SAM #RFIMHSRS2027

Support Services for Military Health System Research Symposium (MHSRS) – Planning, Execution, and Post-Event Activities

This opportunity is for industry to provide comprehensive support services for the annual Military Health System Research Symposium (MHSRS), managed by the Defense Health Agency (DHA) under the Department of Defense. - Government Buyer: - Defense Health Agency (DHA), Assistant Secretary of War for Health Affairs (ASW(HA)), U.S. Army Medical Research and Development Command (USAMRDC), Research and Development Contracting Division 1, Contracts Branch 4 - OEMs and Vendors: - No specific OEMs or vendors are named in the solicitation - Products/Services Requested: - Non-personal professional support services for symposium planning, execution, and post-event activities - Program management, registration, exhibitor coordination, audiovisual and multimedia support, transportation, security coordination, awards management, and post-meeting analysis - Optional services: CME accreditation support, additional government exhibitor booth and registration support, integration of VA/DoW Suicide Prevention Conference in 2027 - Unique or Notable Requirements: - Contractor must recover costs through attendee registration, sponsorships, and exhibitor fees (no-cost contract) - Experience with scientific research meetings, abstract submissions, peer review, and schedule building required - Optional integration of a major suicide prevention conference in 2027, with increased attendee and exhibitor volume - Compliance with security, training, and reporting standards - Period of Performance: - One-year base period with four option years and potential six-month extension - NAICS Code: - 561920 (Convention and Trade Show Organizers) - **No specific products or part numbers are requested; all requirements are service-based.

Description

THIS IS A REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT (SS) NOTIFICIATION TO INCLUDE INDUSTRY FEEDBACK

1. Title: Planning and Execution of the Military Health System Research Symposium (MHSRS) Support Services for the Defense Health Agency (DHA) in Support of the Assistant Secretary of War - Health Affairs (ASW(HA))

2. Contracting Office: Defense Health Agency Contracting Activity, Research and Development Contracting Division 1 -  Contracts Branch 4

3. Contracting Office Location: Fort Detrick - Frederick, Maryland

4. Summary:  This RFI/SS is issued solely for information and planning purposes and shall not be construed as a solicitation, restrict the Government as to the ultimate acquisition approach, or serve as an obligation on the part of the DHA. In accordance with Federal Acquisition Regulation (FAR) Revolutionary FAR Overhaul 15.101(c)(2), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are advised that the United States Government will not pay for any information or administrative costs incurred in response to this RFI/SS. All costs associated with responding to this RFI/SS will be solely at the interested responder’s expense. Not responding to this RFI/SS does not preclude participation in any future Request for Proposal, if any are issued.  No evaluation letters and/or results will be issued to responders responding to this RFI/SS. The information resulting from this RFI/SS will determine interest and capabilities available in the marketplace; and will assist in developing acquisition strategy.

5. Background/Scope: The ASW(HA) is the principal advisor to the Secretary of War and the Under Secretary of War for Personnel and Readiness for all Department of War and force health protection policies, programs, and activities. In carrying out these responsibilities, the ASW(HA) exercises authority, direction, and control through the DHA. The ASW(HA) plays a critical role in research by overseeing, directing, and allocating resources for military-specific medical research, including Congressionally Directed Medical Research Programs and the Defense Health Program funded research. A strategic research focus of ASW(HA) is areas that impact military operations – specifically medical care during deployed operations.

The DHA on behalf of the ASW(HA) requires knowledge management and symposium support services for the execution of the MHSRS. This meeting serves as an annual forum to report the results of federally funded medical research supporting the deployed warfighter. The MHSRS aligns with the ASW(HA)’s role as the overseer of health policy and the DHA’s mission as a joint, integrated Combat Support Agency enabling the U.S. Army, Navy, and Air Force medical services to provide a medically ready force to Combatant Commands.

This requirement is for non-personal support services to fully support the ASW(HA) with symposium planning and execution of the annual MHSRS. The Contractor shall provide support for all planning, execution, and post-event activities for the annual MHSRS at a no cost basis as the Contractor will recover all costs in the form of revenue from attendee registration fees, sponsorships, and exhibitor fees. It is the intent of the MHSRS to create a symposium environment that encourages maximum participation from Government and private industries that support the ASW(HA) and the DHA in any of their mission requirements. The MHSRS shall be designed to promote an exchange of information, display market products and innovations, as well as set a routine expectation that stabilizes the communication between industry and Government.

The NAICS for this requirement is 561920. The anticipated contract type is a no cost contract.

How to Respond to this RFI/SS:

Please submit a Capability Statement that describes relevant experience, expertise, and capabilities based upon the size and scope of this requirement as outlined in the draft Performance Work Statement (PWS).

Each response should include the following business information and must not be more than ten (10) pages in length:

a) Company name, mailing address, email address, telephone, website address (if available), and the name, telephone number, and email address of a point of contact having the authority and knowledge to clarify responses with Government representatives.

b) Unique Entity ID number, CAGE Code, and company structure (Corporation, LLC, partnership, joint venture, etc.). Companies must also be registered in the System for Award Management at www.sam.gov to be considered as potential sources.

c) Small Business representation and corresponding NAICS. Are you a small business under NAICS 561920? Are you an 8(a)?Are you a small business under any other socio-economic category?

d) Any and all Government Contracts/IDIQs (e.g. Federal Supply Schedule, OASIS, etc.) currently held (to include the vehicle and your contract number) that could be used to fulfill this requirement.

e) Description of the company’s specific and relevant experience and expertise to fulfill this requirement. Experience must be of similar size and scope. Please provide examples or provide references of previously completed deliverables related to this requirement. Does your company have experience in planning and executing scientific research meetings with scientific abstract submissions, peer review of abstracts, and schedule build for speakers? Does your company have experience with no cost contracts?

f) Provide information relating to capabilities, novel ideas, and industry best practices. Industry capabilities need to meet the needs of the Government’s requirements as outlined in the draft PWS. Do not regurgitate the draft PWS tasks, rather, outline company specific capabilities that match the work outlined in the draft PWS in order for the Government to make a fair capabilities determination.

Requested (but not required nor evaluated):

Any industry feedback to the attached draft PWS.

Capability statements will be reviewed/evaluated for (1) Relevant experience based on the size and scope of the outlined requirement; (2) Company specific capabilities that match the work outlined in the draft PWS. The formal closing date for this RFI/SS and for the submission of all responses is NLT 9 September 2026 at 12:00PM EST. All responses shall be submitted electronically using PDF format to Alana M. Sowers at alana.m.sowers.civ@health.mil. The Government will not entertain questions regarding this RFI/SS. All responses received will be considered; however, a determination by the Government not to compete the proposed requirement based upon responses to this notice is solely within the discretion of the Government.

Attachment:

Draft PWS

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