Questions_ _Answers_Solicitation_FA7000-13-T-0056.pdf

Enterprise Event Hosting

QUESTIONS & ANSWERS

Solicitation FA7000-13-T-0056

Question: Has this large number of events been awarded to a vendor for unified registration and event management solution in the past or is it just posted and not finalized due to budget/funding available.

Answer: Yes...this was awarded in the past and this year we added two CLINs.

Question: Was this awarded last year- can the Vendor that be divulged to me?

Answer: Yes this was awarded last year to Cvent.

Question: I am a bit confused on pricing in reference to Line item 1 and 2. Does the Air Force Academy want one lump sum price or it broken down by the functions of the software/application?

Answer: We would like the cost to be broken down by cost per registration with any overhead cost

(admin fees) broken out separately in order to scale our requirement in the event additional funding becomes available.

Question: The opening synopsis refers to 150 events but later in the documentation it refers to 350 events.

Answer: The requirement for this year will be 150 events due to funding constraints. If funding were available we would like to scale it to 350 events but is unlikely to occur for the contract period of performance.

Question: What is the average number of attendees at the events as well? Are there several larger events with several thousand and the majority are just several hundred per event. A breakdown is helpful.

Answer: Our largest event estimates to have 6000-7000 registrants with several other events ranging anywhere from 25-1500 registrants.

Question: 4.7.6 The Service Provider shall provide a separate and secure access section on specified event websites for unique participants to externally upload personal and professional information

(speaker biography, photos, briefings, briefing requirements, registration data, and travel itineraries, social security number, checking account/routing number, phone, e-mail, mailing address, preferred airline account, travel constraints around the conference dates, talent release, W9 -if applicable, etc.)

The URL must be formatted so that USAFA customers can e-mail this link as needed to unique participants. In the event that the Transportation Security Administration requires any additional information from travelers, these data fields shall also be available to be presented in this unique profile.

Does this refer to speakers or presenters?

Answer: This refers to speakers only for one event.

Question: Can you clarify the following:

The EEH solution shall provide the capability to add and manage different categories of staff members for the customer (e.g., cadet staff, permanent party staff, cadet escorts, permanent party escorts, and student delegates). This capability shall include the ability to pair escorts with registrants (with a gender filter to accurately pair same-sex room assignments).

The seating capabilities- referencing tables?- this is for meal functions or banquets correct? Not for sessions sitting at table rounds with assigned seating?

Answer: This capability refers to being able to pair specified registrants with a designated group or person i.e. females with a female chaperone, registrants assigned to attend a specific speaker session to determine attendance, etc..

Question: Why is this opportunity was released under NAICS Code 541519 (Other Computer Related

Services) rather than 561920 (Convention and Trade Show Organizers).

Answer: Based on the requirements in the PWS, NAICS Code 541519 is the best fit for this effort.

Question: What is the user count for the users that will have the ability to host/schedule an event.

Answer: CLIN 1 would require 75 system users. CLIN 2 would require an additional 50 system users.