NOAA Virtual Career Fair PWS.pdf

NOAA Virtual Events Employment Career Fair

GENERAL INFORMATION

Background:

Due to current changes in the agency’s ability to recruit talent at physical events and meetings, NOAA is searching for an online service provider to host virtual events, such as career fairs and information sessions. The agency requires a platform that will accommodate two virtual career fair type events within a 12 month period.

Scope of Work: NOAA is seeking a contractor to provide the services and platform required to host, market, and promote the agency’s virtual career fair(s). The platform must be Section 508 compliant, and provide the capabilities outlined in the Technical Requirements below. Staff training and technical support shall be provided. The initial event is estimated to occur in fall 2020 with a second event planned for spring of 2021.

PROGRAM REQUIREMENTS

Technical Requirements/Tasks: The task requires the following services and capabilities:

● Registration – Customize and manage online registration with qualifying questions

● Attendance – Accommodate attendance of up to a maximum of 1,500 concurrent attendees and staff at any one event

● Promotion and Advertising – Provide and implement promotion and advertising plans, as necessary to each event, including the development of marketing collateral and promotional assets

● Customized Environment – Designed to reflect the agency’s unique brand

● Chat/Messaging – Text and video messaging in both public and private chat rooms

● Exhibit Booths/Breakout Rooms – Offer a variety of topic-based rooms, each with related documents and information uploaded

● Presentations – Host pre-recorded videos and live presentations with question-and-answer sessions; and record live presentations for subsequent repurposing

● Document Sharing – Enable registrants the ability to upload resumes and other documents to allow only event staff access. This information should not be accessible to other attendees. Resume uploads may be a requirement of event attendance o Resumes must be downloadable by event staff and able to be sorted by registration queries

● Communication – Ability to send emails for ongoing communication to event registrants and staff members

● Accessibility and Compliance – Platform must be Section 508 compliant and IT government security rated, and accessible through a mobile/portable device

● Links – Platform must have the ability to link to other government recruitment platforms (e.g., USAJOBS)

● Training and Technical Support – Train-the-trainer course for a core group of users must be provided and recorded for refresher training, to include implementation, ongoing support, and end user customer support

● Licensing – Platform license must be transferable to accommodate individual staff changes

● Initial Event Timing – Kickoff initial event planning in September 2020, with registration live within three weeks of kickoff.

● ROI and Metrics – Must be able to be tracked and reported in Final Results Report, to include:

● Heat mapping of attendance

● Daily registration metrics

● Overall registration versus attendance

● Attendance trends, including overall time spent in event

● Unique and total visitors to each area and material download activity

● Chat history

● Live presentation attendance and on-demand presentation views

● Ability to provide post-event surveying as attendees exit virtual event and provide a response analysis

● Training and Additional Support – While the Government expects the software as a service to be intuitive to use, vendors shall provide training to use and administer the product, and any additional support required to ensure a successful virtual career fair using the proposed service.

4.0 Government Furnished: NOAA shall be responsible for furnishing all marketing/video material for virtual event, meeting Section 508 compliance. Government may also furnish conference dial in telephone number for individuals who cannot access the site; the vendor is encouraged to provide such a phone number if available as part of the service. NOAA shall also be responsible for providing staff with the equipment necessary to fully participate in the event.

5.0 Period of Performance:

Two events during a 12-month base period and two events during a 12-month option period.