The Army Protocol office is seeking new event management software to replace its current systems (e-invitation and Microsoft Access), which are nearing obsolescence. The objective is to secure a solution that can manage, track, and execute events hosted by senior Department of the Army leaders. The required software must include user licenses for 12 individuals and provide comprehensive capabilities for guest list management (tracking, real-time updates, reminders, seating charts, indefinite data storage, and compatibility with Microsoft products), invitation creation (templates, custom logos, RSVP forms), and floorplan/seating chart design (uploading diagrams, automation, custom cards). The solution must offer 24/7 customer support, adhere to strict security standards (OPSEC, vulnerability assessment, DISA STIGs, FedRAMP Moderate authorization, and compliance with the Defense Risk Management Framework), and be Section 508 compliant for accessibility. A 2-3 year vendor/manufacturer service agreement for technical support is preferred. The contract includes specific requirements for AT Level I training, ATCTS registration, and DoD IA awareness training and certification for all contractor employees with access to Army installations or information systems. Equipment delivery is required within 60 days post-award. The contract period of performance is one base year with four option years.

The Army Protocol seeks to acquire an event management software to effectively manage, track, and execute events hosted by Department of the Army senior leaders, as existing tools like the e-invitation platform and Microsoft Access are set to expire soon. The desired software should offer user-friendly features for managing guest lists, sending invitations, and creating seating charts. Key requirements include automated updates for guest arrivals, compatibility with Microsoft products, customizable templates for invitations, and robust customer support. Security measures must align with Department of Defense guidelines, ensuring operational security and accessibility for individuals with disabilities. The contract will encompass one base year and four option years, which establishes the need for swift deployment post-award. Compliance with training and certification standards for contractor employees is also mandated. This procurement underlines the Army’s commitment to modernizing event management processes while adhering to security protocols.

The document outlines a solicitation for Army Protocol Event Management Software, requiring 12 licenses with five optional line items for an additional 12 licenses each, all priced as Firm Fixed Price. The software is essential for managing, tracking, and executing events hosted by senior Department of the Army leaders. Inspection and acceptance for all items will occur at the destination, specifically the W81NRC DoDAAC at 200 Army Pentagon, Washington, DC. The vendor is responsible for transportation costs and providing tracking information. The contract incorporates various FAR and DFARS clauses, including those related to System for Award Management, electronic payments, safeguarding covered contractor information, and unique item identification. Key clauses explicitly included address business ethics, whistleblower protections, prohibition on ByteDance applications, and requirements for combating trafficking in persons. Additionally, options for increased quantities and contract term extensions are detailed, along with a limitation of government's obligation clause indicating incremental funding. The overall contract duration, including options, is not to exceed 60 months.

The document is a solicitation for the Army Protocol Event Management Software, detailing the procurement of twelve licenses for managing events hosted by the Department of the Army's senior leaders. It specifies a firm fixed-price arrangement for each of the licenses across multiple option line items. Inspection and acceptance of the software will occur at the Army Pentagon, with instructions for tracking and delivery provided to vendors. The document incorporates various Federal Acquisition Regulation (FAR) clauses, emphasizing compliance with numerous government standards and regulations, including electronic payment instructions via Wide Area Workflow (WAWF) and provisions related to unique item identification for delivered items. It reflects the government's intent to establish clear contractual obligations while ensuring compliance with legal statutes, particularly in areas affecting small businesses and environmental protections. The extensive listing of clauses highlights the contract's complexity, aimed at maintaining objectivity, efficient operations, and compliance throughout the procurement process.