ATTACHMENT E SCOPE OF WORK 1.1 STATEMENT OF PURPOSE FDLE Criminal Justice Information Services (CJIS) annually hosts a training symposium for criminal justice agencies. This event attracts approximately 900 registrants to include approximately 35 exhibitors. The FDLE CJIS requires a turnkey product solution that will be used to enhance the event management aspect of the symposium and the Department s ability to automate training records, feedback survey and social collaboration for attendees during events. The product solution derived from this ITN will include the provision of services pre event, during the event, and post event to include participant feedback. The awarded Vendor will host an online registration site; provide on site check in solutions; and facilitate participant feedback/survey results. Professional Services from the awarded Event Management Solutions Vendor are also required to assist the FDLE team with understanding the product solutions, and how to maximize its use in order to effectively manage all aspects of the annual event. 1.2 PROJECT OBJECTIVES Procure an Event Management product solution that will enhance the FDLE CJIS team ability to facilitate, monitor and conduct the CJIS symposium. The objective of this ITN is to procure an Event Management product solution to automate current processes by providing the following: A variety of effective marketing strategy options and tools Access to Event Management Solution software to create customizable web pages Online event registration for the attendees and exhibitors Electronic processing of registration fees Staging of registration equipment for kiosk style self check in at event location Maintaining, accessing and reporting onsite capabilities for applicable training credits Real time roster for attendee tracking All equipment, software, applications and supplies required to host and manage the event Ad Hoc Reporting A. To effectively meet the Department s objective, the awarded Contractor shall provide an Event Management Solution that, at a minimum, includes the following features (per event hosted): 1. Pre Event a. Marketing 1) Ability to create, maintain and disseminate text and HTML emails 2) Canned and custom emails 3) Invitation forwarding and email capture
4) Social media integration 5) 99 Custom HTML web pages 6) Mobile friendly website 7) Custom URL 8) Custom widgets (website traffic analytics (i.e. Google Analytics)) b. Registration 1) Fully customizable registration 2) Mobile friendly 3) Multiple types of registration fees (Attendees, Exhibitors, etc.) 4) Multiple registration paths c. Electronic Payment 1) Online collection of all registration fees 2) Ability to modify registration fees for individual registrants 3) Deposit all registration fees into assigned account bi weekly 4) Customizable invoice for registrants that can be edited to meet the State of Florida requirements 2. During Event / On Site Solutions a. Event Management / Logistics 1) Speaker Management 2) Custom name badges (with bar codes and QR codes) 3) Attendance/Credit Tracking 4) Hotel and Travel Tracking to include integrations with hotel management system (i.e. passkey, regonline, etc.) 5) Session level questions b. Event / Session Check In 1) Ability to collect payments onsite 2) Barcode scanning to track attendee arrival and attendance to sessions 3) Scan each attendee once per session to track training credits 4) Kiosk mode for attendee check in 5) Badge printing 6) Real time data integration available for mobile applications 7) Ability for attendees to view transcripts, real time, during the event 8) Provide all hardware required to complete these tasks onsite c. Mobile Application 1) Ability to register for session during event 2) Available on Android and ios devices 3) Stand alone application available in Google Play and Apple App store 4) Fully integrated with registration site and webpage 5) Real time polling and survey 6) Ability to load and share the presentations d. Equipment (to include the following) 1) Scanners
2) Check in kiosks 3) Name badge printers and required peripherals Vendor is required to ensure that all power supplies and any necessary connectors/adapters are provided with equipment. Vendor must ensure all equipment is packaged in a secure reusable case as to prevent damage during shipping to and from FDLE. All equipment must be received by FDLE at least four (4) business days prior to the event. FDLE will not be responsible for any Vendor equipment that is damaged during shipment. Upon inspection of the equipment, FDLE will provide official acceptance of the equipment. For the purpose of this ITN, FDLE has projected that the vendor will need to provide pricing for fifteen (15) scanners, five (5) check in kiosks, and two (2) name badge printers. All costs associated with the rental equipment, including packaging and shipping, will be included in the rental unit price identified in Attachment G. 3. Post Event Management Survey / Feedback Questions a. Fully customizable session level and event level questions b. Real time feedback available for mobile applications c. Electronic issuance of training certificates allowing attendees access to the records utilizing the event website / mobile application d. Reporting 1) Ad Hoc reports B. Professional Services and Administrative Requirements 1. Pre Event Professional Services and Administrative Requirements a. In person initial training of software and hardware for three (3) users in accordance with the Event Timeline (within 60 days following execution of contract) by FDLE. This training will be conducted at Florida Department of Law Enforcement Headquarters 2331 Phillips Road Tallahassee, Florida 32308. b. Continuous on line training, access to user manuals and unlimited customer support by phone, email, or other acceptable method of communication as approved by the FDLE. c. 30gb of storage for graphics and documentation hosted on registration site d. 10 role based User Logins e. Unlimited importing/exporting of all data f. Maintenance of address book to include: Custom Contact Fields, Address Book Segmentation, Search Function g. Ability to pass and receive data real time from Mobile Application, On Site Solutions and Registration Site h. Provide full access sandbox for testing of all products (to include sandbox for testing after registration site is live) 2. Support Services During Event a. Vendor will provide an on site staff member for the first day of the hosted event.
This staff member shall be knowledgeable in all software, hardware and functionality of the Event Management Solution. b. Vendor must provide remote dedicated, knowledgeable on call staff member(s) from 7:00 am to 7:00 pm ET for the duration of the event for all system related questions and concerns, including troubleshooting assistance. 1.3 CONTRACT PROJECT MANAGER The awarded Vendor will provide a dedicated Contract Project Manager who will coordinate all elements of the proposed Event Management Solution. This dedicated Contract Project Manager will be available to the FDLE throughout the life of the contract including all renewals. The Contractor will notify the FDLE if there is a change in personnel and a new Contract Project Manager is assigned. FDLE reserves the right to request a personnel change of the assigned Contract Project Manager. 1.4 EVENT TIMELINE The FDLE and awarded Contractor shall initiate a kick off meeting within ten (10) calendar days to discuss and develop the Event Timeline. The timeline (or project schedule) shall be agreed upon by all parties for each hosted event. The Event Timeline may be modified and/or updated for each hosted event. The timeline shall include, but not be limited to, all elements related to training, software and equipment delivery, professional services and support services. 1.5 TARGET AUDIENCE The Awarded Contractor will provide notification to the target audience from a pre determined list provided by FDLE when the Contractor hosted, registration website portal is available. Attendees must have the ability to self register through this registration portal. FDLE reserves the right to increase or decrease the number of attendees at any time throughout the term of the hosted event. The awarded Contractor shall be responsible for all event related communication to the attendees and exhibitors. 1.6 DELIVERY SCHEDULE A. The Contractor will be responsible for providing FDLE access to the Event Management Solution within ten (10) calendar days upon execution of the Contract or as agreed upon in the Event Timeline. B. Contractor and FDLE must agree on a delivery schedule of all hardware in accordance with the Event Timeline and/or six (6) months prior to event date. The hardware shall be delivered to: Florida Department of Law Enforcement 2331 Phillips Road Tallahassee, Florida 32308
1.7 GENERAL ASSUMPTIONS Contractor agrees that the services to be performed and associated costs are based upon the following assumptions: A. Work will be performed either remotely or onsite. B. Contractor resources will work under the direction of the FDLE Project Manager in support of FDLE's important project objectives. C. The FDLE personnel, hardware, software and network resources required to support this initiative/scope of Work (SOW) remain available and consistent. Any changes or unplanned delays due to necessary resources that are unavailable may impact the estimated schedule. D. Remote work may need to be planned in advance at a time when resources are available. E. FDLE understands that resources will need to be dedicated to provide important input. FDLE resources will need to be dedicated to attending meetings and to collecting & providing the required data in a defined timeframe. F. FDLE will notify Contractor of any laws, regulations, and/or statutes specific to FDLE's industry that Contractor will be required to know to fulfill their obligations under this SOW. G. All services will be provided in the English language. 1.8 ISSUE MANAGEMENT In the event that disputes or performance issues arise, the FDLE Project Manager will document and deliver the specific issue(s) to the Contractor Project Manager. The Contractor will be given the opportunity to address and resolve the issue(s) within a reasonable time. Issues associated with FDLE s performance under this Contract will be documented by the Contractor and delivered to the FDLE Project Manager. The FDLE will be given the opportunity to address and resolve the issue(s) within a reasonable time. Issues will be documented in an Issues Log which will be maintained by FDLE. If a dispute or issue(s) is not resolved between the FDLE Project Manager and the Contractor Project Manager, the dispute(s) or issue(s) may be escalated through the escalation levels provided in the table below. Level FDLE Contractor 1 Project Manager Contract Project Manager 2 Contract Manager Contract Project Manager s Supervisor 3 CJIS Director Senior Corporate Executive
1.9 EVENT MANAGEMENT DESIRED OPTIONS FDLE desires that software licenses procured under this ITN will be made available to additional FDLE Division Sections without additional licensing fees. Each section of FDLE wishing to utilize the software will be required to execute an individual agreement with the vendor for any required hardware, equipment or other services specific to their needs at the price(s) set forth in this agreement. 1.10 TERM The term for this Event Management Solution will be for three (3) years upon execution of the Contract. The awarded Contractor shall be required to provide the Event Management Solution products and services available to FDLE and the event Organizer(s) per hosted event. Each contract term may include a single or multiple hosted events. Hosted events may have a single or multiple event Organizers. 1.11 INVOICING AND PAYMENT A. Event Management Software / Licensing / Maintenance Fees All costs associated with the Event Management solution and services procured under this ITN may be paid from the Per Registrant fee identified in the Price Reply (Attachment G). These fees are collected from each participant and maintained by the Organizer of the event, which will be identified by FDLE prior to initiating event registration. B. Rental Equipment Payment for any equipment rental will be paid by the FDLE and shall be made in accordance to Florida Statute 215.422.