Army Protocol Event Management Software Statement of Work.docx

Statement of Work For Event Management Software

GENERAL INFORMATION

1. BACKGROUND: Army Protocol has traditionally used a combination of tools to manage events, streamlining information and managing the database necessary for executing Army Senior Leader-hosted events.

The e-invitation site, a service for the Department of Defense and the U.S. Government managed by the Air Force Institute of Technology (AFIT), serves as the invitation platform utilized by Army Protocol to create invitations and track/manage reservations (RSVPs)

In addition to e-invitation, Army Protocol employs Microsoft Access to track and manage information extracted from e-invitation. Army Protocol uses the database to create programs, seating-charts, and event products required for the event.

With e-invitation scheduled to sunset in August 2025 and Microsoft Access soon to expire, Army Protocol requires new event management software or an application that can provide similar, if not enhanced, capabilities to those currently offered by e-invitation. This new solution should enable the Army Protocol office to create invitations and manage essential RSVP information effectively.

2. OBJECTIVE: Army Protocol seeks to secure an event management software to manage, track, and execute events hosted by the Department of the Army senior leaders.

3. SCOPE: The software solutions must provide the following items that meet the specified minimum technical requirements listed below:

3.1 Event Management Software User License, (Qty = 12)

A. Guest List

1. Track and manage guest information via a web browser or mobile app.

2. Monitor guest arrival times with real-time updates.

3. Eliminate the need for cumbersome database printouts, reducing communication traffic related to guest confirmations.

4. Send event reminders and seating charts via email or text before the event and upon check-in.

5. Manage attendee details using visual seating charts

6. Store RSVPs and information indefinitely to capture email information and distribution lists.

7. Ensure compatibility with Excel and Microsoft products, including PowerPoint and Word.

B. Invitation

1. Create templates and send invitations.

2. Store previously used templates for future events.

3. Send invitations that allow for one, two, or multiple flags—or any custom logo we can upload—without needing external assistance.

4. Provide an invite link compatible with most servers, allowing RSVP links to be linked to Outlook.

5. Create an event registration form within the software/application for invitees to confirm or decline their invitation.

C. Floorplans & Seating Chart

1. Upload various room diagrams and manipulate seating arrangements as needed.

2. Automate event diagrams and create to-scale layouts.

3. Ability to create custom name plates, tent cards, or place cards.

D. Customer Support

1. The online event platform offers real-time, 24/7 customer support.

E. Security

1. Operational Security (OPSEC)

2. Vulnerability Assessment (Approved)

3.2 Tech Support: To prevent operational downtime, a 2–3-year vendor/manufacturer service agreement is preferred. The service agreement should include installation/setup and initial system training, online troubleshooting assistance, on-site service calls, and spare parts availability.

4. APPLICABLE PERFORMANCE STANDARDS: N/A

5. DELIVERY SCHEDULE: Equipment must be delivered with 60 days post award.

6. Contract Antiterrorism/Operations/Security Requirements

6.1 AT Level I training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 60 calendar days after completion of training by all employees and subcontractor personnel. AT level I Awareness training is available at the following website: http://jko.jten.mil.

6.2 Army Training Certification Tracking System (ATCTS) registration for contractor employees who require access to government information systems. All contractor employees with access to a Government info system must be registered in the ATCTS (Army Training Certification Tracking System) at commencement of services, and must successfully complete the DOD Information Assurance Awareness prior to access to the information system and then annually thereafter.

6.3 For IA/IT training. All contractor employees and associated subcontractor employees must complete the DoD IA awareness training before issuance of network access and annually thereafter. All contractor employees working IA/IT functions must comply with DoD and Army training requirements in DoDD 8570.01, DoD 8570.01‐M and AR 25‐2 within six months of appointment to IA/IT functions.

6.4 For IA/IT certification. Per DoD 8570.01‐M , DFARS 252.239.7001 and AR 25‐2, the contractor employees supporting IA/IT functions shall be appropriately certified upon contract award. The baseline certification as stipulated in DoD 8570.01‐M must be completed upon contract award

7. Security

7.1 The application shall adhere to all Defense Information systems Agency (DISA) Security Technical Implementation Guidelines (STIGs).

7.2 The application shall be FedRAMP Moderate authorized and comply with the Defense Risk Management Framework. Including the submission of a Security Authorization Package, which consists of the System Security Plan, Risk Assessment, and Security Assessment Report, to the Authorizing Official (AO). Our AO is DISA. If accepted, the application will receive an Approval to Operate (ATO).

7.3 If the application is accessible to the public (outside the .mil network), approval from the DoD Chief information Officer (CIO) and the office of the Secretary of Defense (OSD) Public Affairs is required.

7.4 Application shall be accessible to individuals with disabilities, in compliance with Section 508.

8. PLACE OF PERFORMANCE / DELIVERY P.O.C:

Mr. Augusto Alvarez, Jr.

Augusto.alvarez3.civ@army.mil Office of the Chief of Staff, Army 200 Army Pentagon, Rm: 3D514 Washington, DC 203108.

9. SPECIAL DELIVERY INSTRUCTION: Vendor shall provide a tracking number to the command and the P.O.C. shall be contacted upon delivery to accept the supplies.

The period of performance is one base year and four option years.