Conference Planning Software System and Professional Support Services

The Government is contemplating issuing a solicitation for a single Contract Award. The Acquisition Strategy for this effort has NOT been finalized and this is NOT a request for proposal. In accordance with Federal Acquisition Regulation (FAR) 15.201, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Contractors responding to this request are advised that participation does NOT ensure opportunities for future solicitations or contract awards. The Government will NOT reimburse any Contractor or individual for any expenses associated with preparation or participation in this request for information.Interested Sources in the Conference Planning Software System and Professional Support Services requirement must COMPLETELY address all the above qualifying content requirements referenced BELOW in their entirety via DHACA, (PS-CD) email to Linda Walker (

href="mailto:linda.m.walker38.civ@health.mil">linda.m.walker38.civ@health.mil), the Contracting Officer, and a copy to Andrea Rivas (andrea.v.rivas.civ@health.mil), the Contract Specialist. There are no attachments incorporated to this RFI.Provide Contractor's company name, address, email address, website address, points of contact to include telephone number and any designations, business size, type of ownership for the company, anticipated NAICS Code for this opportunity, unique entity identifier (UEI) and cage code. Verified SAM Account.Provide documentation that supports your company’s capability. In accordance with FAR 9.6, Contractor Team Arrangements (CTAs) are acceptable. Explain in detail any teaming arrangements.If a Contractor believes the requirements in these instructions contain an error(s), omission(s), or are otherwise unsound, the Contractor shall immediately notify the above points of contact via e-mail, with supporting rationale as well as the remedies the Contractor is asking to be considered as related to the omission(s) or error(s).Contractors will be required to be registered through the System for Award Management (SAM) at https://www.sam.gov/portal/SAM/#1 to be eligible for award of Government contracts.Responses are due by 12:00 PM ET on 13 May 2024. The response to this request for information is limited to no more than 15 pages (8.5x11 inches), single spaced, 12pt font, in MS Word document or Rich Text File format. In addition, identify a representative to support further Government inquiries and requests for clarification of the information provided, if needed.All questions, comments, suggestions should be sent via e-mail to Linda Walker (linda.m.walker38.civ@health.mil), the Contracting Officer and a copy to Andrea Rivas (andrea.v.rivas.civ@health.mil), the Contract Specialist.NAICS: 519290 Web Search Portals and All Other Information ServicesPSC: DA10 IT and Telecom—Business Application/Application Development Software as a ServiceCONFERENCE PLANNING SYSTEMThe Defense Health Agency (DHA) has a new requirement for a comprehensive software system that facilitates event marketing and management for in-person, virtual, and hybrid events. The system must encompass the following functionalities to enhance efficiency and automation in conference/event planning and execution:EVENT MANAGEMENT- Create branded and professional websites- Facilitate registration with dynamic paths for each attendee type- Capture attendee preferences and pre-event inquiries- Implement targeted email communications- Track registrations of invited attendees, provide the capability to send follow-up emails- Secure payment processing, if necessary- Provide straightforward reporting to assess event success and Return on Investment (ROI)SPEAKER RESOURCES- Streamline communication and collaboration with speakers- Assign and track speaker tasks, including automated reminders- Offer a self-service portal for speakers to manage tasks and submit materialsATTENDEE RESOURCES- Establish a centralized hub for engaging attendees pre, during, and post-events via web and mobile platforms- Personalize experiences for onsite and remote attendees across event formats- Utilize push notifications, agenda building, and other tools to keep attendees informed and engagedATTENDEE NETWORKING- Engage participants through recommendations, discussions, messaging, and gamification- Foster interactive sessions with live Q&A, chat, polling, and surveysREPORTING/ANALYTICS- Utilize surveys to gather attendee feedback and track event and session attendance- Store event and attendee data for efficient follow-up, including engagement scoringON-SITE REGISTRATION AND CHECK-IN- Offer contactless check-in and badge printing- Enable walk-in registrations and merchandise sales- Monitor session capacities and enforce distancing guidelines- Use contactless scanning to track attendance and manage access- Provide dashboards for real-time occupancy monitoring and attendee interest analysisAPPOINTMENTS- Facilitate onsite or virtual meetings between attendees, sponsors, exhibitors, and employees- Control meeting visibility and requestsSURVEYS- Create standalone or integrated surveys with multiple distribution channels- Analyze data with pre-built reports and real-time visualizationsPROFESSIONAL SUPPORT SERVICESIf necessary, the Contractor must be capable of providing support in the following areas:PROJECT MANAGEMENT- Offer advice and consultation on badge design, floor plan optimization, registration, hardware shipment, and onsite support coordinationHARDWARE AND DEVICE RENTAL- Provide rental equipment, including iPads, printers, and handheld scanners for efficient attendee managementONSITE TECHNOLOGY STAFF- Supply onsite staff for equipment setup, training, troubleshooting, and teardownEVENT DEVELOPMENT AND SUPPORT- Provide personnel and services for the development, launch, and maintenance of event websites, registration systems, virtual event experiences, mobile apps, and feedback surveys tailored to each conference's needs.