Industry Questionnaire Response Submission Form.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- 36C10B24Q0207
About this file
This document contains a draft performance work statement and industry questionnaire for an event management system software as a service. The Department of Veterans Affairs is seeking information on contractors' capabilities to provide an event management system to support virtual and in-person events of up to 7,000 attendees and 6,000 activities per event. Key capabilities required of the software include registration, profile building, scheduling, agenda management, compatibility scoring, communications and alerts, reporting, and both web and mobile access. The draft performance work statement provides extensive details on required features and functions. Interested contractors are asked to respond to a questionnaire assessing their technical and business qualifications. Responses are due by June 30, 2022. Contractors must hold an eligible contract vehicle such as GSA Schedule, SEWP, or T4NG and qualify as a small business to be considered for the sole-source set-aside.
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| 36C10B24Q0207_1.docx | DOCX document | |
| 36C10B24Q0207.docx | DOCX document |
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Response Submission
In order to be a more effective organization the Department of Veterans Affairs (VA) must utilize the skills and capabilities of commercial providers. For this reason we are conducting market research to identify potential providers of needed skills and capabilities.
We cannot stress enough how important it is that you take a few minutes to help us increase our market intelligence.
As part of our market research effort, we are seeking input from industry to identify the ability of the commercial market to fulfill specific requirements.
Thank you for your participation.
| 1 | Please enter the following point of contact information: | (Text entry below) |
| Name of Firm: | ||
| Business Address: | ||
| Business City/Town: | ||
| Business State: | ||
| Business Zip Code: | ||
| Website URL address: | ||
| Point of Contact Name: | ||
| POC Phone Number: | ||
| POC email: | ||
| POC 2 Name: | ||
| POC 2 Phone Number: | ||
| POC 2 email: |
| 2 | Please indicate any small business designations that describe your company: | Select all that apply below (X) |
| Service-Disabled Veteran-Owned Small Business (SDVOSB) | ||
| Veteran-Owned Small Business (VOSB) | ||
| 8(a) Business Development Small Business Certification | ||
| HUBZone Business Concern | ||
| Economically Disadvantaged Women-Owned Small Business (EDWOSB in accordance with 19.1503) | ||
| Women-Owned Small Business (WOSB in accordance with 19.1503) | ||
| Small Disadvantaged Business (SDB) | ||
| Small Business as per primary NAICS code of operation | ||
| Large Business | ||
| AbilityOne Firm | ||
| Other, please specify: |
3 Please provide your company's SAM Unique Entity ID (UEI) number:* (12-Digit alpha-numeric identifier) (Number entry)
4 Please provide your company's Data Universal Numbering System (DUNS) identification number:* (9-Digit Identification Number without hyphen) (Number entry)
5 What is your company's primary NAICS code of operation for determining business size? (Number entry)
6 Identify which NAICS code your company would use to provide these specific requirements: (indicate only one code) (Number entry)
7 Is your company currently operating as a provider of an Event Management Software as a Service (SaaS) solution for a requirement of the same size, scope, and magnitude as the requirements in the draft PWS? Yes/No
| 8 | If you answered yes to the previous question, how many simultaneous active users can access your solution before a noticeable degradation in user experience occurs? | Select only one below (X) |
| Less than 750 active simultaneous users | ||
| 750 - 1,250 active simultaneous users | ||
| 1,250 - 2,500 active simultaneous users | ||
| 2,500 - 5,000 active simultaneous users | ||
| 5,000 - 7,500 active simultaneous users | ||
| Greater than 7,500 active simultaneous users |
| 9 | If you answered yes to the previous question, how many unique contact profiles can your Event Management Software as a Service (SaaS) solution store? | Select only one below (X) |
| Less than 5,000 unique contact profiles | ||
| 5,000 - 7,500 unique contact profiles | ||
| 7,500 - 12,500 unique contact profiles | ||
| 12,500 - 25,000 unique contact profiles | ||
| 25,000 - 50,000 unique contact profiles | ||
| Greater than 50,000 unique contact profiles |
| 10 | Is your Event Management Software as a Service (SaaS) solution currently FedRAMP authorized (https://www.fedramp.gov/faqs/)? | Select only one below (X) |
| Not currently FedRAMP authorized | ||
| FedRAMP Ready | ||
| FedRAMP In-process | ||
| FedRAMP Authorized |
11 If your Event Management Software as a Service (SaaS) solution is currently FedRAMP authorized, is your FedRAMP authorization sponsored by the VA? Yes/No
| 12 | If your Event Management Software as a Service (SaaS) solution is currently FedRAMP authorized, provide the following system profile information as displayed in the FedRAMP Marketplace (https://marketplace.fedramp.gov/products)? | (Text entry below) |
| Service offering (i.e., title of solution) | ||
| Service model (i.e., IaaS; PaaS; or SaaS) | ||
| Impact level (e.g., LI-SaaS; Low; Moderate; or High) |
13 If your Event Management Software as a Service (SaaS) solution is currently FedRAMP authorized, have you maintained an approved continuous monitoring program for ensuring an appropriate security posture for the life of the solution? Yes/No
14 Is your company independently capable of providing your Event Management Software as a Service (SaaS) solution completely from in-house capability without the need to subcontract any portion of support? Yes/No
| 15 | If you responded "No" to the previous question, please identify what percentage of the work your company is able to perform from in-house capability. | Select only one below (X) |
| 0% from in-house capability | ||
| Less than 50% from in-house capability | ||
| 50% or greater from in-house capability |
16 Is your company currently providing your Event Management Software as a Service (SaaS) solution to other federal or state government agencies? Yes/No
| 17 | If you responded "Yes" to the previous question, please identify those government agencies. | Please provide the following information below: |
| Agency Name: | ||
| Point of Contact name: | ||
| POC email: | ||
| Contract Number: | ||
| Period of Performance: | ||
| Agency Name: | ||
| Point of Contact name: | ||
| POC email: | ||
| Contract Number: | ||
| Period of Performance: |
| 18 | Is your Event Management Software as a Service (SaaS) solution interoperable with prevaling web-based platforms used to schedule, invite attendees and host virtual sessions: | Select all that apply below (X) |
| Cisco Webex | ||
| Microsoft Teams | ||
| Adobe Connect | ||
| Zoom |
| 19 | Please estimate what percentage of your company's annual revenues are derived from contracts for federal work in this area: | Select only one below (X) |
| < 5% | ||
| 5% - 10% | ||
| 11% - 15% | ||
| 16% - 20% | ||
| 21% - 25% | ||
| 26% - 30% | ||
| 31% - 35% | ||
| 36% - 40% | ||
| 41% - 45% | ||
| 46% - 50% | ||
| 51% - 60% | ||
| 61% - 70% | ||
| 71% - 80% | ||
| > 80% |
| 20 | How many years of experience does your company have providing your Event Management Software as a Service (SaaS) solution to support requirements of the same size, scope, and magnitude as the requirements in the draft PWS? | Select only one below (X) |
| None | ||
| < 1 year | ||
| 1 - 3 years | ||
| 4 - 6 years | ||
| 7 - 10 years | ||
| > 10 years |
21 Is your company currently on a GSA Federal Supply Schedule (FSS) or Governmentwide Acquisitions Contract (GWAC)? Yes/No
| 22 | If you responded "Yes" to the previous question, please identify the contract(s) most relevant to this requirement. | Please provide the following information below: |
| Schedule: | ||
| Contract Number: | ||
| SIN: | ||
| Schedule: | ||
| Contract Number: | ||
| SIN: |
23 Is your company currently a NASA SEWP contract holder? Yes/No
| 24 | If you responded "Yes" to the previous question, please identify the contract most relevant to meeting the scope of this specific requirement. | Please provide the following information below: |
| Contract Number: | ||
| Award Group: | ||
| NAICS: | ||
| Contract Number: | ||
| Award Group: | ||
| NAICS: |
25 Is your company currently a T4NG contract holder? Yes/No
26 If you responded "Yes" to the previous question, please identify the contract most relevant to meeting the scope of this specific requirement. (Text entry)
| 27 | On average, what has been the amount of time your company has needed to onboard and fully transition your Event Management Software as a Service (SaaS) solution into a new support contract? | Select only one below (X) |
| Less than 30 business days | ||
| Between 30 to 45 business days | ||
| Between 46 to 60 business days | ||
| Between 61 to 75 business days | ||
| Between 76 to 90 business days | ||
| Greater than 90 business days |
28 Based on your review of the draft PWS, is there enough detail provided to enable you to prepare a competitive proposal submission? Yes/No
| 29 | If you answered "Yes" to the previous question, based on your expertise, identify the labor mix that the Government should consider reasonable to perform the requirements of the draft PWS: | (Free text) |
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. | ||
| Labor Category title and associated annual level of effort (LOE) in hours. |
| 30 | In reference to the included "Attachment A Required Capabilities Summary", give an assessment of your Event Management Software as a Service (SaaS) solution and confirm each salient characteristic your solution is capable of fulfilling in its' current state, without further system development. | Select all that apply below (X) |
| 1.1 GENERAL - REQUIRED CORE CAPABILITIES: | ||
| 1.1.1 The solution shall support the users’ ability to register for multiple VA events and access those events from a single user interface. | ||
| 1.1.3 Provide screened and periodic virtual and in-person events. Events include, but are not limited to, general conferences and plenary sessions including multiple contemporaneous component activities such as: breakout rooms briefings, trainings, scheduled on-on-one sessions, adhoc one-on-one sessions, receptions, exhibit halls, one-to-many sessions. | ||
| 1.1.4 The solution shall provide the ability for user to register and build a profile via a web browser or mobile app based on data fields provided by the Government (See Attachment B). | ||
| 1.1.5 The solution shall support Role Based Access Control (RBAC) to enable designated users with elevated privileges to perform functions as outlined in Attachment E. | ||
| 1.1.12 The solution shall provide a flexible backend core services to support a variety of Application Program Interface (API) end points and databases. | ||
| 1.1.14 The solution must allow users to view schedule offline once the user has connected to his schedule in the native or web app. | ||
| 1.1.16 Authentication: |
The solution shall provide a secure log in capability The solution shall authenticate user roles - Host and Participant. The solution shall integrate with VA’s Identity and Access Management Services and other VA provided Single Sign-on Services.
| 1.1.22 The solution shall keep historical profile data as separate entries so that changes to a profile for a year’s event will not affect the entries for other years. |
| 1.1.24 The solution shall have the ability to flag sessions as cancelled and insert comments instead of deleting it without notation. Flagging a session as cancelled should send out automatic notifications to attendees scheduled for the session. |
| 1.2 GRAPHICAL USER INTERFACE (GUI) - REQUIRED CORE CAPABILITIES: |
| 1.2.1 The solution shall integrate with VA website which will serve as the main content management site for users seeking information or services on all VA events. The website will include account creation through the VetBiz Portal Access VA single sign-on or EMSS identity and access management services which will allow users to register for an account without the need to register for a specific event. |
Through the VA website users shall be able to view all scheduled events and pass events via a graphic thumbnail grid alignment or gallery. Users shall be able to click on the thumbnail or other user graphic to find subpages containing details on each event .
| 1.2.2 The solution shall provide a customizable event website which will enable an admin user to add the content and details that pertain to specific events. The admin user shall have the ability to customize the website with graphs, images, and ideas. The Contractor shall support the design and maintainenance of the website with hosting and platform design, content creation, development and integration web services/Application Programming Interface (API) from within EMSS or other third party applications, such as Enhanced Vendor Information Pages (EVIP). |
| 1.2.5 The solution shall provide a graphical user interface (GUI) that supports clear and logical navigation for all functionality. The GUI shall meet the following objectives based on usability standards at U.S. Web Design Systems at https://designsystem.digital.gov/. |
| 1.2.31 External users shall be able to create a profile, search opportunities, create a customized search based on user-defined criteria, save their search, set alerts based on the results of their saved search, view upcoming events, set reminders for upcoming events,. |
VA (internal) users will be able to search profiles established by the external users to conduct market research.
| 1.3 REGISTRATION REQUIRED CORE CAPABILITIES: |
| 1.3.1 The solution shall provide the ability for user to register and build a profile via a web browser or mobile platform based on data fields provided by the Government. |
| 1.3.2 Registration shall include Completion of profile (individual, business, host, exhibitor, VA employee, and other participants) and integration of merchant services from third party contractors for hotel booking and payments. |
| 1.3.4 The Contractor shall prepare daily registration reports . Reports shall begin within one working day from registration opening and proceed daily until the close of the event. The Contractor may propose an alternate strategy that provides the same or better access to summary and detail registration information (e.g. on demand dashboard). |
| 1.3.5 The solution shall allow attendees to build searchable, filterable schedules . |
| 1.3.17 The solution shall allow for rolling registration open dates |
| 1.3.18 The solution shall allow for payment at a later date after initial registration to account for changes to profiles that may require extra charges. |
| 1.3.22 The solution shall allow activity hosts to create Sessions. |
| 1.4 AGENDA REQUIRED CORE CAPABILITIES: |
| 1.4.1 The solution shall provide an agenda of all host activities. |
| 1.4.2 The solution shall generate and publish the real-time agenda available on all access points. |
| 1.4.6 The solution shall allow attendees to see what sessions they have been waitlisted on and allow them the option to leave the waitlist. Admin users shall have the ability to view and edit waitlists. |
| 1.5 SCHEDULING - REQUIRED CORE CAPABILITIES: |
| 1.5.1 The solution shall provide configurable rules and processes for events management and scheduling. |
See Attachment C_Business Rules.
| 1.5.2 The solution shall display the schedule and include the start and end time, date, type of activity or sub-activity, session title, room number, table number and description. |
| 1.5.5 The solution shall support up to 7000 people and 6000 activities per event. |
| 1.5.6 The solution shall support up to 2000 activities per day. |
| 1.5.7 The solution shall support 3-500 people per activity. |
| 1.5.8 The solution shall support up to 600 concurrent activities. |
| 1.5.16 Virtual Meeting Module. The EMS platform shallow allows hosts to schedule one-on-one or one-to-many virtual matchmaking events. The virtual component shall integrate seamlessly and shall not require any special hardware or software installation. The virtual meeting shall allow users with internet access and standard desktop, smartphone, or tablet features to share documents and communicate via video, text, or voice. See Attachment B for specific profile data fields required. |
| 1.6 COMPATIBILITY SCORING - REQUIRED CORE CAPABILITIES: |
| 1.6.1 The solution shall provide the ability to create a preference profile for each business requirement based upon selected fields within the participant profile database. See Attachment E for specific roles and permissions. |
| 1.6.2 The solution shall provide the capability to generate a compatibility score for a participant or group of participants based on an algorithm that allows host to assign and modify weights to a designated set of parameters, such as: |
SDVOSB / VOSB
Multiple Award Schedule DCAA Compliance Socioeconomic Category Past Performance Revenue Facility Clearance Number of Prime Contracts.
| 1.7 COMMUNICATIONS AND ALERTS - REQUIRED CORE CAPABILITIES: |
| 1.7.1 The solutions shall provide ability for mass notification of events and activities via email, SMS, and or NATIVE MOBILE OR WEB APP. |
| 1.7.5 The solutions shall have the capability to transmit SMS messages during event (pre-defined & pre-scripted, pre-defined and pre-scripted - automated: 5 business days prior the event , customized - definition (3 hours prior announcement during event). Domestic calls only and max 160 characters. |
| 1.7.7 The solution shall support internal messaging between attendees. |
| 1.7.8 The solution shall allow users to notify firms when a host with a particular NAICS, keyword need registers for the event. |
| 1.8 MONITORING AND DECISION SUPPORT - REQUIRED CORE CAPABILITIES: |
| 1.8.1 The solution shall provide digital session tracking to track attendees check in and check out of scheduled activities, exhibits and training sessions for all events |
See Attachment D_EMS Reports.
1.8.2 The solution shall provide admin users access to run standard and adhoc reports accessible via an admin dashboard. See Attachment E for specific roles and permissions Standard Reports:
| • | General Attendee Report | |
| • | Participants Report | |
| • | Activity Host Report | |
| • | Registration Report | |
| • | Business Opportunity Report | |
| • | Organization Report | |
| • | Socio Economic Group Report | |
| • | Commercial Partner Report | |
| • | VOSB report | |
| • | Learning/Training Session Report | |
| • | Activity Report | |
| • | Compatibility Report. | |
| 1.8.5 The solution shall have an audit trail to track users throughout the session. The audit trail shall show the action carried out, the user responsible for the action, and the date and time of the action. | ||
| 1.8.6 The solution shall support near real-time confirmation of check-in at all event activities. The solution shall support user self-check-in or staff assisted check-in. For large events (250+) solutions shall support digital check-in via Smart Phone, Mobile Devices, Near Field Communication Radio Frequency Identification, Indoor Positioning System and Check-in kiosk. | ||
| 1.8.7 The solution shall support a customized web services end point which seamlessly integrates EMS registration profile data as determined by the government and check-in functionality with the event contractor’s badge printing service. The Contractor shall coordinate with the event management contractor to ensure the timely testing, configuration and integration of the Web Service Endpoint ensure participants can quickly check-in via the kiosk or check-in service and print their badge. | ||
| 1.9 NATIVE OR WEB APPLICATION - REQUIRED CORE CAPABILITIES: | ||
| 1.9.1 The Native Mobile or Web App shall seamlessly integrate with the EMS SaaS solution to display organization name and logos, , attendee name and contact information (phone, cliclable email and social media), , industry, socioeconomic category, certifications, clients, Core Competenciesand description via API. | ||
| 1.9.2 The Native Mobile or Web App shall seamlessly integrate with the EMS SaaS solution to organization name and logos, , attendee name and contact information (phone, clickable email and social media),, Industry, Primary Work Function, Sessions Host informationBusiness Opportunity information |
See Attachment B – User Profiles.
| 1.9.3 The solution shall authenticate user roles - Host and Participant. |
| 1.9.4 The solution shall integrate with the VA Identity and Access Management Services for Single Sign-on. |
| 1.9.5 The solution shall seamlessly display the Event map (non native) provided in a mobile web view (non native). |
| 1.9.6 The solution shall provide mobile apps for Android 4.2 and iOS 7. 1 or higher Operating Systems. |
| 1.9.8 The Native Mobile or Web App shall have the capability to conduct surveys. |
| 1.9.9 The solution shall have links to download the mobile apps from Google Play or the App Store. |
| 1.9.10 The solution shall have a consistent navigation experience between the web interface and the mobile app. |
| 2.0 ONLINE TRAINING TOOLS/GUIDES |
| 2.0.1 The solution shall provide instructor-led or self-service webinars, training videos, and user guides, including Graphical User Interface (GUI) menu structure and navigation procedures, help resources, explanation of error messages, troubleshooting steps, and interaction with other applications. |
| 2.0.3 The solution shall provide the capability for users to search electronic help content, including FAQ and training materials. |
| 2.0.6 The solution shall provide access to access to user guides via website, online training: webinars, train-the-trainer, videos. |
| 3.0 TECHNICAL SUPPORT/HELP DESK – REMOTE |
| 3.0.1 The Contractor shall provide a toll-free telephone number and email address to be used for end users for support Monday through Friday, 7:00 a.m. to 5:00 p.m. Eastern Standard Time. |
| 3.0.2 The Contractor shall respond to telephonic and email’ requests Monday through Friday, 7:00 a.m. to 5:00 p.m. Eastern Standard Time within 2 hours. |
| 4.0 TECHNICAL SUPPORT/HELP DESK – ONSITE (OPTIONAL) |
| 4.0.1 The Contractor shall provide at least one (1) on-site technical support personnel commencing two (2) hours prior to start of event activities each day for up to 10 hours per work day of the event. |
| 4.0.2 The onsite technical support shall be designed in scalable packages of personnel depending on the size and complexity of the event. Each package will include at least 2 but not more than 25 support personnel for a 10 hour work day on a daily basis one day prior to the event and each day of the event as designated by the government. |
| 5.0 ACCOUNTABILITY/TRACKING (OPTIONAL) |
| 5.0.2 The solution should integrate with indoor positioning system to allow users to check into events and see their check-in history. |
| 5.0.5 The solution should allow a Host to see which attendees have arrived and checked into their session. |
| 5.0.7 The solution shall display which buyers have checked in via their mobile app, and to confirm a check-in or to uncheck the buyer (which will generate a notification to the buyer). The solution shall log and track these actions. |
| 5.0.9 The solution should use indoor tracking system to show the participant's last location on the Mobile App native or web map Display. |
| 5.0.10 The solution should allow attendees to receive a local notification (reminder) based upon configurable time (x minutes) before a session they register for begins if they haven't checked in. |
| 5.0.14 The solution will allow a participant to see where a session is taking place on a map (i.e. events should have a "View on Map" function). |
| 5.0.16 The solution should allow single sign on across the mobile app and dashboard that will stay active for 24 hours. |
| 5.0.21 The solution should show compatibility scores in the Host and Participant profiles search results. |
| 5.0.23 The solution should allow users to edit their Profile natively or via a web app on their mobile device. |
| 5.0.25 The solution should allow users to highlight a profile as a "favorite" and then retrieve a "Favorites" list to access them. |
31 Would your company submit a proposal/quote for a Firm-Fixed-Price contract on a future solicitation of this requirement? (If you answer "No" an explanation is requested) Yes/No
32 If you answered "No" to the previous question, provide details of a pricing structure that would be most advantageous for the government to consider for the support required in the draft PWS? (Free text)
End of Questionnaire
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