1.Statement_of_Work_Final.docx

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

Statement of Work

IHS National Combined Councils Meeting

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 will highlight the theme of building a culture of safety and quality of healthcare.

II. Event Requirement The IHS has a requirement for lodging, parking, and conference meeting space on July 22-25, 2019 for a location in Phoenix, Arizona; Albuquerque, New Mexico; Denver, Colorado; San Diego, California or Nashville, Tennessee. The host facility located within walking distance to local amenities and public transportation. Three 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. Hotel Space Requirements The contractor must be able to provide all requirements specified for the conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the government per diem rate or lower for the area. Government travelers will be checking in on July 21, 2019 checking out on July 26, 2019. IHS Acquisition Management reserves the right to conduct an on-site inspection of offered facilities.

Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the System for Award Management (www.sam.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offeror’s proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. Seq.). The hotel must be able to accommodate any special requirements associated with the aforementioned acts.

The Government will only pay for actual rooms used. The Government is not responsible for long-distance phone calls, movie rentals, or internet fees and room service charges. Additionally, potential contractors are notified that the Government shall not authorize or release payment for any food or beverage under this potential Contract or provided purchase order. Awarded contractor agrees to receive and store conference items one week prior to arrival. If the selected contractor must accommodate the lodging rooms at multiple hotels this must be identified in their proposal and coordinated with the Government before the conference date.

Preferred dates are July 22-25, 2019. An alternate set of dates that will be considered are August 26-29, 2019.

Minimum 150 lodging rooms for night of 7/21/2019, non-smoking, one king bed, two double beds, or two queen beds.

Minimum 300 lodging rooms for night of 7/22/2019, non-smoking, one king bed, two double beds, or two queen beds.

Minimum 300 lodging rooms for night of 7/23/2019, non-smoking, one king bed, two double beds, or two queen beds.

Minimum 300 lodging rooms for night of 7/24/2019, non-smoking, one king bed, two double beds, or two queen beds.

Minimum 250 lodging rooms for night of 7/25/2019, non-smoking, one king bed, two double beds, or two queen beds.

Checkout after the last day of the event is Friday, July 26, 2019.

IV. Conference Space Requirements The offeror shall provide all of the requirements for the conference space below.

CLIN 0006 - Monday, July 22, 2019

1) One (1) conference room: 300 participants, classroom set-up. Time: 1:00 pm to 5:30 pm

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, or current version, with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium, attached to house audio.

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

2) One (1) room: 25 participants, u-shape set-up. Time: 8:00 am to 5:30 pm

5) One (1) projector and laptop, attached to house audio

6) Conference line with polycom phone, upon request

3) One (1) Conference Committee Board/Storage Room. Time: 10:00 am to 7:00 pm

a) Space must include the following:

1) Boardroom style seating for 10, near the session and/or registration area

2) Free Wi-Fi, Internet access

CLIN 0007- Tuesday, July 23, 2019

1) One (1) conference room: 300 participants, classroom set-up. Time: 8:00 am to 1:45 pm

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, or current version, with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium, attached to house audio.

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

2) Six (6) breakout rooms: Four (4) rooms with 70 participants each, classroom set-up. The remaining two (2) rooms for 25 max participants each, u-shape set-up. Time: 10:30 am to 3:15 pm

5) One (1) projector and laptop, attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

3) Thirteen (13) breakout rooms: max 30 participants each, hollow square or existing set-up. Time: 3:30 pm to 5:30 pm

5) One (1) projector and laptop

6) Three (3) additional power strips to accommodate participants in hollow square

7) Conference line with polycom phone, only upon request

4) One (1) Conference Committee Board/Storage Room. Time: 7:00 am to 8:00 pm (24hr hold)

a) Space must include the following:

1) Boardroom style seating for 10, near the session and/or registration area

2) Free Wi-Fi, Internet access

CLIN 0008 - Wednesday, July 24, 2019

1) One (1) conference room: 300 participants, classroom set-up. Time: 8:00 am to 1:45 pm

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, or current version, with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium, attached to house audio.

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

2) Six (6) breakout rooms: Four (4) rooms with 70 participants each, classroom set-up. The remaining two (2) rooms for 25 max participants each, u-shape set-up. Time: 10:30 am to 3:15 pm

5) One (1) projector and laptop, attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

3) Thirteen (13) breakout rooms: max 30 participants each, hollow square or existing set-up. Time: 3:30 pm to 5:30 pm

5) One (1) projector and laptop

6) Three (3) additional power strips to accommodate participants in hollow square

7) Conference line with polycom phone, only upon request

4) One (1) Conference Committee Board/Storage Room. Time: 7:00 am to 8:00 pm (24hr hold)

a) Space must include the following:

1) Boardroom style seating for 10, near the session and/or registration area

2) Free Wi-Fi, Internet access

CLIN 0009 - Thursday, July 25, 2019

1) One (1) conference room: 300 participants, classroom set-up. Time: 8:00 am to 5:00 pm

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, or current version, with the capability to accept CD, DVD, Internet and USB data sources. PC to be setup at podium, attached to house audio.

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

2) Six (6) breakout rooms: Four (4) rooms with 70 participants each, classroom set-up. The remaining two (2) rooms for 25 max participants each, u-shape set-up. Time: 9:00 am to 11:45 am

5) One (1) projector and laptop, attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

3) One (1) room for 25 max participants, existing u-shape set-up. Time: 11:45 am to 4:15 pm

5) One (1) projector and laptop, attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

4) One (1) Conference Committee Board/Storage Room. Time: 7:00 am to 4:00 pm

a) Space must include the following:

1) Boardroom style seating for 10, near the session and/or registration area

2) Free Wi-Fi, Internet access

CLIN 0010 – Other Conference Meeting Space: For All four (4) days

1) Four (4) registration tables, skirted, 2 chairs each, wastebasket, complimentary telephone for local calls, Monday 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

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

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