Attachment 1. NCLS Event Check-in and Badge Printing Contract Specifications.pdf

Attachment 1 – Contract Specifications

EVENT CHECK-IN AND BADGE PRINTING SOLUTION

DESCRIPTION OF SERVICES / GENERAL INFORMATION

1.1. Scope of Work. National Character and Leadership Symposium (NCLS) requires Event Check-in equipment, printing of badges, supplies and services to manage the on-site registration process during the event, February 24-25, 2022, such as participant self-check-in app, prompt printing of custom badges, session check-in and attendee tracking.

Total attendance is approximately 1,600 participants.

1.2. Description of Requirements/Instruction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform EVENT CHECK-IN as defined in this document except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2.1. Contractor shall perform all of the following requirements as provided herein.

1.2.1.1. Onsite Check-In and Badge Printing: The event participant check-in solution must integrate with Ungerboeck Event Management System and must permit event staff to rapidly process registration and session check-ins by scanning a barcode on registrants’ mobile devices. Users may also search the list of current registrants by keyword search or alphabetic navigation, and real-time views of registrant check-ins may be used to sort the data by attendee type or other basis. Check-ins and other processing tasks may also be performed by attendees on a self-service basis. The solution’s kiosk mode enables attendees to register and check in to the event (for themselves and their guests), pay event fees, and preview/edit/print name badges all on their own. Contractor will provide one (1) onsite Project Coordinator, equipment, software, and supplies needed to fulfill these services.

1.2.1.2. Attendee Tracking: Provide the ability to track attendance and measure an attendee’s journey at the event, through a designated badge tracking option (RFID or QR code) combined with badge reading devices. Provide metrics and reporting to assist in determining attendee interests and preferences. Track participants access into meal venues based on their meal selection and barcode printed on their badges.

1.2.1.3. Session Participant Measurement: The participant measurement solution should permit real time tracking and measuring of attendee activity and interest within a session. Provide standard reporting for increased insight into attendee interests and preferences.

1.2.1.4. Provide necessary software and equipment to perform event check-in and custom badge printing services, to include software, iPads, hand-held scanners, large format PVC printers, networking and equipment for registration area, to accommodate up to 1,600 event attendees.

Attachment 1 – Contract Specifications

EVENT CHECK-IN AND BADGE PRINTING SOLUTION

1.2.1.5. Dedicated event staff to operate the software, printers, pre-print badges, set-up and troubleshoot equipment, during the on-boarding process as well as during the event.

1.2.1.6. Ensure equipment is delivered in good-working condition to USAFA premises no later than February 18, 2022.

1.2.1.7. Ensure equipment is set-up and in good working condition no later than February 22, 2022 at 16:00.

1.2.1.8. Ensure equipment is removed from USAFA premises no later than February 26, 2022.

1.3. Hours of Operation. The Contractor shall perform on site requirements at the Air Force Academy in the designated Registration Areas (Falcon Club, Arnold Hall) and Speaker Session Venues (Arnold Fall, Fair Child, Polaris Hall) for 12 hours per day during NCLS, the projected hours of operations are 7:00 to 17:00.

1.4. Contractor will perform on site requirements at the Air Force Academy, February 22-25, 2022.