Round 1 Questions and answers.pdf

1. Whether companies from Outside USA can apply for this?

This acquisitions is set‐aside for small businesses (verified through the US SBA) and is restricted to offerors registered in SAM.

2. Can we submit the proposals via email?

Yes

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

No

4. Whether we need to come over there for meetings?

No

5. How many instances of the booth should we envision for the 12 months?

6. Level of Interaction ‐ "during breaks," Is that a Teams call or a messaging system?

Both

Minimum Requirements

7. Is there a registration for each individual event, or are we keeping a database of previous users?

Individual Event

8. Is the expectation that this is managed through a cookies system on user devices?

No

Up to 10 rooms

9. Are these rooms the same for each event or does the environment change for each event throughout the year?

The environment will change for each event

Up to 50 booths

10. What is the functionality of the “Builder Tool?”

Ability to host unlimited content assets, uploaded or linked via URL; documents, PDFs, jobs, videos, webpages, etc.

Ability to host unlimited content assets, uploaded or linked via URL; documents, PDFs, jobs, videos, webpages, etc.

Client assumes responsibility for uploading and management of content items.

11. What are considered “jobs?”

We will want to set expectations on file size limitations, which could slow the experience down. For example, we’ll need to suggest excluding 4k videos, which would slow the performance down of the experience.

If this were a job fair type of event “jobs” could be posted by the client however, not applicable.

Access to Platform Features

12. What type of social collaboration are they expecting?

Networking Lounge, Exhibit Hall ‐ Exhibitors can have live chat, video chat, email, videos, and other content available. A lobby, and breakout sessions. Q&A ‐ can include polls and surveys right from the comment sections.

We control not only the questions, but audience engagement. The speaker can ask a question and have it show up on the screen for the audience to answer.

13. What type of gamification are they expecting?

Structural gamification

14. Is this a basic leaderboard or are there themes and narratives running through the “game”? Need understand the expected complexity of the experience.

There could be themes and narratives running through the game, to enhance the life like environment.

General Settings Management

15. Can we have a functional description of the room templates?

Auditorium‐ Main Presentations/Panels Exhibit Hall‐ walk through virtual experience of booths to interact with supporters Helpdesk‐ Live IT support for attendees Breakout Sessions‐ small groups at times away from main presentations Lobby‐ interactive “map” of event Networking Lounge‐ interactive networking space to connect with attendees at any time during event

Room Selection

16. Are reviews of the 3D rooms inside the build (environment) required? Or can we review these separately.

Can be reviewed separately.

Project Management of Live Day

17. 8 hours of support ‐ is that for each day of the event?

Yes

Preparation of on‐demand environment/access

18. Adjust Rooms as necessary – is this Remove/hide rooms depending on event?

Yes

Webcasts Up to 30 webcasts

19. Is that 30 webcasts for the year term, or per event?

Year term

20. Is there live polling?

Yes

4 full‐service audio recording sessions

21. Are we responsible for the recording sessions?

Both entities are responsible, customer is responsible for providing recorded content. Company is responsible for helping upload and editing recorded sessions content.

22. Is there a live chat feature in this experience?

Yes

23. Is there a preference for native video versus integrations, like Zoom, Microsoft Teams, etc?

Zoom or Microsoft Teams preferred

24. Are there any specific requirements pertaining to virtual auditoriums and lobbies? Any specific feature sets?

No

25. Is there more details on what types of gamification are desired (i.e. badges, incentives, etc)?

Polling, Avatars, live Q&A in chat, badges

26. Is there a budget set aside for this annual service?

Yes

Section 1.0 Background:

27. Has the USSOCOM Warrior Care Program (WCP) (Care Coalition) held a virtual conference such as the Annual Training Conference or regular Webcasts prior to this year’s 2021 training event?

No

28. Does the USSOCOM Warrior Care Program (WCP) (Care Coalition) currently use a virtual platform for virtual events and/or webcasts?

Microsoft Teams or Zoom

29. If USSOCOM Warrior Care Program (WCP) (Care Coalition) has previously awarded a contract for virtual conferences or webcasts can the prospective bidders review the prior award documents and solicitation requirements?

There is no previous award.

Section 2.0 General Requirements:

30. With respect to interacting at any level, does this requirement include any of the following:

a) Chat / Text based Interaction? Yes

b) Two‐way Live Motion Video Interaction? Yes

c) Two‐way Audio Only Interaction? Yes

d) One‐way video broadcast, Chat/Text based Reply? Yes

31. Are recordings required for on‐demand viewing of the Training Sessions?

Yes

32. If recordings are required, to what extent are is the provider required to provide related text/chat, Q&A or surveys in the on‐demand recordings?

After each event

33. Is two‐way communication required at all times between the presenters and all attendees?

Yes

34. The General Requirements describe a custom platform; can the bidder provide a solution that is an amalgamation of existing cloud‐based services into an integrated platform or must the entire platform be the bidders own creation and customization for this Statement of Work?

Preferred own creation but may use a solution that is amalgamation of existing cloud‐based if needed.

35. Are 3rd party products allowed such as the inclusion of online survey and chat tools, or Zoom Video, Cisco WebEx and/or MS Teams?

Yes

Section 3.1 General Requirements:

36. With respect to user registration, is email or another form of attendee registration required?

Yes

37. Can the need or use of “Blacklisting” email registrants be explained further? Is this a form of attendance security?

It is a security measure because of the nature of our event and audience.

38. Can the functional differences between a Lobby, Auditorium and Exhibit Hall be described or their differences delineated?

Each “room” will have different functions for the event. The lobby is for direction into what “room” they are supposed to be attending, auditorium will be for the general session presentations/panels, exhibit hall is for the “booths” for attendees to walk through at leisure any time during the event for maximum networking opportunity with those exhibits. Exhibitors can have live chat, video chat, email, videos, and other content available. The WCP will ultimately control the content ensuring there will be no soliciting, selling, or any other prohibited content.

39. Can the technical requirements for “booths” within an Exhibit Hall be described? Additionally, what is the requirement for a “Builder” tool?

Exhibitors can have live chat, video chat, email, videos, and other content available. The WCP will ultimately control the content ensuring there will be no soliciting, selling, or any other prohibited content.

40. Item 3.1.b5 and b9 both describe a “gamification” requirement. Item 3.1.b5 also includes a reference to a leaderboard. Can this requirement explain the type of gamification expected and the leaderboard requirement?

Structural Gamification – simple leaderboard to track who has attended what sessions/participation.

Section 3.3 Webcasts:

41. Item 3.3f describes “up to 4 full service audio recording sessions”. Is this related to the possible 3 concurrent webcasts or to another requirement? Can “full service” audio recordings be described in a way that helps the bidder understand whether this is somehow enhanced or indexed to content?

No this is not related to the 3 concurrent webcasts, the service provider handles everything from logistics, filming, broadcasting and more, providing a true end‐to‐end service experience.

42. Item 3.3h describes the inclusion of webcasts in Virtual Environment. In this context is the Webcast a feature of the virtual environment as other features might be such as content downloading or chat? Or is the inclusion of webcasts in the Virtual Environment something different?

In this context the Webcast a feature of the virtual environment as other features might be such as content downloading or chat.

43. Is the requirement for hosting 30 webcasts for the license year or 30 webcasts simultaneously?

License year

44. What kind of access and controls would you like for the admin users to have on the virtual platform?

45. Are there any existing software that need to be used in the platform?

No

46. Do the full‐service recordings include editing post meeting?

No

47. Will scheduling need to sync with existing calendars? Or would we use a separate calendar system?

Sync with calendars

48. What are the desired features and/or metrics to be included in the leaderboard?

Detailed Reporting and Metrics provided, Track activity and ROI with 24/7 access to 35+ real‐time reports. Gain insight into user behavior and content preferences and provide data for After Action Reports.

49. Are chats only needed for events or does it need to be available on the platform full time, even outside of events?

Only for events

50. What event metrics need to be made available and does the customer need direct access to the metrics or can we provide the metrics upon request?

Detailed Reporting and Metrics provided, Track activity and ROI with 24/7 access to 35+ real‐time reports. Gain insight into user behavior and content preferences and provide data for After Action Reports.

51. Can we use any third‐party software to integrate into the platform?

As long as it is in accordance with the security requirements listed.