Contracting Officer (90C), DVA Medical Center, 3701 Loop Road East, Tuscaloosa, AL 35404

D -- 1999 VA INFORMATION TECHNOLOGY CONFERENCE DUE 041699 POC B J Farabaugh (512) 326-6024 The Health Education Development System, Inc. (HEDS), in Ft. Meade, SD, has established a partnership with the Department of Veterans Affairs to host the VA Information Technology Conference (ITC) which will be held in Austin, TX, August 9 -- 13, 1999. ITC is a focused conference, in which VA facilities and offices participate in sharing how information technology has enhanced their ability to manage data and deliver quality care to America's veterans. The conference includes an exhibit area which has been used historically to demonstrate the specific technologies employed in VA facilities and offices. To expand the amount of information available to participants, we expect to offer a limited amount of exhibit space to commercial vendors for educational exhibits. Vendor participation will be limited to educational demonstration(s) of products/services and distribution of literature. Space available for vendor participation is limited and we do not anticipate being able to accommodate all interested vendors. To that end, we will conduct a selection based on a vendor's proposed demonstration of products and services. The intent is to provide conference participants with an exhibit area populated by demonstrations and educational information about IT products and services most relevant to VA and its mission. Instructions to Offerors Applying to Participate in the 1999 VA Information Technology Conference We do not intend the application process to be an arduous task. Therefore, we are requesting a minimal amount of information. We do not request, nor desire, lengthy dissertations on why a vendor or vendor's product should be selected for participation, nor desire corporate information. Information submitted should deal only with the products to be demonstrated. We reserve the right to reject without discussion any proposal that fails to follow the instructions noted below. Interested vendors shall submit the following: A cover letter. (Optional) The completed form titled "1999 ITC Vendor Participation Request" (attached). A brief, 100-word description of each product/service the vendor anticipates demonstrating. If the vendor anticipates demonstrating more than three products/services, the offeror shall only describe the three products they consider most significant to VA. Glossy information for the products just described. (Optional) Educational handouts that would be provided at the exhibit. Vendors shall not submit CDs, diskettes, product evaluation software, videotapes, and other non-printed media. Vendors shall submit one original and four copies of the requested material. Exhibit space and price schedule Vendors may request exhibit space as noted below, however we reserve the right to restrict individual booth space to 10' x 10'. Vendors selected to participate will be guaranteed at least a 10' x 10' space. Exhibit space shall be available to vendors at the cost shown below. Vendors participating in a VA-sponsored booth will be required to pay one half the cost of the VA booth. If the vendor requests and receives an additional booth, the cost of the additional booth will conform to this schedule. 10' x 10' -- $1,500 10' x 30' -- $4,500 10' x 20' -- $3,000 20' x 20' -- $6,000 Other information VA facilities and program offices who intend to exhibit with a vendor partner will submit all necessary information. Vendors who will participate with a VA partner do not need to submit a separate application. Independent vendor exhibits will be interspersed with VA exhibits subject, to technical and security limitations. Restrictions Vendors selected to participate will be required to adhere to the following guidelines: Vendor giveaways must not exceed $20.00 in value to any single individual. Vendors may give educational demonstrations and explanations of how a product is used, but may not make "sales pitches" at any time. Vendors may not conduct any sort of recruitment activities during the conference. Vendor participants are not invited to attend ITC sessions unless they are assisting VA staff with presentations. No loudspeakers or loud music will be allowed. Applications are due by April 16, 1999 In order to be considered, the Vendor Participation Request and accompanying information must be sent to the following address no later than 4:30 p.m. Mountain time, April 16, 1999. HEDS, Inc. P. O. Box 187 Fort Meade, SD 57741 Attn: Lauren Ross or submitted via E-mail addressed to Iross@heds.org Exhibitors selected to participate will be notified, in writing, as early as possible, but no later than May 21, 1999. The notification will include information regarding remittance of payment for space, along with general exhibitor information concerning utilities, decorating services, etc. Failure to comply with these instructions may result with the offeror being eliminated from consideration without further evaluation. Questions may be sent via E-mail to BJFarabaugh.austin@vba.va.gov 1999 VA Information Technology Conference Vendor Participation Request Company information and point of contact: NameAddress Point of contact E-mail address Phone Fax Industry type: Hardware _____ Software ______ Services______ Other (describe): ______________________________________________________________________ ______________________________________________________________________ _____________________ Requested booth size. (NOTE: Those selected to participate will be guaranteed at least a 10' x 10' exhibit space.) Please prioritize request for exhibit space (1 -- 4) 10' x 10' ($1,500):_______ 10' x 20' ($3,000):_______ 10' x 30' ($4,500):_______ 20' x 20' ($6,000):_______ Will you be demonstrating a product/service in a VA sponsored booth? ___________________ Which booth/VA office?_________________________________________________________ Do you have products or services on a GSA contract? Yes____ No____ If yes, please provide contract number.______________________ Do you have products or services on a GWAC contract? Yes____ No____ If yes, please provide contract number.______________________ Use the space below to provide a brief (100 words or less) description of the product(s) or service(s) you would demonstrate if selected to participate. If you anticipate demonstrating more than three(3) products/services, please describe only the three products you consider to be of the greatest interest to VA. Posted 03/15/99 (W-SN308513). (0074)

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