SOURCES SOUGHT
D -- Enterprise Event Hosting Solution
- Notice Date
- 6/27/2017
- Notice Type
- Sources Sought
- NAICS
- 611420
— Computer Training
- Contracting Office
- Department of the Air Force, Direct Reporting Units, USAF Academy - 10 CONS, 8110 Industrial Drive, Suite 200, USAF Academy, Colorado, 80840-2315, United States
- ZIP Code
- 80840-2315
- Solicitation Number
- FA7000-17-r-0035
- Archive Date
- 7/27/2017
- Point of Contact
- Casey D. Pehrson, Phone: 7193332327
- E-Mail Address
-
casey.pehrson.2@us.af.mil
(casey.pehrson.2@us.af.mil)
- Small Business Set-Aside
- N/A
- Description
- Point of Contact: Casey Pehrson Contract Specialist Phone: 719-333-2327 Email: casey.pehrson.2@us.af.mil Requirement Description: USAFA ENTERPRISE EVENT HOSTING SOLUTION This is a SOURCES SOUGHT (SS) and REQUST FOR INFORMATION (RFI) for the upcoming USAFA Creative Services acquisition. This SS/RFI is for information and planning purposes only and does not constitute a solicitation. DO NOT submit a quote or proposal in response to t his SS/RFI. Information provided in response to this SS/RFI is strictly voluntary. There will be no compensation from the Government for the information provided. A formal solicitation may be executed at a future date. The planned North American Industry Classification System (NAICS) code is 611420 Computer Training. All potential offerors are reminded, in accordance with Federal Acquisition Regulations (FAR) 52.204-7, System for Award Management (SAM), lack of registration in the SAM will make an offeror ineligible for contract award. All businesses capable of providing the services identified in the PWS are invited to respond with the following information: •a. Company name, address, Cage Code, DUNS Number, name of point of contact, telephone number and e-mail address; •b. NAICS codes your company operates under. •c. Small business status (service disabled veteran owned small business, HUB Zone, 8(a), minority business enterprise, etc.). •d. A capabilities brief (no more than 5 pages). Interested parties may also provide the following information concerning the PWS: •a. Are there any requirements that are vague and/or difficult to propose to? •b. Please identify any significant cost drivers that the Government may not be anticipating? •c. Are there any aspects of this requirement which are not consistent with current industry practices? Please provide responses not later than 4:00 pm Mountain Daylight Time on 12 July 2017. Questions and responses should be addressed to the primary contact, Casey Pehrson, Contracting Specialist, at 719-333-2327or casey.pehrson.2@us.af.mil. For information on Small Business Administration programs, please contact the USAFA Director of Small Business, Bill Wolski at 719-333-4561. --------------------------------------------------------------------------------------------- PWS •1.0. General •1.1. •2.0. Description of services •2.1. Enterprise Event Hosting •2.1.1. Scope of Work. The United States Air Force Academy (USAFA) requires a secure and versatile Enterprise Event Hosting (EEH) web solution with an integrated mobile application. •2.1.2. Data Rights. All information imported into the Contractors database such as technical materials, documents, drawings, briefings, data schema, data tables, associated database lay-out/design and the actual data used to populate the environment or produced by the Contractor in support of this PWS shall be the exclusive property of the Government. Data shall be governed by applicable contract clauses. •2.2. Enterprise Event Hosting Capability. The Contractor shall provide a Commercial Off The Shelf (COTS), Enterprise Event Hosting capability, web and mobile app able to meet the requirements listed in the sections below. •2.2.1. Create and personalize USAFA branded event website, mobile application that utilize responsive web design and allow for customizable fields. •2.2.2. Provide a cohesive experience mirroring the appearance of the United States Air Force Academy EDU website. •2.2.3. Provide up to ten (10) Contractor created USAFA organizational branded registration templates for web and mobile application integration within 10 business days after contract start. The Government will provide the contractor with the USAFA branding guide upon contract award. •2.2.4. Provide a mobile app available for use within 10 business days after award. The contractor shall provide continuous updates and maintenance of the mobile application. •2.2.5. Gather real-time feedback, request feedback while attendees are onsite, thoughts and surveys about the event or a specific session. Results can be viewed and responded to in real time. •2.2.6. Interact with the audience through their mobile device (i.e., automatic push notifications, etc.). •2.2.7. Link EEH solution to USAFA website using HTML, utilizing text links or dynamic widgets. •2.2.8. Provide social media platform integration capabilities based on relevant social media platforms (i.e. Facebook, Linked-In, Snap Chat, Twitter, etc.). •2.2.9. Provide up to 75 hours per year of Web design support for custom Cascading Style Sheets (CSS), Hyper Text Mark-up Language (HTML) and coding. •2.2.10. Provide HTML editor to customize web-based forms with graphics and logos to match organizational branding. •2.2.11. Ensure contacts, emails and calendar activities may be synchronized with various e-mail programs. •2.2.12. Provide the capability to customize fields. •2.2.13. Allow users to edit, merge, or delete records and perform bulk imports and exports of contact information. •2.2.14. Provide a secure, external, encrypted, web-based, on-line capability to accept, process and consolidate event registration data from both internal and external event participants. •2.2.15. Protect all Personally Identifiable Information (PII) IAW AFI 33-332, The Air Force Privacy and Civil Liberties Program, Chapters 2, 6 and 7. •2.2.16. Add Privacy Act Advisory at web site entry points. •2.2.17. A Privacy Act Advisory is required to be posted on the web page where the information is being solicited or through a well-marked hyperlink whenever a web site solicits PII, even when not retained by the site after login or maintained in a Privacy Act system of records. •2.2.18. Notices shall clearly explain when the collection of PII is voluntary and notify users how to provide consent. •2.2.19. Include a Privacy Act Statement on the web page if it collects information directly from an individual that is maintained and retrieved by his or her name or personal identifier. •2.2.20. The Privacy Act Statement/banner shall provide the following language in a format where the user agrees to the terms prior to accessing the Government data at every access point: "You are about to access a United States Air Force information system. This information within this information system is provided for U.S. Government-authorized use only. Unauthorized or improper use of this system may result in disciplinary action as well as civil and criminal penalties. By using this information system, you understand and consent to the following: 4.20.1 You have no reasonable expectations of privacy regarding any communications or data transiting or stored on this information system. At any time, the Government may for any lawful Government purpose monitor, intercept, and search and seize any communication or data transiting or stored on this information system. 4.20.2 Any communications or data transiting or stored on this information system may be disclosed or used for any lawful Government purpose." 4.20.3Only maintain such information in approved Privacy Act systems of records that are published in the Federal Register. The Privacy Act gives subject individuals certain rights with respect to the Government's maintenance and use of PII collected about them that is contained in a Privacy Act record. •2.2.21. Ensure EEH does not reference the Contractor's company name or their subcontractor(s). •2.2.22. 4.22 Website Availability. The Contractor shall provide a 99.9% uptime for hosted content. All planned downtimes shall be coordinated through the Government COR. •2.3. Registration. The Contractor shall provide an EEH registration system with the following capabilities: •2.3.1. Provide customizable registration forms with customizable fields. •2.3.2. Duplicate past event registration pages and update them for new events. •2.3.3. Provide attendees the ability to register, modify, and cancel via email or a confirmation number. •2.3.4. Provide users the ability to manage attendee information (i.e., enter, update, modify, cancel and refund attendees). •2.3.5. Provide a group registration capability that allows for one person to register a group with a single or multiple payment transaction. Carry over group data from one group member to the next. Create group rules to allow for discounts based on the group size. Ability to communicate with group as whole or specific individuals within the group. Once registration is complete for the group, each member in the group shall be an independent registration, allowing separate and unique agenda items or event sessions. •2.3.6. Provide guest registration capability that can be customized to collect unique information. •2.3.7. Batch assign attendees to venues based on the registration categories or types. •2.3.8. Provide dynamic, customizable multi-track, multi-session registration paths. •2.3.9. Allow pre-population of existing contact information such as name, rank, organization, title, address, etc. into registration forms, surveys, and certificates. •2.3.10. Manage event or session seating capacities, limit reservations and the ability to automatically waitlist particular event or sessions according to a number determined by the user. •2.3.11. Provide attendance tracking and control capabilities for event or sessions to include check in and check out times. •2.3.12. Provide all attendees the ability to obtain details of their registration status and what remains to complete registration electronically. All attendees shall be able to display or print their personalized schedule directly from the website or mobile app and save or e-mail it. •2.3.13. Gather travel requests or travel confirmation details from attendees to project logistical resources required for events. •2.3.14. Allow payment to vary based on activities, individuals and registration categories. •2.3.15. Extract data from the registration database to populate custom name badges, mailing labels, speaker itineraries, and event documents. •2.3.16. Provide the ability to create customizable event and session invitations and email correspondence templates for automated event communications. •2.3.17. Provide anytime, anywhere browser access and offline registration system availability. Ensure compatibility with various mobile and wireless devices such as iPhone, Android and Blackberry. •2.3.18. Provide integration capability with self-service tools such as kiosks, wireless scanners. •2.3.19. Provide a mobile application capable of synchronization with event management platform (i.e. someone that registered fifteen minutes before showing up shall still be listed in the app). •2.4. Seating Module. The Contractor shall provide an EEH seating module with the following capabilities: •2.4.1. Define an event, event floor plan, the number of tables available for seating, table size and location. •2.4.2. Manage table access using category or registration type restrictions. •2.4.3. Show total seats allocated to each table, when each seat is assigned, to help balance the number of types of registrants at each table. •2.4.4. Provide the capability for attendees to choose their seat based on registration category data and selected limitations set by event planner. •2.4.5. Manage cancellations or add-on seating. •2.4.6. View all tables with color codes to describe the tables where seats are available. •2.4.7. Identify if a table has too many seats or attendee is double slotted. •2.5. Registrant Payment. The Contractor shall provide an EEH service with the following capabilities: •2.5.1. Categorize pricing based on registration types and/or registration category. Individual registrants may select and pay for events utilizing an a la carte menu. •2.5.2. Provide multiple discount codes. •2.5.3. Provide payment with mobile devices. •2.5.4. Utilize instantly authorized on-line credit card payments using a secure website while sending automated emails to registrants confirming the registration payment. The contractor shall comply with the latest Payment Card Industry Data Security Standard (PCI-DSS) and be able to provide documentation verifying compliance as requested by USAFA CyberSecurity personnel. •2.5.5. Accept standard payment methods (Visa, MasterCard, Discover, American Express and PayPal) for on-line and on-site payments while processing payments in international currencies. Processing shall be in real-time with automatic notifications of failed transactions. •2.5.6. Automate refunds according to custom refund and cancellation policy. •2.5.7. Produce and deliver automated invoices and receipts to users based on on-line payments. •2.6. Contact Management. The Contractor shall provide an EEH service with the following capabilities: •2.6.1. Allow attendees to update/edit contact information during the registration process. •2.6.2. Track detailed information on attendees: multiple telephone numbers, physical and e-mail addresses, history of attendance, social media activities. •2.6.3. Export information to a spreadsheet for manipulation or modeling or a word processor for a mail merge in a few keystrokes. •2.6.4. Produce and distribute automated notifications or reminders to groups of people for individual events within an event (e.g., conference, dinner, lunch with specific groups) and track, manage, and report RSVPs from those individuals who were sent invitations. •2.6.5. Create, save and re-use email templates while customizing email templates to match organizational branding. Emails shall sent be in either HTML or plain text. •2.6.6. Provide options for "Sent from" name per email to ensure higher open rates and ability to customize "Reply to" email address. Emails sent are based on registration status such as Undecided, Accepted, Attended, or No-show. •2.6.7. Send automated notifications and reminders with the ability to repeat every set number of days for unresponsive invitees. Automate payment confirmation, receipts, and invoice emails. •2.7. Event Room Reservation. The Contractor shall provide an EEH service with the following capabilities: •2.7.1. Provide the user the ability to manage hotel reservations. •2.7.2. Allow users to reserve, report, cancel reservations, and securely store credit card information in an encrypted format using 128 bit or better encryption standard. This process shall be available when registration opens. •2.7.3. Allow Individual registrants to change their arrival and departure dates and to cancel the reservation online until a specified cutoff date that will be set by the customer. •2.8. Mobile Application. The Contractor shall provide an EEH service with the following capabilities: •2.8.1. Develop up to ten USAFA application templates in coordination with and approved by the COR utilizing Attachment 1, USAFA Brand Guidelines. •2.8.2. Provide an agenda where attendees can browse or search for sessions by keyword. •2.8.3. Provide attendees the ability to create personal to-do lists and schedules. •2.8.4. Allow event organizer to send instant push messages/updates to users' phones via text message, email, or mobile application. •2.8.5. Manage session registration and adjust room assignments to meet demand with attendance caps for individual sessions at each event. •2.8.6. Provide mapping of the event. Link interactive, high-resolution maps to session locations. •2.8.7. Send personalized alerts through beacons to attendees at multiple locations throughout event. •2.8.8. Provide attendees the ability to network with each other. Attendees shall be able to check in, see who else is there, and share contact information. •2.8.9. Track multiple events in one application. During simultaneous speaker/sessions track attendance at each session. •2.8.10. Provide a mobile application customer service hotline. •2.8.11. Check in attendees for an event, as well as any specific sessions during an event from multiple locations, simultaneously. •2.8.12. Process payments. •2.8.13. Provide compatibility with self-registration and check-in kiosks with on demand badge printing capabilities. •2.8.14. Provide a mobile application capable of filtering or searching the attendee list to pull up names. •2.8.15. Provide a mobile application capable scanning a Quick Response (QR) code or Barcode on a badge or printed email. •2.8.16. Provide a device agnostic mobile application. •2.9. EEH Solution Administration. The Contractor shall provide an EEH service with the following capabilities: •2.9.1. Define access and assign permissions for specific user management roles. •2.9.2. Set up event approval permissions which require certain users to get approval for their events before launch. •2.9.3. Create customized dashboards and statistical data for top-level view of event data and user history activity log to track changes. •2.10. Security, Accreditation and Privacy. The Contractor shall: •2.10.1. Immediately report any security issues discovered on the hardware or software for any event to the Government Contracting Officer's Representative (COR). The contractor and any subs shall not openly disclose USAFA vulnerabilities to anyone outside the Government. The servers and data in this system shall be secured in accordance with the latest Defense Information Systems Agency (DISA) web server Security Technical Implementation Guide (STIG). The Contactor shall utilize the STIG checklist to mitigate all identified vulnerabilities or note the inability to mitigate the threats in a Plan Of Actions and Milestones (POA&M) and provide this documentation to the USAFA CyberSecurity office with a clear way forward. The STIG is located at http://iase.disa.mil/stigs. •2.10.2. The Contractor shall coordinate with USAFA information technology personnel to resolve network access and e-mail issues. •2.10.3. Create administrative capacity in the EEH solution to change administrators and have multiple administrators. Ensure the EEH solution administrators have individual logins and passwords for all web site functions. All logins shall be encrypted and complaint with the DISA Web Server STIG and meet a minimum complexity requirements as listed in AFMAN 17-1301, para. 8.5.4.5 - 8.5.4.5. Case sensitive, at least 15-character mix of two upper case letters, two lower case letters, two numbers, and two special characters. For password changes, change at least four characters when a new password is created. •2.10.4. When requested, the Contractor shall provide all required documentation for the Government to perform accreditation of the system. This documentation shall include a continuity of operation procedures, incident response plan, basic network diagram, and basic vulnerability management plan detailing scan frequency and patch frequency including metrics. •2.11. Database. The Contractor shall: •2.11.1. Ensure the EEH system generated information is stored in a FEDRAMP Level IV certified environment. The Contractor shall provide the USAFA CyberSecurity team with a copy of their Provisional Approval To Operate (PATO). The Contractor shall be required to maintain their PATO. •2.11.2. Accomplish a Privacy Impact Assessment (PIA), and a System of Record Notice (SORN), and submit it to the Government for approval, (IAW AFI 33-332, The Air Force Privacy and Civil Liberties Program section 3.3) within ???, and be re-accomplished as required. •2.11.3. Migrate current USAFA event data (e.g. SQL databases, excel spreadsheets, etc.) to the Contractor's FEDRAMP Level IV cloud services-hosted hardware (Platform as a Service (PaaS) and Software as a Service (SaaS)). The USAFA data shall not be comingled with any other data. •2.11.4. Provide Data at Rest encryption and Data in Transit encryption, using 256-bit AES encryption standard. The servers that the Contractor maintains shall be patched when new Information Assurance Vulnerability Management (IAVM) patches come available for implementation by USCYBERCOM. •2.12. Reports and Queries. The Contractor shall provide an EEH service with the following capabilities: •2.12.1. Provide the capability to produce all USAFA event reports in the following formats: MS Word, MS Excel, HTML, Portable Document Format (PDF) and Comma Separated Values (CSV). The reports shall be directly available to the Government as needed without Contractor intervention. •2.12.2. Reports shall be able to be customized and branded. •2.12.3. Provide the Government the capability to run ad-hoc queries/reports on USAFA event data received and on any data field. These reports shall provide the Government the ability to filter and sort. •2.12.4. Analyze email and social media campaigns for USAFA events and measure key event metrics with cross-event reports. •2.12.5. Generate cross-event reports to measure data and metrics from all USAFA events. •2.12.6. Generate contact reports that show each contact's entire history across all events. •2.12.7. Generate reports and send automatically to specific groups or individuals. •2.12.8. Produce on demand budget reports that display event expenditures by event, department or in aggregate. Additionally, calculate variable costs, track vendor payments trend analysis and cost per registrant. •2.13. Surveys. The Contractor shall: •2.13.1. Provide a survey capability within the EEH system accessible to both web browser and mobile devices. •2.13.2. Ensure the system links to a survey that matches their registration category when they log-on. •2.13.3. Provide the ability to email survey at appointed or specified time and date. •2.13.4. Provide for real time information exchange during event (live polling). •2.13.5. Allow users to ask follow-on questions based on survey responses. •2.13.6. Provided all survey responses/data to the event staff in Microsoft Excel format. •2.14. Training & Support. •2.14.1. Initial Training. Within 15 days of contract award the contractor shall provide a 2 day initial onsite comprehensive training on the administration and use of the EEH system for up to 20 users. •2.14.2. Yearly Training. The contractor shall provide refresher training within 15 days after exercising each option year. Provide a 1 day onsite comprehensive training on the administration and use of the EEH system for up to 10 users. •2.14.3. Provide a user guide. •2.14.4. On-Line/Help Desk Services. The Contractor shall provide 24/7 on-line and telephonic help desk support and help menus for end users to seek assistance in use of the website capabilities.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/USAF/DRU/10ABWLGC/FA7000-17-r-0035/listing.html)
- Place of Performance
- Address: USAF Academy, Colorado Springs, Colorado, 80840, United States
- Zip Code: 80840
- Zip Code: 80840
- Record
- SN04559156-W 20170629/170627235335-c5923b325faf9e9cd0b34852d2170f93 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |