Vietnam War 50th Anniversary Commemoration

The Minnesota Department of Veterans Affairs (“MDVA”) is a cabinet-level state agency dedicated to serving Minnesota Veterans and their families. The Commissioner of MDVA formed the Vietnam War 50th Anniversary Commemoration Working Group in the summer of 2023, to engage community stakeholders with the purpose of planning a commemoration event.

MDVA, in cooperation with numerous affiliated and unaffiliated stakeholders, will recognize Minnesota’s Vietnam Veterans and commemorate the 50th Anniversary of the ending of the Vietnam War. This event serves the purpose of showing Minnesota’s Vietnam Veterans that they are honored, respected and appreciated.

To reach this goal, MDVA is requesting proposals from qualified responders with at least five years of related experience to:

1. 1. 1. 1. 1. 1. 1. Plan and execute a multi-month, multi-media public relations campaign (Campaign) leading up to the Commemoration. The Campaign is expected to take place from February 2024 through June 2024; and
                  2. Plan and execute a Vietnam War 50th Anniversary Commemoration Event (Commemoration) to take place June 12 - 14, 2024.

Commemoration Event Objectives​

• Provide an opportunity for healing by thanking and honoring Minnesota Vietnam-era Veterans wherever they served​.
• Highlight the service of the Armed Forces during the Vietnam War​.
• Recognize the contributions and sacrifices made by allies of the United States during the Vietnam War, especially those who have made Minnesota their home​.

2. Tasks and Deliverables.

The successful responder (contractor) will be responsible for tasks and deliverables including, but not limited to, the following:

1. 1. Within one week of finalizing the contract, conduct a kickoff meeting to discuss goals, timeline, expectations, budget, and resources.
   2. Public Relations Campaign:
      1. Prior to February 29, 2024: Develop and present a detailed plan that incorporates the commemoration objectives in a public relations campaign and culminates in the Commemoration Event.
      2. Develop a theme for the Campaign and Commemoration Event.
      3. Strategize and present best options to engage the public in the event objectives and publicize the event – including owned, earned and paid media - utilizing a best value for the lowest cost philosophy that are within the allotted Campaign budget.
      4. On March 1, 2024, kick off the public relations campaign in collaboration with MDVA leaders and the Vietnam War 50th Anniversary Commemoration Working Group.
      5. Incorporate an opportunity for Vietnam Veterans to share their stories and experiences in an interactive public online platform throughout the Campaign.
   3. Commemoration Event:
      1.  By May 1, 2024: Develop a detailed Event Run of Show Plan that includes:
         1. Identifying, recommending, receiving MDVA’s approval to proceed, and then subcontracting with required and recommended vendors and local, state and national resources providing contact information and cost estimates that are within the allotted Commemoration Event budget.
         2. Identifying, contacting, inviting and coordinating the presence of Vietnam Veteran support organizations to participate in a Resource Fair/Information tables that will be available in the two days before the event (June 12 and 13, 2024) and on the day of the event (June 14, 2024).
         3. Promoting and coordinating the presence of a display of the Vietnam War traveling “Wall that Heals” replica on site.
         4. Promoting and coordinating the presence of displays from the Minnesota Military and Veterans Museum and possibly a Helicopter display on site.
         5. Promoting and coordinating the screenings of Vietnam War documentaries on site.
         6. Promoting, planning and coordinating a pre- or Post-event breakfast/brunch/lunch for Vietnam Veterans, families and supporters on site.
         7. Promoting and coordinating a “Parade” or “Walk” of Vietnam Veterans on site as they arrive for the event and are recognized by community members in attendance.
         8. Promoting, planning and coordinating a 30-minute Formal Ceremony Event to include Color Guard, VIP speakers, Vietnam Veteran story tellers, music and recognition of Vietnam Veterans, among other ideas and recommendations that may be agreed upon.
         9. Arranging with a vendor for Live stream of event ceremony to allow Vietnam Veterans, their families and supporters to participate remotely.
         10. Researching, planning, coordinating and publicizing event logistics including hotel accommodations, parking, wayfinding, wheelchairs/scooters for mobility assistance, etc. to assist Veterans, their families and supporters who may choose to travel from a distance and require lodging as well as ensure a positive experience for all event attendees.
         11. Identifying assignments for, publicizing, recruiting, assigning and coordinating volunteers to assist during the event as appropriate for welcoming/customer service, wayfinding, or other needs for the event.
         12. Identifying tasks related to and providing on-site support and facilitation before, during and after event execution.
      2. Lead the coordination of all items detailed in the Event Run of Show Plan for event execution including creating agendas, writing speeches and remarks, coordinating with musical performers and speakers, acting as event director, and ensuring a smooth execution of the even., .
   4. Provide every other week progress reports and updates to MDVA that includes tracking and completion of sequential tasks that build up to the Event.
   5. Responders are encouraged to propose additional tasks or activities if they will improve the results of the project. These items should be separated from the required items on the Cost Proposal.