1.PWS_-_Partnership_Conference.docx

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Performance Work Statement 2018 OIT/ORAP Partnership Conference

A. BACKGROUND INFORMATION

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 566 federally recognized Tribes across the U.S.

B. GENERAL INFORMATION

The Indian Health Service (IHS) Office of Information Technology (OIT) and Office of Resource Access and Partnerships (ORAP) are planning the 2018 Partnership Conference and require conference support services to coordinate and manage conference logistics. The Partnership Conference provides an atmosphere of collaborative thinking and information dissemination throughout hundreds of attendees.

The 2018 Partnership Conference will be held on June 4-8, 2018, in the Phoenix, Arizona, commuting area. The conference will bring together 1300 federal and tribal attendees who work within the Information Technology, Business Office, Health Information Management, and Purchased/Referred Care (PRC) Programs. Onsite registration will begin on Monday afternoon with the plenary and breakout sessions taking place on Tuesday, Wednesday and Thursday. Several pre- and post-conference meetings will be held on Monday afternoon and Friday morning.

C. PERIOD OF PERFORMANCE

One (1) 12-month base period and four (4) 12-month option periods.

D. CONTRACT TYPE

This is a firm fixed price and time and material contract.

E. SCOPE OF WORK

The event management contractor shall work with the IHS Contracting Officer’s Representative (Project Officer) to plan and make the necessary arrangements to ensure the required events are conducted in a professional manner using the best commercial practices at the desired times and locations. The work shall be performed at the contractor’s worksite. During the planning phase, the contractor will be available to the Project Officer Monday through Friday from 9:00 am – 5:00 pm Eastern Standard Time (EST) excluding Federal holidays.

The following schedule of deliverables (A-V) outlines the necessary requirements to organize and manage the 2018 Partnership Conference.

1. Start-Up Meeting – The Contractor will meet with the Project Officer and relevant program staff within five (5) days of contract execution to review the planning progress and define special requirements for meeting space, lodging rooms, and marketing, communication and registration services. As a result of this meeting the Contractor shall develop a Comprehensive Event Plan which will include potential meeting sites, work plan and timeline. The Comprehensive Event Plan will be available to the Project Officer within five (5) days of the Start-Up Meeting.

Regular and recurring meetings will be scheduled as determined by the Contractor and the Project Officer in order to maintain updated information and event progress.

2. Logistical and Administrative Services – The Contractor will be responsible for all daily activities associated with event coordination from pre-conference planning and site selection to onsite management and program set-up to post-conference support and client debriefing. Contractor may be asked to participate on no more than ten (10) conference calls with conference planning committee members to answer questions or clarify plans and activities.

Contractor will also serve as the primary point of contact and liaison with the event site, sub-contractors, conference speakers and attendees. Support shall be provided in a manner that does not detract from the overall goal of information dissemination and exchange.

3. Status Reports – The Contractor shall provide status reports indicating project accomplishments, planned activities and deviations from the timeline as well as conference registration and lodging room updates. The Contractor shall deliver status reports by e-mail on a monthly basis or more frequently as determined in the Start-Up Meeting. All reports shall be presented in Microsoft Office format.

4. Performance Reports – The Contractor shall provide conference performance reports including attendee evaluations and sub-contractor performance reports (if applicable). Contractor and Project Officer shall determine the best method to request feedback i.e., paper versus electronic evaluations. The reports shall be delivered within 60 days following completion of the event or by the end of the project period whichever is first.

5. Meeting Space – The Contractor shall perform a site search to identify meeting space that conforms to the requirements outlined in the meeting specifications (Attachment 1). No site visits will be approved. The Contractor shall work with the Project Officer to evaluate and select the meeting site. No food and beverage requirements will be included in the meeting space agreement. Conference space shall be secured within 30 days of contract execution.

6. Lodging Room Block – The Contractor shall locate, negotiate and secure a lodging room block for conference attendees at or near the conference site that conforms to the requirements outlined in the meeting specifications (Attachment 1). The lodging room block shall be secured within 30 days of contract execution. Lodging room updates shall be included in the monthly status reports.

7. Graphic Services – The Contractor will develop a branding concept for the Partnership Conference in consideration of American Indian culture and geographic location of the event. Branding elements will be used for all aspects of marketing, communication and meeting materials.

8. Web Development – The Contractor will host a website for the Partnership Conference which shall provide online registration, meeting site and lodging information, and conference presentations. Content will be updated periodically as information becomes available. The site shall be operable within 30 days of contract execution through six (6) months after the conference.

9. Section 508 Compliance – The contractor will ensure all web content and conference materials are Section 508 compliant and meet accessibility standards from the United States Access Board (36 CFR Part 1194) for web-based internet information and applications. Contractor will also be responsible for converting conference presentations (approximately 2500 slides) to 508 compliant documents for posting to the conference website.

10. Registration Services – The Contractor will provide registration and confirmation services including web-based, mail-in and on-site options. Required registration information will be determined by the Contractor and Project Officer during the Start-Up Meeting. The online registration services shall be available within 30 days of contract execution and meet Section 508 compliance and accessibility standards from the United States Access Board (36 CFR Part 1194) for web-based internet information and applications. Registration updates shall be included in the status reports.

11. Electronic Marketing and Communications – The Contractor shall work with the Project Officer to develop and email mass communication campaigns to target audiences as determined in the Start-Up Meeting. A sample list of marketing and communication materials is provided in Attachment 2. The Project Officer will provide language and mailing and distribution lists for this requirement. These materials shall be available within 30 days of contract execution.

12. Shipping and Postage – The Contractor shall arrange for shipping meeting materials to the conference site and returning unused materials to the Project Officer as discussed during the Start-Up Meeting.

13. Printing – The Contractor will be responsible for printing a variety of materials in support of the Conference. Contractor shall submit proofs for all projects to the Project Officer for approval. A sample list of printing requirements is provided in Attachment 2.

14. Conference Speakers – The Project Officer will provide the list of Partnership Conference speakers to the Contractor who will be responsible for confirming participation, conveying speaker guidelines and receiving presentation materials and biographies. The Contractor will review speaker presentations for Section 508 compliance and make recommendations to improve accessibility for the visually impaired. Confirmation letters and speaker guidelines will be produced for distribution at a time identified in the Start-Up Meeting. Contractor may also coordinate pre-conference briefing calls for panelist discussion and preparation.

15. Session Moderators – The Contractor will obtain moderator services for all breakout sessions. The moderators will ensure sessions begin and end on-time, make announcements regarding program changes or updates, introduce speakers, circulate sign-in sheets, and collect evaluation forms.

16. Sponsored Travelers – Contractor Travel must be conducted in a responsible manner with minimized administrative costs so the resulting costs will be comparable to the rates identified via the Federal Travel Regulations (FTR). Travel expenses shall be on a cost-reimbursable basis.

17. Audio/Visual (A/V) Services – Contractor will provide A/V equipment, support and coordination for all plenary and breakout sessions as well as pre- and post-meetings as needed. There will be approximately seven pre- and seven post-meetings held on days 1 and 5 of the conference; plenary sessions will be held on days 2 and 4; and 20 breakout rooms in use on days 2, 3, and 4. If a sub-contractor is used for A/V services, the sub-contractor shall be identified in the Comprehensive Event Plan.

1. Plenary sessions require projection package (laptop with Windows operating system, LCD projector and screen), audio equipment including podium, table and standing microphones, onsite support, etc. Remote access capabilities (conference phone and internet connectivity) will also be needed.

2. All breakout sessions require projection package, podium and tabletop microphones and remote access capabilities.

3. One breakout room may be used as a computer lab with up to 30 laptops required. Laptops will include Windows operating system, internet connectivity, anti-virus software and administrator privileges for session facilitators. Laptop requirements are fully delineated in Attachment 2.

4. Two breakout rooms may require video recording capabilities and support for breakout sessions on days 2, 3 and 4.

5. There will be approximately seven pre-conference meetings and seven post-conference meetings. Pre- and post-conference meetings will need projection package and up to three pre- and post-conference meetings may need remote access capabilities.

18. Meeting Materials – The Contractor shall work with the Project Officer to develop, produce and distribute materials in support of the Partnership Conference. Advance communication and pre-conference materials shall be ready for distribution within 30 days of contract execution. Meeting materials shall be ready for distribution and use at the beginning of on-site registration. A sample list of meeting materials is provided in Attachment 2.

19. Storage and Disposition of Materials – The Contractor shall arrange for storage of materials from production through use at the Partnership Conference. Contractor shall also arrange for post-event disposition of materials as determined in the Start-Up Meeting.

20. Exhibitor Coordination – The Contractor shall coordinate and facilitate on site exhibitor registration, booth assignments, installation and dismantling. Exhibitor application and selection will be facilitated by OIT/ORAP and the Project Officer will provide the final list of exhibitors and contact information to the Contractor fourteen (14) days prior to the event for onsite coordination and management.

21. Post-Conference Reports – The Contractor will provide post-conference reports to include:

· Requirements identified in D. Performance Reports;

· Final Registration Report;

· Meeting Materials;

· Attendee Evaluations, Results and Comments;

· Plenary and Breakout Presentations; and

· Actual Budget for Sponsored Travelers.

All reports will be delivered within 60 days following completion of the event or by the end of the project period whichever is first.

22. Disabled Support Services – The Contractor shall arrange support services to preserve any disabled attendee’s comfort and opportunity to attend and receive the information presented at the Partnership Conference. Disabled support services shall be available for the duration of the conference. If an American Sign Language interpreter is needed, the contract shall be modified to include these services.

F. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

The contractor shall accomplish the assigned work by utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each Task Order issued hereunder will be the minimum necessary to accomplish the task. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

G. DATA RIGHTS

The government has unlimited rights to all the documents and materials produced under this contract. All documents and materials collected or produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor.

H. PROJECT OFFICER

A certified IHS Contracting Officer Representative will be identified prior to contract execution.

I. DELIVERABLES SCHEDULE

See B. Scope of Work / Deliverables for schedule.

J. SPECIAL REQUIREMENTS (e.g. site selection, special knowledge, sub-contractors, etc.)

Respect for Native American customs is required and should be observed during opening and closing ceremonies and other times identified for special recognition and honoring.

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