SOLICITATION NOTICE
D -- Software for Event Planning and Registration
- Notice Date
- 9/29/2004
- Notice Type
- Solicitation Notice
- NAICS
- 541511
— Custom Computer Programming Services
- Contracting Office
- ACA, ITEC4, Directorate of Contracting , 2461 Eisenhower Avenue, Alexandria, VA 22331-0700
- ZIP Code
- 22331-0700
- Solicitation Number
- W91QUZ-05-R-EVNT
- Response Due
- 10/15/2004
- Archive Date
- 12/14/2004
- Small Business Set-Aside
- N/A
- Description
- Event Planning and Registration Software Request for Information This is not a Request for Proposal (RFP). The US Army is interested in obtaining the following information from industry to consider in determining its requirements research for an events planning and registration product. The capabilities feedback will assist in the acquisition of an event planning and registration web-enabled application. These functions are now fragmented throughout the Army with the use of both duplicative automated tools as well as time consuming manua l methods. The event planning software will require integration with the Army Knowledge Online (AKO) portal through a URL re-direct or hosting. The consolidation of this capability will result in more efficient event management as well as realize signifi cant time savings across the Army. BACKGROUND: The Army plans and executes many events throughout the year with each organization or Command using manual methods as well as customized event planning and registration tools. These events include conferences with track and sessions as well a s social events such as the Army Birthday Ball. The events can vary from 200 to 3000 attendees. The complexity of managing events has resulted in tool solutions that do not scale nor meet the enterprise capability requirements. The US Army CIO/G-6 requests information on an enterprise4 (as defined in enclosure 2) events planning and registration software tool. The events planning software must integrate with the Army Knowledge Online (AKO) portal through URL re-direct or hosting . The architectural scope paragraph outlines minimum application interface requirements. AKO is the Armys enterprise portal that provides universal, secure, access, 24/7/365, worldwide. Access through AKO ensures the security of all event information an d authentication of the prospective attendees. ACQUISITION OBJECTIVES: The objective of this information request is to obtain research on an enterprise product that efficiently, effectively, and economically provides event planning and registration capabilities to the Army military and civilian employ ees utilizing AKOs authentication functionality. As such, the primary objectives of this capability acquisition are to: a. Receive a solution that produces a seamless/transparent event planning and registration application that includes the capability requirements as listed in enclosure 1. b. Receive a solution that is a robust and user friendly, enterprise Commercial-Off-the-Shelf toolset that delivers best of breed conference and event planning software for registration, payment options, attendee special needs, and event reports to include event data archiving. c. Ensure security compliance and information assurance for the application through integration with AKO. ADDITIONAL REFERENCE MATERIALS: Event planning and registration software has unique requirements that vary by scale and type of conference, etc. To clarify Army information needs, the following is provided: Minimum capabilities are established and listed at enclosure 1. Definitions for the capabilities and the types of licenses available in the events planning industry vary. Definitions are provided at enclosure 2 to clarify the Army product acquisition meaning. Terms with definitions will have a corresponding superscri pt number. CAPABILITIES ACQUISITION ISSUES: SCOPE: The event planning and registration software must scale to a minimum of 3000 registrants (attendees) per event with the capacity to handle all registration and planning responsibilities for concurrent events. For larger conferences, the event soft ware must have the capability of 200 concurrent attendee1 online registrations without a time-out or a mandatory drop from the system. The vendor must have online web registration with end-to-end processing4 and seamless interfaces to all mandatory modules to include financial, track/session planning, and event reporting. The end-to-end processing includes intuitive, user-friendly links and menu drop boxes that takes the registrant from initial entry into the event planning tool through registration, payment, seating preferences, special needs, hotel arrang ements to final conference/event feedback and financial audit. Individual conference/event changes to the end-to-end processing can be accomplished by the Army proponent organization for the event. The web-enabled software will not require a thin-client interface for the core administrative team in order to access administrative planning tasks, event reports, etc. An enterprise license will be defined by the industry vendor and will include attendee s as defined in enclosure 2. The scope includes software operation and maintenance, URL re-direct with AKO including connectivity maintenance, software upgrade delivery during the life of the contract, Army-wide customer assistance to the event(s) core te am, and training, as required. Services shall be available 24 hours, 7 days a week, during the time that the event(s) are ongoing. (Reference: Definitions enclosure 2) SECURITY: For the security of all events and the data implicit in an event planning and registration application, the vendor must utilize user authentication and user attribute lookup through the AKO. Authentication includes user attributes such as e-mai l address, first and last name, and SSN. The AKO Directory provides Enterprise Directory Services for Army web applications. Directory services include user authentication currently via user id and password, and user attribute lookup for unrestricted attri butes such as e-mail address, first name (GIVENNAME) and last name (SN). The AKO Directory also provides secured access for lookup of restricted user attributes such as SSN. A URL re-direct can offer this secure authentication as well as AKO hosting. All Army security certification requirements must be met by the offerer. The software must secure the attendees information, to include financial, through 128-bit encryption wit h authorized connection to Verisign for financial transactions5. For further technical information, the AKO technical POC is Lieutenant Colonel Kenneth Blakely, (COML) 703-704-3363, kenneth.blakely@us.army.mil. DATA RIGHTS: All data 2 provided to the event planning and registration application by an Army organization or agency is the sole property of the United States Army. Data rights extend to defined content objects, graphics, identity data, etc., in the app lication. This is a high level priority for the US Army. QUESTIONS: The Government is interested in obtaining the following information from industry to consider in determining its requirements research for an events planning and registration product. 1. How does your companys event planning and registration product meet and/or exceed the US Armys software requirements (enclosure 1)? 2. How does your company structure their license to include requirements for operations and maintenance? 3. Does your company offer an enterprise license to its product? If so, how do you structure such a license? 4. Briefly discuss how your company handles data rights ownership exclusive of product specific software code. 5. Explain your security methods for personal names, addresses, financial, and other identity information. 6. If your transaction structure, to include pricing, differs from enclosure 2, please explain as it relates to your product. 7. Briefly discuss how your product ensures the portability of Army data as well as its destruction should the contract not be renewed. This is a high level concern for the Army. 8. How does your companys product interface with an organizational system? Does the product have minimum platform interface requirements? 9. Is your company an Application Service Provider (ASP) or a COTS system developer with a tool that can reside on government or contractor owned serv ers within the AKO architecture? SUBMISSION INSTRUCTIONS: Responses to this RFI will be in the form of a White Paper, not to exceed ten (10) pages, and supported by a Microsoft Power Point briefing, including notes, not to extend ten (10) slides, Submit responses, via e-mail, to: marion. knihnicki@us.army.mil NLT 8 October 2004. EVENT PLANNING SOFTWARE REQUIREMENTS I. Overall: 1. An Enterprise License that includes conferences held by any organizational entity of the United States Army 2. The event planning software product must be capable of a URL re-direct to specified servers that meet all Army security requirements or be hosted by the AKO architecture. 3. For the security of all events and the data implicit in an event planning application, the vendor must utilize user authentication and user attribute lookup through the AKO. Authentication includes user attributes such as e-mail address, first and last name, and SSN. 4. All data provided to the event planning application by an Army organization or agency is the sole property of the United States Army. Data rights extend to defined form, fit, and function 4 in the application. Destruction of Army data must meet secu rity requirements. II. Capabilities: A. Online web registration with end-to-end processing with intuitive sequences that include: Capability to collect all information needed on conference or event attendees in the language of the Army community Drop box menu with attendee rank (as applicable), organization, link to variant ticket prices Drop box menu with status codes for items such as attendee VIP status and complimentary tickets that accompany the VIP identification Identification of required fields or the registration can not be completed Drop box menu for groups with options such as group payment, group seating, special needs for one participant of group, etc. Cancellation drop box menus that include entire groups, selected members of groups, with connection to Verisign financial system for financial re-imbursement. Update of current registration drop box menus to include the addition or deletion of personnel with financial tracking and real-time financial reporting B. Manual registration possible by core event team (VIPs, etc) C. Agenda management modules D. Secure transaction collection with time related ticket price variables, discounts, complimentary ticket counts, donor tickets and refund financial structures to include real time financial reporting E. Session management to include fees can be applied to individual conference track and session level registrations F. Email capabilities to include personalized and targeted email reminders, confirmations, updates (de-subsription), and custom messages such as invitation forwarding feature G. Turn off function for personnel who want to be removed from receiving email messages H. Waitlist management module I. Flexible accounts management that include: Collect money instantly and securely Direct deposit into the event bank account Real time discounts /refunds Online/offline payment Menu drop box to identify person paying for a group to include the group names for financial clarity Payment information available online for attendee J. Flexible lodging reservation system to include: Manage hotel preferences and room blocks Hotel reports provided to Core team J. Special needs module Menu choices for dietary requirements; diabetic, kosher, etc. Special transportation needs both to and within facilities Special hotel accommodations K. Comprehensive reports to include: instant report generation and data analysis tools pre- and post-event surveys Registration status updates Payment reports to include credit card refusal, check status, fee status with cancellations Statistics and analysis across events Reports export to formats to include Microsoft O ffice 16. Seating: drop box for group seating Recognition of status as VIP -- defined by Protocol Seating report must have name and assigned table. Cancellation report must include seating information OPTIONAL: seating report can translate to seating chart Event Planning and Registration Software Request for Information Definitions: 1. Attendees Attendees are US Army event participants who may be members of one of the following categories: Active Duty, Reserve, National Guard, Individual Ready Reserve, Retirees, and family members as well as sponsored account personnel to include Ar my contractors, diplomatic mission personnel, and joint personnel (Army Knowledge Online Policy). Attendees may receive an invitation to an event (closed conference/event) or a general announcement may be sent to personnel in the subject area (open event or conference). 2. Data (rights in) - as used in this RFI, means recorded information , regardless of form or the media on which it may be recorded. The term includes technical data and computer software. The term does not include information incidental to contract administration, cost or pricing, or management information. (Federal Acquisition Regulati on, 52.2.227, a.) 3. Enterprise event planning and registration software license a license for the United States Army to include any organization or agency to use the event planning and registration software license. The enterprise license can register and manage an even t for any defined Army attendee worldwide up to the pricing structure clause. 4. End-to-end processing the event planning and registration software will handle all event planning modules to include agenda, track and session management, hotel, menus and other service transactions; secure financial transactions, multiple event repor ts to include registration, financial, grouping, and protocol reports, as well as special needs menus 5. Transaction - a type of computer processing in which the computer responds immediately to user requests. Each request is considered to be a transaction.
- Place of Performance
- Address: ACA, ITEC4 Directorate of Contracting , 2461 Eisenhower Avenue Alexandria VA
- Zip Code: 22331-0700
- Country: US
- Zip Code: 22331-0700
- Record
- SN00684354-W 20041001/040929212147 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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