Enterprise Event Hosting

PUBLIC POSTING OF SOLE SOURCE J&A The 10th Contracting Squadron, United States Air Force Academy (USAFA) Colorado made a Sole Source award to CVENT, Inc. for Enterprise Event Hosting Services on 26 September 2017 . Sole Source Justification: A sources sought was posted on gsaadvantage.gov with a suspense date of 27 June 2017. The schedule utilized to conduct market research was Schedule 70 SIN 132-32. Specifically, the Term Software License - subject to cooperative purchases schedules. In total 10 CONS received one response from CVENT (GSA contract number GS-35F-0517T), the current EEH solution through the incumbent contractor. A sources sought was posted on fbo.gov on 27 June 2017 with a suspense date of 12 July 2017 to which 10 CONS received 0 responses. This was an effort to find additional vendors and competition for the EEH requirement. A scope read was completed by NETCENTS-2 Technical Team, AFLCMC/HICI which found that some tasks fall within scope of the NETCENTS-2 Application Services contract and some fall within scope of the NETCENTS-2 Network Operations (NetOps) and Infrastructure contract. NETCENTS-2 Technical Team AFLCMC/HICI did not identify any capability for a vendor or contract category to fulfill this whole requirement. Additionally, this requirement cannot be split between multiple contracts. Internet searches were conducted in an effort to identify vendors capable of meeting the PWS requirements. The vendors found and researched were: Bizzbo, Acteva, Eventbrite, Experient/Maritz Travel, Evenium, Certain, BusyConf, Halosys, nvite, Eventful, etouches, Gtconsult and Active Networks. In order to research the availability of vendors, 11 required PWS features were reviewed: Available Mobile App (PWS 2.1), Register Attendees (PWS 2.2.3), Process Payments (PWS 2.7.12), Seating Module (PWS 2.3), Data Analytics (PWS 2.11), Hotel Reservation (PWS 2.6.1), Manage Schedules (PWS 2.2.12), Provide Web Templates (PWS 2.1.3), Real Time Feedback (PWS 2.1.5), Social Media Integration (PWS 2.1.8), and Web Design Support (PWS 2.1.9). Many vendors were found to provide some of the required features. However, only one vendor (CVENT) was able to meet all of the PWS requirements. This is a commercially available service not exceeding $7 million and only one vendor is capable of fulfilling this requirement. FAR Part 12 governs commercial acquisitions and FAR Part 13.000 allows the use of simplified acquisition procedures for commercial acquisitions not exceeding $7 million. Therefore, a sole source acquisition will be conducted IAW the authority, 41 U.S.C 1901, as implemented by FAR 13.501(a)(1)(ii). This synopsis is for notification purposes only and does not constitute a solicitation for bids or proposals. DO NOT submit a bid/quote at this time. Any offerors believing they can provide an Enterprise Event Hosting Solution with all specifications and requirements described in the attached PWS should provide evidence for consideration. Evidence must support the offeror's claim. All qualified sources may submit a response, which if timely received, will be considered by this agency. Information received will be considered solely for the purpose of determining whether a competitive procurement can be conducted. A determination not to compete this proposed procurement based on response to this notice is solely within the discretion of the Government. Responses must be received NLT 2:00 PM Mountain Time on 15 September 2017. Responses received after this will be considered late IAW FAR 52.212-1(f) and may not be considered. The Government does not intend to pay for any information provided under this announcement. Contractors must have a current registration within the System for Award Management (SAMS) https://www.sam.gov/portal/public/SAM/ Questions should be addressed to Casey D. Pehrson , Contract Specialist, (719) 333- 2327 , [email protected] or Devin S. Rosin, Contracting Officer, (719) 333-3819, [email protected] . CLAUSES INCORPORATED BY FULL TEXT : 5352.201-9101 Ombudsman (JUNE 2016): (a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern. (b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions). (c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, James A. Anderson 8110 Industrial Drive, Ste 103 USAFA, CO 80840 Telephone number 719-333-2074 FAX 719-333-9018 email: [email protected] Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431. (d) The ombudsman has no authority to render a decision that binds the agency. (e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer. (End of clause) SOLE SOURCE J&A Contracting Activity: 10 CONS/PKB Purchase Request/ Local ID Number: Program/ Project (and PE, if applicable): Program Type (PEO or Other Contracting): Other Contracting Authority (include full title): 41 U.S.C 1901, as implemented by FAR 13 .501(a )(l )(ii) APPROVAL (AFFARS 5 30 6.304 (a) ) I. Contracting Activity. 10 CONS/PKB II. Nature and/or description of the action being processed. This action will be awarded as a new contract to CVENT. Contract Type: Firm Fixed Price Ill. Description of supplies/services required to meet agency needs. The United States Air Force Academy requires a secure and versatile EEH web solution with the following features: Register Attendees, Mobile App, Process Payments, Seating Module, Data Analytics, Hotel Reservation, Manage Schedules, Provide Web Templates, Real Time feedback, Social Media Integration, Web Design Support. Period of Performance (PoP): Base Period: 30 Sep 2017 - 31 Mar 2018 First Option Period: 1 Apr 2018 - 31 Mar 2019 The required EEH services are performance-based as demonstrated by the PWS language. IV. Statutory authority permitting Other than Full and Open Competition. 41 U.S.C 1901, as implemented by FAR 13.501(a)(l)(ii) V. Demonstration that the contractor's unique qualifications or nature of the acquisition requires the use of the authority cited above (applicability of authority). CVENT is the only vendor able to meet all of the PWS requirements. All vendors found whom perform similar functions were reviewed for 11 required PWS features: Available Mobile App (PWS 2.1), Register Attendees (PWS 2.2.3), Process Payments (PWS 2.7.12), Seating Module (PWS 2.3), Data Analytics (PWS 2.11), Hotel Reservation (PWS 2.6.1), Manage Schedules (PWS 2.2.12), Provide Web Templates (PWS 2.1.3), Real Time Feedback (PWS 2.1.5), Social Media Integration (PWS 2.1.8), and Web Design Support (PWS 2.1.9). This is a commercially available service not exceeding $7 million and only one vendor is capable of fulfilling this requirement. FAR Part 12 governs commercial acquisitions and FAR Part 13.000 allows the use of simplified acquisition procedures for commercial acquisitions not exceeding $7 milli on. Therefore, a sole source acquisition will be conducted IAW the authority, 41 U.S.C 1901, as implemented by FAR 13.SOl (a)(l )(ii) . VI. Description of efforts made to ensure that offers are solicited from as many potential sources as practicable. A sources sought was posted on gsaadvantage.gov with a suspense date of 27 June 2017. The schedule utilized to conduct market research was Schedule 70 SIN 132-32. Specifically, the Term Software License - subject to cooperative purchases schedules. In total 10 CONS received one response from CVENT (GSA contract number GS-35F-0517T), the current EEH solution through the incumbent contractor. A sources sought was posted on fbo.gov on 27 June 2017 with a suspense date of 12 July 2017. In total 10 CONS received O responses. This was an effort to find additional vendors and competition for the EEH requirement. A scope read was completed by NETCENTS-2 Technical Team, AFLCMC/HICI which found that some tasks fall within scope of the NETCENTS-2 Application Services contract and some fall within scope of the NETCENTS-2 Network Operations (NetOps) and Infrastructure contract. NETCENTS-2 Technical Team AFLCMC/HICI did not identify any capability for a vendor or contract category to fulfill this whole requirement. Additionally, this requirement cannot be split between multiple contracts. In an effort to find additional sources an RFI was emailed to all vendors on NETCENTS-2 Application Services contract on 29 June 2017 with a suspense date of 12 July 2017. In total 10 CONS received 1 response. The response was from Segue Technologies. The scope read from NETCENTS-2 Technical Team, AFLCMC/HICI and Segue Technologies response do not produce confidence they would be able to fulfill this requirement. Due to only one response there is no expectation of competition on NETCENTS-2 IDIQs. Internet searches were conducted in an effort to identify vendors capable of meeting the PWS requirements. The vendors found and researched were: Bizzbo, Acteva, Eventbrite, Experient/MaritzTravel, Evenium, Certain, BusyConf, Halosys, nvite, Eventful, etouches, Gtconsult and Active Networks. In order to research the availability of vendors, 11 required PWS features were reviewed: Available Mobile App (PWS 2.1), Register Attendees (PWS 2.2.3), Process Payments (PWS 2.7.12), Seating Module (PWS 2.3), Data Analytics (PWS 2.11), Hotel Reservation (PWS 2.6.1), Manage Schedules (PWS 2.2.12), Provide Web Templates (PWS 2.1.3), Real Time Feedback (PWS 2.1.5), Social Media Integration (PWS 2.1.8), and Web Design Support (PWS 2.1.9). Many vendors were found to provide some of the required features. However, only one vendor (CVENT) was able to meet all of the PWS requirements. VII. Determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. The Contracting Officer will evaluate price reasonableness IAW FAR 13.106-3(a)(2)(ii) , "Comparison of the proposed price with prices found reasonable on previous purchases". The Government will ask the vendor for redacted quotes/invoices/proposals or documentation demonstrating prices paid by the Government or other than the Government, for the same or similar items. These prices will then be compared with the vendor's proposal to make the determination. VIII. Description of the market research conducted and the results, or a statement of the reasons market research was not conducted. See section VI. for a description of the market research conducted and the results. IX. Any other facts supporting the use of Other Than Full and Open Competition. N/A X. List of sources, if any, that expressed interest in the acquisition. See Section VI above. XI. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before making subsequent acquisitions for the supplies or services required. The vendors contacted via sources sought during market research were provided a copy of the USAFA EEH PWS. Multiple vendors stated that thought they cannot meet the requirements now, they are developing new EEH features and may be able to meet all the PWS requirements in the future. This action will be made publicly available via FedBizOps (FBO.gov) IAW FAR 13.50l (a)(l )(iii) to ensure awareness of the requirement. Additionally, this requirement is for a base period of 6 months, with one option year. The short period of performance will allow vendors to be ready for the reacquisition of the USAFA EEH requirement. XII. Certification by the Contracting Officer. As evidenced by his/her signature, the contracting officer has determined this document to be both accurate and complete to the best of my knowledge and belief. XIII. Certification by the technical/requirements personnel. As evidenced by their signatures, the technical and/or requirements personnel have certified that any supporting data contained herein, which is their responsibility, is both accurate and complete .