Addendum 1 RFP DIR-CPO-TMP-601A Event Planning and Management.pdf

TEXAS DEPARTMENT OF INFORMATION RESOURCES

Addendum

SOLICITATION NUMBER: RFP DIR-CPO-TMP-601A

ADDENDUM NUMBER: 1

Addendum Date: August 17, 2022

If you should have any questions regarding this Addendum, please contact:

Lisa Ramirez Department of Information Resources

300 W. 15th Street, Suite 1300 Austin, Texas 78701

Phone: 512-475-5186 Email: lisa.ramirez@dir.texas.gov

Notice is given to Respondents desiring to submit a response to the above referenced solicitation that additional information is required:

This Addendum modifies the solicitation for Event Planning and Management, Solicitation No.

RFP DIR-CPO-TMP-601A, released August 3, 2022. It includes:

1. Revised RFP Section 3.3 Schedule of Events (see page 2): including RFP Responses due Wednesday, August 24, 2022 at 2:00 p.m., CT;

2. Information from the Pre-Solicitation Conference (see page 2); and

3. Question and Answer Document (see pages 2-7).

In the submission of its response to this solicitation, Respondents shall submit this signed page one of the Addendum, acknowledging receipt of the Addendum.

Respondent Acknowledgment of Receipt

(printed entity name)

(printed name of authorized representative)

(signature of authorized representative)

(date) mailto:lisa.ramirez@dir.texas.gov

Event Planning and Management Addendum 1 Version 2.0 Page 2 of 7 Revised August 16, 2022

1. Revised RFP Section 3.3 Schedule of Events:

Table 1: Schedule of Events Activity Date Answers posted to ESBD August 17, 2022 Deadline for submitting Response August 24, 2022 2:00 p.m., CT Evaluation, Clarification, and Amended Responses August 25, 2022 Negotiations August 30, 2022 Award decision September 2022 Agreement signed and PO issued September 2022

2. Information from the Pre-Solicitation Conference:

List of Pre-Solicitation Conference Attendees (attached)

Pre- Solicitation Conference Presentation Slides (attached)

Link to Pre-Solicitation Conference recording: https://youtu.be/zLIyFwQ0Ki0

3. Question and Answer Document

The following table outlines vendor questions, references Request for Proposal (RFP) sections and page numbers, and the Texas Department of Information Resources (DIR) response to questions (in sequence of RFP):

Question and Answer Document Posted August 17, 2022 as part of Addendum 1

# RFP Page # Vendor Question DIR Answer https://youtu.be/zLIyFwQ0Ki0

Event Planning and Management Addendum 1 Version 2.0 Page 3 of 7

# RFP Page # Vendor Question DIR Answer

1. RFP Section

2.1.3 Event

Management

4 - 6 Whether we need to come over there for meetings?

On-site meetings are not necessarily required and the majority of the meetings can be handled via TEAMS. See RFP Section 2.1.3.1 Exhibitor Coordination and Management, Part E; RFP Section 2.1.3.2 Site and Venue Coordination, Parts B, C, D, F, and G; RFP Section 2.1.3.3 Event Registration, Part I; as well as RFP Section 2.1.3.5 Event Materials, Part E.

2. RFP Section

3.6. Response

Instructions

13 Can we submit the proposals via email?

Yes. See RFP Section 3.6. Response Instructions.

3. Appendix A Terms and Conditions, Section 3.9 Data Location

6 Whether companies from Outside USA can apply for this?

(like,from India or Canada)

Yes, provided that the vendor can comply with all terms and conditions. Please also note that vendors must be registered with the Texas Secretary of State and must have a Texas taxpayer ID. See Appendix A Terms and Conditions, Section 3.9 Data Location.

4. Appendix A Terms and Conditions, Section 3.9 Data Location

6 Can we perform the tasks (related to RFP) outside USA?

(like, from India or Canada)

No. See Appendix A Terms and Conditions, Section 3.9 Data Location.

5. N/A N/A If a company has contract labor but they are fully supervised by the Respondent, is that considered a HUB subcontract?

These are hourly or daily labor to assist with events hired on this basis to work events.

If it’s a company, yes, the vendor will be required to be listed on the HUB Subcontracting Plan (HSP). If it is an individual being paid by 1099 or person paid using social security number, no.

Event Planning and Management Addendum 1 Version 2.0 Page 4 of 7

# RFP Page # Vendor Question DIR Answer

6. N/A N/A Do you have an existing exhibitor contract or relationship you want to continue for the next year?

DIR Contract DIR-CPO-TMP-488 for Event Planning and Management Services expires August 31, 2022.

Two outstanding events will take place under this Contact: DIR Discover in September 2022, and e- Records in November 2022.

Moreover, due to demand, a reservation has been placed to secure the Palmer Events Center for the 2023 Information Security Forum.

7. N/A N/A Are exhibitors and vendors defined the same? or differently? if different how so?

Exhibitors consist of organizations that sign an agreement to exhibit/display their products and/or services at a DIR event. A vendor is any organization that vends or sells. Therefore, a vendor who has signed an agreement to exhibit/display their products and/or services at a DIR event would be considered an exhibitor.

8. N/A N/A Are vendors defined as companies coming into the these meetings/events providing services which the Rewarded company is not contracting?

See Answer 7.

9. N/A N/A Do you have or what is your current liscening agreement for current virtual platforms that needs to be used?

DIR does not have any current licensing agreements. The respondent should include their proposed solution including any systems and tools needed to provide the solution in the response. DIR has no product preference.

10. N/A N/A Correct - but do we need to be aware of any existing relationships or commitments

See Answer 6.

Event Planning and Management Addendum 1 Version 2.0 Page 5 of 7

# RFP Page # Vendor Question DIR Answer

11. N/A N/A will each event require different platforms / sites / spps systems or can they all be under the same vendor?

The respondent should include their proposed solution including any systems and tools needed to provide the solution in the response. DIR has no product preference.

12. N/A N/A Regarding the development and implementation for speakers, presenters, as well as organization and selection + communication with presenters and speakers - will you have a SME making the decisions as to which ones are included/excluded?

Yes.

13. N/A N/A Do you have and are you willing to share previous marketing docs and communication types

- what worked/did not work/ what you did and did not like ?

Information about the Information Security Forum (ISF) can be found on the DIR website.

14. N/A N/A how do you prefer attendee expenses are tracked if not through Concurr

The respondent should include their proposed solution including any systems and tools needed to provide the solution in the response. DIR has no product preference.

Event Planning and Management Addendum 1 Version 2.0 Page 6 of 7

# RFP Page # Vendor Question DIR Answer

15. N/A N/A My question relates to the VADSIR requirement. All of the registration tools we use are licensed webbased products – they are online tools that we pay for and we use to create registration websites for events.

I understand that VPAT is required for each of these, but in reviewing the VADSIR form to complete that, the options on the form seem to be focused on web developers, not users. We use these registration tools to create registration websites, but we are not doing website development or application development. We are just using the tools, not developing them.

It is comparable to using Microsoft Powerpoint to create a slide presentation– we use the tools to make our own presentations by inserting pictures and text, etc, but we are not customizing the PowerPoint software by doing so – we are just using it. So most of the VADSIR form is difficult to complete. Most of the questions on this form are focused on developers, not just users of these products. We do however follow the 508 compliance rules so that we implement the websites to meet 508 compliance.

Can you please clarify how we can complete this VADSIR form given the above?

If the event company is creating a site, i.e., adding picture, links, and content, they still need to ensure that the content, links, images, colors, etc. are accessible. This means that links are properly embedded, colors have the appropriate contrast, correct fonts are uses, images have alt text, and fields are properly labeled for screen readers. Therefore, the VADSIR should be completed. The vendor should be able to complete questions 1, 2, 4, 5, and 6. Question number 3 is regarding testing. This can also be thought of as an accessibility checker in this case.

The web-based products may have a built-in accessibility checker. If not, can the vendor demonstrate that they did their due diligence to ensure the event page is accessible?

In this case, a test case or review would be to take on the persona of a vision impaired person using a screen reader to interpret the event page. Content, images, links, field labels, etc. Should be crafted in a way that the screen reader will be able to provide the information to the user.

Event Planning and Management Addendum 1 Version 2.0 Page 7 of 7

# RFP Page # Vendor Question DIR Answer

16. N/A N/A My question relates to the PDAA self assessment requirement. All of the registration tools we use are licensed products – they are online tools that we pay for and we use to create registration websites. The question on line 11 of this form does not have any responses that apply to our situation. We license the online registration tools and therefore have access to use them for events, but we are not the Manufacturer, we do not Sell IT Services, we are not the Integrator, nor are we a Reseller or Catalogue supplier. We just license the tools and use them, similar to how we use Microsoft Office products as well. We do follow 508 compliance guidelines but most of the questions on this form have answers which are focused on developers, not just users of such products.

Can you please clarify how we can complete this PDAA self assessment form given the above?

This vendor can check the “integrator” box. They are bringing in a commercial product and setting up or customizing pages for specific events. Keep in mind that the PDAA is not attached to a product or service in the solicitation response.

The PDAA is an organization’s self-assessment of its internal policies and practices regarding EIR and ICT accessibility. The only question on the PDAA where I can see potential confusion is number three. This question is looking at how the organization incorporates ICT and EIR accessibility into its IT, procurement, and other business processes, i.e., are the organization’s internal processes taking accessibility into account for the business units mentioned (IT, Procurement, HR, facilities, etc.)

The response does not need to include the processes but should accurately reflect where the organization is with processes and accessibility maturity. The other questions should be clear.