2024 DCCS Conference SOW FINAL.pdf

Statement of Work

Indian Health Service (IHS) National Clinical and Community-Based Conference

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 healthcare 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, Alzheimer’s preventions and education, 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; Minneapolis, MN; Seattle, WA; or Denver, CO with dates negotiated with the Division of Community and Clinical Services. The host facility must be located within walking distance to local amenities and public transportation. Approximately 320 participants are expected to attend. This will be a two-day pre-conference Monday and Tuesday with three full day conference starting Wednesday-Friday.

This is an annual conference; locations and dates can vary.

Some hotel space will be utilized for a maximum of 20 vendor booths/space.

III. Scope of Work / Deliverables

CONFERENCE: Contractor will secure site and dates within 30 days of award.

A) Monday: Day 1 Pre-Conference (DATE)

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) Free Wi-Fi, Internet access

2) Minimum of 6, maximum of 8 breakout rooms w/space for 70 people each: tables and chairs in round w/ room for didactic work. Time: 8:00 am to 6:00 pm

a) Space must include the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at the front of the room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

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

6) Conference line with Polycom phone abilities and Zoom or a similar platform

7) T-1 line internet access or equal

B) Tuesday: Day 2 Pre-Conference (DATE)

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

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

2) Minimum of 6, maximum of 8 breakout rooms w/space for 70 people each: tables and chairs in round w/ room for didactic work. Time: 8:00 am to 6:00 pm

a) Space must include the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at the front of the room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

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

6) Conference line with Polycom phone abilities and Zoom or a similar platform

C) Wednesday: Day 3 Conference (DATE)

1) One (1) grand conference room: 320 participants, auditorium style set-up. Time: 7:00 am to 9:00 pm

a) Space must include the following:

1) One (1) podium with podium microphone and lavalier microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 40 ft. extension cord)

4) One (1) 4 channel mixer

5) Head Table on riser, four chairs

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.

10) T-1 line internet access or equal to podium on riser for presenters

11) Onsite technician to support and operate AV equipment facilitate and record content of session during conference.

12) Ability to live broadcast and record utilizing zoom or similar platform

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

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

3) One (1) Room. Time: 6:00 am to 7:30 am

i. This space will be utilized for physical activities must be able to accommodate

4) Minimum of eight (8) Maximum of nine (10) breakout rooms: all rooms medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 6:00 pm

a) Space must include the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at the front of room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

5) Speaker timer

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

7) 25 % of rooms must have zoom or similar platform abilities to record and include online attendees

8) T-1 line internet access or equal

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

a) Space must include the following:

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

2) Free Wi-Fi, Internet access

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

i. This space will be utilized for poster presentations and should hold up to 20 posters displayed in a horseshoe style

7) One Break out Room to be held from 6:00PM-8:00PM with seating along walls must accommodate 175 people.

i. This space will provide meet and greet for the event

ii. This event will request prior registration but will also allow onsite registration as space allows

D) Thursday: Day 4: Conference (August 20)

1) One (1) grand conference room: 300 participants, auditorium-style set-up. Time: 7:00 am to 9:00 pm

a) Space must include the following:

1) One (1) podium with podium microphone and lavalier microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 40 ft. extension cord)

4) One (1) 4 channel mixer

5) Head Table on riser, four chairs

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.

10) T-1 line internet access or equal to podium on riser for presenters

11) Onsite technician to support and operate AV equipment facilitate and

12) Ability to live broadcast and record utilizing zoom or similar platform

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

3) One (1) Room. Time: 6:00 am to 7:30 am

i. This space will be utilized for physical activates must be able to accommodate

4) Minimum of eight (8) Maximum of nine (10) breakout rooms: all rooms medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 6:00 pm

a) Space must include the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

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

6) 25 % of rooms must have zoom or similar platform abilities to record and include online attendees

7) T-1 line internet access or equal

5) One (1) Room. Time: 7:00 am to 8:00 pm (24hr hold)

i. This space will be utilized for poster presentations and should hold up to

20 posters displayed in a horseshoe.

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

a) Space must include the following:

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

2) Free Wi-Fi, Internet access

E) Friday: Day 5: Conference

1) One (1) grand conference room: 300 participants, auditorium-style set-up. Time: 7:00 am to 9:00 pm

a) Space must include the following:

1) One (1) podium with podium microphone and lavalier microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 40 ft. extension cord)

4) One (1) 4 channel mixer

5) Head Table on riser, four chairs

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.

10) T-1 line internet access or equal to podium on riser for presenters

11) Conference line with polycom phone, upon request.

12) Onsite technician to support and operate AV equipment facilitate and

13) Ability to live broadcast and record utilizing zoom or similar platform

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

3) One (1) Room. Time: 6:00 am to 7:30 am

i. This space will be utilized for physical activates must be able to accommodate

4) Minimum of four (4) Maximum of six (6) breakout rooms: all rooms medium size rooms with 60 participants each, classroom set-up. Time: 8:00 am to 1:00 pm

a) Space must include the following in each room:

1) One (1) podium with microphone

2) One (1) small AV table at front of room

3) One (1) power package (power strip and 20 ft. extension cord)

4) One (1) 8’X8’ AV screen

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

6) 25 % of rooms must have zoom or similar platform abilities to record and include online attendees

F) OTHER: All days

1) Four (4) registration tables, skirted, 4 chairs each, wastebasket.

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) The hotel site will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .2 miles preferably.

10) Contractor is responsible for IT/AV support during the duration of this conference.

11) Conference space must have the ability to display digital signage of meeting information for each meeting room

G) Break Room Facilitations

The contractor will be responsible for organizing the break-out room facilitator. The contractor will work with DCCS staff to obtain volunteer/Government employee facilitators.

The contractor will then organize facilitators to break out rooms. The contractor will provide introduction material for the facilitator.

H) Continuous education credits

The contractor will be responsible for organizing continuous education credits. The contractor will work with the Indian Health Service Clinical Support Center (CSC) to obtain documents and presentations from speakers. The contractor is responsible for coordinating with the CSC to obtain a final report of all evaluations. Report due 60 days post-conference.

I) LODGING:

The contractor shall set aside at no cost to the government 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. The contractor shall release rooms at a date and time most advantageous to the government. The contractor shall note the date that rooms will be released by the hotel.

Estimated Sleeping Rooms: 320 Participants (Monday-Thursday)/pre-conference may require check-in as early as Sunday

-Check-in night before main event (Tuesday) -Check-out after the last day of the event (Friday or Saturday)

J) Speaker Fees and Selection

The contractor will be responsible for speaker fees associated with selection.

Requirements:

Selection of speakers with be finalized by COR.

A total of approximate 10 speakers will be needed.

Speakers needed to be finalized 75 day prior to conference.

Speakers must have experience or have worked within the AI/AN community.

K) Pre-conference training

The contractor will be responsible for pre-conference planning and fees.

Requirements:

2 days of pre-conference which vendor is responsible for outreach of finding speakers.

COR to approve credentials with DCCS Planning Team.

Speakers to be finalized 75 days prior.

Healthcare Professional Certifications needed per discretion of the COR and DCCS

Planning Team.

Healthcare experience required.

L) Conference Agenda Planning

In coordination with the COR and DCCS Team, the contractor shall be responsible for aspects of the development of the agenda, including, but not limited to:

Providing a draft agenda based on previous conference agendas;

Suggesting session topics based on previous conference evaluation results;

Coordinating with speakers to determine their availability to speak at the conference;

Maintaining a working agenda that is updated regularly and disseminated to the conference planning team.

Coordinating agenda-planning meetings with DCCS Planning team and COR.

Agenda must be finalized 60 days prior to the conference.

M) Printing

All printing material must be approved by COR prior.

All printing materials must be completed 30 days prior to conference.

Print a variety of materials in support of the Conference, including attendee name badges, conference programs, and speaker name tents.

Printing of Conference agenda and speakers' bios on professional 100# glossy paper o Booklet should be no larger than 9x11 o Minimum of 320 copies o Contractor is responsible for designing booklet

N) Registration and Website

The contractor is responsible for conference registration and informational website.

Registration will be open 3 months prior to the event. Registration must include but not limited to:

Registration will be online only – in-person registration can be available if we have not met the maximum of participants

Online registration information: First Name, last name, title, position, I/T/U, pre-conference, strategic meeting, etc.

Confirmation email Ability to send notifications of updates to registered members Access via computer and phone The website must include but not be limited to agenda, hotel resources, conference information, map of conference locations, and registration link Contractor must utilize Fed Compatible Terms of Service required per OMB-13-10 or use from list: https://www.hhs.gov/web/policies-and-standards/terms-of-service-agreements/index.html & TPWA PIA

The Contractor will be responsible for the conference website:

Host an independent conference website for the Conference that serves as the primary communication hub for conference attendees and provides online registration, meeting site and lodging information, agenda and post-conference presentations.

Website should be created within 2 months of the award

Update content periodically as information becomes available.

Keep the website operable through the period of performance to accommodate questions and follow-up requests for continuing education, participant certificates and other specific post-meeting details.

Contractor must utilize Fed Compatible Terms of Service required per OMB-13-10 or use from list: https://www.hhs.gov/web/policies-and-standards/terms-of-service-

O) Mobile Application

Provide a mobile app solution that is seamlessly integrated with the conference website.

The mobile app solution will be available for testing at least four (4) weeks prior to the start of the conference and fully functional one week prior to the event.

Meet functionality requirements of the Mobile App that include:

o Access to the conference agenda incorporating instant updates;

o Customizable agenda for conference attendees to determine their personalized schedule for concurrent sessions;

o Ability to categorize breakout sessions by track and continuing education units availability;

o Accessibility to conference materials;

o Access to conference sessions in real time with the ability to participate in question/answer, polling, and other activities; and o Ability to complete conference evaluations at session conclusion.

Meet technical requirements for a downloadable app that is usable on mobile media devices, including Apple and Android operating systems.

Contractor must utilize Fed Compatible Terms of Service required per OMB-13-10 or use from list: https://www.hhs.gov/web/policies-and-standards/terms-of-service-

P) Meeting and Updates

The contractor is responsible for scheduling, recording, and providing post-meeting action plans (within 48 hours) to IHS. The contractor is responsible for the following:

Kick-off meeting within ten working days of award Weekly to bi-weekly meetings for planning o Updates on registration o Agenda planning o Conference room updates o Vendor registration updates o Other conference agenda items that may need to be discussed.

Q) Reports

Provide status reports indicating project accomplishments, planned activities and deviations from the timeline as well as conference registration updates and lodging room updates.

Deliver status reports by e-mail to the COR and federal conference manager on a monthly basis or more frequently as determined in the Kick-Off Meeting. All reports shall be presented in Microsoft Office format.

Provide conference performance reports, including attendee evaluations and sub-contractor performance reports (if applicable).

Coordinate with the COR and federal conference manager to determine the best method to request feedback i.e., paper versus electronic evaluations.

Deliver performance reports within 60 days after the conference end date.

Professional Requirements

The contractor must provide onsite support during the duration of the conference. A minimum of one individual with a maximum of four individuals for support of the conference.

Travel arrangements and allowable associated travel costs for onsite support. Travel costs incurred by the contractor shall follow federal contracting guidelines and Joint Travel Regulations (JTR), including maximum per diem rates in effect at the time of travel. Travel must be approved by the COR prior to scheduling travel.

Additional Information

The contractor is notified that the Government shall not authorize or release payment for food and beverages under this purchase order. These individuals will participate in, at a minimum, the opening and closing sessions of the conference. The contractor will be expected to provide these individuals with a monetary and culturally appropriate honorarium as compensation for their participation.

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.

Vendor must have intimate knowledge and experience with American Indian/Alaskan Native (AI/AN) cultural, communal and health care practices.

Section 508 Compliance

Convert conference presentation slides to 508 compliant documents for posting to the conference website within 60 days post-conference.

Ensure all web content and conference materials, including mobile application downloads (if applicable), conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and Web Content Accessibility Guidelines (WCAG) 2.0 Level AA standards as outlined below. Solicitations for supplies and services shall require the submission of a Section 508 Product Assessment Template.

The template can be found at https://www.itic.org/policy/accessibility/vpat.

Due Date Item Submitted to

30 Days after award Securing venue (location/Date) of conference

COR

30 Days after award Room Block for hotel COR

75 days prior to Conference Plenary speakers confirmed COR

3 months prior to event Conference registration and informational website open for registration

COR

Within 2 months of award Website created COR

At least 4 weeks to conference start; one week prior to event

Mobile app available for testing; fully functioning app

COR

Within 48 hours Contractor is responsible for scheduling, recording, and sharing post-meeting action plans

COR

Within 10 working days of award

Kick-off meeting COR

Due monthly Report of accomplishments, planned activities, conference registration updates

COR

Within 60 days of conference date; due 60 days after conference

Deliver performance reports;

CSC final report

COR

Within 60 days post-conference The contractor is responsible for coordinating with the CSC to obtain a final report of all evaluations to obtian ceu’s.

COR

Within 60 days post-conference Convert conference presentation slides to 508 compliant documents for posting to the conference website.

At least 30 days prior to conference date

All printing materials must be available