4-Attach-B SOW Utah-Peer-Conference final.docx

ATTACHMENT B: SCOPE OF WORK

Utah Peer Support Conference

Article 1

PURPOSE

1.1 Purpose. The purpose of this contract is for the Contractor to plan, coordinate, and host a peer-run conference for individuals certified as peer support specialists (“PSS”) in Utah.

Article 2

SERVICE REQUIREMENTS

2.1 General Service Requirements. The Contractor shall:

(1) plan, coordinate, and host a PSS conference each year on a date approved by DHHS program staff. The conference must:

(A) include no less than 250 PSS;

(B) be one half day and one full day of in person or virtual hybrid; and

(C) have breakout sessions that last a minimum of 45 minutes and include, at minimum, the following content:

(i) suicide prevention;

(ii) ethics;

(iii) mental health;

(iv) substance use disorder; and

(v) family peer support services.

(2) within 30 days of contract effective date, the Contractor shall submit an event planning timeline to DHHS program staff. Each year thereafter, the Contractor shall submit the event timeline at least six months prior to the next proposed conference date;

(3) meet quarterly with DHHS program staff to review data, discuss the upcoming conference, and address barriers and additional needs of the Contractor;

(4) provide DHHS program staff, for approval, with the following no less than four months prior to the conference:

(A) the event logo;

(B) the online registration link;

(C) save-the-date flyers;

(D) event marketing;

(E) date and time of the conference; and

(F) venue location.

(5) provide the DHHS program staff, for approval, with the following 45 days prior to the conference:

(A) conference agenda;

(B) conference completion certificate with number of continuing education units;

(C) break out session evaluation forms; and

(D) post survey as outlined in Section 2.5(3).

2.2 Planning Committee Requirements. The Contractor shall:

(1) establish a planning committee to meet monthly during the six months prior to the conference. The following individuals must be included as planning committee members:

(A) at least one DHHS staff member;

(B) PSS from at least two peer-run agencies outside of the contracting agency;

(C) at least one individual with experience in conference planning; and

(D) at least one individual with subject matter expertise.

(2) ensure the planning committee:

(A) selects the keynote speaker;

(B) develops the presenter proposal application;

(C) develops the conference award nomination form;

(D) reviews presenter proposals and selects break out session presenters;

(E) reviews the conference award nominations and selects the conference award winners;

(F) discusses timelines and review progress;

(G) reviews the budget;

(H) develops the event logo; and

(I) holds a post conference meeting to discuss the post survey outcomes and feedback.

2.3 Keynote Speaker Requirements. The Contractor shall:

(1) provide the keynote speaker with forms to collect necessary information for the program, travel expenses, and contract;

(2) provide the keynote speaker with program updates and information necessary or as requested by DHHS;

(3) provide the keynote speaker fee and travel expense reimbursement to speakers within two months after the conference concludes; and

(4) reimburse the keynote speaker’s travel at no more than the current state travel policy rates.

2.4 Conference Requirements. During each conference the Contractor shall:

(1) provide staff or volunteers for the set up and registration desks;

(2) provide staff or volunteers to support the presenters and vendors;

(3) handle all communications with facility staff, including audio/visual;

(4) recruit, coordinate, and supervise the event volunteers;

(5) ensure the conference location is Americans with Disabilities Act compliant; and

(6) provide certification of completion or continuing education units to conference participants within three weeks of completion of the conference.

2.5 Data. The Contractor shall:

(1) track and maintain the following data:

(A) number of registered participants by certification type;

(B) number of registered participants who attended virtually;

(C) county in which the participant works; and

(D) post survey outcomes as outlined in Section 2.5(3).

(2) develop a virtual post survey outlined in Section 2.5(3) and submit it to DHHS program staff for approval within 45 days of the conference;

(3) distribute the post survey after each conference and collect responses within 15 days of conference completion. The post survey must collect the following:

(A) satisfaction with the overall conference;

(B) satisfaction with breakout sessions;

(C) satisfaction with networking;

(D) quality of content presented;

(E) confidence and competency of peer support services; and

(F) likelihood of utilizing skills gained at conference.

Article 3

OUTCOMES

3.1 Outcomes. The outcome of this contract is to strengthen peer support knowledge and skills, workforce development, and provide a networking opportunity. This outcome will be achieved by increased:

(1) knowledge and skills related to peer support services;

(2) number of rural participants each year; and

(3) confidence in providing peer support services.

3.2 Outcome Measurements. The Contractor shall:

(1) measure the number of participants who attended in person;

(2) measure the number of participants who attended virtually;

(3) measure the number of participants from rural areas;

(4) utilizing a 5-point Likert scale, ensure 70% of participants report increased confidence and competency of peer support services;

(5) utilizing a 5-point Likert scale, ensure 70% of participants report a positive likelihood of implementing skills gained at the conference in practice; and

(6) utilizing a 5-point Likert scale, ensure 70% of participants report satisfaction with the overall conference.

3.3 Outcome Reporting. The Contractor shall, within 60 working days after the conference:

(1) provide a final report that includes the outcome measurements identified in Section 3.2 to DHHS; and

(2) present preliminary data at the post conference meeting outlined in Section 2.2(2)(I) with the planning committee defined in Section 2.2(1) including aggregate evaluation results and number of attendees.

Article 4

BILLING REQUIREMENTS

4.1 Invoicing.

(a) The Contractor shall submit monthly invoices for services through the electronic billing system made available for that purpose. The Contractor shall only submit allowable costs, as described in Attachment C: Funding Allocation, Rate Table, and Budget. The Contractor shall include the following on each invoice:

(1) a detailed description of the services rendered;

(2) dates services rendered;

(3) contract number;

(4) uniquely identifiable invoice number;

(5) Contractor name;

(6) Contractor’s address for payment;

(7) Contractor’s phone number;

(8) Contractor’s signature; and

(9) expenses incurred as indicated by the line items in the attached budget.

(b) Invoices submitted without the required information will not be paid and will be returned to the Contractor for revision.

(c) Payments will be made through the State of Utah, Department of Administrative Services, Division of Finance Electronic Funds Transfer (“EFT”) system.

(d) Prior to the submission of invoices, the Contractor shall ensure it is enrolled in the EFT system. DHHS will provide the Contractor with instructions to enroll in the EFT system. Contractor shall ensure that their EFT approval is maintained and shall notify DHHS of any change to the EFT status.

(e) Failure to enroll in the EFT system will result in a delay of all payments until EFT is established.

(f) All payments made will be made in the name of the Contractor as it appears on the cover page. Any change must be submitted in writing to the DHHS Administrative Services Director.

(g) Funding Allocation, Budget, and Rate Table Attachment. If the Contractor is a Utah governmental entity, a funding allocation, budget, and rate table attachment issued by DHHS subsequent to this contract constitutes an amendment to this agreement. DHHS may issue a funding allocation, budget, and rate table attachment on its own initiative without need for the Contractor’s signature and it may likewise issue a funding, budget, and rate table attachment in response to a request from the Contractor. Funding allocation, budget, and rate table attachments may increase or decrease the funding available to the Contractor and will be issued by DHHS and sent to the Contractor. Funding allocation, budget, and rate table attachments may reference and contain federal terms that apply to specific federal funding provided pursuant to this agreement. If the Contractor is not a Utah governmental entity, this paragraph does not apply.

(h) Lapsing Funds: Any funds not expended by the end of the funding period for which they were allocated will lapse and the Contractor shall have no further claim to the funds.