WD-8399 - USA (Colorado) - RFI for Enterprise Event Hosting Services - Deadline April 30,2020

Product (RFP/RFQ/RFI/Solicitation/Tender/Bid Etc.) ID: WD-8399

Government Authority located in Colorado; USA based organization looking for expert vendor for enterprise event hosting services.

[A] Budget: Looking for proposal

[B] Scope of Service:

Vendor needs to provide enterprise event hosting web-based software with a suite of management tools including attendee management, web survey, email marketing, site selection, event planning, strategic sourcing, attendee management, and reporting functionality with an integrated mobile application (application software designed to run on a mobile device) for an average number of 10 events and up to 9,000 registrants per year.
- Enterprise Event Hosting Capability. The Contractor shall provide Commercial services), Enterprise Event Hosting capability, web and mobile app able to meet the requirements listed in the sections below.
- Create and personalize branded event website, mobile application that utilize responsive web design and allow for customizable fields.
- Provide a cohesive experience mirroring the appearance of the United States Air Force Academy website.
- Provide up to ten (10) Contractor created organizational branded registration templates for web and (2-3) branded mobile application integration within 10 business days after contract start. The Government will provide the contractor with the branding guide upon contract award.
- Provide a mobile app available for use within 10 business days after award. The contractor shall provide continuous updates and maintenance of the mobile application. The mobile app is to be iPhone, Android and Blackberry friendly. The minimum number of meetings/events for an app to handle within a calendar year is 10. NCLS conference requirements will always be above 1000 attendees (3-5 events).
- Provide the ability to gather real-time feedback, request feedback while attendees are onsite, thoughts and surveys about the event or a specific session. Results can be viewed and responded to in real time.
- Provide the ability to interact with the audience through their mobile device (i.e., automatic push notifications, etc.).
- Provide the ability to link EEH solution to website using HTML, utilizing text links or dynamic widgets.
- Provide social media platform integration capabilities based on relevant social media platforms (i.e. Facebook, Linked-In, Snap Chat, Twitter, etc.).
- Provide up to 75 hours per year of Web design support for custom Cascading Style Sheets (CSS), Hyper Text Mark-up Language (HTML) and coding.
- Provide HTML editor to customize web-based forms with graphics and logos to match organizational branding.
- Provide the ability to ensure contacts, emails and calendar activities may be synchronized with various e-mail programs.
- Provide the capability to customize fields.
- Provide the ability to allow users to edit, merge, or delete records and perform bulk imports and exports of contact information.
- Add Privacy Act Advisory at web site entry points.
- A Privacy Act Advisory is required to be posted on the web page where the information is being solicited or through a well-marked hyperlink whenever a web site solicits PII, even when not retained by the site after login or maintained in a Privacy Act system of records.
- Notices shall clearly explain when the collection of PII is voluntary and notify users how to provide consent.  
- Allow attendees to update/edit contact information during the registration process.
- Track detailed information on attendees: multiple telephone numbers, physical and e-mail addresses, history of attendance, social media activities.
- Produce and distribute automated notifications or reminders to groups of people for individual events within an event (e.g., conference, dinner, lunch with specific groups) and track, manage, and report RSVPs from those individuals who were sent invitations.
- Provide the ability to create, save and re-use email templates while customizing email templates to match organizational branding. Emails shall sent be in either HTML or plain text.
- Provide options for “Sent from” name per email to ensure higher open rates and ability to customize “Reply to” email address. Emails sent are based on registration status such as Undecided, Accepted, Attended, or No-show.
- Provide the ability to send automated notifications and reminders with the ability to repeat every set number of days for unresponsive invitees. Automate payment confirmation, receipts, and invoice emails.
- Mobile Application. The Contractor shall provide an EEH service with the following capabilities:
- Provide a device agnostic mobile application (application software designed to run on a mobile device) that is iPhone, Android and Blackberry friendly for an average number of 1,300 events and 14,500 registrants per year.
- Develop up to 3 USAFA application templates in coordination with and approved by the COR utilizing Brand Guidelines.
- Provide an agenda where attendees can browse or search for sessions by keyw

[C] Eligibility:

- Onshore (USA Organization Only);

[D] Work Performance:

Performance of the work will be Offsite. Vendor needs to carry work in their office location.

Expiry Date : Thursday, 30 April, 2020

Category : Web Design and Development, Marketing and Branding, Mobile Application Development, Social Media, Internet Marketing and SEO, Software, System and Application

Country : USA

State : Colorado

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