party coordination across the continental United States and outside the continental United States. Contractors must demonstrate capability to support USDA's Departmental Administration in managing special events and conferences and must comply with extensive security requirements, data protection protocols, Section 508 accessibility standards, IPv6 compliance for all systems, and electronic invoicing procedures through the Treasury's Invoice Processing Platform. The RFI serves as market research only and does not guarantee contract award; responses are due by 5:00 PM PT on December 15, 2025, and must be submitted electronically through a provided Office 365 form. Additional requirements include providing on-site management teams with specific roles such as project oversight, operations management, technical support, and production crew leadership, along with comprehensive onboarding procedures for non-federal personnel including background checks, information security training, and credential acquisition.

This procurement is designated as a Total Small Business set-aside with no incumbent contractors identified in the provided documentation. The estimated contract value reaches up to $9.9 million annually, with a potential total contract value of approximately $49.5 million over the full performance period. The contract structure includes a one-year base period followed by four one-year option periods, and a minimum of two awards is anticipated under this multiple-award BPA. The solicitation is classified under NAICS code 561920 (Convention and Trade Show Organizers) and PSC code R706 (Support-Management: Logistics Support). The BPA may include "no-cost" task orders where contractors cover event costs in exchange for collecting registration, sponsorship, or exhibition fees, providing opportunities for alternative compensation models alongside traditional cost-reimbursement arrangements.