Questions List v.1.00 20240618.pdf

ITN – 2024-OSCA-003

Vendor Questions and OSCA Responses June 18, 2024.

Question # Question (exactly as submitted) OSCA Response 1 Can you please advise of the intended access for the virtual participants? Will they be logging in with video or just audio and viewing access?

Virtual events require audio and video access that can be interactive at selected times.

2 Is this Invitation to Negotiate (ITN) a 3-year agreement for both the virtual conference and the in-person event?

Yes. This contract will be for 3-years with a 3-year renewal period that, at a minimum, will include a virtual conference in 2025 and 2029 and a live event in 2027.

3 I checked your website, and it says that there is no event in 2024 and your last event was virtual in 2023. So, will the f irst event that we will be bidding on an in-person event in 2025 for approximately 1,500 people?

The contract anticipates a conference every two years, beginning with a virtual event in August of 2025, and alternating between virtual and in-person formats thereafter. Prior to the COVID-19 pandemic, our conferences were annual in-person events with 950-1100 participants each year.

During the COVID-19 pandemic we utilized the virtual event format and had between 1100-1300 participants each year.

4 Can you provide a conference schedule for the term of the contract? What years are virtual and what years are in-person?

See response to #2 above.

5 Your last in-person event in 2022 was 3 days (2.5 days of programming). Is this the standard format that you are looking for in future in-person events?

This would be one of the options, though shorter options (1.5-2 days) would be considered, depending on the sessions being presented.

6 Are you able to provide details on the hotel room block in 2022?

For instance, how many rooms were picked up f rom the room block?

The room block was 1,090 rooms; we used 75%

(817) of that block.

7 Section 8.3.2 Phase 2 – Conference Preparation:

8.3.2.1. – 8.3.2.4.

Would DRC be open to utilizing sof tware to develop, distribute, collect and contract for the “Call for Workshops Proposal”? If so, we can include this cost in the Optional Services Sheet.

The Call for Proposals should be sent and collected via software as part of the proposal.

8 Section 8.3.2 Phase 2 – Conference Preparation:

8.3.2.8.

Can you disclose which tool has previously been utilized for the web site and registration?

Cvent and the broadcasting company were used for registration.

June 18, 2024.

9 Section 8.3.2 Phase 2 – Conference Preparation:

8.3.2.19. – 8.3.2.21.

Can you disclose what virtual event sof tware/tool has previously been utilized?

We do not have specifics on what software or tools were used in past event.

10 Section 8.3.3 Phase 3 – Conference Execution:

8.3.3.1.2 Where has the broadcast facility been in previous virtual editions?

Orlando, Florida.

11 Please conf irm the date(s) that the conference will take place? See response to #2 above.

12 Does this contract or the Dispute Resolution Center have an incumbent contractor and, if so, what is the contractor’s name?

The current contract is with Bonda Experiences, Inc.

13 Can email submissions (noted in 3.1.5 Reply Submission section) be zipped f iles?

Yes.

14 In 8.5.2 Section B: For two (2) current or past clients for whom the Vendor planned and managed a conference of similar size - does at least 500 constitute as a similar size?

Please see response for #3 above for the event size.

Any event below those listed will require three (3) references from past clients..

15 Who is the incumbent? See response to #12 above.

16 How long has the incumbent been managing this event? Six (6) years.

17 Is the event option either in-person or virtual, no hybrid option? It is either in-person or virtual. We have not considered a hybrid, but interested vendors may propose a hybrid solution and an “optional” service.

18 Are there any preferences or requirements for switching between in-person and virtual formats in case of unforeseen circumstances?

No.

19 Is there a trade show component? No.

20 Are there any specif ic requirements for attendee registration, management, or communication that has not been mentioned?

No.

21 Is the vendor/contractor responsible for marketing and promoting the event?

Yes.

22 Are there any existing marketing materials or channels that need to be used?

No.

23 Are there any sustainability or accessibility standards that need to be considered?

The vent and all services must comply with the requirements of the Americans with Disabilities Act.

24 How will the success of the event be evaluated? Through an evaluation provided to the attendees.

June 18, 2024.

25 Are there any specif ic reporting requirements or metrics that need to be tracked?

See section 8.3.3.2 of the ITN.

26 What is the expected timeline for planning and executing the event?

Planning has traditionally begun 12 months prior to the event.

27 Are there any critical deadlines or milestones that need to be met? See section 8.3.1. for information on how deadlines and milestones will be established.

28 Who will be the primary point of contact for the vendor/contractor? The OSCA manager for each conference will be named by the Chief of the DRC. The current Conference Manager is Ms. Kimberly Kosch.

29 Are there any post-event activities or follow-up requirements, such as surveys, reports, or debrief ings?

See section 8.3.3.3. of the ITN.

30 Are there any known risks or challenges associated with the event that the contractor should be aware of?

Other than weather, no.

31 Can you provide a link to the pre-proposal conference? No pre-proposal conference was schedule for this procurement.