17-233-SOL-00610_BASE.docx

Combined Synopsis/Solicitation:

21st National Conference on Child Abuse and Neglect Conference Logistics for the U.S. Department of Health and Human Services (HHS), The Children’s Bureau (CB), Administration on Children, Youth and Families (ACYF), Administration for Children and Families (ACF)

This Solicitation Number 17-233-SOL-00610 is issued as a request for quotes (RFQ).

Date: July 31, 2017

*NAICS Code: 561920 (Convention and Trade Show Organizers); the applicable size standard is $11 million

*Set-aside Status: Not Applicable

Classification Code: R -- Professional, Administrative, and Management Support Services

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-94,2005-95 / 01-19-2017.

Defense Priorities and Allocations System (DPAS) Rating: (Not Applicable)

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The solicitation is issued as a request for quotes (RFQ).

SECTION B - Supplies or Services and Prices/Costs

B.1 BRIEF DESCRIPTION OF SERVICES

The Children’s Bureau (CB), Administration on Children, Youth and Families (ACYF), Administration for Children and Families (ACF), Department of Health and Human Services (HHS) is interested in procuring the services of a contractor to provide conference related support services for the 21st National Conference on Child Abuse and Neglect (NCCAN) to be held in 2019. The purpose of this contract is to provide cost-effective and efficient conference related support and logistical services to the Children’s Bureau to successfully implement and execute the 21st National Conference on Child Abuse and Neglect. The contractor will need to work closely with CB and the National Child Abuse and Neglect Technical Assistance and Strategic Dissemination Center (CANTASD), another CB contractor, who is responsible for planning the content of the National Conference, to ensure the seamless delivery of conference and meeting support services under this contract.

B.2 TYPE OF CONTRACT

The contract type awarded is a fixed price contract.

B.3 NONSEVERABLE SERVICES

The services specified in each contract line item (CLIN) have been determined to be nonseverable services - a specific undertaking or entire job with a defined end product of value to the Government.

B.4 CONSIDERATION AND PAYMENT

In consideration of satisfactory performance of the work as described throughout this contract, the Contractor shall be paid a fixed price for each CLIN (if exercised). If the options are exercised subsequent year funding will be obligated by modification to the contract. The base period and option periods are priced as follows:

CLIN 1 – Services Component 1: September 28, 2017 – September 27, 2019 This is a line item for commercial, non-severable services. The end product of value is specified in Section C.

Fixed Price: ____TBD_____

SECTION C - Description/Specifications/Statement of Work TITLE: 21st National Conference on Child Abuse and Neglect Conference Logistics Contract

C.1 PROGRAM DESCRIPTION AND BACKGROUND

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below:

Introduction

The Children’s Bureau (CB), Administration on Children, Youth and Families (ACYF), Administration for Children and Families (ACF), Department of Health and Human Services (HHS) is interested in procuring the services of a contractor to provide conference related support services for the 21st National Conference on Child Abuse and Neglect (NCCAN) to be held in 2019. The purpose of this contract is to provide cost-effective and efficient conference related support and logistical services to the Children’s Bureau to successfully implement and execute the 21st National Conference on Child Abuse and Neglect. The contractor will need to work closely with CB and the National Child Abuse and Neglect Technical Assistance and Strategic Dissemination Center (CANTASD), another CB contractor, who is responsible for planning the content of the National Conference, to ensure the seamless delivery of conference and meeting support services under this contract.

Background

Children’s Bureau and the Office on Child Abuse and Neglect The Children's Bureau (CB), established in 1912, is the oldest federal agency dedicated to the protection and care of children. CB plans, manages, coordinates, and supports child abuse and neglect prevention and child welfare services programs. CB is the agency within the Federal Government responsible for assisting child welfare systems by promoting continuous improvement in the delivery of child welfare services. The mission of CB is to provide for the safety, permanency, and well-being of children and families through leadership, support for necessary services, and productive partnerships within states, tribes, and communities. The Office on Child Abuse and Neglect (OCAN) is one of the divisions in CB established under the legislative authority of the Child Abuse Prevention and Treatment Act (CAPTA), most recently reauthorized in 2010 under P.L. 111-320. The role of OCAN is to provide leadership and direction on the issues of child maltreatment and the prevention of abuse and neglect under CAPTA and the Children’s Justice Act. For more information about CB's programs, visit: http://www.acf.hhs.gov/programs/cb.

While the primary responsibility for cases of child abuse and neglect rests with state and local agencies, OCAN provides leadership and direction on issues of child maltreatment and is the focal point for interagency collaborative efforts, national conferences, and special initiatives related to child abuse and neglect. OCAN also administers interagency agreements in the areas of prevention, research on treatment and intervention in abuse and neglect, child protective services, and is the central point for coordinating activities related to ensuring child safety.

National Conferences on Child Abuse and Neglect CB has hosted a number of national conferences and technical assistance events over the years. The National Conferences on Child Abuse and Neglect (NCCAN) have been held biennially since 1976. Sponsored by CB-OCAN, it is the only federally-sponsored national conference devoted to the issues of child maltreatment and serves as the nation’s leading training and technical assistance event for practitioners, advocates, and researchers. More than 3,000 in-person and virtual participants join together for a two-and-a-half day series of knowledge and skill-building sessions, building powerful collaborative networks and contributing to “lessons learned” that profoundly shape practice and research in child maltreatment and child welfare. While the primary audience of the National Conference will continue to be CB-OCAN grantees, we anticipate that a broader audience from the child maltreatment community, including a diversity of professionals from a variety fields, will continue to be interested in participating in this meeting.

For information about prior conferences, please visit: http://www.2016nccan.com/ and https://www.acf.hhs.gov/cb/focus-areas/child-abuse-neglect/nccan.

The National Child Abuse and Neglect Technical Assistance and Strategic Dissemination Center (CANTASD) The CANTASD Center is part of CB’s overall approach to the provision of technical assistance and capacity building. The CANTASD Center focuses exclusively on child maltreatment and the front-end of the child welfare system, including issues related to primary and secondary prevention, child protective services and investigation, multi-disciplinary and interagency collaborations. The CANTASD has completed a needs assessment and strategic planning process with input from key federal and non-federal stakeholders that will be used to plan for the next two national conferences. CB envisions that future National Conferences may take vastly different forms and may be smaller and more streamlined in size and scope to meet the current demands and Departmental guidance.

In addition, social media and other forms of virtual meetings have proliferated in the last five years as enrichments to large in-person meetings. CB is very interested in maximizing the use of cost-effective technical assistance events that are also engaging for participants. CB is especially interested in the expanded use of technology in the planning and implementation of various technical assistance activities, especially for the 21st NCCAN. The 21st NCCAN Logistics Contractor will work closely with CANTASD to execute the conference.

To support CB-OCAN in this effort, CB-OCAN seeks a conference and meeting services contractor with a proven track record of success in planning and executing large national conferences and supporting the involvement of a range of experts in areas related to human services. CB-OCAN seeks a contractor that is able to work with CB-OCAN to organize experts for consultation, provide logistical support for a large national conference, work effectively with individuals from diverse fields, and address any concerns as they arise. The Offeror must demonstrate an ability to accomplish the tasks listed below in an expeditious and efficient manner, work with large numbers of participants from varied types of organizations with courtesy and professionalism, and creatively and effectively address problems as they arise.

21st National Conference on Child Abuse and Neglect Logistics Contract This Contract will cover work completed over a two-year period. This Contract will be awarded for a period beginning September 28, 2017 through September 27, 2019.

The contract includes six (6) tasks that will be described in more detail in the subsequent sections. Each task describes a general stage of sequential activities, but several activities are expected to overlap while other activities may recur cyclically. The contractor will need to be flexible, responsive, and adapt to emerging issues and needs identified by CB-OCAN over the life of the contract.

C.2 Statement of Work Overview of Proposed Key Tasks for Scope of Work The project’s scope of work involves providing all aspects of the conference related services and logistical support for the successful preparation for, execution of and follow-up to the 21st National Conference on Child Abuse and Neglect. The contractor shall furnish the necessary qualified personnel, equipment, materials, supplies, services, facilities, and otherwise do all that is necessary for, or incidental to, the performance of the work set forth below. The contractor shall be prepared to provide or arrange for a broad range of support activities, including, but not limited to: securing hotel and meeting room accommodations for the National Conference, managing conference communication, facilitating the quote submission and review process, developing the conference website and conference materials, coordinating speaker attendance, providing on-site conference services and conducting conference de-brief and post-conference activities.

The Offerors responding to this Statement of Work may propose alternative approaches in addition to addressing the tasks as proposed by the government; justification for alternatives (e.g., cost efficiency, etc.) must be provided with any alternatives proposed. Contractors are expected to draw on their own expertise to propose the most effective approach to addressing the tasks.

In order to facilitate technical direction of this contract by the Contracting Officer’s Representative (COR), the contractor shall maintain office facilities accessible by Metrorail and within 50 miles of the CB.

1.1. Orientation Meeting

Within ten (10) working days of the award, the contractor and the COR shall meet in person, to discuss a range of topics at the contract orientation meeting. Discussion topics shall include, but are not limited to, the requirements of this contract, including: requirements of the contract, reaching agreement on outstanding issues, clarifying timelines and work schedules, and identifying staff (federal and contractor) who will take lead responsibility for various activities and tasks. During this discussion the Statement of Work (SOW) will be clarified and any questions the contractor might have about the project will be answered. The contractor shall submit a proposed agenda for the orientation meeting to the COR at least three (3) days in advance of the date of the meeting. At the orientation meeting, the contractor shall provide a draft project summary. Within ten (10) days after the discussion, the contractor shall submit for review and approval by the COR a draft summary of the points addressed and decisions reached during the discussion and outstanding issues to be resolved, if any. The contractor shall submit a final discussion summary reflecting comments received from the COR, within five (5) days of receipt of comments.

1.2. Facilitate and Coordinate Ongoing Communication with the COR Effective communication between the contractors and the federal government, coordinated through the COR, is essential to the success of the overall project. The contractor shall maintain ongoing communication with the COR. The contractor and COR shall have at a minimum biweekly conference calls throughout the performance period of this contract. Key contractor staff, sub-contractor staff and/or consultants shall participate as needed to address progress and issues for discussion. The schedule for telephone discussions may be changed as agreed upon by the COR. During these calls, the contractor shall discuss planning progress, upcoming deadlines, any concerns or issues and other issues raised by the COR. In addition, the contractor shall detail their work by task and discuss budget issues for each task and subtask, as necessary. By agreement, the contractor and the COR may revise the schedule of calls to include greater frequency as is necessary to effectively execute any critical tasks. For any conference calls, the contractor shall be responsible for scheduling the calls and, in consultation with the COR, for developing the agendas for the calls at least two (2) days prior to the call. If there are materials that federal staff will need to review prior to the call date, such materials will be submitted at least two (2) business days in advance of the call date. Within five (5) days of each meeting, the contractor shall prepare a summary documenting the major points of the discussion, including decisions reached and issues needing follow‐up.

The contractor shall participate in at a minimum, quarterly in person meetings that will take place at CB-OCAN’s office in Washington, D.C. or by conference call if needed. The contractor shall prepare and submit an agenda and materials for the quarterly in person meetings no later than five (5) days before the meeting and submit an in person meeting briefing summary to the COR no later than five (5) business days after the meeting.

Task 2: Review and Revisions to the Project Work Plan

2.1. Prepare and Review Project Work plan

Based on the decisions made at the orientation meeting held during the first ten (10) business days of the award, the contractor shall submit a revised detailed work plan to accomplish all activities and tasks. This revised work plan shall include a timeline for the conference preparation that includes all salient activities, product delivery, target completion date and persons who have lead responsibility for the management and successful completion of each task. The revised work plan shall be submitted to the COR for review and approval within 20 days following the initial discussions held under Task 1.1. A final work plan reflecting comments received from the COR shall be submitted within five (5) days of receipt of comments.

The revised work plan shall also address the proposed form and format of deliverables and include descriptions and examples of the proposed forms and formats to communicate and display information from this project that will convey findings in an easily understandable and accessible manner to a diverse audience.

2.2. Update Project Work Plans

The work plan will be reviewed on an annual basis, and updated as needed, and revisions may be made based on CB-OCAN priorities. All updates require COR approval.

Task 3: Coordination, Collaboration and Communication with National Partners and Attendees

3.1. Coordinate and Collaborate with National Partners and Attendees With guidance from the COR, the contractor shall coordinate with national partners, namely the CANTASD, on the planning and implementation of conference support services related to the execution of the National Conference. CANTASD (through a separate contractor) will have the primary responsibility for planning the content of the National Conference based on the results of the CANTASD needs assessment and strategic planning process, and guidance from the COR, and CB-OCAN. We will work closely with the contractor to ensure that the expectations for the size and scope of the National Conference are clear, reasonable, and feasible within the resources available for this contract.

Throughout the course of the project the contractor may be asked to participate in ad-hoc workgroups, which may include staff from other federal offices and CANTASD staff and/or consultants and experts. It shall be the contractor’s responsibility to engage, at the CORs' direction, with the other relevant contractors and federal staff for the purposes of coordination of activities related to the planning, execution, and follow-up activities of the National Conference.

3.2. Potential Attendee List

The COR shall provide the contractor with a draft list of potential attendees based on prior conference attendance and other information. The contractor shall update and correct the contact information by obtaining, for each potential attendee, an accurate email for emailing information and associated materials, and confirming that the persons are still in the position as listed or obtaining the person’s new information. Working with additional partner organizations identified by CB-OCAN, the contractor shall obtain additional lists of invitees. The contractor shall submit a revised, corrected list of potential attendees within one (1) month after a receipt of a draft list from the COR. The contractor shall be responsible for keeping this list up-to-date, including adding other members or removing all individuals who request to be removed from the list. The contractor shall base the general attendee list on the list used from the 20th and 19th NCCAN, which will be made available to the contractor.

3.3. Email Blasts

The contractor shall be responsible for managing all large email communications about the conference, including, but not limited to: the “save-the-date” for the conference, a call for quotes and related reminders, an announcement of the opening of online registration and subsequent reminders, a notification of the live stream schedule, and other email blasts that are determined to be necessary by the COR. For each email blast, the contractor shall provide a draft to the COR for review. When available, the COR will share information from a prior conference or guiding language. Before any email blast is sent out, the contractor shall provide a draft to the COR within five (5) working days before the anticipated send date.

Task 4: 21st National Conference on Child Abuse and Neglect Logistical Support Planning and Implementation

The contractor shall be responsible for providing all conference related services and logistical support for the 21st NCCAN.

The number of participants may range from 1400-1600 in-person participants, and approximately 2000 individual virtual participants participating over the course of the conference. The contractor shall insure the conference is held within 50 miles of the inner city limits of Washington, D.C. and in federal meeting space as a first priority. If federal space is not available, the contractor shall provide justification for the use of non-federal meeting facilities. The contractor shall be responsible for the conference related services and logistical support for these meetings, including, but not limited to: securing hotel and meeting room accommodations for the National Conference, managing conference communication, facilitating the quote submission and review process, developing conference materials, coordinating speaker attendance, providing on-site conference services and conducting conference de-brief and post-conference activities. For planning purposes and to be responsive to the government-wide directive to reduce overall costs for large national meetings, the government estimates that this conference will cost $590,000 or less. The contractor will need to work with the COR to ensure that all relevant HHS meeting approvals have been obtained prior to initiating work on this task and will assist the COR to provide any relevant information requested to relevant HHS conference reporting .

As part of the technical approach, the contractor shall provide information on staff skills, experience and expertise in the planning and implementation of national conferences and federal meetings, including information on quality control from initial concept to final close-out activity. Technical expertise should include experience in, but not necessarily be limited to:

· Selecting and contracting for specific meeting sites and facilities (as needed when federal space is not available);

· Marketing the National Conference and preparing marketing materials;

· Identifying and contacting potential conference and meeting participants/ attendees;

· Producing a final report for CB after the meeting, including documenting outcomes and costs; and

· Using the latest technology in the planning and implementation of the conferences related to the content area of child abuse and neglect prevention and child welfare best practice. By providing interactive events, the contractor will maximize the engagement of participants in the meeting, including use of the liberating structures, action teams, policy forums, and think tanks. The contractor should propose the broadest range and most creative applications of technology to all phases of its work. For example, the contractor should explore the feasibility of using social networking and virtual meeting capabilities. To the extent feasible within the budget, the National Conference should include live webcasts of plenary sessions, or other options for virtual participation for those unable to attend the conference in person.

More details on logistical support requirements for meetings are listed under subtasks below.

4.1. Timeline for major activities related to National Conference The Contractor shall develop a timeline to be approved by the COR which outlines the timeframe for completion of all major activities needed to plan and successfully carry out the 21st National Conference on Child Abuse and Neglect. The proposed timeline for the National Conference will need to be submitted at least fifteen (15) months before the planned conference dates.

4.2. Confirm Conference Site and Hotel Accommodations Selection and Management The Children’s Bureau seeks to hold the conference at a site in or close to downtown Washington, D.C. The facilities shall include a large area designated as a central space for networking and sufficient space for exhibitors. Given the anticipated size of the National Conference, a facility that offers hotel accommodations at the same site of the conference meeting rooms is preferred. The contractor shall plan and coordinate an exhibition area to accompany the National Conference. The contractor shall provide plans for the exhibition area and poster sessions to the COR for approval. The exhibit area will provide sufficient space to accommodate up to 30 exhibitors along with posters and other vendors. The space will be readily accessible to conference participants and allow for the ongoing flow of traffic through the conference.

The contractor shall identify potential sites for the COR’s consideration and approval. The contractor shall contact hotels, conduct research, and present to the COR a memorandum that includes a list of hotels in the Washington, D.C. metro area and their availability to host the conference. The contractor shall submit a recommendation memo to the COR regarding the advantages and disadvantages of identified hotels, including, but limited to available dates, sleeping room rates, meeting room rental costs, sizes of available rooms, any other spending requirements and other relevant details. This memo should be submitted no later than 12 months within the anticipated conference date.

Based on the Children’s Bureau’s needs and the contractor’s recommendations, the contractor shall secure conference site and hotel accommodation space (as needed, if federal space is not available) for the 21st NCCAN.

The contractor shall contract with the hotel for a block of rooms for conference participants to attend the conference in person. The Contractor shall submit all signed agreements to the COR within one (1) month of the final site selection.

4.3. National Conference Theme and Logo

Please note that by the time of the award of this contract the National Conference theme will have been decided. The contractor shall be responsible for developing the 21st NCCAN logo that graphically conveys the theme. This logo will be used on all conference materials, including email blasts, the website, the conference program booklet, and on-site signage. The contractor shall provide a draft conference logo to the COR no later than fifteen (15) months before the start of the conference. Following receipt of comment from the COR, the contract shall submit a final, revised logo within two (2) weeks of receipt of comment.

4.4. National Conference Publicity and Marketing Communication Plan The contractor shall submit to the COR a draft plan to publicize the conference within fifteen (15) months of the conference. The contractor shall coordinate with the CANTASD and relevant federal staff on developing a market and communication plan. This plan will be revised according to input from the COR and CB-OCAN, and a finalized plan will then be submitted. The contractor shall include the use of state-of-the-art technology, including social media/social networking sites to market the conference.

As identified in Task 3.3, the contractor shall coordinate with the CANTASD to identify a recommended mailing list or email list for dissemination of pre-conference materials and announcements. The contractor shall work closely with the COR, CB-OCAN to identify other target audiences to be invited to the meetings. As requested by the COR, the contractor may be asked to work closely with ACF’s Office of Public Affairs to coordinate release of information, marketing efforts and facilitate the invitation of dignitaries (i.e. political appointees, elected officials, etc.).

4.5. Facilitate National Conference Quote Submission/Review Process The goal of various sessions is to bring together experts, researchers and practitioners in a collaborative setting, resulting in responses to key issues, and recommendations for future child maltreatment policy, research and practice. The CANTASD will have responsibility for identifying the content to be presented at the National Conference that will guide the content for the Call for Quotes. Topics will include, at a minimum, a review of CB’s program and research efforts, new practice initiatives, and related information for the front-end of the child welfare system, including issues related to primary and secondary prevention, child protective services and investigation, multi-disciplinary and interagency collaborations. The contractor shall be responsible for facilitating the logistics for the quote submission and quote review process.

Conduct a Call for Quotes Under close supervision of the COR, CANTASD and the contractor shall develop a call for quotes and propose criteria for their review and selection based on planning work conducted by CANTASD no later than six (6) months before the start of the conference. The criteria will include, but not be limited to, the professional quality of the work and the extent to which it represents a new and significant contribution to the field and its relevance to child abuse and neglect.

The contractor shall develop an electronic Call for Quotes and a review process that will be managed electrically. The Call for Quotes, as well as subsequent reminders will be sent to potential participants working in the field of child maltreatment. The contractor shall develop a format for the abstracts and a set of criteria for the review and selection for approval by the COR. The contractor shall be responsible for developing panels of reviewers, subject to COR approval, for sending the abstracts for review, and ensuring that the papers are reviewed on a timely schedule. The contractor shall be responsible for the notification of approval or disapproval of all the abstracts. The contractor shall provide password-protected links for all reviewers, ensuring that each reviewer has access to the quotes they were assigned to review. The reviewer link and passwords are due to the core to the COR one (1) week after the call for quotes end. The quote review process will last approximately six weeks. The contractor shall be responsible for compiling and submitting all of the reviewer’s scores and comments to the COR. The review summary is due one (1) week after the quote review period ends.

The choice of the sessions will include a variety of disciplines and professions involved in child abuse and neglect (e.g. social work, medicine, health, mental health, substance abuse, domestic violence, law, early childhood, etc.) and also include culturally and ethnically relevant research and demonstration efforts. The contractor shall be responsible for notifying all individuals who submitted a quote of their status (i.e. whether or not quote is accepted and details of acceptance). The contractor shall draft language for the COR to approve for notification emails and information on which quotes have been accepted. The contractor shall ensure that all quote submissions are notified of their status no later than eight (8) weeks before the start of the conference.

Conference Sessions, Learning Tracks and Scheduling Based on the conference quotes accepted, the contractor working closely with the CANTASD and COR shall prepare a schedule for all conference sessions, activities, and events. The contractor shall submit a draft of the preliminary conference schedules for review and approval by the COR within 6 months of the conference. The schedule will address, at a minimum, each of the following structural aspects of the conference independently: plenary, mini-plenary, think tank/policy forum/action team; film series; roundtable discussions/focus groups; skills seminars; workshops; table talks and experiential learning opportunities.

4.6. Develop Conference Materials

Conference Program Booklet Based on the results of the needs assessment and strategic planning process from the CANTASD contract, the CANTASD will provide programmatic expertise for the planning of the content of the National Conference program booklet. The contractor shall be responsible for designing and producing a program book that will be distributed to all conference attendees. The contractor will be responsible for working closely with CANTASD to plan and seamlessly implement the recommendations and priorities outlined by CB-OCAN for the development of the conference program and booklet.

The conference program book will include, but is not limited to, the following types of information: information on the Children’s Bureau, conference agendas, descriptions of sessions, biographies of speakers, hotel maps, and any other salient information. As part of the conference program booklet process the contractor will also produce an abbreviated agenda at-a-glance that will be distributed to attendees. The contractor shall work with the COR to develop a timeframe for program book completion. Upon receipt of draft program book content from ACF (typically 35 to 45 days before the conference), the contractor shall produce a draft program book that takes the relevant information and puts it in the agreed-upon format. This draft program book is due to the COR no less than seven (7) business days after receipt of draft program book. The COR will review the draft program book and provide feedback within five (5) to seven (7) business days. The contractor will produce a final program book for ACF’s final review no later than fifteen (15) days before the conference. ACF will complete its review of the final program book in sufficient time to allow for publication. As part of the program book process, the contractor shall also develop an abbreviated agenda-at-a-glance, or similar abbreviated document that will be distributed to attendees.

Conference Signage The contractor shall be responsible for designing and producing all signage for the conference. This includes, but is not limited to: signage directing participants to the conference, registration table signage, signage in the breakout rooms, a conference poster, and conference handouts. The contractor shall provide draft signage to the COR for review no later than six (6) weeks before the conference. The contractor will revise and submit final signage within two (2) weeks of receipt of COR comments.

Additional Materials The contractor shall be responsible for designing and producing a number of other ad hoc materials for the conference that may include, but are not limited to: agenda-at-a-glance, name badges, table tents, and fliers. The contractor shall provide a draft of each requested material to the COR no later than ten (10) business days after the initial request is made. Any revisions to the materials shall be made within one (1) week of receipt of COR comments.

4.7. Coordinate Speaker Attendance, Registration, and Travel

No later than 16 weeks prior to the scheduled date for the National Conference, the Contractor shall provide the COR with draft invitation letters for different types of speakers, as well as an example of other materials used for prior conferences. The contractor shall utilize materials developed for prior conferences as resource materials and develop appropriate materials for the 21st NCCAN including invitation letters, other logistical information needed, and other documents recommended by the contractor and approved by the COR. All materials must be written in clear, concise language and provide complete information to interested parties.

No later than two (2) weeks after transmission of the conference invitation materials to the contractor, the contractor shall submit electronic files with a draft email invitation letters to be sent to each group of speakers (as determined by the COR) to the COR for review and approval. The contractor shall be responsible for emailing the letters along with necessary conference registration materials to each individual on the approved invitation list. Email and other electronic means will be the preferred method of distributing invitations, receiving registrations, and communicating with potential attendees.

It should be noted that conference speakers are typically confirmed on a rolling basis, and include both individuals who proposed presentations and other speakers selected by CB-OCAN. CB-OCAN will work out a process with the contractor to provide information to the contractor on confirmed speakers on a rolling basis. The contractor shall be responsible for sending the speakers a formal invitation (described above) and tracking their attendance on a timely basis based on rolling information from the CB-OCAN.

Working with the COR, the contractor shall initiate a plan to follow up with speakers to confirm their attendance, and make travel and hotel accommodations. For speakers, the contractor shall also identify the audio/visual and other needs of each speaker and make appropriate arrangements for such equipment to be available at the appropriate time and space for the speaker at the conference. If any individual identified as a speaker indicates that they will not be able to attend the conference or has questions about their status as speaker, the contractor shall notify the COR within 24 hours or one (1) business day by phone or email.

The contractor shall identify the most economical airfares for attendees whose expenses are paid under this contract. The Contractor may utilize subcontractors for the purpose of providing various conference related services, including services related to presentations. As such, the Contractor may incorporate allowable cost (including travel expenses) into its price for these services. Subcontractors much provide a deliverable (e.g., a speech, presentation, or other specific role). The Contractor may not pay for non-federal employees to simply to attend. Contractors should generally be responsible for selecting the individuals who will provide services such as presentation with input from the program office, who may have final approval over a list of topics and presenters. The contractor shall exercise reasonable judgment in accommodating allowable travel and lodging needs, but shall obtain prior written approval from the COR in unusual, unique or sensitive situations.

The contractor shall be responsible for accepting, processing and tracking all conference registration requests, and making travel arrangement for the speakers. The contractor shall provide clear and complete instructions for all invitees to make hotel accommodations, if attendees will be responsible for making hotel reservations directly, the contractor shall make staff available to provide general information and registration instructions to callers.

Beginning two (2) weeks after the conference invitations are sent , the contractor shall provide the COR with an electronic mechanism for weekly, or more frequent, status update of the number of registrants, including the number of invitees who have registered. This update will include warnings when the number of registrants approaches the capacity of the hotel to provide sleeping rooms or the fire code occupancy limitations for the meeting space. The status update reports shall include a clear and separate listing of those invited to be speakers, indicating who has and has not been contacted by contractor staff and what the response has been. (In some instances, CB-OCAN staff will take responsibility for contacting speakers and will maintain such a list of who has been contacted and confirmed themselves.) CB-OCAN prefers that the contractor use an online registration system, which allows the COR to electronically check registration numbers on a real-time basis. The contractor shall also provide information on travel costs as part of these updates.

At intervals agreed-upon with the COR, the contractor will send registration reminders via email to speakers and general participants and conduct appropriate follow up as needed.

No later than ten (10) days prior to the conference start date, the contractor shall produce registration packets in sufficient quantity for each registered participant plus extras. The packets shall include, at a minimum: a detailed agenda, name badge, location information for conference events (e.g., plenary sessions, breakout sessions, and resource area), and other materials determined by the COR.

4.8. Commissioner’s Awards

The contractor shall be responsible for the implementation of the ACYF Commissioner’s Awards to be announced in conjunction with the National Conference. The contractor shall work with CANTASD to plan and execute this task. Materials from prior Commissioner’s Awards will be available to the contractor to be updated as appropriate.

Solicit Nominations and Confirm Awardees The contractor shall work closely with the COR and CANTASD to redesign the ACYF Commissioner’s Awards and the nomination process. The contractor shall provide, at least: a draft letter and nomination form to solicit nomination for the Commissioner’s Awards no later than eight (8) months before the conference; arrange follow-up activities to maximize the number of nominations for awards from across the country; a draft letter for the Commissioner’s signature, to each nominee, congratulating him/her and providing details of the announcement of the award at the National Conference; as well as ensuring that information about recipients of the awards should be made available via the National Conference website.

Certificates The contractor shall arrange to provide each awardee with a personalized certificate within two (2) weeks of the conference. The personalized certificate will include: the ACYF logo, the name and title of the National Conference, the year of the award, and the name of award and awardee. The contractor shall arrange to have the certificates delivered to awardees who do not attend the National Conference.

4.9. Provide On-site Conference Services

The contractor shall provide on-site services to ensure that the conference runs smoothly and successfully. These services provided during the conduct of the 21st NCCAN shall include, but are not limited to:

· Advance on-site walk through and confirmation of all necessary services and resources for the conference at the site, at a minimum, both 120 and ten (10) days prior to the conference.

· Having staff on site during all days of the conference to: 1) conduct registration/check-in; 2) provide conference packets to registrants; 3) provide support services to speakers, such as photocopying and assistance with audio/visual equipment; 4) provide coordination with hotel conference support staff; 5) help with travel arrangements or accommodation issues, as needed; 6) be available at breakout sessions to keep time for speakers, session head counts and troubleshoot issues, if necessary; and 6) address any other issues that may arise.

· Providing speaker support, including computer support for PowerPoint presentations, projection screen, overhead projector, easels, flip charts, microphones, markers/chalk, tape, and speaker name tents.

· Arranging in a prominent convenient location, visually attractive notices/signs to inform participants of scheduled times and locations of sessions and activities.

· Collecting conference papers and presentations from speakers for distribution to attendees.

If any issues arise on-site, the contractor shall notify the COR immediately.

Conference Live Stream The contractor shall also be responsible for ensuring that a selected number of sessions are live streamed on the internet for participants who cannot attend the conference in person. Information on the availability of selected live stream sessions shall be included on the conference website, along with the ability for live stream attendees to pre-register. The live stream shall be accessible via the internet. The contractor shall ensure that the website is structured to capture data on all live stream viewers, including name, organization, location, number of viewers watching the live stream, and any other information deemed pertinent by the COR. As part of the live stream, the contractor shall ensure that there is automatic transcription and that all live streamed sessions are 508 compliant. The contractor shall ensure that the live stream enables viewers to submit live questions. The contractor shall ensure that conference materials related to the live stream sessions are available online in advance of the live stream session; these materials may include, but are not limited to: speaker biographies and power point presentations. If possible, the contractor shall use live stream mechanisms that allow viewers to see the speaker and their presentation (if available) simultaneously.

After the conference, the contractor shall ensure that all live streamed sessions have proper transcriptions and are edited as decided between the contractor and COR, and prepared (including 508 compliance) for posting on the 21st National Conference’s website and ACF’s YouTube Channel. The final, “internet-ready” live streamed sessions shall be submitted to the COR via disk no later than four (4) weeks after the conference. The contractor shall work closely with the Child Welfare Information Gateway to ensure 508 compliance, as needed, to post conference materials to ACF’s YouTube Channel.

ACF understands that technology changes rapidly. Thus, over the course of the two year contract, it is possible that there may be a need to expand or alter the use of technology, such as the live stream, to reflect technological changes that are unknown or under development at this time. The contractor shall engage in discussions with the COR when they believe that there are new innovations that could be incorporated into the conference, such as advancements in live stream or other technology.

Develop procedures and manage emergencies The contractor shall have procedures in place to manage any and all emergencies that may arise. These include participant safety issues and logistical emergencies. The contractor shall maximize the use of technology to provide materials to conference participants, including the use of online access to presentation materials on the conference website. A plan detailing the procedures and plan for managing emergencies is due to the COR two (2) weeks before the conference.

4.10 Develop and Maintain Conference and Registration Website The contractor shall be responsible for the development of a pre-conference or pre-meeting registration announcement and National Conference website. Generally speaking, the website should be designed to include: general conference information; presenters and speakers; hotel information; travel information; registration materials; the ability to complete registration online through a secure server and pre-select conference sessions; the ability for the contractor and COR to track real time registration status; a call for abstracts; submission of conference abstracts; review of conference abstracts; the ability to access a lives stream of certain conference sessions; and conference agendas.

All websites whether owned and operated by HHS/ACF, or operated on behalf of HHS/ACF are required to have a .gov domain to establish and ensure public trust. This dates back to 2004 guidance prohibiting use of .com, .org, .edu, .net etc. for federal agency websites unless granted a specific waiver. For more information about the domain policy, please visit: https://www.hhs.gov/ocio/policy/200501.html#4.1.

The contractor shall submit drafts of the pre-conference registration and announcement for the COR’s approval. After review and approval, the contractor shall submit the final pre-conference registration and announcement website. The cost of designing the website and disseminating the information shall be included in the budget. The contractor shall be responsible for receipt and processing of all meeting and conference registration. The contractor shall be responsible for maintaining the website and registration leading up the conference, including, if necessary a waitlist and subsequently to transferring the materials to the Child Welfare Information Gateway. The contractor shall also work closely with the Child Welfare Information Gateway to ensure that the CB website contains up-to-date information related to the 21st NCCAN.

Within two (2) months of the contract start date, the contractor shall provide a memo detailing potential website needs. CB-OCAN is interested in making the conference website as user- friendly as possible. Generally speaking, the website should be designed to include: general conference information; hotel information; registration materials; the ability to complete registration online through a secure server; the ability for the contractor and COR to track real-time registration status; a call for papers; submission of conference quotes and abstracts; review of conference quotes and abstracts; the ability to access a live stream of certain conference sessions; conference agendas; videos of live streamed sessions from prior conferences; information from prior conferences; and the conference evaluation. The website should be professionally designed so as to be compliant with all applicable government regulations and guidelines.

As pointed out in 4.4. CB-OCAN is interested in exploring the use of new media as a mechanism for communication with interested stakeholders about the 21st NCCAN. As part of memo on the website, the contractor shall include a plan for using new media, which could include but is not limited to Twitter, Facebook, Instagram, LinkedIn, YouTube, and/or a NCCAN blog, to effectively communicate conference information before, during and after the conference to support the content of the website. The contractor is encouraged to offer appropriate, creative and cost-effective alternative approaches to using new media for disseminating conference information. The memo shall include the timing, frequency and type of information to be disseminated. Please note ACF approval of the use of new media communications may be required.

No later than nine (9) to twelve (12) months before the…