A02 DRAFT Performance Work Statement for RFI - MHSRS Support Services.pdf

DRAFT PERFORMANCE WORK STATEMENT

TITLE: PLANNING AND EXECUTION OF THE MILITARY HEALTH SYSTEM RESEARCH SYMPOSIUM

(MHSRS) SUPPORT SERVICES FOR THE DEFENSE HEALTH AGENCY DHA) IN SUPPORT OF THE

ASSISTANT SECRETARY OF WAR (HEALTH AFFAIRS).

Acronyms

Acronym Description AAR After Action Report AR Army Regulation AT Anti-terrorism ASW(HA) Assistant Secretary of War for Health Affairs A/V Audio/Visual C&A Certification and Accreditation CAC Common Access Card CLIN Contract Line Item Number CME Continuing Medical Education COR Contracting Officer’s Representative CPARS Contractor Performance Assessment Reporting System CTIP Combat Trafficking in Persons CUI Controlled Unclassified Information DHA Defense Health Agency DoD Department of Defense DoDI DoD Instruction EPRC Emergency Preparedness Response Course FAR Federal Acquisition Regulation FPCON Force Protection Condition GFP Government Furnished Property IAW In Accordance With HIPPA Health Insurance Portability and Accountability Act IA Information Assurance IT Information Technology JKO Joing Knowledge Online KO Contracting Officer MHSRS Military Health System Research Symposium NACLC National Agency Check with Local Agency Check and Credit Check NTE Not to Exceed OCI Organizational Conflicts of Interest ODCs Other Direct Costs OPSEC Operations Security Training PDF Portable Document Format PWS Performance Work Statement PIEE Procurement Integrated Enterprise Environment QASP Quality Assurance Surveillance Plan QCP Quality Control Plan SHARP Sexual Harassment/Assault Response and Prevention TARP Threat Awareness Reporting Program TASS Trusted Associated Sponsorship Systems USAMRDC U.S. Army Medical Research and Development Command

1. Introduction

The Assistant Secretary of War for Health Affairs (ASW(HA)) is the principal advisor to the Secretary of War and the Under Secretary of War for Personnel and Readiness for all Department of War health and force health protection policies, programs, and activities. In carrying out these responsibilities, the ASW(HA) exercises authority, direction, and control through the Defense Health Agency (DHA). The ASW(HA) plays a critical role in research by overseeing, directing, and allocating resources for military-specific medical research, including the Congressionally Directed Medical Research Programs and the Defense Health Program funded research. A strategic ASW(HA) research focus is areas that impact military operations – specifically medical care during deployed operations.

This contract is for planning and execution symposium support services supporting the Office of the ASW(HA) in execution of the Military Health System Research Symposium (MHSRS). This meeting serves as an annual forum to report the results of federally funded medical research supporting the deloyed warfighter. The Contracting Activity and the Contracting Officer Representative (COR) are located on the campus of the U.S. Army Medical Research and Development Command (USAMRDC), Fort Detrick, MD.

1.1 Mission

The MHSRS aligns with Health Affairs role as the overseer of health policy and the DHA’s mission as a joint, integrated Combat Support Agency enabling the U.S. Army, Navy, and Air Force medical services to provide a medically ready force to Combatant Commands.

1.2 Scope

This requirement is to procure non-personal professional support services to fully support the ASW(HA) with symposium planning for the annual MHSRS. The Contractor shall provide program management support for all planning, execution, and post-event activities for the annual MHSRS on a no cost basis as the Contractor will recover all costs in the form of revenue from attendee registration and exhibitor fees.

It is the intent of MHSRS is to create a symposium environment that encourages maximum participation from Government and private market vendors that support the ASW(HA) and the DHA in any of their mission requirements. A symposium shall be designed to promote an exchange of information, display market products and innovations, as well as set a routine expectation that stabilizes the communication between industry and Government.

Prior to the initiation of planning for the annual MHSRS, the Contractor shall perform site surveys to identify the host venue/hotel for the symposium and overflow hotels IAW Department of Defense Conference Guidance Version 4.0, 26 June 2016. Using the template provided by the COR, the Contractor shall deliver the results of the site surveys to the COR 30 calendar days after the conclusion of the symposium, but no later than 1 September.

(Deliverable 1).

The Performance Work Statement (PWS) has been reviewed and contains no services that are inherently governmental functions, as defined in Federal Acquisition Regulation (FAR) Part 2.1.

1.2.1 Organizational Conflicts of Interest (OCI) (Deliverable 2)

The DHA has categorized all service procurements into one of the following three (3) as defined below, for purpose of identifying, avoiding or mitigating against OCIs in accordance with (IAW) FAR Subpart 9.5. These categories are defined as follows:

• Category 1: Program and/or Administrative Support: Services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other contractors’ proprietary information, or put the contractor in a position to influence the award decision on a contract in which they are participating. Services would be characterized as having access to DHA procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts withinthe DHA.

• Category 2: Program Management Support: Services which assist in planning and managing an organization’s activities and programs. These include, for example: requirements analysis, acquisition support, budget planning and management, business, process reengineering, program planning and execution support, and independent technical management support. Services would be characterized as having access to only DHA level procurement sensitive information or work that would have little influence on follow-on requirements or requirements the DHA.

• Category 3: Product Support: Services or end items required to meet the mission requirements of the organization’s activities and programs. These include, for example: concept exploration and development, system design, system development and integration, commercial-off-the-shelf procurement and integration, internal development testing, deployment, installation, operations, and maintenance. Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

It has been determined that Category 2 is applicable for this CONTRACT.

2. General Requirements

a. Place of Performance. The ASW(HA) and DHA requires performance of contract at the Contractor’s facilities and onsite at the symposium site, as necessary.

b. Period of Performance. The period of performance for this contract is estimated at one (1) year base with four (4) option years. (An additional six (6) months may be added if the Contracting Officer exercises FAR 52.217-8.)

2.1 Non-Personal Services

2.1.1 The PWS identifies services that are strictly non-personal in nature, as defined by FAR Part 37 and to ensure there is not an appearance of such, the Contractor shall identify a Program Manager for this CONTRACT.

2.1.2 The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (KO) immediately.

2.2 Business Relations

2.2.1 The Contractor shall successfully integrate and coordinate all activity needed to execute the requirements of this contract. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.2.2 Reports and documents delivered by the Contractor in the performance of this contract shall be considered “Technical Data” as defined in the applicable “Rights in Data” clause. All documentation shall reflect the latest version of the work product or activity, unless specifically directed otherwise by the COR. All documentation shall be prepared IAW standard industry practices, ensuring electronically produced documents which reflect logical flow of material, tables of contents, indexes and page numbering. Where applicable, the Contractor’s attention is called to the availability of commercial, industry, federal, and military guides, instructions, and standards for many of the topics addressed in this PWS.

2.3 Contractor Management of the contract

The Contractor shall identify a Program Manager to support this contract. The Contractor Program Manager shall ensure the task is performed efficiently, accurately, on time, and in compliance with the requirements of the contract.

The Contractor Program Manager shall coordinate as necessary with the COR to ensure the contract services are managed consistently with overall contract requirements. The Contractor Program Manager shall ensure timely and accurate submission of invoices. contract management activities may include any of the following:

(1) Non-Disclosure Statement (Deliverable 3). The Contractor shall sign the Non-Disclosure Statement and ensure that all staff including all employees, subcontractors, and consultants assigned to or performing under the contract execute, sign, and adhere to the terms of the Non-Disclosure Statement.

(2) Management Plan (Deliverable 4). The Contractor shall develop a Management Plan for COR approval.

Following COR approval of the plan, the plan shall be applied by the Contractor to manage, track, and evaluate the project or task performance. The Management Plan shall consist of control policies and procedures in accordance with standard industry practices for project management administration, execution, and tracking. The Management Plan shall include the following:

(i) Identification of milestones where Government information, activity, equipment, material, facilities, etc., is required and timeline dependencies for subsequent Contractor activities.

(ii) An Integrated Master Management Plan describing the Contractor’s overall management approach, policies and procedures specific to the tasks outlined in the PWS, including suggested project metrics.

(iii) A detailed staffing plan.

(3) Quality Control Plan (QCP) (Deliverable 5). At a minimum, the QCP must include a self- inspection plan, an internal staffing plan, and an outline of the procedures the Contractor shall use to maintain quality, timeliness, responsiveness and customer satisfaction. The Contractor shall prepare and adhere to a QCP describing how the Contractor intends to manage the CONTRACT to achieve the established standards set forth in the Performance- Standards Summary Matrix and Quality Assurance and Surveillance Plan (QASP) provided in the contract (PWS Attachment 1).

(4) Monthly Report (Deliverable 6). Contractor shall deliver to the COR a Monthly Report for the contract. The Monthly Report shall be used to support and validate Contractor invoices. The Contractor shall deliver the Report to the COR 10 calendar days after the start of every month via e-mail. The format of the Monthly Report shall be agreed upon between the COR and the Contractor after contract award. The content of the Monthly Report shall include but not limited to the following items:

a. A summary of work accomplished and overall progress made identifying any changes to the schedule (advances or delays).

b. A summary of any significant problems encountered during the preceding one (1) month, including an assessment of their probable impact on the Contractor’s performance and statements of corrective actions taken or proposed.

c. A summary of any major technical findings during the preceding one (1) month.

d. A summary of expenditures for the preceding one (1) month. The labor hours expended shall include the labor category for each task and shall include subcontractors.

e. A list of any significant meetings held or other contacts made during the preceding one (1) month, including a brief summary, which outlines the subject, participants, date, location, and outcome of each contact or meeting.

f. A summary of major work activities scheduled for the next one (1) month.

g. A summary of any questions or problems regarding the Contractor’s work requiring discussion or resolution with the Government.

2.3.1 Contract Administration

The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement.

The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Program Manager will serve as the immediate point-of-contact between the COR and Contractor personnel assigned to support the contract. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement. The Contract Administration Team will consist of the following members:

2.3.1.1 The KO will have overall responsibility for administering the contract. The KO is the only person authorized to obligate the Government and make changes to the contract. The KO will manage contract administration and quality assurance surveillance functions supported by contract administrators, COR, quality assurance personnel, price analysts, and legal personnel.

2.3.1.2 The COR will be appointed in writing and will be directly responsible to the KO. The COR serves as the Government’s point-of-contact for contract -level coordination of administration and technical performance matters.

The COR will oversee the administrative and technical performance of the contract, assist in resolving performance issues; initiate contract level changes; notify the KO of any disputes, performance issues, or contractual issues that cannot be resolved at the COR level; and conduct other activities as specified by appointment.

2.3.1.3 If required, the Property Administrator will be appointed in writing and will be directly responsible to the KO. The Property Administrator will have the overall responsibility for administration of all Government Furnished Property (GFP). GFP may consist of the following: Government issued laptop and wireless device.

2.3.1.4 The Contractor Program Manager serves as the Contractor's authorized point-of-contact with the COR. The Contractor Program Manager is responsible for the overall management of the contract under the guidance of the COR. Interfaces with Government management personnel and customer agency representatives. Responsible for formulating and enforcing work standards, assigning Contractor schedules, reviewing work quality, communicating policies, purposes, and goals of the organization to subordinates. The Program Manager will provide the overall management of complex tasks, and strong team building skills.

2.3.2 Personnel Administration

The Contractor shall provide the following management and support as required. The Contractor shall provide notifications for employees during designated Government non-work days or other periods where Government offices are closed due to weather or security conditions. The Contractor shall maintain the currency of their employees’ skills/training by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide necessary infrastructure to support work performed under this contract for on-site and off-site locations. The Contractor shall provide administrative support to employees in a timely fashion such as timekeeping, leave processing, pay, and emergency needs.

Completion of Training Requirements (Deliverable 7). Contractor employees with an area of performance within an Army controlled installation, facility or area shall complete listed below training requirements within 60 calendar days after contract award date. The Contractor and subcontractor training requirements are incompliance with Department of Defense Instruction (DoDI) 2000.16, DoD Antiterrorism Standards, 20 October 2006. The Contractor shall submit certificates of completion for each affected Contractor employee and subcontractor employee to the COR within five (5) calendar days after completion of training by all employees and subcontractor personnel. Contractor shall track and complete refresher training to maintain training compliance and readiness status as required.

2.3.2.1 Antiterrorism (AT) Level I Training. All Contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I awareness training annually. AT Level I awareness training is available from the Joint Knowledge Online (JKO) website at https://jkodirect.jten.mil. A Common Access Card (CAC) is required to access to the training. Search on “Antiterrorism” and select “JS-US007, Level 1 Antiterrorism Awareness Training” to enroll.

2.3.2.2 iWATCH Training. The Contractor to include subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity Antiterrorism Officer. This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. AT Awareness Information:

http://www.myarmyonesource.com/familyprogramsandservices/iwatchprogram/default.aspx or See Something, Say Something: https://www.dhs.gov/see-something-say-something and iSalute: https://www.inscom.army.mil/isalute

2.3.2.3 DoD Information Assurance (IA)/Information Technology (IT) Training. All Contractor employees, to include subcontractor employees shall complete the DoD IA awareness training before issuance of network access and annually thereafter. The IA/IT training is available from the U.S. Army Training and Doctrine Command at https://cs.signal.army.mil/. A CAC is required to access the training.

2.3.2.4 Operations Security (OPSEC) Training. IAW Army Regulation (AR) 530-1, Operations Security, Contractor employees shall complete Level I OPSEC Awareness training annually. The OPSEC training is available at https://www.iad.gov/ioss/ or http://www.cdse.edu/catalog/operations-security.html.

2.3.2.5. Combat Trafficking in Persons (CTIP) General Awareness Training. All Contractor employees, to include subcontractor employees shall complete the CTIP general awareness training annually. The CTIP general awareness training is available from the AMLS website at: https://www.lms.army.mil/. A CAC is required to access the training. Search on “CTIP” and select “Combating Trafficking in Persons (CTIP) Program (Version A) to enroll.

2.3.2.6. Suicide Awareness and Prevention. All Contractor employees, to include subcontractor employees shall complete the Suicide Awareness and Prevention training annually. The Suicide Awareness and Prevention training is available from the JKO website at https://jkodirect.jten.mil. A CAC is required to access the training. Search on “Suicide” and select “JS-US006C, Joint Staff Suicide Awareness and Prevention – Civilian Only” to enroll.

2.3.2.7. Threat Awareness Reporting Program (TARP) Training. All Contractor employees, to include subcontractor employees with security clearances shall complete the TARP training annually. IAW AR 381-12, TARP, training is conducted by a Counterintelligence (CI) agent or other trainer as specified in Section II, paragraph 2-4b of the AR.

2.3.2.8. Emergency Preparedness Response Course. All Contractor employees to include subcontractor employees shall complete the Emergency Preparedness Response Course (EPRC) – Basic Awareness Course within 30 days after contract award and every three (3) years thereafter. The EPRC – Basic Awareness Course training is available from the JKO website at https://jkodirect.jten.mil. A CAC is required to access the training. Search on “Emergency” and select J30, P-US261-HB to enroll.

2.3.2.9. Health Insurance Portability and Accountability Act (HIPAA) and Privacy Act Training. All Contractor employees, to include subcontractor employees shall complete the HIPAA and Privacy Act within 30 days after contract award and annually thereafter. The HIPAA and Privacy Act training is available from the JKO website at https://jkodirect.jten.mil. A CAC is required to access the training. Search on “HIPAA” and select “DHA-US001, HIPAA and Privacy Act Training” to enroll.

2.3.2.10. Sexual Harassment/Assault Response and Prevention (SHARP) Training. All Contractor employees, to include subcontractor employees shall complete the SHARP training within 30 days after contract award and annually thereafter. The SHARP training is available from the JKO website at https://jkodirect.jten.mil. A CAC is required to access the training. Search on “sexual assault” and select “USN / RTC3.03”, “Sexual Assault Prevention and Response” to enroll.

2.3.2.11. Initial and Annual Refresher Controlled Unclassified Information (CUI) Training. In accordance with DoD Instruction 5200.48, CUI, all personnel within a DoD organization – i.e., military members, DoD civilians, and on-site support contractors – must complete CUI training initially within 30 days of reporting for duty and thereafter once every 365 calendar days. The training is located at https://securityhub.usalearning.gov/index.html.

2.4 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this contract and shall be responsible and accountable for subcontractor performance. The Contractor will manage work distribution to ensure there are no OCI considerations. Contractors may add subcontractors to their team and notification must be sent to the KO and COR within 30 days of the agreement.

2.5 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task. The Contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

2.6 Place of Performance and Hours of Work

2.6.1 Place of Performance. The ADW(HA) and DHA requires performance of contract at the Contractor’s facilities and onsite at the designated location for the MHSRS, as necessary.

2.6.2 Hours of Work. Normal workdays are Monday through Friday except excluding Federal Holidays.

Contractors shall typically work eight (8) hours per day, 40 hours per week. Core hours of 9:00 to 3:00 P.M daily.

Contractor employees are expected to be available during core hours.

2.6.3 Contractor shall not perform services on those days designated as a Federal Holiday by Federal Status, Executive Order, Presidential Proclamation, or Installation Commander. The recognized Federal Holidays are identified below. If any of the holidays fall on a Saturday, the holiday is observed on the preceding Friday and if the holiday falls on a Sunday, the holiday is observed on the following Monday.

a. New Years Day, 1 January

b. Martin Luther King’s Birthday, 3rd Monday in January

c. President’s Day, 3rd Monday in February

d. Memorial Day, last Monday in May

e. Juneteenth Day, 19 June

f. Independence Day, 4 July

g. Labor Day, 1st Monday in September

h. Columbus Day, 2nd Monday in October

i. Veteran’s Day, 11 November

j. Thanksgiving Day, 4th Thursday in November

k. Christmas Day, 25 December

2.6.4 Contractor shall not report to work on the days the Government or installation is closed due to safety conditions, inclement weather conditions, national emergencies, energy conservation or by direction of the Installation Commander for any other reason. During periods of closure, the Contractor employees not designated as essential shall not report for work. In the event, the Government grants administrative leave to its Government employees at the Government site, on-site Contractor personnel shall also be dismissed if the on-site location is being closed. However, the Contractor shall continue to provide sufficient staff personnel to perform around-the-clock requirements of the Firm-Fixed Price critical efforts already in progress or scheduled and shall be guided by the instruction issued by the KO and/or the COR. In each instance when the on-site location is closed to Contractor personnel as a result of inclement weather, potentially hazardous conditions, or other special circumstances; the Contractor shall direct its staff as necessary to take actions such as reporting to an off-site(s) location or taking appropriate leave consistent with Contractor’s management plan and policies.

2.7 Travel / Temporary Duty

The COR is the designated travel order approval authority in writing issued by the KO. Travel approval authority is delegated to the COR by the KO in the COR appointment letter. If travel approval authority is not delegated to the COR, the KO retains travel approval authority. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the COR and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy and procedures; may reference FAR).

Travel to be performed issued under this contract shall be reimbursed after the COR has determined travel costs acceptable IAW the Joint Travel Regulations and FAR Part 31.205-46. The Contractor shall submit an estimate for travel to COR no later than 30 calendar days prior to the first day of travel; in order for the Contractor to obtain economical travel arrangement and cost. All exceptions are subject to the KO approval.

Upon returning from travel, the Contractor shall provide a Trip Report (Deliverable 8) to include costs associated with the travel to the COR within 10 calendar days after the completion of travel. All travel costs shall be billed within 30 days after travel is complete unless an approval for later billing is approved by the COR. All travel cost reimbursement requests must detail all authorized expenses associated with the travel and all receipts including ticket stubs shall be provided to substantiate claims for costs of all expense items in excess of $75.00.

2.7.1 Site Visits

The Contractor shall conduct site visits as required to potential venues/hotels for hosting the MHSRS to include overflow hotels (reference Section 3.1.3). The purpose of the site visits is to validate the venue/hotel and the geographic location is suitable for the MHSRS. Contractor travel to the site visits is limited to two (2) Contractor employees per venue (location) and two (2) travel days with one (1) overnight stay unless waived by the COR.

2.8 Quality Assurance Surveillance Plan (QASP)

The Contractor proposed QCP is used in conjunction with the Government’s QASP (PWS Attachment 1). The QASP specifies the work requiring surveillance and the method of surveillance to determine the services provided by the Contractor conform to the contract requirements. The oversight provided for in the contract and in the QASP shall ensure the service levels reach and maintain the required levels throughout the period of performance. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Contractor Performance Assessment System. The QASP is a living document and may be updated by the Government as necessary.

3. Performance Requirements

The Contractor shall provide all the necessary personnel required to provide support services in the area of meeting and symposium planning support. The focused research; other scientific meetings; and Subject Matter Expert and staff is optional for this contract and will be at the Government’s discretion through contract modifications.

3.1 Objective 1 – Meeting Planning and Symposium Support for In-Person Meeting

3.1.1 Provide planning support services, staging, and management for approved ASW(HA) meetings and symposiums at a venue that facilitates communications related to biomedical research data and related information.

The Contractor shall plan the meeting based on the agenda presented by the COR. The anticipated number of attendees is between 3,000 and 4,000. The meetings and symposiums are attended by military, other Federal agencies, state agencies, industry, and academia.

3.1.2 Approval is required from Under Secretary of War for Personnel and Readiness to hold the MHSRS. When approval to hold the MHSRS is received, the Government will conduct a kick-off planning meeting with the Contractor and subsequent follow-on meetings will be held to discuss open action items, track progress, and address any issues/concerns.

3.1.3 The Contractor shall coordinate with the overflow hotels for sleeping room availability if the host hotel cannot accommodate all attendees. The Contractor shall provide the Contracting Officer and the COR with the proposed overflow hotel contract(s) for review and approval..

Support services for Objective 1 includes, but are not limited to, the following:

3.1.4 Program Development, Management, and Staging

3.1.4.1 The Contractor shall provide a website dedicated to answering questions on the symposium to potential attendees that remains open throughout the year. The Contractor shall respond to questions received within 24 hours and questions the Contractor has no answer, the Contractor shall forward the question to the COR to obtain a response. The number of questions received each month and the average turn around time for responses shall be included in the Monthly Report.

3.1.4.2 The Contractor shall facilitate and administratively support program planning sessions, as requested by the

COR.

3.1.4.3 The Contractor shall facilitate and administratively support the development of the symposium agenda, as requested by the COR.

3.1.4.4 The Contractor shall establish processes to track action items related to symposium planning (e.g., meeting and exhibitor registration and preparation of the mobile device application).

3.1.4.5 The Contractor shall participate in meetings with the Government to develop and execute the symposium’s plenary sessions.

3.1.4.5.1 The Contractor shall script the event via a detailed Draft Staging Guide and provide daily updates to the COR. A copy of the final version of the Draft Staging Guide shall be delivered to the COR seven (7) calendar days prior to the start of the MHSRS (Deliverable 9).

3.1.4.5.2 The Contractor shall ensure a U.S. flag is available for the main plenary stage.

3.1.4.5.3 The Contractor shall implement the sequence of events, as defined by the COR, and adjust as necessary for schedule changes.

3.1.4.5.4 The Contractor shall provide off-stage marshalling of the next speaker or panel, and communication with the master of ceremony and audiovisual staff on the sequence of events.

3.1.4.5.5 The Contractor shall participate in meetings with the Government to develop and execute the symposium’s individual scientific breakout sessions. This includes, but is not limited to, assignment of meeting rooms, room set-up, and tracking the number of attendees per session.

3.1.4.5.6 The Contractor shall establish a process/system for uploading speaker Microsoft PowerPoint presentation slides for plenary and breakout sessions. This includes a process for assigning presentations to the correct session in the correct speaking order, as outlined in the symposium schedule. The Contractor shall, at the symposium, provide a designated room to facilitate delivery of the presentations that were not previously uploaded and which allows presenters to review their slides.

3.1.4.5.7 The Contractor shall participate in meetings with the Government to develop and execute the symposium poster sessions. This includes, but is not limited to, ensuring the appropriate number of four (4) foot by six (6) foot poster boards are available and appropriately spaced, numbering the boards prior to the sessions, setting up a reception and work area for the poster chairperson. The Contractor shall coordinate with the COR on the uploading of all poster presentations in a portable document format (PDF) format for presentation at the meeting. The Contractor shall, at the symposium, provide a designated room to facilitate delivery of the .pdf that were not previously uploaded.

3.1.4.5.7.1 The Contractor shall assist in the formatting of poster information (title, authors, affiliations) for the mobile device application.

3.1.4.5.7.2 The Contractor shall coordinate with the COR to manage poster presenter and poster judge check-in. The Contractor shall provide appropriately sized tables and chairs and drayage to accommodate check in.

3.1.4.5.7.3 The Contractor shall provide sufficient poster boards measuring four (4) feet high and six (6) feet wide to accommodate the presented posters. The Contractor shall plan for up to approximately 1,400 posters for presentation at the MHSRS over three poster sessions.

3.1.4.5.7.4 The Contractor shall provide support to the Government during selection of the poster awards. This includes providing support to access the poster PDFs of the eligible posters during the awards judging meeting and administrative support in preparing the Microsoft PowerPoint presentation listing the winners for projection at the poster awards ceremony.

3.1.4.5.8 The Contractor shall design and maintain a MHSRS website to manage and communicate pre-symposium information and collect symposium registration fees. This website will activate following release of abstract notification letters to presenters and will serve as the MHSRS “go-to” site for symposium schedules, meeting registration, hotel registration information, guidance for oral and poster presenters, transportation schedules, etc. The COR will review this site prior to it going live.

3.1.4.5.9 The Contractor shall design and produce a mobile device application, (referred to as “app”) (Deliverable

10) that includes general symposium information, MHSRS agenda, exhibitor information, and information on the symposium presentations. The Contractor shall plan for the COR to start reviewing drafts of the mobile device application information approximately 45 to 60 days prior to the start of the symposium. The Contractor shall have the final version of the mobile device application ready for viewing by attendess at least 30 days prior to the start of the symposium.

3.1.4.5.10 The Government anticipates charging a symposium and vendor/exhibitor registration fee. The Contractor shall manage the collection of all registration fees and vendor/exhibitor fees and manage all refund requests on behalf of the Government. Proceeds shall be labeled on invoices as contract Non-Travel ODC credits. The Contractor’s labor to support this shall be included in the total cost estimate; however, all net collection proceeds shall be credited to the meeting account within 30 days without a Contractor handling charge or fee, other than the external credit card processing fee.

3.1.5 CME Accreditation (Optional Task)

3.1.5.1 The Contractor shall engage with a CME provider to enable the awarding of CME credit hours for physician, nurse, and clinical psychologist attendees, at a minimum.

3.1.5.2 The Contractor shall establish Goals/Objectives/Gap Analysis and conduct the research required for submitting the CME application to the CME provider for approval; in conjunction with the COR, determine the measurement of knowledge to be addressed.

3.1.5.3 The Contractor shall assemble requisite data for submission to the CME provider (e.g., speaker curriculum vitae, nondisclosure statement, presentation descriptions).

3.1.5.4 The Contractor shall assist with the development of the course brochure and syllabus required by the CME provider.

3.1.5.5 The Contractor shall coordinate with the COR to identify a Medical Director for the symposium, as required by the CME provider. Working with the Contractor, the Medical Director will review the application for completeness and sign the CME provider’s application.

3.1.5.6 The Contractor shall advise speakers on CME requirements, such as a non-disclosure statement in the presentation slides.

3.1.5.7 The Contractor shall, no later than the final day of the symposium, provide a link to the CME portal to enable attendees to apply for CME credits.

3.1.6 Meeting Registration

3.1.6.1 The Contractor shall manage on-line symposium pre-registration as well as on-site registration for attendees and exhibitors, to include distinguished visitors and special invited guests.

3.1.6.1.1 The Contractor shall establish and staff a registration and information desk during the length of the symposium.

3.1.6.1.2 The Contractor shall accomplish check-in and badging of all attendees; create name badges for all attendees.

3.1.6.1.3 The Contractor shall provide on-site mobile device application support.

3.1.6.1.4 The Contractor shall provide demographic data on registrants, as requested by the COR (e.g., daily updates of attendees, vendors and no-shows, categorization of Government attendees against defined quotas, categorization of non-Government attendees, and daily hotel occupancy rates, to include the overflow hotels).

3.1.7 Meeting Communications

3.1.7.1 The Contractor shall work in conjunction with the DHA and individual Service Public Affairs Office to identify optimal channels of communication to promote the event through press releases, social media, and other avenues, as appropriate.

3.1.7.2 The Contractor shall facilitate with any special requests by DHA Public Affairs (e.g., livestreaming the plenary sessions).

3.1.7.3 The Contractor shall assist in communicating with special guests, annual award winners, and others, as requested by the COR.

3.1.7.4 The Contractor shall hold a daily close-out with the Government at the conclusion of each day of the symposium. The daily close out shall include a review of the day’s issues and events, a business review, and recording of any lessons learned.

3.1.7.5 The Contractor shall create and publish a survey for all registered symposium attendees to complete on-site during the symposium. Survey questions shall be coordinated and approved by the COR. The Contractor shall promote completion of the attendee survey throughout the symposium. The results of the survey to include the number of respondents shall be incorporated into the After Action Report (AAR), reference Section 3.1.13.

3.1.7.6 The Contractor shall create and publish a survey for vendors/exhibitors to complete on-site at the symposium. Survey questions shall be coordinated and approved by the COR. The results of the survey shall be incorporated into the AARt, reference Section 3.1.13.2. The Contractor shall promote completion of the vendor/exhibitor survey to obtain responses to the maximum extent practicable.

3.1.8 Audiovisual (A/V)/ Multi-Media Support

3.1.8.1 The Contractor shall provide A/V support for plenary sessions, and simultaneous breakout sessions occurring over the course of the meeting.

3.1.8.1.1 The Contractor shall ensure the default breakout room set-up is theater style seating, projector and screen for Microsoft PowerPoint presentations, Internet access, laptop, podium with one (1) fixed microphone, and a direct audio box to allow for any sound included in a presentation to be heard. Additional room set-up requests will be addressed by the Contractor on a case-by-case basis after consultation with the COR.

3.1.8.2 The Contractor shall coordinate with the Government for the total number of projection screens required at the front of the main ballroom where plenary sessions will be held and for the breakout sessions.

3.1.8.3 The Contractor shall coordinate with the Government for the total number of flat screen monitors for conveyance of plenary sessions at strategic locations throughout the symposium space, as needed.

3.1.9 Meeting Exhibits

3.1.9.1 The Contractor shall plan for up to 150 exhibitors, according to the capacity of the meeting venue.

3.1.9.2 The Contractor shall prepare and distribute a prospectus to potential exhibitors, starting with a Government provided contact list of previous exhibitors. The Contractor shall deliver a copy to the COR for review and approval before release to potential exhibitors (Deliverable 11).

3.1.9.3 The Contractor shall work with the COR to perform a market analysis prior to establishing the exhibitor fee and receive COR approval for an appropriate exhibitor hall fee schedule. The Contractor shall deliver a copy to the COR for review and approval (Deliverable 12).

3.1.9.4 The Contractor shall provide a list of applying exhibitors, along with their company description for to the COR for approval (Deliverable 13). The COR will review the list to ensure relevance of the exhibitor’s product or services to the meeting.

3.1.9.5 The Contractor shall manage exhibitor pre-registration.

3.1.9.6 The Contractor shall provide a description of what is included in the exhibitor registration fee, what is a required optional expense, and the availability of other optional services. This shall be included in the prospectus (Deliverable 11) as described in Section 3.1.9.2.

3.1.9.7 The Contractor shall manage assignment and distribution of paid exhibitor spaces.

3.1.9.8 The Contractor shall manage exhibitor check-in and badging.

3.1.9.9 The Contractor shall coordinate with the host hotel on the appropriate timing for set-up and take down of exhibits.

3.1.10 Meeting Security

3.1.10.1 The Contractor shall coordinate with the COR to establish the physical security required for the symposium and exhibit area, to include ensuring admission to only appropriately badged meeting attendees and exhibitors.

3.1.10.2 The Contractor shall utilize local off-duty police officers in the city where the symposium is held, if requested by the COR. (Note that this is a priced task under CLIN 4004.)

3.1.11 Awards

3.1.11.1 The Contractor shall participate in meetings with the Government to plan and execute the symposium’s award ceremonies (e.g., provide administrative support at the award presentations, preparing Microsoft PowerPoint slides listing the award winners for projection during the awards ceremony).

3.1.11.2 The Contractor shall provide the appropriate number of award plaques with engraved brass plates for presentation to the awardees (Deliverable 14). The COR will provide information for the award plaques. The number of award plaques varies by year.

3.1.12 Transportation

3.1.12.1 The Contractor shall plan and provide ground transportation for registered attendees as follows:

3.1.12.1.1 From overflow hotels to host hotel starting one (1) day before the start of the symposium and on all days of the symposium. This includes multiple timed pick-ups in the morning prior to the start of the symposium and in the afternoon at the end of the symposium. Pick-up and drop-off will be at the overflow hotel designated location to/from the host hotel designated location.

3.1.12.1.2 Transportation is required to the overflow hotels each day of the symposium in the morning and evening.

This will fall outside of the daily symposium end time (exact time to be determined when symposium schedule is finalized).

3.1.12.2 The Contractor shall deliver to the COR the roundtrip ground transportation schedule between the host hotel and the overflow hotels no later than 10 calendar days prior to the start of the MHSRS (Deliverable 15). The Contractor shall prominently post the schedule for ground transportation at the host hotel and overflow hotels.

3.1.13 Post Meeting Analysis

3.1.13.1 The Contractor shall deliver to the COR required Meeting Expense and Revenue Reports (Deliverable 16) by the due date designated by the COR. For example, the DoD Conference Reporting Tool Information for Conference Over $100,000 report, is due 30 calendar days from the end date of the symposium. This report shall contain actuals for all food/beverage costs, audio/visual costs, planning costs, DoD participant and travel costs, ancillary costs, and all fees collected on behalf of the Government.

3.1.13.2 The Contractor shall deliver to the COR a Draft After Action Report (Deliverable 17) to include the following information:

1. An Executive Summary out-brief for senior leadership

2. Final version of the symposium staging guide

3. Final number of attendees broken out by organization and Service component

4. Number of attendees during the breakout sessions

5. List of exhibitors and exhibitor information

6. CME statistics, as of the date of the final draft report

7. Hotel room (host and overflow) fill rates for each day of the meeting

8. Overall cost summary detailing all symposium costs to include but not limited to actuals for all food/beverage costs, audio/visual costs, planning costs, Contractor and guest travel costs, ancillary costs, and all fees and revenues coolected on behalf of the Government

9. Results of post meeting attendee and vendor/exhibitor surveys to include satisfaction ratings, assessment of hotel logistical support, the Contractor’s proposed response to any recommendations for improvement, and lessons learned from that year’s symposium

The Draft After Action Report is due to be delivered via email to the COR 45 calendar days after the conclusion of the symposium. The Contractor shall attend a post symposium meeting with the COR to review/discuss the Draft After Action Report. Contractor shall deliver the Final After Action Report 30 calendar days after the post symposium meeting (Deliverable 18).

3.1.13.3 The Contractor shall deliver to the COR within 10 calendar days after the conclusion of the symposium all Microsoft PowerPoint presentations and PDF files for posting to the Government owned MHSRS website. The Contractor will coordinate with the COR for delivery of the presentations and the desired format (Deliverable 19).

3.1.14 Host Venue Coordination

The Contractor shall coordinate with the venue hosting the MHSRS the following, to include but are not limited to:

3.1.14.1 Overall logistic support for the symposium. This shall include support for plenary sessions and up to 65 scientific breakout sessions, i.e., set-up of meeting rooms and A/V configuration, housekeeping, office space, and additional ad hoc logistical coordination.

3.1.14.2 Menu suggestions for meals for COR review and approval. Historically, 9 meals have been provided to attendees as part of the registration fee.

3.1.14.3 Light refreshments for the morning and an afternoon break each day between plenary and breakout sessions, and also to attract traffic (attendance) to the exhibit area. The light refreshments must not be substantial as to constitute meals and selection shall be coordinated with the COR.

3.1.14.4 After-hours rooms Government-hosted meetings. These are not part of the meeting scientific breakout sessions and must be individually requested and approved by the COR. The logistic support includes the meeting room and housekeeping. Requests for A/V support will be referred to the venue and paid for by the requestor.

3.2 Reserved

3.3 Optional Support Services

3.3.1 Optional Government Exhibitor Booth CLINs – Additional Government Exhibitor Booth Support Services

In the event that additional Government exhibitor booth support services are required, the Government requires the option to add these additional support services. The Government will be providing a “plugged” not to exceed (NTE) amount of $50,000.00 during the base and for each option period to cover optional additional Government exhibitor booth support services.

3.3.2 Optional Government Registration CLINs – Additional Government Registration Support Services

In the event that additional Government registration support services are required, the Government requires the option to add these additional support services. The Government will be providing a “plugged” NTE amount of $150,000.00 during the base and for each option period to cover optional additional Government registration support services.

3.3.3 Optional Veteran’s Administration (VA)/Department of War (DoW) Suicide Prevention Conference Support Services

Background: The Veteran’s Administration (VA)/Department of War (DoW) Suicide Prevention Conference is held every other year with the VA and DoW alternating as hosts. The last meeting, held in July 2024 in Portland OR, was hosted by the VA. The next meeting is scheduled for 2027 with the DoW/The Defense Suicide Prevention Office (DSPO) hosting. With the current guidance to cut government sponsored meetings and contain costs, the DSPO is examining several courses of action (COA) for their 2027 meeting. One COA is to integrate into an existing meeting (e.g., MHSRS).

Optional Task: Intigration of the VA/DoW Suicide Prevention Conference into the 2027 MHSRS. Estimated 650 additional attendees. Space for a dedicated suicide prevention kickoff session – a 20-30 min plenary with a keynote speaker. This would be held separately from the MHSRS general plenary session.