Rev_2015_NCC_Meeting__RFQ_Documents.doc

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Table of Contents

2CONTRACT ADMINISTRATION:

4GOVERNMENT REPRESENTATIVES

4Statement of Work

8CLINs

CONTRACT ADMINISTRATION:

ADDRESS OF CORRESPONDENCE

All correspondence except as otherwise specified shall be directed to the following address:

Indian Health Service

12300 Twinbrook Parkway

Suite 605

Rockville, MD 20852

Contract No.*

*To be furnished at time of award.

CONTRACT ADMINISTRATION

The Contracting Officer or his/her authorized representative will administer this contract. Refer inquiries to Kenneth Coriz, Telephone Number: (301) 443-5668, Email: kenneth.coriz@ihs.gov

INDIAN HEALTH SERVICE INVOICE SUBMISSION INSTRUCTIONS:

The Contractor shall submit invoices once per year. A complete invoice with all required back-up documentation shall be sent electronically via e-mail to:

1.Contract Specialist(CS): Kenneth Coriz, kenneth.coriz@ihs.gov

2.On-Site Representative: *To be furnished at time of award 3.Indian Health Service Office of Finance and Accounting: OFA, HQInvoices@ihs.gov

* No other non-invoice related documents (i.e. deliverables, reports, balance statements) shall be sent to the CS or OFA. Failure to submit directly to the offices listed above will delay prompt payment of your invoice.

For invoices submitted by email: the subject line of your email invoice submission shall contain the contractor name, contract/order number, and invoice number (e.g. Company Name, Contract # *To be furnished at time of award, Invoice #123). The Contractor shall send one email per contract/order per year. The email may have multiple invoices for the contract. Invoices must be in one of the following formats: PDF, TIFF, or Word. No Excel formats will be accepted. The electronic file cannot contain multiple invoices; example, 10 invoices requires 10 separate files (PDF, TIFF, or Word).

Additionally, the Contractor is required to include its Data Universal Numbering System (DUNS) number on each invoice. For additional information about the Dun & Bradstreet (D&B) DUNS number, please visit http://fedgov.dnb.com/webform.

Invoices shall be submitted in accordance with the contract terms, i.e. payment schedule, progress payments, partial payments, deliverables, etc.

All information set forth in FAR Clause 52.212-4(g), Invoice, must be included in all invoices for it to constitute a proper invoice.

FAR 52.212-4(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include:

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi)Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

In accordance with OMB Memorandum, M-11-32, Agencies shall make payments to small businesses as soon as practicable, with the goal of making payments within 15 days of receipt of a proper invoice. If a small business contractor is not paid within this (15 day) accelerated period, the contractor will not be given a late-payment interest penalty. Interest penalties, as prescribed by the Prompt Payment Act, remain unchanged by means of this memorandum. All small businesses shall label all invoices as "Small Business".

Additionally, in accordance with OMB Memorandum, M-12-16, all prime contractors are encouraged to disburse funds received from the Federal Government to their small business subcontractors in a prompt manner. To assist prime contractors in expediting contractor payments to small business subcontractors, Agencies shall, to the full extent permitted by law, temporarily establish an earlier, accelerated date for making agency payments to all prime contractors. Consistent with OMB Memorandum M-11-32 above, Agencies shall have a goal of paying all prime contractors within 15 days of receiving proper documentation. In an effort to support small business growth, drive economic activity and job creation, the Contractor is encouraged to accelerate payments to their small business subcontractors.

In accordance with the requirements of the Debt Collection Improvement Act of 1996, all payments under this order will be made by electronic funds transfer (EFT). The Contractor shall provide financial institution information to the Finance Office designated above in accordance with FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management.

Failure to submit directly according to the instructions above will delay prompt payment of your invoice.

UNAUTHORIZED INSTRUCTIONS FROM GOVERNMENT PERSONNEL

(a) The Contractor shall not accept any instructions issued by any person employed by the U.S. Government or otherwise other than the Contracting Officer or the Contracting Officer’s Representative (COR) acting within the limits of their authority. A Contracting Officer’s Representative shall be designated in writing to the Contractor and shall set forth the scope of their authority.

(b) No information, other than that which may be contained in an authorized amendment to this purchase instrument duly issued by the Contracting Officer, which may be received from any person employed by the Government or otherwise will be considered as grounds for deviation from any stipulations of the purchase instruments or referenced drawings and/or specifications contained herein.

GOVERNMENT REPRESENTATIVES

(a) The Government, may upon contract award or thereafter, name representatives with titles such as Project Officer, Contracting Officer's Representative(s), Resident Inspector(s), and so on. Such individuals, IF APPOINTED, will be named in writing by the Contracting Officer. The letter of appointment will indicate the individuals, titles, and stipulate the rights, responsibilities, and limitations of their appointment.

(b) In any event, no such named individual has the authority to issue any direction under this contract, either technical or otherwise, which constitutes a change to the terms, conditions, price or delivery schedule of the contract. ONLY the Contracting Officer is authorized to alter the contract in any manner.

(c) Technical direction must be within the scope of the specification(s)/work statement. The COR does not have authority to issue technical direction that:

(1) constitutes a change of assignment or additional work outside the specification(s)/statement of work;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

Statement of Work Indian Health Service (IHS) National Combined Councils Meeting, June 2015 I. Introduction The Indian Health Service (IHS) is planning a National Combined Councils Meeting to provide a forum for discussion among the multiple national councils and workgroups that influence agency policy for formulation of action recommendations for the Director, IHS on issues affecting health care delivery to American Indian and Alaska Native people. The focus topics are the Affordable Care Act and improving access to care.

II. Meeting Information The IHS National Combined Councils Meeting will be held the week of June 22-25, 2015 in the Denver, CO. The host facility must be located within the Denver Central Business District and within walking distance of light rail lines. Two and a half working days will be dedicated to achieving the goals and objectives of each of the councils and workgroups. Approximately 300 participants are expected to attend.

III. Scope of Work / Deliverables

CONFERENCE & LODGING SPACE:

A) Tuesday: Day 1 (June 23)

1) Four (4) breakout rooms: 50 participants each, hollow square setup. Time: 1:00 pm to 4:00 pm

a) Space must be able to accommodate the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

5) One (1) projector and laptop

2) Eight (8) breakout rooms: 40 participants each, hollow square setup. Time: 4:00 pm to 5:30 pm

6) Conference line with polycom phone upon request

3) One (1) Conference Committee Board/Storage Room. Time: 10:00 am to 8:00 pm (24hr hold)

a) Space must be able to accommodate the following:

1) Boardroom style seating for 15, near the session and/or registration area

2) If no free Wi-Fi, Internet access

B) Wednesday: Day 2 (June 24)

1) One (1) conference room: 300 participants, classroom set-up. Time: 8:00 am to 10:30 am

3) One (1) power package (power strip and 40 ft. extension cord)

4) One (1) 4 channel mixer

5) Head Table on riser, four chairs

6) Two (2) standard wired microphones on microphone stands for placement in audience area for questions and answers by audience

7) Two (2) 10’x10’ AV screens

8) Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

9) One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium

10) T-1 line internet access or equal to podium on riser for presenters

11) Conference line with polycom phone upon request

12) Onsite technician to support and operate AV equipment during conference

2) Four (4) breakout rooms: 50 participants each, hollow square setup. Time: 10:45 am to 12:00 pm

3) Eight (8) breakout rooms: 40 participants each, hollow square setup. Time: 1:00 pm to 5:30 pm

6) Conference line with polycom phone upon request

4) One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm (24hr hold)

1) Boardroom style seating for 15, near the session and/or registration area

2) If no free Wi-Fi, Internet access

C) Thursday: Day 3 (June 25)

1) Two (2) breakout rooms: 150 participants each, classroom setup. Time: 8:00 am to 12:45 pm

6) Conference line with polycom phone upon request

7) T-1 line internet access or equal to podium on riser for presenters

2) One (1) conference room: 300 participants, classroom set-up. Time: 1:45 pm to 5:00 pm

3) One (1) power package (power strip and 40 ft. extension cord)

4) One (1) 4 channel mixer

5) Head Table on riser, four chairs

6) Two (2) standard wired microphones on microphone stands for placement in audience area for questions and answers by audience

7) Two (2) 10’x10’ AV screens

8) Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

9) One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium

10) T-1 line internet access or equal to podium on riser for presenters

11) Conference line with polycom phone upon request

12) Onsite technician to support and operate AV equipment during conference

3) One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm

1) Boardroom style seating for 15, near the session and/or registration area

2) If no free Wi-Fi, Internet access

D) OTHER: All days

1) Four (4) registration tables, skirted, 2 chairs each, wastebasket, complimentary telephone for local calls, Tuesday thru Thursday, 7:00 am to 5:00 pm.

2) Free airport transportation/shuttle (preferred)

3) Free or reduced rate for hotel parking

4) Free wireless and/or internet connectivity in facility and guest rooms (preferred)

5) Telephone access w/speaker for conference calls – upon request, in breakout rooms

6) One (1) lockable storage room for equipment and supplies

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

8) Photocopy services for incidental executive correspondence for up to 50 copy jobs at an average of 10 pages per request

9) Hotel site will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .2 miles preferably) hotels and coordinate with CSC for informational purposes to attendees

10) Comp rooms per 50 room nights utilized

SLEEPING ROOMS:

Contractor shall set aside at no cost to the government a block of guest rooms for the participants at or below the prevailing Federal Per Diem rate. Each traveler shall reserve and be financially responsible for their hotel rooms. Contractor shall release rooms at a date and time most advantageous to the government. Contractor shall note the date that rooms will be released by the hotel.

Estimated Sleeping Rooms: 250 Participants (Monday-Thursday)

-Check-in night before event (Monday)

-Check-out after last day of event (Thursday)

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

OFFERS MUST INCLUDE THEIR DATA UNIVERSAL NUMBERING SYSTEMS (DUNS) NUMBER AND SHALL PROVIDE PRICING AS FOLLOWS:

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