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Example of Mobile Conference App RFP

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Rosemary Vaughan
Rosemary Vaughan

The XYZ Organization is soliciting proposals for the development of a fully bilingual mobile meeting application to be launched in time for its Annual Meeting in June 2014. The successful vendor will design an app that provides general meeting information, schedules, speaker details, documents, and attendee features like profiles and chat, and is compatible with iPhone, Android and other mobile devices. Proposals are due by a specified date and will be evaluated based on experience, team qualifications, methodology, costs and timelines. The contract would provide the app for a minimum of the Annual Meeting but could potentially cover additional annual meetings.

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March 28, 2014 1 RFP: Mobile Meeting App Name of Organization 1.0 2.0 About XYZ Organization Objectives of this RFP The objectives of this request for proposal are to solicit competitive proposals for the development of a fully bilingual mobile meeting application (Meeting App). The successful vendor’s system will potentially provide a fully bilingual Meeting App for the XYZ Annual Meeting in June 2014 (+ any other annual meetings). At a minimum, services will be contracted for the development of the Meeting App for the Annual Meeting, June in xxx city. Target launch date for this App is X. We realize this is a short turn-around time and are fully prepared to dedicate time and resources to the project quickly. We also recognize that it may be advisable to keep features as simple and as ‘out of the box’ as possible. General Services to be provided Design (XYZ branded) Meeting App Fully bilingual (French/English) capability (all system messages, user prompts must be bilingual) Pre-launch testing Training for XYZ staff Training documentation (to be discussed if required) Desired Features: General information Schedule at a glance Sessions/Sessions by track Handouts/documents/document viewer
2 RFP: Mobile Meeting App March 28, 2014 Speakers Sponsor/Exhibitor list Search Attendee list (searchable/interactive messaging if possible) Attendee chat/comments/notes Attendee custom schedule Attendee saved documents/handouts Evaluation/satisfaction surveys/polls Activity feed/news/updates/notifications Twitter integration Blog posts Floor plan Advertising space/banners iPad/tablet version Mobile web version for Blackberry users iPhone and Android compatible (and Blackberry?) Support Other Configuration and initial set up Support for the App before, during and after the event Training for XYZ staff Vendor to recommend additional features for consideration Vendor to specify the precise timing that the Meeting App will be active and available to meeting participants, before and after each event. Vendor to specify whether Meeting App is re-usable, with customization, for future events or whether new development is required for each subsequent event. Vendor to specify costs for one and for multiple events and any additional services, set up fees, hosting fees, content management fees, graphic design fees that may be applicable. 3.0 1. 2. 3. 4. Project Timelines: RFP Process Selection of Vendor Launch of Annual Meeting App Launch of additional Meeting Apps xxx to xxx, 2014 xxx, 2014 xxx 15, 2014 xxx 2014
RFP: Mobile Meeting App March 28, 2014 3 4.0 RFP Submission Logistics 4.1 4.2 RFP Contact: Proposals are to be sent via email to: xxx Evaluation Procedure: An evaluation team will perform the evaluation of the proposals. The evaluators will consider how well the vendor’s approach meets the needs Of XXX. The evaluation process is not designed to simply award the contract to the lowest cost vendor. Rather, it is intended to help XXX select the vendor with the best combination of attributes, including price. The evaluators will consider the following criteria for each proposal: Depth of experience providing similar services Proposed structure of the team that will perform the work; Methodology proposed; Professional fees and expected overall costs; Proposed timelines and deliverables. 4.3 Submission deadline: All submissions must be received by 5:00 p.m. EDT, Friday, xxx, 2014.
RFP: Mobile Meeting App March 28, 2014 4 5.0 Proposal Requirements: Proposals should be simple, straightforward and economically prepared, and should include the following elements: Vendor information Description of the proposed product/platform/methodology to be used Detailed description of features, services and options Individuals who will actually be performing the work Estimated timelines and deliverables Detailed cost estimates References for projects of a similar nature 6.0 7.0 Conditions The respondent shall hold all information provided by the XYZ in strictest confidence. Any information provided to the XYZ on a confidential basis by the respondent related to fee structures and the firm shall remain confidential. The XYZ will not be held responsible, or liable, for any costs incurred by any party in the preparation and presentation of any response to this RFP. Although it is the intent of the XYZ to review all proposals received and award the assignment to provide audit services based on the merits of the proposals received, the XYZ may, at its sole discretion, select or reject any or all proposals received and is not bound to award the assignment to any respondent. Duration of Services The duration of services will be dependent on the number of events that the XYZ elects to provide a Meeting App for. A contract will be issued between the XYZ and the successful vendor for the specific services agreed upon.

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Example of Mobile Conference App RFP

  • 1. March 28, 2014 1 RFP: Mobile Meeting App Name of Organization 1.0 2.0 About XYZ Organization Objectives of this RFP The objectives of this request for proposal are to solicit competitive proposals for the development of a fully bilingual mobile meeting application (Meeting App). The successful vendor’s system will potentially provide a fully bilingual Meeting App for the XYZ Annual Meeting in June 2014 (+ any other annual meetings). At a minimum, services will be contracted for the development of the Meeting App for the Annual Meeting, June in xxx city. Target launch date for this App is X. We realize this is a short turn-around time and are fully prepared to dedicate time and resources to the project quickly. We also recognize that it may be advisable to keep features as simple and as ‘out of the box’ as possible. General Services to be provided Design (XYZ branded) Meeting App Fully bilingual (French/English) capability (all system messages, user prompts must be bilingual) Pre-launch testing Training for XYZ staff Training documentation (to be discussed if required) Desired Features: General information Schedule at a glance Sessions/Sessions by track Handouts/documents/document viewer
  • 2. 2 RFP: Mobile Meeting App March 28, 2014 Speakers Sponsor/Exhibitor list Search Attendee list (searchable/interactive messaging if possible) Attendee chat/comments/notes Attendee custom schedule Attendee saved documents/handouts Evaluation/satisfaction surveys/polls Activity feed/news/updates/notifications Twitter integration Blog posts Floor plan Advertising space/banners iPad/tablet version Mobile web version for Blackberry users iPhone and Android compatible (and Blackberry?) Support Other Configuration and initial set up Support for the App before, during and after the event Training for XYZ staff Vendor to recommend additional features for consideration Vendor to specify the precise timing that the Meeting App will be active and available to meeting participants, before and after each event. Vendor to specify whether Meeting App is re-usable, with customization, for future events or whether new development is required for each subsequent event. Vendor to specify costs for one and for multiple events and any additional services, set up fees, hosting fees, content management fees, graphic design fees that may be applicable. 3.0 1. 2. 3. 4. Project Timelines: RFP Process Selection of Vendor Launch of Annual Meeting App Launch of additional Meeting Apps xxx to xxx, 2014 xxx, 2014 xxx 15, 2014 xxx 2014
  • 3. RFP: Mobile Meeting App March 28, 2014 3 4.0 RFP Submission Logistics 4.1 4.2 RFP Contact: Proposals are to be sent via email to: xxx Evaluation Procedure: An evaluation team will perform the evaluation of the proposals. The evaluators will consider how well the vendor’s approach meets the needs Of XXX. The evaluation process is not designed to simply award the contract to the lowest cost vendor. Rather, it is intended to help XXX select the vendor with the best combination of attributes, including price. The evaluators will consider the following criteria for each proposal: Depth of experience providing similar services Proposed structure of the team that will perform the work; Methodology proposed; Professional fees and expected overall costs; Proposed timelines and deliverables. 4.3 Submission deadline: All submissions must be received by 5:00 p.m. EDT, Friday, xxx, 2014.
  • 4. RFP: Mobile Meeting App March 28, 2014 4 5.0 Proposal Requirements: Proposals should be simple, straightforward and economically prepared, and should include the following elements: Vendor information Description of the proposed product/platform/methodology to be used Detailed description of features, services and options Individuals who will actually be performing the work Estimated timelines and deliverables Detailed cost estimates References for projects of a similar nature 6.0 7.0 Conditions The respondent shall hold all information provided by the XYZ in strictest confidence. Any information provided to the XYZ on a confidential basis by the respondent related to fee structures and the firm shall remain confidential. The XYZ will not be held responsible, or liable, for any costs incurred by any party in the preparation and presentation of any response to this RFP. Although it is the intent of the XYZ to review all proposals received and award the assignment to provide audit services based on the merits of the proposals received, the XYZ may, at its sole discretion, select or reject any or all proposals received and is not bound to award the assignment to any respondent. Duration of Services The duration of services will be dependent on the number of events that the XYZ elects to provide a Meeting App for. A contract will be issued between the XYZ and the successful vendor for the specific services agreed upon.