FILE | 99 | VeHU11-6 VIRTURAL & FTF VeHU EXHIBIT HALL CONFERENCE SUPPORT - Attachment

FBO DAILY ISSUE OF APRIL 28, 2011 FBO #3442
DOCUMENT

99 -- VeHU11-6 VIRTURAL & FTF VeHU EXHIBIT HALL CONFERENCE SUPPORT - Attachment

Notice Date: 4/26/2011
Notice Type: Attachment
NAICS: 541613 — Marketing Consulting Services
Contracting Office: Department of Veterans Affairs;Program Contract Activity Central;4141 Rockside Rd, Suite 110;Seven Hills OH 44131
ZIP Code: 44131
Solicitation Number: VA70111RI0251
Response Due: 5/3/2011
Archive Date: 7/2/2011
Point of Contact: Anthony Wilson
Small Business Set-Aside: N/A
Description: Request for Information VA-701-11-RI- 0251 VEHU 11-6 Exhibit Hall Conference Support Introduction: This Request for Information (RFI) is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The purpose of this RFI is to identify qualified Open Market and GSA Schedule contractors who are able to meet VA's requirements, understand GSA Schedule pricing and discount practices and other market information readily available. The Veterans Health Administration (VHA) is seeking interested sources (contractors) for a near-future solicitation and procurement for user experience program support Services. At this time, no solicitation exists. Therefore, DO NOT REQUEST A COPY OF THE SOLICITATION. Background: VA eHealth University conference is an educational event for VA clinical informatics teams which will be held virtually in November or December of 2011. The conference managers are seeking an exhibit hall management company to provide services in the Virtual VeHU Exhibit Hall. The proposal response should also include optional support services for the 2012 Face-to-Face VeHU Exhibit Hall. Scope of Work: The Contractor shall provide Creative Production and Exposition support services for an estimated 1500 virtual attendees at the Virtual VA eHealth University conference to be held in November or December 2011. The remote site venue is TBD. The Contractor shall also include exposition support services for extended option of a 2012 Face-to-Face VA eHealth University anticipated to be held in February 2012. This should include Creative Production, Exposition and Registration support services for an estimated 2200 attendees at the VA eHealth University conference, dates and location TBD. VA will cover most additional hotel venue charges directly related to conference setup and strike, such as power drops, audio patch fees, venue assessed labor or service fees, exposition services as mandated by venue. Period of Performance: The period of performance shall be one 12 month base period, plus one 12 month option period. Tasks: TASK 1: PRE-EVENT VIRTUAL TASKS A. Design Development - Government Virtual Display Area Planning and Design: Contractor shall assist VA project staff who will be exhibiting in the virtual exhibit hall to provide design and layout concepts for up to 30 simulated booth backdrops in order to showcase VHA projects. The contractor shall design themed graphics for each "virtual exhibit" that support each project message as well as collecting materials that projects might want to post on their booths (documents / website references, etc). Content for the messages will be provided by the VA. Contractor shall plan to incorporate a room flow and design layout that is in keeping with the Exposition Theme. All virtual signage, marketing materials, booth aisle signs, and display areas for VA booths should support the exhibit hall theme. Specific requirements are contained in subsequent tasks. Delivery Date: Design and Production to be initiated following contract award and must continue through duration of pre-production schedule with final delivery made November or December 2011. B. Coordination of Government Virtual Display area/project booths: Contractor shall work closely with VA to coordinate display needs of VA project booths and the innovation pavilion. This will include contacting coordinator for each booth, and working with them to determine their needs. It is expected that it will take between 2-3 hours per booth to coordinate booth displays. Delivery Date: All design completed by October 2011. Final delivery at conference venue is November or December 2011 TASK 2: VIRTUAL EVENT TASKS C. Virtual Exhibit Hall - Government Display Area:Contractor shall provide the following services listed below, at a minimum, in support of a Virtual VA Exhibits display area that will showcase how the respective clinical IT projects within the VA network together to support our Nation's Veterans. Contractor shall meet or exceed the listed requirements listed herein and should provide recommendations for enhancements where those enhancements would offer additional value to the VA. 1.Virtual Conference Remote Site: (a) Contractor to provide one 8x8 curved desk area for VA Virtual Exhibit Hall Concierge. This should be staffed with Exhibit Hall Concierge representatives during all during Virtual Exhibit Hall hours. (b) Contractor to provide technical staff to answer any Virtual Exhibit Hall technical questions during Virtual Exhibit Hall hours. 2.Conference worker uniform: Contractor shall provide logo shirts for 10 room directors per day per 4 days of the conference as follows. These uniforms will be used by security to identify conference workers as having access to secure conference areas. 10 Port Authority Polo Shirts for Day 1(item K500/l500); 10 Port Authority Easy Care Shirt (item F608 / L608) for Day 2; 10 UltraClub Jacquard Print Campshirts for Day 3(item #8986/8987); and 10 UltraClub Cabana Camp Shirts for Day 4 (item # 8980/8981). Any substitutions in style will have to be agreed upon by the government. Contractor shall supply conference worker uniform shirts for 30 people each on Day 1-4 (UltraClub cabana camp shirts - item #8980/8981). In addition Contractor shall supply 80 shirts for conference workers on conference set-up days with conference logo on front and back (design to be approved by VA within 1 month of contract award). ***All specified uniform products can be found at _www.companycasuals.com and/or _www.ultraclub.com.*** 3.Conference Attendee Supplies: Contractor shall supply a conference pen, and conference journalbook (to be agreed upon by Contractor and VA) featuring website and conference name to each of 2200 attendees. Vendor will ship to attendees before conference. 4.Conference awards and trophies: Contractor shall supply awards for each of 125 faculty members (NTE 35 per award), 65 planning committee members (NTE 30 per award) and 25 track directors (NTE 45 per award). Awards to be agreed upon by VA and Contractor, and will be either trophies, or office-related computer item with VeHU logo. 5.Conference Workshop Support: One workshop will be held in conjunction with the VeHU virtual conference. Contractor shall supply special conference bags, pens and pins for each of 150 attendees at the Medical Informatics workshops with their logo 6.Poster Boards: Contractor shall coordinate 100 virtual poster displays in the virtual exhibit hall. Contractor will specify file type, collect files, and make them 508 accessible for presentation in the VeHU Virtual exhibit hall Delivery Date: Cost and design concept to be provided with proposal. Final design concepts will be due within one week of post award conference with final delivery in November or December of 2011. All materials shall be delivered to remote conference venue site (TBD). D. Photography Support: Contractor shall supply 2 photographers to document the event. Photographers should be onsite 1 day prior to start of conference and work through the closing session. It is anticipated that each photographer will travel Saturday, work Sunday - Thursday, and travel home on Friday. Delivery Date: The Sunday before the virtual conference (TBD) and continuing through duration of conference. OPTION TASK 3: PRE-EVENT FACE TO FACE TASKS A. Design Development - Government Display Area Planning and Design: 1)Contractor shall work closely with VA staff to design floor plan and build VA booths that will house up to (34) VA related displays in varying sizes and shapes and with varying technological support requirements. Contractor shall plan to incorporate a room flow and design layout that is in keeping with the Exposition Theme. Signage, marketing materials, booth aisle signs, and display areas for VA booths should support the exhibit hall theme. 2. Contractor shall develop a production plan for the planning and design of each skin. The production schedule should include an estimated 3 conference calls per booth to ensure design development coincides with VA standards. This plan must include the delivery of a booth mock-up presented to VA within 10 days of first call. The plan also must include coordination plans for distribution of materials in each booth. Materials will include awards (NTE 5) to present to conference participants, 3. Contractor must plan on coordinating 12 vendor training sessions for Exhibit Hall Delivery Date: Design and Production to be initiated following contract award and must continue through duration of pre-production schedule with final delivery made at face-to-face conference in February 2012. B. Coordination of Government Display area/project booths: Contractor shall work closely with VA to coordinate equipment/power/and display needs of VA project booths and the innovation pavilion. This will include contacting coordinator for each booth, and working with them to determine their needs. It is expected that it will take between 5-10 hours per booth to coordinate booth displays. Delivery Date: All design completed by January 30, 2012. Final delivery at conference venue is TBD. OPTION TASK 4: FACE-TO-FACE EVENT TASKS C. Exhibit Hall - Government Display Area: Contractor shall provide the following services listed below, at a minimum, in support of a Face-to-Face VA Exhibits. The VA government display area that will showcase how the respective clinical IT projects within the VA network together to support our Nation's Veterans. Contractor shall meet or exceed the listed requirements listed herein and should provide recommendations for enhancements where those enhancements would offer additional value to the VA. 1. Exhibit Hall Areas: (a)6 Project Skins - 10x20 spandex skinned booth structure with custom designed logo to include CPRS, VistA Imaging, and four other TBD Projects. Graphics and structure to be agreed upon by Contractor and government (b)26 Project Skins - 10x10 spandex skinned booth structures with custom designed logo for projects TBD. Names and coordinator will be provided by VA after award. Graphics and structure to be agreed upon by Contractor and government (c) Innovation Pavilion - 40x40 area to showcase innovation projects (10-15 projects will be shown). Information on projects will be provided by VA. (d) 1 8x8 curved desk area for VA Exhibit hall area concierge. This booth should be set up with counters for printing for VA exhibitors. (e)Contractor to manage Virtual Exhibit Hall based on 2011 process. 2. Conference worker uniform: Contractor shall provide logo shirts for 40 room directors per day per 4 days of the conference as follows. These uniforms will be used by security to identify conference workers as having access to secure conference areas. 40 Port Authority Polo Shirts for Day 1 (item K500/l500); 40 Port Authority Easy Care Shirt (item F608 / L608) for Day 2; 40 UltraClub Jacquard Print Campshirts for Day 3 (item #8986/8987); and 40 UltraClub Cabana Camp Shirts for Day 4 (item # 8980/8981). Any substitutions in style will have to be agreed upon by the government. Contractor shall supply registration uniform shirts for 30 people each on 2 pre-conference registration days (UltraClub cabana camp shirts - item #8980/8981). In addition Contractor shall supply 120 shirts for registration workers on 2 pre-conference registration days with conference logo on front and back (design to be approved by VA within 2 days of contract award). ***All specified uniform products can be found at www.companycasuals.com and/or www.ultraclub.com.*** 3.Conference Attendee Supplies: Contractor shall supply a conference pen, and conference journalbook (to be agreed upon by Contractor and VA) featuring website and conference name to each of 2200 attendees. Pen will be placed in conference journalbook. 4. Conference awards and trophies. Contractor shall supply awards for each of 275 faculty members (NTE 35 per award), 75 planning committee members (NTE 30 per award) 40 track directors (NTE 45 per award), and 1500 conference attendees (NTE 5 per award). Awards to be agreed upon by VA and Contractor, and will be either trophies, or office-related computer item with VeHU logo. 5. Conference Workshop Support: Three workshops will be held in conjunction with the VeHU conference. Contractor shall supply special conference bags, pens and pins for each of 150-250 attendees at the Dental, My HealtheVet and attendee Medical Informatics workshops with their logo. 6. Poster Boards. Contractor shall provide and install 200 poster boards (8'x4') for poster displays in the exhibit hall. Poster boards shall be in new or next to new condition, and should include a business card holder for each board. Delivery Date: Cost and design concept to be provided with proposal. Final design concepts will be due within one week of post award conference with final delivery to be at the face-to-face event site in February 2012 D. Registration Support: Contractor shall supply 2400 badge holders (Prime Line # LT-3200) Vylon Badge Holder Blue with Black trim with conference logo. Delivery Date: Prior to face-to-face event in February 2012 E. Photography Support: Contractor shall supply 3 photographers to document the event. Photographers should be onsite on the Sunday before the conference and work through the closing session. It is anticipated that each photographer will travel Saturday, work Sunday - Thursday, and travel home on Friday. i.Delivery Date: Two days prior to conference and continuing through duration of conference. Submittal Information: Contractors having the skills and capabilities necessary to perform the stated requirements should submit a response of no more than 6 pages in length, single spaced, 12 point font minimum that addresses the above information. The Government will not review any other data, attachments that are in excess to the 6 pages. In response to the RFI, interested contractors shall submit the following information no later than Tuesday May 3, 2011 4:00PM EST to Anthony Wilson at Anthony.Wilson3@va.gov. All responses must include the following information: Company name, Cage code, CCR number, Dunn & Bradstreet number, company address, Point of contact name, phone number, fax number, and email. The subject line of the correspondence should clearly display the RFI number. Also please provide the following information in your response. A.Past Experience - Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor. 1.The name, address, and value of each project 2.The Prime Contract Type, Firm Fixed-Price, or Time and Material 3.The name, telephone and address of the owner of each project 4.A description of each project, including difficulties and successes 5.Your company's role and services provided for each project. B. Capabilities / Qualifications: 1.Technical Capability- Description of the capabilities/qualifications/skills your company possesses to perform services described in the scope of work. 2.Labor Categories Provide whether or not your company has a GSA schedule. If so, provide GSA contract number and relevant sins for the services. 3.Teaming Arrangements - Identification of Subcontractors, Teaming Partners, Joint Ventures and description of their core competencies that your company would team with to perform the work. 4.Socio-Economic Status - Indicate whether your company, subcontractors, teaming partners, joint ventures have a Federal Socio-Economic status, e.g., Small Business, Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, Woman-Owned Small Business, Disadvantaged Small Business, and Hub Zone. If Service-Disabled or Veteran Owned Small Business, is your company and or partners registered in VA's VetBiz repository? 5.Commercial availability - Description of the length of time your services have been commercially available. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
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Document(s): Attachment; File Name: VA-701-11-RI-0251 VA-701-11-RI-0251.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=194602&FileName=VA-701-11-RI-0251-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=194602&FileName=VA-701-11-RI-0251-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN02433513-W 20110428/110426234635-31734cd221ee18e4b9e317e502927202 (fbodaily.com)
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99 -- VeHU11-6 VIRTURAL & FTF VeHU EXHIBIT HALL CONFERENCE SUPPORT - Attachment