1. IHS FY25 ISDEAA All Federal Staff Meeting PWS_Final.pdf

Performance Work Statement

Indian Health Service (IHS) Fiscal Year (FY) 2025 Indian Self-Determination and Education Assistance Act (ISDEAA)

All Federal Staff Meeting

1. Mission The mission of the Indian Health Service (IHS) is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level.

2. Background The Indian Self‐Determination and Education Assistance Act (ISDEAA), also known as P.L. 93‐ 638, authorizes Indian Tribes and Tribal Organizations to contract for the administration and operation of certain Federal programs that provide services to Indian Tribes and their members.

Under the ISDEAA, Tribes and Tribal Organizations have the option to either (1) administer programs and services the IHS would otherwise provide (referred to as Title I Self‐ Determination Contracting) or (2) assume control over health care programs and services that the IHS would otherwise provide (referred to as Title V Self‐Governance Compacting or the

TSGP).

3. Purpose IHS requires contractor services to provide and organize conference space, lodging, and audio‐ visual services that will allow the Agency to sponsor an effective IHS FY25 ISDEAA All Federal Staff Meeting in October 22‐24, 2024 in the following optional locations: First choice, Rapid City, South Dakota, Second choice, Billings Montana. The FY25 ISDEAA All Federal Staff meeting will provide a forum for staff discussion that influences agency policy on issues affecting health care delivery to Tribes and Tribal organizations. The host facility must be located within walking distance of local amenities, hotels, and public transportation. Approximately 300 participants are expected to attend.

IHS requires more than an event’s physical occurrence – it requires an atmosphere that is conducive to facilitating collaborative thinking and disseminating information among attendees.

The contractor shall plan and make the necessary arrangements to ensure the FY25 ISDEAA All Federal Staff meeting is conducted in a professional manner using the best commercial practices at the desired times and locations.

4. General Requirements This section describes the general requirements. The following sub‐sections provide details of various considerations for this effort. The following schedule of tasks and deliverables outline the requirements necessary to organize, and manage the logistics for the FY25 ISDEAA All Federal Staff meeting.

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Indian Health Service Rockville MD 20857

4.1 Non‐Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are considered personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, the contractor is responsible for immediately notifying the Contracting Officer (CO).

4.2 Business Relations

The contractor shall successfully integrate and coordinate all activities needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall promptly identify issues, establish corrective action plans, and effectively manage any subcontractors. The contractor shall ensure customer satisfaction and ensure all contractor personnel display professional and ethical behavior.

4.3 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the contract. The contractor must maintain continuity between the support operations, the contractor's corporate offices, and the Indian Health Service Office of Direct Service and Contracting Tribes (ODSCT).

4.4 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer this contract. The contractor shall respond to Government requests for contractual actions in a timely fashion. The contractor shall have a single point of contact between the Government and Contractor personnel assigned to support this contract. The contractor shall assign work effort and maintain proper and accurate time‐keeping records of personnel assigned to work under this contract.

The contractor will meet with the Contracting Officer Representative (COR) and IHS officials within 10 days of the contract award to become acquainted with the ODSCT staff, review the Performance Work Statement (PWS), discuss timelines and deliverables, and begin initial planning.

4.5 Personnel Administration

The contractor will provide the following management and support as required. The contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The contractor shall provide the necessary infrastructure to support contract tasks.

4.6 Subcontract Management

If a subcontractor is needed, the contractor will be responsible for any subcontract management necessary to integrate work performed on this requirement and will be responsible and accountable for subcontractor performance on this requirement. The prime contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the CO or Contracting Officer Representative (COR).

4.7 Contractor Personnel, Disciplines, and Specialties

The contractor will accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources. The contractor shall ensure the labor categories, labor rates, and man‐hours utilized in the performance of this PWS hereunder will be the minimum necessary to accomplish the task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

4.8 Location and Hours of Work

Accomplishment of the results contained in this PWS requires work at the contractor/subcontractor locations in the continental United States and in person at the event site. Normal workdays are Monday through Friday except US Federal Holidays. Federal Workers typically work eight (8) hours per day, 40 hours per week. Flextime workers start not earlier than 0600 and not later than 0900. Core hours of work are from 0900 to 1500 daily.

Contractor/Subcontractor employees are expected to be available to IHS staff during core hours.

4.9 Travel / Temporary Duty (TDY)

Contractor travel is required under this contract. The contractor will be responsible for securing their own travel to and from the event site under this contract. IHS will not be paying for travel.

4.10 Contract Length

The period of performance for this contract is 12 months from the date of award.

4.11 Contract Type

The contract will be a firm fixed‐price contract.

5. Performance Requirements The contractor will provide conference space, lodging, and audio‐visual services at the event site for the IHS FY25 ISDEAA All Federal Staff Meeting. The requirements are as follows:

Lodging Rooms Contractor shall set aside/or assist with getting surrounding hotels to set aside, at no cost to the Government, a block/or blocks of guest rooms for the participants at or below the prevailing Federal Per Diem rate. For more information on the rate, please visit https://www.gsa.gov/travel/plan‐book/per‐ diem‐rates. Each traveler shall reserve and be financially responsible for their hotel rooms. Contractor shall coordinate with the Government to provide information to attendees on room block and note the date that the rooms will be released by the hotel. The IHS is not responsible for cancellations or no‐shows.

Estimated lodging room requirements are outlined below:

October 21 October 22 October 23 October 24

Monday

300 Rooms

Tuesday

300 Rooms

Wednesday

300 Rooms

Thursday

250 Rooms

Meeting Space Requirements Tuesday, October 22: ISDEAA All Federal Staff Meeting Day 1

1. One (1) Conference Room: 300 participants, pods or banquet‐style set‐up with power strips at the tables. Time: 8:00 am to 5:00 pm

Space must include the following:

Podium on a raised platform with a microphone for the presenter

Comfortable (6) side chairs with (3) side tables between each 2 chairs with six (6) wired microphones for panelists.

Audio mixer

Four (4) wireless microphones on stands for placement in the audience for questions and answers

Two (2) 10’x10’ AV screens or appropriate for room size

Two (2) hi‐powered video projectors with computer interface (approximately 4,000 lumens or greater)

One Windows‐based PC using the Windows XP operating system, or current version, with the capability to accept CD, DVD, Internet, and USB data sources. PC is to be set up at the podium, attached to house audio.

Internet access or equal to the podium on riser for presenters

Onsite support to operate AV equipment during the conference

Two (2) tables with (2) chairs each, placed in the rear of the room for notetaking with power strips.

2. One (1) Conference Board Room: 15 participants, boardroom set‐up Time: 8:00 am to 5:00 pm

Space must include the following:

Capability for Zoom calls

Tele‐com phone w/ speaker/conference line capabilities

Lock privileges/key

Internet line/access

Wednesday, October 23: ISDEAA All Federal Staff Meeting Day 2

1. One (1) Conference Room: 300 participants, pods or banquet‐style set‐up with power strips at the tables. Time: 8:00 am to 5:00 pm Space must include the following:

Podium on a raised platform with microphone for presenter

Comfortable (6) side chairs with (3) side tables between each 2 chairs with six (6) wired microphones for panelists.

Audio mixer

Four (4) wireless microphones on stands for placement in the audience for questions and answers

Two (2) 10’x10’ AV screens or appropriate for room size

Two (2) hi‐powered video projectors with computer interface (approximately 4,000 lumens or greater)

One Windows‐based PC using the Windows XP operating system, or current version, with the capability to accept CD, DVD, Internet, and USB data sources. PC is to be set up at the podium, attached to house audio.

Internet access or equal to the podium on riser for presenters

Onsite support to operate AV equipment during the conference

Two (2) tables with (2) chairs each, placed in the rear of the room for notetaking with power strips.

2. Four (4) breakout rooms: 75 participants each, pods or banquet‐style set up with power strips.

Time: 8:00 am to 5:00 pm

Space must include the following in each room:

One (1) podium with a microphone at the opening of the U‐shape

Twenty‐Four (24) microphones at each pod/banquet‐style table

Two (2) wireless microphones on microphone stands for placement in the audience area or back of the room for questions and answers

Audio mixer

One (1) 8’x8’ AV screen or appropriate for room size

One (1) projector

One Windows‐based PC using the Windows XP operating system, or current version, with the capability to accept CD, DVD, Internet, and USB data sources. PC is to be set up at the podium, attached to house audio.

Internet access or equal

3. One (1) Conference Board Room: 15 participants, boardroom set‐up Time: 8:00 am to 5:00 pm Space must include the following:

Capability for Zoom calls

Tele‐com phone w/ speaker/conference line capabilities

Lock privileges/key

Internet line/access

Thursday, October 24: ISDEAA All Federal Staff Meeting Day 3

1. One (1) Conference Room: 300 participants, pods, or banquet set‐up with power strips at the tables. Time: 8:00 am to 5:00 pm Space must include the following:

Podium on a raised platform with microphone for presenter

Comfortable (6) side chairs with (3) side tables between each 2 chairs with six (6) wired microphones for panelists.

Audio mixer

Four (4) wireless microphones on stands for placement in the audience for questions and answers

Two (2) 10’x10’ AV screens or appropriate for room size

Two (2) hi‐powered video projectors with computer interface (approximately 4,000 lumens or greater)

One Windows‐based PC using the Windows XP operating system, or current version, with the capability to accept CD, DVD, Internet, and USB data sources. PC is to be set up at the podium, attached to house audio.

Internet access or equal to the podium on riser for presenters

Onsite support to operate AV equipment during the conference

Two (2) tables with (2) chairs each, placed in the rear of the room for notetaking with power strips.

2. Four (4) breakout rooms: 75 participants each, pods or banquet set up with power strips, chairs around the table and around the perimeter or in the back of the room.

Time: 8:00 am to 5:00 pm Space must include the following in each room:

One (1) podium with a microphone at the opening of the U‐shape

Twenty Four (24) microphones at each pod/banquet‐style table

Two (2) wireless microphones on microphone stands for placement in the audience area or back of the room for questions and answers

Audio mixer

One (1) 8’x8’ AV screen or appropriate for room size

One (1) projector

One Windows‐based PC using the Windows XP operating system, or current version, with the capability to accept CD, DVD, Internet, and USB data sources. PC is to be set up at the podium, attached to house audio.

Internet access or equal

3. One (1) Conference Board Room: 15 participants, boardroom set‐up Time: 8:00 am to 5:00 pm

Space must include the following:

Capability for Zoom calls

Tele‐com phone w/ speaker/conference line capabilities

Lock privileges/key

Internet line/access

Other meeting requirements: All days

Three (3) registration tables, skirted, 6 chairs, wastebasket, with power strips, 6:00 am to 5:00 pm.

Free or reduced rate for hotel parking/Free airport transportation or shuttle

Free Wireless and/or internet connectivity available in facility and hotel guest rooms

One (1) lockable storage room for equipment and supplies

Ability to receive and store conference items one week prior to arrival

Signs identifying all the locations of meeting rooms

Photocopy services for incidental executive correspondence for up to 50 copy jobs at an average of 20 pages per request

Contractor will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .25 miles preferably) hotels

Additional Information: The contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

6. Storage and Disposition of Materials The Start-Up meeting will determine the disposition of any materials. Storage should be available as soon as materials are generated. A disposition schedule will be discussed with the COR during the Start-Up meeting.

7. Deliverables The contractor shall provide deliverables as described below and in subsequent requests within the scope of this contract. The CO must be notified of any issues or questions regarding scope before any action is taken. The format and delivery schedule for deliverables shall be discussed during the kick-off meeting and at other times during the performance period as needed.

8. Deliverables Table

Deliverables Frequency, Date, or Timeframe Medium and Format Submit to

Contract Kick-off Meeting Once, within 10 working days after contract execution.

Teleconference, IHS will schedule and provide the teleconference information.

N/A

Conference calls to provide updates and recommendations on the status of progress

Weekly Teleconference IHS COR and

ODSCT

staff

Weekly Room Pickup Reports

Weekly progress reports starting one month before the event will be submitted by the 1st working day of each week (excludes holidays and weekends).

Electronically by email as Word or PDF files

IHS COR

and

ODSCT

staff

Daily On-site Support Daily on-site support starting on the first day of the event through completion to ensure conference space, lodging, and audio-visual services are provided to the IHS.

In-person IHS COR and

ODSCT

staff