Special Events and Conferences Support BPA - Request for Information (RFI)
ID: USDA_PODType: Sources Sought
Overview

Buyer

AGRICULTURE, DEPARTMENT OFUSDA, DEPARTMENTAL ADMINISTRATIONUSDA, OCP-POD-ACQ-MGMT-BRANCH-FTCFORT COLLINS, CO, 80521, USA

NAICS

Convention and Trade Show Organizers (561920)

PSC

SUPPORT- MANAGEMENT: LOGISTICS SUPPORT (R706)

Set Aside

Total Small Business Set-Aside (FAR 19.5) (SBA)

Original Source

https://sam.gov/workspace/contract/opp/0d007c8a3c2840958fe891e5f368f103/view
Timeline
    Description

    The United States Department of Agriculture (USDA) is seeking responses for a Request for Information (RFI) to establish a multiple-award Blanket Purchase Agreement (BPA) for Special Events and Conferences Support. This procurement aims to acquire comprehensive turn-key event production services, including project management, audiovisual support, security, and communications for various events nationwide. The BPA is significant as it will facilitate the USDA's ability to effectively manage and execute special events, with an estimated purchase volume of up to $9.9 million annually, totaling $49.5 million over its lifetime. Interested businesses should submit their capabilities electronically by December 15, 2025, to Garrentt Baca at garrentt.baca@usda.gov or John Flannery at John.Flannery@usda.gov.

    Point(s) of Contact
    Garrentt Baca
    garrentt.baca@usda.gov
    John Flannery
    John.Flannery@usda.gov
    Files
    Title
    Posted
    07_USDA Special Events and Conference Support PWS_v4.docx
    The US Department of Agriculture (USDA) is seeking proposals for a multiple-award Blanket Purchase Agreement (BPA) to acquire turn-key event production support services for special events and conferences nationwide. This PWS outlines the requirements for contractors to provide comprehensive event management, including project management, on-site support, audio-visual production, security, space allocation, and principal management. Contractors must also provide communications support, including event branding, press operations, and materials development. The BPA has a base period of one year with four one-year options. Key deliverables include kickoff meeting minutes, quality control plans, project management plans, event master plans, final event reports, monthly status reports, and transition plans. All services and deliverables must comply with Section 508 accessibility standards and strict security requirements, including personnel background checks and immediate reporting of information security incidents. The estimated volume of purchases through this BPA is up to $9.9M per year, with a potential total of $49.5 million over its lifetime.
    07a_Attachment A _ Onboarding Process.docx
    The
    07b_Attachment B - Additional Clauses.docx
    This document outlines additional clauses for government contracts, focusing on electronic invoicing via the Invoice Processing Platform (IPP) and compliance with Internet Protocol version 6 (IPv6) for information technology. Contractors must submit detailed invoices electronically through IPP every 30 days, citing CLIN/Sub-CLINs and providing work summaries. For IT acquisitions, all systems, hardware, and software must support IPv6, maintain interoperability with IPv4, and offer comparable performance. Contractors are responsible for providing IPv6 technical support, upgrading systems at no additional cost as IPv6 evolves, and rectifying any non-compliance within one year of acceptance. These requirements ensure modern invoicing procedures and future-proof IT infrastructure for the government.
    Final RFI_USDA Special Events and Conferences Support BPA.docx
    The USDA has issued a Request for Information (RFI) to gather market research for a potential nationwide, multiple-award Blanket Purchase Agreement (BPA) for Special Events and Conferences Support. This RFI is for planning purposes only and does not constitute a Request for Proposal. The USDA seeks turn-key event production services, including event and project management, site selection, audiovisual and IT support, promotion, on-site registration, and coordination with third parties. Some task orders may be structured as "no-cost contracts" where the contractor covers costs in exchange for collecting fees. Interested businesses are invited to submit responses electronically by December 15, 2025, to demonstrate their capabilities, as outlined in the attached draft Performance Work Statement.
    Lifecycle
    Title
    Type
    Special Events and Conferences Support BPA - Request for Information (RFI)
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    Sources Sought
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