HPTN Event System for Annual Meetings Tender, USA - 73617963

Procurement Summary

Country : USA

Summary : HPTN Event System for Annual Meetings

Deadline : 04 Nov 2022

Other Information

Notice Type : Tender

TOT Ref.No.: 73617963

Document Ref. No. : FY23-HPTN-840-10172022-002

Competition : ICB

Financier : Other Funding Agencies

Purchaser Ownership : Public

Tender Value : Refer Document

Purchaser's Detail

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Tender Details

Request for proposals are invited for HPTN Event System for Annual Meetings.

FHI 360 is an international nonprofit human development organization and US Government contractor headquartered in North Carolina with locations all over the globe. We partner with governments with a large portion of our work funded by the United Stated Agency for International Development, National Institutes of Health, private foundations, multilateral donors, universities, and commercial clients dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender equality, youth, research, and technology — creating a unique mix of capabilities to address today-s interrelated development challenges. FHI 360 serves more than 60 countries and all U.S. states and territories.

The scope of work for the HPTN and IMPAACT Annual Meeting systems can be separated into four different deliverables
1. Event Registration System
· The primary goal isto register attendees for our conference in the most efficient manner.
· We currently estimate 500 in person attendees and 500 virtual attendees per conference in 2023.
· System should allow for different registration paths depending on user type.
· System should allow for dependencies/branch logic on registration questions.
· System should offer custom and automated emails for confirming registration, sending event reminders, creating calendar invites, etc.
· System should offer the ability to upload relevant conference info (event hotel, agenda, keynote speakers, etc.) that allows registrants to make an informed decision about registration.
· System should allow for the possibility of registrants needing to upload files during registration. (Images, text documents, etc.)
· System should allow FHI 360 staff access to reports on registrant information that are searchable by each field/question.
· System should offer the ability to report on custom registration questions.
· System should allow for free registration to our events.
· System should allow for new users to register via on-site solutions during events.
· System should be capable of generating virtual attendance certificates for both pre-registered and onsite registered attendees. (Post-event)
· System to be hosted by the vendor.

2. iOS/Android Event App
· Application should allow for attendees to download for free and contain all event information such as: o Agenda o Speakers o Presentations o Conference room locations o Hotel details o Wi-Fi Info
· Application should allow attendees to login, build their own schedules, and join sessions.
· Application should allow for attendee-to-attendee networking opportunities.
· Application should allow for administrative staff to send push notifications(pre-scheduled or ad-hoc).
· Application should allow for the ability to update agenda items in real time in case of last-minute changes.
· Application should be available to both in-person and virtual attendees.
· Application should be secure for storing HPTN and IMPAACT staff and attendee data.
· Application should be published by the vendor or via FHI 360-s developer accounts.

3. Check-in Kiosks and On-Site Support
· Tablet kiosks that allow pre-registered attendees to check-in to the meeting and print their own name badge.
· Offer the ability to register new attendees from the kiosk/tablet.
· Allows attendees to edit name badge fields such as updating preferred name or institution at check-in kiosk.
· Vendor support to either include staff on site to manage the kiosks or real time phone support to troubleshoot issues

4. Hybrid Event Platform and Support
· Platform for virtual attendees to watch and interact with the meeting.
· Platform should include the ability to stream certain sessions in multiple languages, with the attendees having the ability to toggle between languages. FHI 360 will provide translators. (Spanish, Portuguese, Thai, Vietnamese)
· Works with hotel AV to broadcast plenaries and other predetermined sessions to either the vendor-s platform or a virtual meeting platform.
· Vendor should provide adequate training, within two weeks of events, to interpreters assisting with the events.
· Not all sessions will need to be broadcast.
· Vendor to offer real-time support for the platform and users during the event.
· Vendor to attend pre-conference meeting to connect with FHI 360 staff, AV vendor team, and other relevant parties.
· During the events, each individual session/virtual room should be accessible to certain staff and AV team to troubleshoot and confirm functionality of virtual link at least 1 hour before the beginning of that session.

Competitive scope
After the demonstrations, the HPTN and IMPAACT team will evaluate and rank all remaining vendors based on the following criteria.
· Technical. Services and expertise satisfy or exceed the technical requirements described throughout the statement of work and outlined requirements. Administrative access and customization ability will also be considered.
· Price. Reasonable cost forservices provided and clear pricing for all available options.
· Past Performance. Seller can demonstrate their capability and resources to provide the items/services requested in this solicitation in a timely and responsive manner. This may include, but is not limited to, publicly available demo systems, previous work, client stories, and video resources.
· System Demonstration. The HPTN and IMPAACT team will use the vendor demos and the answers from the demo prompts to inform our final decision.
· Level of Support. The combination of pre-event, on-site, and real-time support for all required services.

Submission Requirements:
· Provide general company information - history, size, location, customer base, etc.
· Describe your product-s technical offerings and capabilities as it relates to each of the deliverables and requirements within this RFP.
· Detail an approach to implementation and the level of follow-on support that would be available for each of the products above.
· Complete and submit Attachment A: Requirements Questionnaire or ensure all questions are answered within the proposal.
· Describe your pricing model as outlined in Attachment B Pricing Spreadsheet for each of the deliverables above. Address pricing considerations with respect to number of attendees, and any other parameters that influence the fees associated with the products and services.

· Provide 2 references of previous work with companies/events of similar characteristics as FHI 360. (NGO/Non-profit space, Size, Geography, etc.)

Issue date: 17 Oct, 2022

Closing date: 4 Nov, 2022

Documents

 Tender Notice