Pre-proposal Conference RFP DIR-CPO-TMP-601A Event Planning and Management.pdf

Transforming How

Texas Government

Serves Texans

RFP DIR-CPO-TMP-601A

Event Planning and Management

Pre-proposal Conference

Wednesday, August 10, 2022

2:00 PM CT

Transforming How Texas Government Serves Texans | #DIRisIT

Welcome & Zoom Webinar Notes

• Change Audio by switching between Computer Audio and Phone

Call.

• Attendees are Muted

• Click the Raise Hand icon to confirm audio levels

• Submit all questions via the Q&A in the Meeting Controls, Chat may be disabled

• HANDOUT: Will be made available in addendums

Introduction

Michelle Griffin

Assistant General Counsel, Office of General Counsel

Lisa Ramirez

Procurement Lead, Chief Procurement Office

Brianna Ballenger

HUB Reporting Coordinator, Chief Procurement Office

Marie Cohan

Statewide Digital Accessibility Program

Administrator, Chief Technology Office

Colleen Berkley

Director, Chief Procurement Office

Mary Vickery

Customer Procurement Manager, Chief Procurement Office

Agenda

• Request for Proposal (RFP)

• Overview

• Structure and Contents

• Response Organization

• Evaluation Criteria

• Schedule

• HUB Subcontracting Plan (HSP)

• Electronic and Information Resources Accessibility

• Matters of Law and Exceptions

• Questions

• Conference Closing

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Transforming How Texas Government Serves Texans | #DIRisIT 5

• DIR is recording this conference and will be distributed as an addendum to solicitation number DIR-CPO-TMP-601A. These slides and the list of the attendees will be included.

• It is your responsibility to check the ESBD frequently.

• The ESBD link for this solicitation is: https://www.txsmartbuy.com/esbddetails/view/DIR-CPO-TMP-601A

• Webinar participants may submit questions electronically at any time during the webinar, using the question tab.

• The deadline for submitting questions is August 12th at 5:00 pm (CT) and must be emailed to lisa.ramirez@dir.texas.gov.

• Official answers will be distributed as an addendum to solicitation number DIR-

CPO-TMP-601A.

https://www.txsmartbuy.com/esbddetails/view/DIR-CPO-TMP-601A mailto:lisa.ramirez@dir.texas.gov

Request for Proposal (RFP)

Lisa Ramirez

Procurement Lead

RFP Overview

• The Texas Department of Information Resources (DIR) is issuing this Request for

Proposal (RFP) to obtain event planning services to DIR for events in Austin, Texas. Any of the events could be remote, in-person, or a hybrid of remote and in-person participants.

• As a result of this RFP, DIR expects to receive and evaluate responses and select one (1) or more qualified Respondents with whom to enter into negotiations. DIR reserves the right to make single or multiple awards as determined by DIR.

• The Successful Respondent will plan and manage the details listed in the RFP from speakers to location, printed materials, audio-visual equipment, sponsorships, site inspections, exhibitors and attendees.

• DIR anticipates that the term of the contract will be an estimated two (2) years with three (3) one-year renewal options to be exercised at DIR’s sole discretion.

RFP Overview [continued]

Background

• Historically, DIR has hosted three (3) to five (5) major events (four (4) of which we will in this presentation) for the benefit of its customer base and vendor community.

• DIR also hosts a number of smaller events, with less exhibitor presence.

• DIR requires event planning and management services for all sizes of events.

• Under the scope of the Service Agreement, DIR may add additional events to serve its constituents.

Sample of Major Events:

Information Security Forum

• Each year, DIR hosts the Information Security Forum (ISF).

• This is an educational conference aimed at Information Security Officers, Information Resources Managers, and IT staff throughout the state of Texas.

• This has become a premier event focusing on security trends and upcoming technologies.

• The ISF is a two-day event that draws approximately 450 attendees and 90 exhibitors.

Sample of Major Events:

DIR Discover

• Each year, DIR’s Office of the Chief (OCDO) and Chief Technology Office (CTO) host this two-day event.

• The event provides an excellent opportunity for learning and networking as well as exploring vendor solutions in the exhibit area.

• DIR expects a similar turnout as previous Data Forum and Tech Forum events (now combined into one event titled DIR Discover) which saw attendance of over 250 public sector employees from more than 60 organizations, with approximately 30 exhibitors.

Sample of Major Events:

E-Records Conference

• DIR and the Texas State Library and Archives Commission (TSLAC) co-sponsor this annual conference for state agency and local government officials involved in the management of electronic records.

• This educational event seeks to improve electronic records management in Texas government through the use of statewide standards and best practices.

Over 120 state agencies, state universities, and local governments, as well as 25 exhibitors, were represented at the 2019 in-person conference.

• The event was held virtually in 2020 and 2021. For 2022, the event will be in-person while exploring options of hybrid delivery for future conferences.

Sample of Major Events:

DIR Connect

• The DIR Connect conference is held every other year and brings DIR contracted technology vendors together with information technology (IT) and purchasing staff from state agencies, local and county government, K-12 and higher education to raise awareness about all of DIR's key program areas including Cooperative Contracts, Data Center Services, Communications Technology Services, Information Security, and Texas.gov.

• The event includes a wide range of educational break-out sessions as well as time to network in the exhibit hall. The conference routinely draws more than 400 attendees and approximately 150 exhibitors.

RFP Structure and Content

The RFP consists of 11 documents:

Document Purpose

RFP, and

RFP Attachments 1 – 7

Provide instructions and gather information about Respondent

Appendix A Terms and Conditions

Appendix B Service Agreement Template

Appendix C HUB Subcontracting Plan SAMPLE

Response Organization

• Respondent will follow the instructions set forth in the Attachments and Appendices to the RFP.

• Each section, Attachment, and Appendix of the RFP, along with any other associated files, contains individual detailed instructions regarding the required format of the Respondent’s Response.

• The Respondent is required to respond according to the instructions contained in each section of the RFP.

• Respondent’s Response must be consistent with the structure, sequencing, and terminology used in the RFP.

• Where provided, the Respondent must use the files enclosed with the RFP and the prescribed format to submit its Response.

• Electronic Response required only.

June 23, 2021 | 14

Response Organization [continued]

Successful Respondents shall organize Responses as follows:

• Attachment 1: Respondent Information Form

• Attachment 2: Compensation

• Attachment 3: Non-Disclosure Agreement

• Attachment 4: Respondent Release of Liability

• Attachment 5: Voluntary Product Accessibility Template (VPAT)

• Attachment 6: Vendor Accessibility Development Services Information Request (VADSIR)

• Attachment 7: Policy Driven Adoption for Accessibility (PDAA)

• HUB Subcontracting Plan (see Appendix C: HUB Subcontracting Plan SAMPLE)

• Narrative of Experience (see Section 3.6.2. Response Requirements)

• Sample Planning Approach (see Section 3.6.2. Response Requirements

*NOTE: Each must be filled out in its entirety and signed by an officer or agent empowered to contractually bind the Successful Respondent.

Evaluation Criteria

Pass/Fail Criteria

DIR reviews additional Pass/Fail criteria as follows:

A. Financial Information is a Pass/Fail review of a Dun and Bradstreet report conducted by the Finance Group;

B. Completion and signing of HUB Subcontract Plan (see Appendix C: HUB Subcontracting Plan SAMPLE); and

C. Compliance with applicable provisions of §§2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, Gov't Code. Respondents may fail this selection criterion for any of the following conditions:

1. A score of less than a "C” in the Vendor Performance System;

2. Currently under a Corrective Action Plan through the CPA, having repeated negative Vendor Performance Reports; and

3. Having purchase orders that have been cancelled in the previous twelve (12) months for non-performance (including but not limited to late delivery, etc.).

Evaluation Criteria [continued]

Pass/Fail Criteria

D. Compliance with Texas Government Code 2054, subchapter M, TAC 206, TAC 213, and WC3 WCAG 2.0 AA technical standards, as applicable.

Respondents may fail this selection criterion for any of the following reasons:

1. Missing product ACRs for products listed on the itemized price sheet;

2. Missing VADSIR for proposed development services on the itemized price sheet; and

3. Missing PDAA self-assessment.

Evaluation Criteria [continued]

Weighted Evaluation Criteria

DIR will use the following criteria (listed in order of priority) to determine the best value for the state:

A. Experience (including but not limited to Business Relationship Experience) 30%;

B. Planning Approach – 20%;

C. Quality of Service (per References) – 30%; and

D. Pricing – 20%.

Schedule

Date Activity

August 3, 2022 Request for Proposal Issued to Respondents

August 10, 2022, 2:00 PM CT Pre-proposal Meeting

August 12, 2022, 5:00 PM CT Deadline for submitting questions

August 15, 2022 Answers posted to ESBD

August 19, 2022 2:00 PM CT Deadline for submitting Responses

August 22, 2022 Evaluation, Clarification, and Amended Responses

August 29, 2022 Negotiations

August 31, 2022 Award decision

September 5, 2022 Agreement signed and PO issued

Things to Remember!

Sign Required Forms!

• Respondent must provide a signed “page one” of each Addendum with their Response.

• Signed HSP

• Signed Response

Submitting your Response

• One (1) minute makes a difference when it comes to procurements!

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HUB Subcontracting Plan

(HSP)

Brianna Ballenger

HUB Coordinator

RFP Attachment Appendix C: HUB Subcontracting Plan (HSP)

The SAMPLE HSP form is included in the RFP package as RFP

Attachment 2: HUB Subcontracting Plan Sample.

Respondents must complete the form and print, sign, and submit the signed HSP with their response.

https://comptroller.texas.gov/purchasing/vendor/hub/forms.php

HUB Subcontracting Plan

DIR encourages all respondents to seek Historically Underutilized Business

(HUB) subcontractors and maximize HUB participation in their bids.

• Responses submitted without a current HUB Subcontracting Plan (HSP) provided in the RFP, will be disqualified per TAC Rule §20.285

• All respondents, HUBs and Non-HUBs, are required to submit a completed HSP.

• The HSP form includes specific instructions for meeting the Good Faith

Effort requirements.

• Respondents must complete a new HUB Plan and a good faith effort for this procurement.

The HUB Goal for this RFP is 26.00%

• METHOD A (Attachment A) - If you are subcontracting and you are meeting or exceeding the HUB Goal for this RFP, you will complete

Method A.

• Include all VID numbers for each vendor, all estimated dollar amounts and percentages for each vendor.

METHOD B (Attachment B) - If you are subcontracting, and are not going to meet the HUB Goal of 26.00% you will complete Method B.

• Provide written notification of subcontracting opportunity listed to at least three State of Texas certified HUBs

• Provide written notification of subcontracting opportunity to at least

(2) minority or women’s trade organization or development center

• Allow no less than seven (7) working days from their receipt of notice for HUBs to respond (keep delivery receipt emails).

• Note: Attach supporting documentation (letters, fax transmittals, email, etc.) demonstrating evidence of the good faith effort performed with RFP submittal

• If not subcontracting, your response must contain a detailed explanation demonstrating HOW your company will fulfill the entire contract with its own resources

• Self-Performance Justification must be provided in the space provided in SECTION 3, do not reference sections in the RFP

Progress Assessment Reports (PARs)

• PAR MUST be submitted to DIR on a monthly basis. This language will be identified in your Service Agreement.

• Send the PAR report to the DIR Contract Manager and to the DIR HUB office using dir.hub@dir.texas.gov.

Current PAR Forms and HSP Forms can be found at: https://comptroller.texas.gov/purchasing/vendor/hub/forms .php mailto:dir.hub@dir.texas.gov

You may contact DIR’s HUB Department for assistance in updating your HUB Subcontracting Plan (HSP).

Theresa Williamson

Manager, HUB Program, Outreach and Training

Texas Department of Information Resources theresa.williamson@dir.texas.gov

(512) 475-4638

DIR HUB Mailbox:

dir.hub@dir.Texas.gov mailto:theresa.williamson@dir.texas.gov mailto:DIR.HUB@dir.Texas.gov

Electronic and Information Resources Accessibility

Marie Cohan

Statewide Digital Accessibility

Program Administrator, Chief Technology Office

EIR Accessibility Background

• Under Texas Government Code, Chapter 2054, Subchapter M, and DIR implementing rules, DIR’s state agency and Institution of Higher Education customers must procure EIR that complies with the accessibility standards defined in Texas Administrative Codes 1 TAC 206 and 1 TAC 213, in the

Worldwide Web Consortium WCAG 2.0 AA technical standard as applicable, and when such products or services are available in the commercial marketplace or when such products are developed in response to procurement solicitations.

• Accordingly, all vendors must provide accessibility documentation.

http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=206&sch=B&rl=Y http://texreg.sos.state.tx.us/public/readtac$ext.ViewTAC?tac_view=5&ti=1&pt=10&ch=213&sch=B&rl=Y https://www.w3.org/ http://www.w3.org/TR/WCAG20/

Attachment 5: Voluntary Product Accessibility Template

(VPAT)

• Required for commercial products including SaaS, IaaS, PaaS, and ANY user interface products and services documenting accessibility compliance to US Section 508 technical standards

• ITIC VPAT 2.3 or higher template form must be used to created the ACR

• VPAT 1.0 forms are obsolete, but acceptable for unchanged products released on or before January 1,

• Completion instructions included in template; instruction pages (1-9) should be deleted from the forms prior to submission

• Completed by individuals with relevant knowledge of product accessibility.

• VPATs are completed by manufacturer for products / product family specific

• Resellers should obtain a completed VPAT from the manufacturer

• Should be based on accessibility testing results and supported by documentation (on request)

• Completed VPAT is an Accessibility Conformance Report (ACR) and this is what should be submitted with the response.

Attachment 6: Vendor Accessibility Development Services Information Request (VADSIR)

Vendors must complete the VADSIR if response includes one or more of the following offering types:

• Website development services

• Web Application Development Services

• Custom development services as part of an integrated solution.

• Client based software application development services

• Other software development services containing one or more user interfaces (end user, admin, etc.)

Attachment 7: Policy Driven Adoption for Accessibility

(PDAA)

• Addresses the maturity of accessibility programs at the organization level

• Self-assessment with results mapped to the PDAA Maturity Model

• Accessibility policy maturity provides insight into vendors’ ability to develop accessible commercial products and service offerings

• Vendors can use the results as a roadmap for implementing their organization-wide IT accessibility initiatives

• Helps ensure that programs and processes are in place to facilitate the development of future accessible offerings.

• Gaps in vendor internal governance systems and leadership commitment inhibit the ability to meet these standards for their products / services.

Note: Form should be completed and returned in its original format (Excel file).

EIR Accessibility Resources

• EIR Accessibility Website

• https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information

• VPAT template

• http://www.itic.org/public-policy/accessibility

• VADSIR template

• https://dir.texas.gov/sites/default/files/Vendor%20Accessibility%20Dev%20Services%20Info%20Reque st.docx

• PDAA template

• https://dir.texas.gov/sites/default/files/2022-

08/Policy%20Driven%20Adoption%20for%20Accessibility%20%28PDAA%29%20Vendor%20Assessme nt.xlsx

• Additional Information

• https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=36 https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information http://www.itic.org/public-policy/accessibility http://www.itic.org/public-policy/accessibility https://dir.texas.gov/sites/default/files/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx https://dir.texas.gov/sites/default/files/Vendor%20Accessibility%20Dev%20Services%20Info%20Request.docx https://dir.texas.gov/sites/default/files/2022-08/Policy%20Driven%20Adoption%20for%20Accessibility%20%28PDAA%29%20Vendor%20Assessment.xlsx https://dir.texas.gov/sites/default/files/2022-08/Policy%20Driven%20Adoption%20for%20Accessibility%20%28PDAA%29%20Vendor%20Assessment.xlsx http://dir.texas.gov/View-Resources/Pages/Content.aspx?id=39 https://dir.texas.gov/electronic-information-resources-eir-accessibility/eir-accessibility-procurement-vendor-information

EIR Accessibility Questions?

Matters of Law

Michelle Griffin, Assistant General Counsel

Matters of Law

Designated Contacts:

• Respondents, potential Respondents, and their representatives and employees shall not attempt to discuss the contents of this RFP with any employees or representatives of DIR other than designated contacts. Failure to observe this restriction may result in disqualification of any related Response.

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Public Information Act

• All information submitted, including all documents, emails, and attachments, is subject to the Public Information Act, Texas Government Code Ch. 552

• Clearly mark any information that is confidential, proprietary, or copyrighted

• Information not clearly marked will be released upon request

• Information clearly marked will be submitted to the Office of the Attorney General to determine whether the requested information should be released

• Coordinate with your legal counsel

Questions

• Break (5 minutes)

• Reference the RFP Section Number and page number with your submitted question.

• Questions answered today are unofficial until distributed as an addendum.

• Submit additional questions to lisa.ramirez@dir.texas.gov by August 12, 2022 5:00 p.m., CT

Conference Closing

All questions, inquiries must be directed to:

Lisa Ramirez

Email: lisa.ramirez@dir.texas.gov

Reminder

• Questions answered today are unofficial until distributed in the form of an addendum.

• Any changes or additional information regarding the RFP will be distributed as an addendum to solicitation number DIR-CPO-TMP- 601A.

Reminder: RFP Schedule

Section 3: Schedule of Events

Activity Date

Deadline for Submitting Questions August 12, 2022, 5:00 p.m., CT

Deadline for submitting Response August 19, 2022, 2:00 p.m., CT

Award Decision August 31, 2022

Transforming How

Texas Government

Serves Texans

Thank You dir.texas.gov

#DIRisIT

@TexasDIR