DST_National_Meeting__RFQ_Documents.pdf

Table of Contents

CONTRACT ADMINISTRATION:

GOVERNMENT REPRESENTATIVES

Statement of Work CLINs

CONTRACT ADMINISTRATION:

ADDRESS OF CORRESPONDENCE

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

Indian Health Service

Division of Acquisition Policy

5600 Fishers Lane

Mail Stop: 09E70

Rockville, MD 20857

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. Contracting Officer’s Representative (COR): *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;

mailto:kenneth.coriz@ihs.gov mailto:HQInvoices@ihs.gov

(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

2016 Direct Service Tribes Quarterly & National Meeting

Quarterly Meeting Information What: Direct Service Tribes Advisory Committee (DSTAC) 4th Quarterly Meeting When: August 30, 2016 Where: Rapid City, SD Metropolitan Area. The host facility must be within 15 miles proximity of Rapid City.

Who: 50 DSTAC Representatives and Federal Liaisons

National Meeting Information What: 2016 Direct Service Tribes National Meeting When: August 31- September 1, 2016 Where: Rapid City, SD Rapid City, SD Metropolitan Area. The host facility must be within 15 miles proximity of Rapid City.

Who: 350 Tribal leaders, Health directors and Federal officials

Lodging Rooms Lodging room requirements are outlined below. 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.

Hotels are allowed to partner with other venues for sleeping rooms and Contractor shall identify and coordinate any sleeping rooms if needed at nearby (within walking distance of .2 miles, or provide shuttle service) hotels. Contractor shall coordinate with the Government to provide information to attendees on room blocks. However, all meeting space must be in one venue. If Contractor cannot provide all required rooms at the prevailing Federal Per Diem rate or partner with another venue to do so; best available rates for rooms shall be provided in your quote.

August 29 August 30 August 31 September 1 September 2 Monday Tuesday Wednesday Thursday Friday

50 rooms 200 rooms 200 rooms 100 rooms C/O

Meeting Space Requirements are outlined below:

DSTAC Quarterly Meeting – A/V Requirements (August 30)

• Projection Package – Projector, LCD screen with cart and cords o Extension cords and power strips for the projector table/cart

• Polycom phone

• 6 wired table microphones for panel/speakers

• Internet line/access

Note: Laptop will be provided by client

Director’s Conference Room – A/V Requirements (August 30 – September 1)

• Polycom phone

• Lock privileges/key

• Internet line/access

ODSCT Office – with lock privileges/key (August 30 – September 1)

• Polycom phone

• Lock privileges/key

• Internet line/access

General Session Conference Room – A/V Requirements (August 30 – September 1)

• Raised platform

• Podium with microphone

• 4 wired table microphones for panel/speakers

• 2 wireless/standing microphones for audience

• Mixer

• “plug-in” to overhead speakers from laptop - DVD played can be heard clearly

• Internet line/access

• Projection Package – Big screens at the front of the room (split – one on each side of raised platform), 2 projectors, cords o Extension cords and power strips for the projector table/cart

• Polycom phone, IHS will provide conference call-in line – no long distance charges will be incurred.

Breakout Room – A/V Requirements (August 30 – September 1) – see below times

• 1 flipchart

• Podium and table with (4) Chairs and (4) microphones at the front of the room

• Internet line/access

• Projection Package – Projector, LCD screen at the front of the room, projector, cords o Extension cords and power strips for the projector table/cart

• Polycom phone, IHS will provide conference call-in line – no long distance charges will be incurred.

August 30 Purpose Set-Up 7 am – 9 pm ODSCT Office Conference for 12 (Board Room) 7 am – 5 pm Registration Area 4 tables with 8 chairs 7 am – 5 pm DSTAC Quarterly Meeting Hollow square for 25, 25 additional chairs around the back of the room.

August 31 Purpose Set-Up 7 am – 7 pm ODSCT Office Conference for 12 (Board Room) 7 am – 5 pm Registration Area 4 tables with 8 chairs 7 am – 7 pm Director’s Conference Room Conference for 15 7 am – 9 pm General Session Classroom for 350 3 pm – 9 pm 3 Breakout sessions Classrooms for 75 3 pm – 9 pm 3 Breakout sessions Classrooms for 75 3 pm – 9 pm 3 Breakout sessions Classrooms for 75

September 1 Purpose Set-Up 7 am – 7 pm ODSCT Office Conference for 12 7 am – 5 pm Registration Area 4 tables with 8 chairs 7 am – 7 pm Director’s Conference Room Conference for 15 7 am – 5 pm General Session Classroom for 350 9 am – 5 pm 3 Breakout sessions Classrooms for 75 9 am – 5 pm 3 Breakout sessions Classrooms for 75 9 am – 5 pm 3 Breakout sessions Classrooms for 75

Food and Beverage 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:

CLIN Period of Performance: 08/30/2016-09/02/2016 TOTAL

0001 This is a Firm-Fixed Price CLIN that encompasses Meeting Space Rental for the IHS 2016 Direct Service Tribes Quarterly & National Meeting in accordance with the SOW.

0002 This is a Firm-Fixed Price CLIN that encompasses A/V Rental for the IHS 2016 Direct Service Tribes Quarterly & National Meeting in accordance with the

SOW.

TOTAL, price shall include all applicable service fees (IHS is a tax exempt Government Agency)