2019_DCCS_Conference_SOW_FBO.docx

Statement of Work Indian Health Service (IHS) National Clinical and Community-Based Conference August 2019

I. Introduction The Indian Health Service (IHS) is planning a Clinical and Community-Based Conference to assemble and hear from nationally recognized speakers, health care providers, Tribal leaders, and health care officials committed to addressing emergent clinical and community health topics in Indian Country. The focus topics will include, but not limited to: opioid prevention, HIV/AIDS prevention, STD prevention, tobacco preventions, cancer prevention, and Mental Health First Aid (MHFA) Training.

II. Meeting Information The IHS National Clinical and Community-Based Conference will be held in either Seattle, WA; Spokane, WA; Portland, OR; or Sacramento, CA on preferred dates of August 17-23, 2019. The host facility must be located within walking distance to local amenities and public transportation. The qualified hotels shall be located within 20 mile radius from a major airport. Three working days will be dedicated to achieving the goals and objectives of the conference with a three day pre-conference option for MHFA Train the Trainer option and a one day post-conference strategic planning session. Approximately 250 participants are expected to attend. Alternative dates are the following week, August 24-30, 2019.

Some hotel space will be utilized for vendor booths/space and/or poster displays.

III. Scope of Work / Deliverables

CONFERENCE & LODGING SPACE:

A) Saturday: Day 1 Pre-Conference (August 17)

1) 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) Wi-Fi, Internet access

2) Two (2) breakout rooms w/space for up to 30 people each: 15 participants per room, tables and chairs in u-shape set-up w/ room for didactic work. Time: 8:00 am to 6:00 pm

5) One (1) projector attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

B) Sunday: Day 2 Pre-Conference (August 18)

1) 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) Wi-Fi, Internet access

2) Two (2) breakout rooms w/space for up to 30 people each: 15 participants per room, tables and chairs in u-shape set-up w/ room for didactic work. Time: 8:00 am to 6:00 pm

5) One (1) projector attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

C) Monday: Day 3 Pre-Conference (August 19)

1) 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) Wi-Fi, Internet access

2) Two (2) breakout rooms w/space for up to 30 people each: 15 participants per room, tables and chairs in u-shape set-up w/ room for didactic work. Time: 8:00 am to 6:00 pm

5) One (1) projector to house audio

6) Conference line with polycom phone, upon request

7) T-1 line internet access or equal

3) Three (3) breakout rooms: Two (2) rooms with up to 30 participants each, tables and chairs in u-shape set-up. One large (1) room for 100 max participants, chairs for 50 people set up in a circle with an open space in the back (half of the room) and other half of the room to be open space. Time: 8:00 am to 6:00 pm

5) One (1) projector attached to house audio

6) Conference line with polycom phone, upon request

7) T-1 lineinternet access or equal

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

a) Space must include the following:

1) Boardroom style seating for 15, near the session and/or registration area

2) Wi-Fi, Internet access

D) Tuesday: Day 4: Conference Day 1 (August 20)

1) One (1) grand conference room: 250 participants, classroom set-up. Time: 7:00 am to 9:00 pm *NOTE: Grand room will be used for an evening activity (7:00PM-8:30PM) requiring a set up change to large circle setting to allow for performance in the middle of the room.

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

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

2) 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) Wi-Fi, Internet access

3) Five (5) breakout rooms: Five (5) medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 6:00 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 8:00 pm (24hr hold)

a) Space must include the following:

1) Boardroom style seating for 15, near the session and/or registration area

2) Wi-Fi, Internet access

E) Wednesday: Day 5: Conference Day 2 (August 21)

1) One (1) conference room: 250 participants, classroom set-up. Time: 7:00 am to 6:00 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

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

2) 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) Wi-Fi, Internet access

3) Five (5) breakout rooms: Five (5) medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 6:00 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 8:00 pm (24hr hold)

a) Space must include the following:

1) Boardroom style seating for 15, near the session and/or registration area

2) Wi-Fi, Internet access

F) Thursday: Day 6: Conference Day 3 (August 22)

1) One (1) conference room: 250 participants, classroom set-up. Time: 7:00 am to 6:00 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

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

2) 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) Wi-Fi, Internet access

3) Five (5) breakout rooms: Five (5) medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 6:00 pm

5) One (1) projector 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 8:00 pm (24hr hold)

a) Space must include the following:

1) Boardroom style seating for 15, near the session and/or registration area

2) Wi-Fi, Internet access

G) Friday: Day 7 Post-Conference Day (August 23)

1) Twelve (12) small/medium size breakout rooms: max 30 participants each, hollow square or existing set-up. Time: 7:00 am to 12:00 pm

5) One (1) projector

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

7) Conference line with polycom phone, only upon request

2) Five (5) breakout rooms: Five (5) medium size rooms with 60 participants each, set up in a circle or classroom set-up. Time: 8:00 am to 6:00 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

F) OTHER: All days

1) Four (4) registration tables, skirted, 2 chairs each, wastebasket, complimentary telephone for local calls, Saturday thru Thursday, 7:00 am to 5:00 pm.

2) airport transportation/shuttle

3) hotel parking

4) 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

SLEEPING ROOMS:

Contractor shall set aside 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. Contractor shall release rooms at a date and time most advantageous to the government. Contractor shall note the date that rooms will be released by the hotel.

Estimated Sleeping Rooms: 250 Participants (Monday-Thursday)/pre conference may require check in as early as the day before the event start date -Check-in night before main event (Sunday) -Check-out after last day of event (Friday or Saturday)

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