SOLICITATION NOTICE
D -- Interactive Radio Frequency and Wireless ID System
- Notice Date
- 5/15/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- VA Corporate Franchise Data Center - Department of Veterans Affairs Corporate Franchise Data Center
- ZIP Code
- 00000
- Solicitation Number
- VA-777-08-RP-0156
- Response Due
- 5/22/2008
- Point of Contact
- Shawn Reinhart
- Small Business Set-Aside
- N/A
- Description
- The Austin Automation Center, Austin, Texas proposes to enter into a non-competitive commercial item/service contract with nTAG Interactive, The Schrafft Center, 529 Main Street, Suite 108, Boston, MA 02129. under the authority of FAR 6.302. Interested persons may identify capability to provide this information; this notice is not a request for proposals. However, all capable information received by May 22, 2008 will be considered by the government. A determination by the Government not to compete with this proposed contract based upon responses to this notice is solely within the discretion of the Government. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and written solicitation will not be issued. This solicitation is being issued as a Request for Proposal. The provisions and clauses incorporated herein are those in effect through Federal Acquisition Circular 2005-25, effective April 22, 2008. The NAICS code is 518210 and the small business size standard is $18.0 million. The Contractor shall provide an interactive Radio Frequency and Wireless Identification system for name badges, event notification, agenda, surveys, and educational verification services for the 2008 VALU IT NT&EO/Employee Education System and Office of Information and Technology joint sponsored conference event titled Information Technology Connection 2008 to be held July 8 to 10, 2008, and one day of pre conference workshops on July 7, 2008, at the Gaylord National Resort and Convention Center located at 201 Waterfront Street, National Harbor, MD 20745. Attendees will use a wireless unit for identification, agenda review and changes, educational completion, survey completion, event notification, and conscientious exchange of contact information. These services support the green initiative and promote the use of technology and electronic systems which epitomizes the very focus of the conference. This system will replace the printed agenda, name badges, daily newsletter, conference changes, announcements, and paper surveys. PERFORMANCE REQUIREMENTS AND PERFORMANCE STANDARDS PRE-EVENT TASKS Planning: VA has established objectives and outcomes for this conference and will provide to Contractor following award. Contractor shall provide the following pre-event planning services to include technical services, administrative services, venue coordination, pre-production services and technical and conceptual planning services. This shall include, at a minimum, the following: Pre-Event Site Visit Plan for one in the Maryland area at the same time as the VA ITC Technical team. Technical & Venue Logistics necessary to plan the use of the software applications and equipment requirements before the event Provide a professional services team to support the event in planning stages Coordinate equipment needs with the VA ITC Technical team Assist in gathering information for names, agendas, schedules, and surveys Determine the best solution for VA in meeting event objectives Design event activities to meet identified objectives Conference calls Technical Development Manage vendor services and personnel Interface with other event management systems and teams as required by the ITC Project Manager Delivery Dates: Delivery schedule beginning on or about May 10, 2008 with final delivery prior to event dates of July 7 to 10, 2008. Will outline Equipment: Contractor shall design the layout of all equipment for the following conference areas: General Session Break out session rooms Exhibit Hall Virtual VA Delivery Dates: Delivery by June 1, 2008. Logo and Name: Contractor shall develop a badge sticker that has the conference logo and name for each supplied RFID unit. Contractor shall have them adhered to all units provided by Contractor for distribution at registration. Delivery Dates: Final delivery prior to event dates. Available by July 4, 2008. Agenda: Contractor shall design, produce and deliver the following: Conference Agenda loaded on each unit Available sessions for each attendee loaded on each unit Name and Veteran status loaded for each attendee Surveys loaded on each unit Identified session polling loaded on each unit Delivery Dates: Available by July 4, 2008. EVENT TASKS Pre-Conference Sessions: Contractor shall provide hardware, software, and technical support for the following conference sessions beginning Monday July 7, 2008 at 8am and concluding on Thursday July 10, 2008 at 5pm. Contractor shall setup, maintain, and operate the necessary dashboard required to run the RFID system. Contractor will: Provide staffing for the RFID infrastructure Assist with any registration tasks required by the RFID system starting on Saturday July 5, 2008 and continuing to the conclusion of registration on Tuesday July 8, 2008. This includes training conference attendees on the use, care, maintenance, and turn-in of the units Complete any testing necessary on the units to prepare them for use Ensure all necessary conference information is loaded and ready for distribution Provide on site monitoring and reporting of the network and data gathered by the RFID system. Delivery Dates July 5 - 8, 2008 RFID Services at the Event: Contractor shall provide the following services at the ITC event and shall support each of these services for the ITC Project Manger. Networking Common GroundWhen two attendees meet, their interactive RFID badges compare profile information and suggest topics of mutual interest. This information helps break the ice and provides an easy way to start conversations with new people that could become valuable contacts. Fields most likely to be chosen for Common Ground are social information and other business related topics. Networking ContestsWith the Incent feature, the VA ITC Project Manager decides which networking connections will help VA meet their event objectives. For example, the VA ITC Project Manager may want to encourage attendees from one VA Region to meet and share insights with attendees from a different VA Region. When attendees from each of these regions connect with each other, they are awarded points. The results more targeted connections and a livelier event. Business Card ExchangeInteractive RFID badges enable the exchange of electronic contact information with a single click. When two attendees press the button at the top of their interactive RFID badge, their business card information is transferred to the other persons Vendor. At the end of the event, the attendees each get an email with a link and password to their own web page that shows them all the electronic business card information theyve collected. Theyre available in text or v card format so they can transfer them automatically to their Microsoft Outlook address books without manual data entry. PhotoPhotos can be taken during on-site check-in or uploaded pre-event by the organizer. Photos can be supported for up to 500 users (e.g. keynote speakers, session leaders, dignitaries, board members, etc.). Interactivity and Education Real-Time Audience ResponseUsing a web browser, presenters can present questions to the audience, who can respond instantly via their interactive RFID badge. Questions must have no more than 6 possible single selection answers and can be added to presentations on the day they are to be delivered. Assessments Attendees can complete assessments using their interactive RFID badge. The Vendor system tabulates the results in near real time, so the speaker can gauge the level of understanding. Event Management Personalized Agendas and DirectoriesInteractive RFID badges can hold the agenda, speaker information, attendee lists, and general instructions about how to make the most of the event. This can eliminate the cost and lead times associated with printing and distributing paper-based meeting materials, while giving attendees convenient access to complete, up-to-date event information at all times. Attendee DirectoryAttendee contact and profile data will be imported from the VA registration system to the Vendor system and/or web site. Text and attribute search make it easy to find valuable contacts. Contact info will be hidden until after an exchange of cards on-site. Electronic SurveysThe Vendor System gathers information and feedback through electronic surveys and tabulates for reportable content. Event Administrator DashboardThe Vendors System will provide a complete, real-time view of networking interactions, surveys, attendance and more, enabling VA organizers to foresee potential problems. MessagingVA ITC organizers can send messages and alerts to an individual, a group or all attendees via their interactive RFID badges. Reporting and Analysis ROI AnalysisThe Vendor will work with the VA ITC Project Manager to understand the event objectives and design a tailored system that drives event activity to achieve those objectives. The VA ITC Team shall generate near real-time reports on all aspects of event activity to make on-site changes. After ITC, the Vendor will meet with the ITC Project Manager to examine the Vendor reports, apply a practical methodology for comparing performance against objectives, and provide a closed-loop ROI analysis for measuring event success. With these reports event organizers can both assess and demonstrate event value to the attendees, exhibitors, sponsors and VA Managers. Attendance TrackingThe Vendor System shall provide an automated attendance tracking and reporting will satisfy event auditors, assess the popularity of individual sessions and activities, and provide proof of attendance for education credits and certification purposes. Attendance Tracking is a compliance-based system. Lead Capture ReportingExhibitors will not need to scanning badges or gather business cards. The RFID badges and Vendor system will track how many business card exchanges took place between exhibit booth staff and attendees. Networking ActivityThe Vendor system shall provide real-time and historical reports to monitor networking activity to make sure people are making connections. Trip ReportAt any time during the meeting or after returning to the office, each attendee can view a comprehensive trip report on their personalized web page. The trip report automatically includes the contacts madeall in a convenient format. Event attendees can easily share their trip report information with managers and colleagues. They can easily communicate how much value they received from the event, and present quantifiable reasons why theyand perhaps others from the organizationshould attend next year. Exhibit Hall Promotions and Incentives Special Invitations and PromotionsThe ITC Project Manager shall drive booth traffic via special promotional messages sent to attendees interactive RFID Badges. VA Managers can assess which incentives are effective and tweak future promotions accordingly. IncentThe Vendor System shall enable a points game to encourage attendees to visit booths an electronic version of the passport game, where attendees can get a prize or become eligible to enter a drawing once theyve visited certain booths at the event. Real-Time Measurement and Post-Event ROI AnalysisThe Vendor System shall provide a real-time event measurement capability. VA shall monitor and identify which activities are working. With post-event ROI analysis, the VA ITC Project Manager shall gain a comprehensive understanding of successful activities that can be used during future events. Note: Contractor shall plan to provide additional on-site backup units in the event of the failure of an event. Delivery Dates: July 7 10, 2008 General Session: Contractor shall set up and demonstrate polling during the session to engage the attendees. Contractor will verify attendance at the general session. Delivery Dates: July 8, 2008 Lecture and Hands On Sessions: Contractor shall set up and operate any polling requested in lecture sessions. Contractor shall verify attendance at the sessions for educational units. Contractor shall provide any assistance required. Delivery Dates: July 7 10, 2008 Innovations: Contractor shall assist with the voting on innovation booths and provide total prior to the 3:30pm Closing Ceremony. Delivery Dates: July 10, 2008 Exhibits: Contractor shall assist with the identification of leads to the exhibit booths for the veteran charity pledge and provide total prior to the 3:30pm Closing Ceremony. Delivery Dates: July 10, 2008 Recovery: Contractor shall assist VA in getting the units back from the attendees. Security: Contractor shall provide on-site security services to sufficiently monitor all areas of the conference and minimize risk of theft to Contractor and VA provided hardware. Contractor shall plan for this support at a minimum to cover all areas. Delivery Dates: July 5 10, 2008 Post Event Contractor shall complete post event tasks including recommendations for subsequent events: Provide staffing necessary to breakdown the Vendor system infrastructure Gather units Deliver reports electronically in Adobe Acrobat Portable Document Format (PDF) or in a comma separated value format within 2 hours after data from the interactive RFID badges has been received. Generate the following reports selected by and agreed to with ITC Project Manager Networking Reports Contest Results (Incent/Secret Partner)Show the number of all contest points achieved by individual, shown in descending order by number of points achieved. Summary Interaction and Card Ex LevelsSummary Interaction: Show the number of interactions for each attendee, listed in descending order by number of interactions. Card Exchanges: Show the number of cards exchanged by each attendee, listed in descending order by number of cards exchanged. Interaction and Card Ex by GroupSummary Interaction: Show the number of interactions for each predefined group, listed in descending order by number of interactions. Card Exchanges: Show the number of cards exchanged by each predefined group, listed in descending order by number of cards exchanged. Top Networkers ListList ten attendees, by name, who achieved the highest number of networking interactions or card exchanges. The attendee list is provided in descending order and the number of attendees can be defined (i.e. The Top 10 Networkers, the Top 25 Networkers, the Top 50 Networkers and so on.). Survey Reports Summary Survey ResponsesProvide a report that summarizes the responses for each survey question. It provides final responses for each question as a percent of total. It provides final responses for each question as a percent of total and the number of responses for each question. Survey Responses by GroupProvide a report that summarizes the responses for each survey question by predefined groups of attendees (i.e. by industry group, type of attendee, or other predefined groups). Responses are shown as a percent of total and can include the number of responses for each question. Survey Responses by AttendeeReport of all survey responses, grouped by attendee. Responses are shown as a percent of total and can include the number of responses for each question. Live Voting ReportProvide a snapshot of the audience responses for all sessions that implemented the Vendor's audience response application. Responses are shown as a percent of total and can include the number of responses for each question. Trivia / Assessment Reports Summary Assessment ScoresProvide a report that summarizes the responses for each quiz question. It should provide final responses for each question as a percent of total. Responses are shown as a percent of total can include the number of responses for each question. Also, the correct response is highlighted in a green font. Assessment Scores by GroupProvide a report that summarizes the responses for each quiz question by predefined groups of attendees (i.e. by type of attendee, or other predefined groups). Responses are shown as a percent of total and can include the number of responses for each question. Assessment Scores by Group by QuestionShow the responses for each quiz question by predefined groups of attendees (i.e. by type of attendee, or other predefined groups). Responses are shown as a percent of total and can include the number of responses for each question. Also the correct response is highlighted in a green font. Assessment Scores by AttendeeProvide a report that contains all quiz responses, grouped by attendee. Attendance Reports Summary AttendanceShow the number of attendees at each session. Attendance by GroupShow the number of attendees at each session broken out by predefined group. Attendance by AttendeeList all the attendees (by name) at each session. Other Reports DashboardThis dashboard report is a snapshot during and at the end of the event and includes performance based on predefined objectives. Registration reportThis list shows the names of attendees who registered and received an interactive RFID badge at the event. Outstanding badgesThis report shows the names of attendees who have been assigned an interactive RFID badge but have not returned it. Session rankingThis report shows the average session satisfaction weighted by the number of responses to the session survey. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors shall include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c) (2)(xii) the following provisions under the clause apply (b) (1) (b)(11)-(b)(20), (b)(19)(i), (b)(21), (b)(37) applies if Government Purchase Card is used (b)(39), (c)(1), (c)(2), and VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all price, descriptive literature, and technical proposals to: Shawn Reinhart, Contracting Officer, Austin Automation Center. Phone (512) 326-6025, or email Shawn.Reinhart@va.gov. Closing date for receipt of proposals is May 22, 2008 /10:00 AM CST.
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