BARDA Industry Day 2025 (BID2025)
ID: 75A50124Q00002Type: Combined Synopsis/Solicitation
Overview

Buyer

HEALTH AND HUMAN SERVICES, DEPARTMENT OFOFFICE OF ASSISTANT SECRETARY FOR PREPAREDNESS AND RESPONSEBARDA - ASPR / DAAPPO / BARDA DCMAWASHINGTON, DC, 20515, USA

NAICS

AccommodationT (721)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Original Source

https://sam.gov/opp/926a3ce2817a4f41bd289830e0959090/view
Timeline
    Description

    The Biomedical Advanced Research and Development Authority (BARDA) within the Department of Health and Human Services seeks vendors for the upcoming BARDA Industry Day (BID2025) conference. This is a combined request for quotations and solicitation for commercial items and services, aiming to engage the public and private sectors in discussions on health security threats.

    BARDA requires a venue in downtown Washington D.C. or the surrounding area to host this two-day hybrid event between March 1st and July 2nd, 2025, with a strong preference for dates in April to June. The venue should accommodate 1500–2000 attendees, provide ample parking, and be easily accessible by public transport. In addition to venue rental, BARDA requires professional audio-visual services and support for a seamless and engaging experience, catering to both physical and virtual attendees.

    The key tasks involve providing a detailed technical approach and demonstrating the ability to manage and produce large-scale hybrid events. Vendors must offer comprehensive services, including event space, audio-visual equipment, and technical support. Additional requirements include optional security personnel and coffee catering. BARDA envisions awarding a firm-fixed-price contract with distinct line items for each service.

    Eligible vendors must be registered on the SAM database and submit their offers by the deadline on July 29th, 2024. BARDA plans a quick turnaround for contract awards, which will be based on initial quotations. Vendors must submit a technical proposal, including past experience and troubleshooting strategies, along with a pricing schedule in the specified Excel format.

    For any clarifications or questions, vendors can contact Heidi Treadway, the Contract Specialist, or Devin FitzMaurice, the Contracting Officer, whose details are provided in the solicitation.

    This opportunity seeks to engage experienced vendors to create a successful BID2025 conference, and BARDA encourages all responsible sources to submit quotations.

    Point(s) of Contact
    Heidi Treadway, Contract Specialist
    (202) 741-8479
    heidi.treadway@hhs.gov
    Devin FitzMaurice, Contracting Officer
    (240) 856-2795
    Devin.FitzMaurice@hhs.gov
    Files
    Title
    Posted
    Attachment 1 - Terms and Conditions.docx
    The Biomedical Advanced Research and Development Authority (BARDA) seeks a venue and audio-visual support services for the BARDA Industry Day (BID2025) conference. This two-day hybrid event, scheduled for consecutive weekdays between March 1st and July 2nd, 2025, requires a venue in downtown Washington D.C. or the D.C. metro area. Key procurement objectives include securing a venue that can accommodate approximately 2000 people and providing professional audio-visual and production support. BARDA envisions a firm-fixed price contract, with distinct contract line items for the venue, audio-visual services, security, and coffee services. The agency prefers the event to take place between April 28th and May 23rd, 2025. Offerors must submit detailed proposals demonstrating their technical approach, troubleshooting mechanisms, and past experience in video production and project management, preferably for large-scale hybrid events. Pricing schedules must be submitted in a specified Microsoft Excel format, breaking down costs for each contract line item. The quote submission deadline is July 29th, 2024, with contract awards expected shortly afterward.
    Attachment 2 - Statement of Work.docx
    The Administration for Strategic Preparedness and Response seeks vendors for its annual BARDA Industry Day (BID2025) conference. The two-day hybrid event, scheduled for March to July 2025 in downtown Washington D.C., aims to engage public and private sectors in discussions on health security threats. Vendors are sought to provide a suitable venue and comprehensive audio-visual services for the conference, which caters to a large audience. The main objectives are to find a space that can accommodate 1500–2000 attendees and offer numerous breakout rooms for discussions and presentations. Additionally, the venue should have ample parking and be accessible from public transport. The space should also cater to the event's technical requirements, with a focus on seamless virtual attendance and high-quality A/V equipment for an engaging experience. The agency seeks a detail-oriented A/V team with experience in live events and hybrid meetings. Critical dates include equipment setup and rehearsals a day prior to the event, with preferences for specific dates in April to June. This RFP outlines detailed technical specifications and requirements for an efficient event management process.
    Attachment 3- Pricing Spreadsheet.xlsx
    The primary objective of this procurement is to secure a venue and associated services for the Biomedical Advanced Research Development Authority's Industry Day (BID) event. The venue rental (CLIN 0001) and audio-visual services (CLIN 0002) are key requirements, with the venue needed to accommodate the expected attendee count and provide the necessary amenities. Additionally, the procurement seeks quotes for optional security personnel (CLIN 0003) and coffee catering (CLIN 0004), aiming to create a comprehensive package for a successful event. The Statement of Work provides further details on event requirements and expectations. Vendors are invited to submit their quotes for the various services, with the potential for multiple CLINS to be awarded to different vendors. Although the RFQ mentions a total estimated value, it is not broken down by CLIN. The evaluation of proposals will likely focus on the vendors' ability to meet the event's requirements, including their experience and capacity to deliver high-quality services. Key dates and other administrative details are not provided in the information supplied.
    Lifecycle
    Title
    Type
    BARDA Industry Day 2025 (BID2025)
    Currently viewing
    Combined Synopsis/Solicitation
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