B08_SOW.docx

STATEMENT OF WORK

U.S. DEPARTMENT OF THE INTERIOR, INDIAN AFFAIRS

CONFERENCE SUPPORT SERVICES

STATEMENT OF WORK

1. BACKGROUND

There are 574 federally recognized Tribal Nations (commonly referred to as tribes, nations, bands, pueblos, communities, and native villages) in the United States. Approximately 229 of these tribes are in Alaska; the other 345 federally recognized tribes are in 35 other states. Indian Affairs has the direct responsibility to:

· Strengthen the government-to-government/nation-to-nation relationship with American Indian and Alaska Native tribes,

· Advocate policies that support AI/AN self-determination and tribal sovereignty,

· Protect and preserve AI/AN trust assets held by the Federal Government for their benefit, and

· Administer a wide array of laws, regulations, and functions relating to AI/AN tribes, individual AI/AN trust beneficiaries, tribal members, and Indian Affairs bureaus, offices, and programs that are vested in the Secretary by the President and the Congress of the United States.

2. OBJECTIVE

The scope of this effort is to provide Indian Affairs and Office of Justice Services with conference support services. The services shall cover a coordination of Virtual Roundtables focusing on implementation of the Violence Against Women Act ’22 (VAWA) and assist in the design, and technical process for a National VAWA Roundtable, which includes, but are not limited to project coordination before and after the event, speaker management, thematic branding, marketing materials, website design and maintenance, technical support, and virtual event management. The contractor shall be expected to conduct these Roundtables in Washington, DC. The conference support services will support BIA and TJS’s effort to conduct a virtual roundtable, including subject matter roundtables focusing on VAWA and TLOA implementation, all types of code development projects, funding issues, and prosecutorial and code development to address the Supreme Court decision in Castro-Huerta relevant to addressing Tribal Court initiatives throughout the Nation.

3. PERIOD OF PERFORMANCE

The period of performance is a Base Year plus four option years.

4. PLACE OF PERFORMANCE

Washington D.C. Exact address will be provided after award.

5. REQUIREMENTS/DELIVERABLES

The contractor shall be expected to perform the following:

Prior to Event Prior to the VAWA Roundtable, contractor will meet with TJS, on a monthly basis, to coordinate the planning for the virtual conference sessions designed to support Tribal Courts in the development and implementation of VAWA 22. Creating an email account to host the registration and website accounts and consult with TJS on registration and website platform options. Work with the TJS website landing page created under the guidance of the BIA. Set up an announcement and create a form for registration and continue to update the registration numbers, as needed. Coordinate incoming speaker information including biographies, headshots, materials and resources were filed and posted online. Shall work with DOI IT to coordinate the process for the Virtual Event.

Day before the Event On the day of the event, contractor shall arrive early to work directly with DOI IT personnel for event and technology set up at the North Penthouse. This included alpha-testing and troubleshooting of video streams, chords, and connectivity between devices. Then, as presenters arrive for a meet and greet, contractor shall conduct a behind the scenes beta-test to analyze and anticipate forthcoming event needs. Contractor shall initiate a run through included testing the equipment provided by DOI.

Contractor shall initiate a verbal, detailed run through to familiarize presenters with the technical aspects of the event, including best practices for event presentations, to ensure a successful virtual attendee experience. At this time, minor adjustments to the agenda may be made. Additionally, contractor shall introduce presenters to signage such as “turn on microphone” and “time check” that would be used on the day of the event to collaborate on logistics management silently in real time. Technical equipment will then be deconstructed and stored appropriately.

Day of the Event On the day of the event, contractor shall arrive early to set up the technical equipment.

Contractor shall create and present branded presenter name plates, printed updated agendas with a note sheet, and printed slide decks. The contractor shall manage all aspects of the virtual streaming platform, Zoom Webinar, including serving as hosts to the platform, sharing presentation materials on screen, and recording the event. Contractor shall direct camera angles of current speakers in real time, help moderators to direct questions to the presenters, and facilitate the Zoom chat. Additionally, contractor will be prepared to assist participants and an email account of the contractor will be provided to participants in case of technical issues, and contractor shall be responsive to assist participants having technical difficulties.

Post Event After the event, recordings shall be processed and shared on the Web site, along with resources and contact information from both the Tribe’s speakers presenting at the Roundtable. Transcriptions of the event shall be made and purchased by contractor and shall be a part of the scope of work.

6. NOTICE REGARDING LATE DELIVERY

The contractor shall notify the COR, as soon as it becomes apparent to the contractor, that a scheduled delivery will be late. The contractor shall include in the notification the rationale for late delivery, the expected date for the delivery and the project impact of the late delivery. The COR will review the new schedule and provide guidance to the contractor. Such notification in no way limits the Government’s right to any and all remedies up to and including termination.

7. PERSONNEL

The Contractor is responsible for providing personnel with the necessary level of expertise to support the requirements in this SOW. The contractor shall provide a single point of contact that shall serve as the project manager for the life of the Contract.

8. QUALITY ASSURANCE AND MONITORING OF WORK DELIVERABLES

All work under this contract shall be monitored by the Program Office (AS-IA), who will act as the primary technical representative of the Government. Final inspection and acceptance of all work performed shall be performed at the place of delivery by the PO/COR.

The PO/COR is responsible for:

· Setting priorities, revising priorities when necessary;

· Communicating these priorities to the contractor;

· After consultation with the Contracting Officer when appropriate, modifying delivery dates and schedules, so that the revised priorities can be met, and

· Formally assessing the level of contractor performance and ascribing the extent to which quality assurance and acceptable performance levels have been met

9. GENERAL ACCEPTANCE CRITERIA

General quality measures as set forth below shall be applied to each work product received from the contractor under this statement of work.

Preferably, the contractor shall be comprised of independent designers and organizers who are able to discern patterns in information technology and deliver meaningful educational opportunities.

Shall have knowledge of tribal justice systems and worked with tribal court personnel in the past.

Shall have experience as a lead graphic designer, developing digital and print media content including website, press releases, workbooks, inform graphics and other training content desired by the TJS.

Experience is desired in implementation and promotion of Indigenous Law Conferences

Shall be able to remotely facilitate multi-day virtual conferences and trainings with hundreds of participants, serving as a liaison to speakers for technology and material preparation while leading the creative direction of training material design.

Staff must have experience configuring and installing hardware to coordinating technology for virtual events and have experience in working as a freelance tech consultant.

Staff must have lead web design and maintenance projects by elevating end-products to ensure deliverables are both functional and appealing.

SAMPLES OF POSSIBLE PAST PROJECTS

A webinar focusing on COVID-19 Government In-House

Partnered with Law Schools or Universities to create an Initiative Virtual summer program

Familiar with presenting topics such as The Violence Against Woman Act and Indian Child Welfare Act Training, Tribal Child Welfare Judicial Skills Training

Zoom Webinar ▫ National Judges Association

Native American Critical Issues Conference Zoom Webinar ▫ Michigan Indian Education Council

Annual National Training Program Zoom Webinar ▫ Society of American Indian Government Employees

Tribal Court’s Guide to Judicial Clerkships Adobe InDesign, Photoshop ▫ National American Indian Court Judges Association and AILC

10. GOVERNMENT FURNISHED EQUIPMENT, GOVERNMENTFURNISHED INFORMATION AND APPLICABLE DOCUMENTS DOI Shall provide 2 laptops, 1 video camera and microphones for each speaker at the presentation conference room. Testing of contractor equipment will be conducted. Contractor equipment should be: 2 laptops, 1 tablet, 1 portable printer, and 1 slide clicker.

11. NON-PERSONAL SERVICES:

As stated in the Federal Register, Volume 57, No. 190, page 45096, dated September 30, 1992, Policy Letter on Inherently Governmental Functions, no personal services shall be performed under this contract. All work requirements shall flow only from the Project Officer to the Contractor's Senior Project Manager. No Contractor employee shall be directly supervised by the Government. The applicable employee supervisor shall give all individual employee assignments, and daily work direction. If the Contractor believes any Government action or communication has been given that would create a personal services relationship between the Government and any Contractor employee, the Contractor shall promptly notify the Contracting Officer of this communication or action.

The Contractor shall not perform any inherently governmental actions under this contract. No Contractor employee shall hold him or herself out to be a Government employee, agent, or representative. No Contractor employee shall state orally or in writing at any time that he or she is acting on behalf of the Government. In all communications with third parties in connection with this contract, Contractor employees shall identify themselves as Contractor employees and specify the name of the company for which they work. In all communications with other Government contractor in connection with this contract, the Contractor employee shall state that he/she has no authority to, in any way, change the contract and that if the other contractor believes this communication to be a direction to change their contract, they should notify the Contracting Officer for that contract and not carry out the direction until a clarification has been issued by the Contracting Officer.

The Contractor shall insure that all its employees working on this contract are informed of the substance of this article. Nothing in this article shall limit the Government’s rights in any way under the other provisions of the contract, including those related to the Government’s right to inspect and accept the services to be performed under this contract. The substance of this article shall be included in all subcontracts at any tier.

12. TRAVEL

Travel will be included in the firm fixed price purchase order.

13. ORGANIZATIONAL CONFLICT OF INTEREST AND NON-DISCLOSURE REQUIREMENTS

If the contractor is providing support or anticipates providing support to AS-IA that creates or represents an actual or potential organizational conflict of interest (OCI), the contractor shall immediately disclose this actual or potential OCI in accordance with FAR Part 9.5. The contractor is also required to complete and sign an Organizational Conflict of Interest Statement in which the contract (and any subcontractor, consultants or teaming partners) agree to disclose information concerning the actual or potential conflict with any proposal for any solicitation relating to any work in any task order. All actual or potential OCI situations shall be handled in accordance with the FAR.