B2 - Attachment A - Performance Work Statement (PWS).docx

ATTACHMENT A PERFORMANCE WORK STATEMENT RFQ #05GA0A24Q0024

PEFORMANCE WORK STATEMENT

TRIBAL AND INDIGENOUS ADVISORY COUNCIL SUPPORT

Table of Contents

1. DESCRIPTION OF SERVICES

The U.S. Government Accountability Office (GAO) is an independent and nonpartisan legislative branch agency that supports the U.S. Congress in meeting its constitutional responsibilities and helps improve the performance and ensure the accountability of the federal government. The GAO provides Congress with timely information that is objective, fact-based, nonpartisan, nonideological, fair and balanced. GAO reviews the efficiency and effectiveness of federal agencies’ operations and performance, performs policy analyses and outlines options for congressional consideration and provides information on emerging issues. This work includes audits, reviews, and related assessments of federal agencies and federal programs that serve Federally Recognized Tribal Nations and their citizens; federal programs serving other Indigenous communities and populations, such as Native Hawaiians and state-recognized Tribes; and federal programs for which Alaska Native Corporations (ANCs) are eligible recipients.

GAO’s Tribal and Indigenous Advisory Council (TIAC) was established in 2022 to provide advice to the Comptroller General of the United States, GAO leadership, and GAO teams, that is intended to assist the agency in carrying out its mission to support Congress. The TIAC is comprised of members representing Tribal Nations, ANCs, Native Hawaiian communities, and State-Recognized Tribes that can provide guidance on vital and emerging issues affecting their respective constituents and on GAO’s work on federal programs that serve their communities and related issues. Additionally, TIAC members may also be asked to advise GAO on its institutional efforts to continue to build GAO’s audit capacity in conducting its tribal and Indigenous work.

This non-personal professional requirement with deliverables is for advisory and support services from a tribal organization to help GAO support and maintain the TIAC in its work with GAO.

1.1. Definitions

“Performance Work Statement (PWS)” is a statement of work for performance-based acquisitions that describes the required results in clear, specific, and objective terms with measurable outcomes.

“Services Summary” is the minimum level of acceptable performance that the contractor must meet and still be considered a satisfactory performer.

“Task Order” is an individual requirement for services issued against an existing contract.

“Tribal Nations” refers to the 574 federally recognized Tribes, according to the list of Tribes recognized and eligible to receive services from the Bureau of Indian Affairs by virtue of their status as Tribes, published on February 1, 2019 in the Federal Register. 84 Fed. Reg. 1200 (Feb. 1, 2019).

“Tribal organizations” refers to national and regional organizations that advocate for affiliated Tribes and tribal citizens.

1.2. Acronyms

2. SUMMARY OF REQUIREMENTS

The contractor shall assist GAO to support and maintain the TIAC, including providing logistical and administrative support for TIAC meetings and members as described below. The contractor must demonstrate past and continued experience working cooperatively with Tribes and other tribal organizations.

2.1. Ongoing Administrative Support

The contractor shall provide logistical and administrative support services for the TIAC through the following duties:

· Provide personnel to perform the following ongoing administrative duties under the oversight and administrative support task order:

· Contract administration, generally including:

· Establish and maintain a dedicated listserv for the GAO TIAC within 30 days of the contract award.

· Coordinate calls for TIAC members to discuss issues between advisory meetings, as needed.

· On a quarterly basis, review and update contact information for TIAC members to ensure it remains current and communicate changes to GAO.

· Provide technical support to TIAC members, such as conducting background research, and using tools to promote information-sharing—such as a website—as needed to ensure members are prepared for productive meetings.

· Communicate informally, through email or phone call as appropriate, to respond to inquiries from TIAC members, usually within 5 business days.

· Maintain TIAC external-facing website to ensure information is up-to-date and accurate.

· Communicate with GAO—through email, virtual meeting, or phone call as appropriate—monthly or more frequently as significant issues arise.

· As needed, prepare and deliver training events to GAO staff, intended to ensure staff working with the TIAC have a base knowledge of Indian Country and protocols for working with a TIAC.

· Collaborate with Tribal Nations and tribal organizations to assist GAO with sharing information to all Tribal Nations, as requested.

· As needed, schedule ad-hoc meetings between GAO representatives and TIAC members to facilitate relationship-building, discussions about issues of concern to TIAC members, etc.

· When openings on the TIAC occur, help GAO seek nominations and on-board new TIAC members by:

· Distributing announcements to Tribal Nations, tribal organizations, and technical experts across the country, including those that represent Alaska Natives and other Indigenous perspectives. If needed, submitting the announcement to the Federal Register. GAO will provide core information to include in announcements and review and approve announcements prior to their distribution.

· Within 7 days of announcement, convening at least one virtual meeting to discuss the TIAC and answer questions.

· If no nominations are received based on the distributed announcements, the Contractor shall work with GAO to identify and execute alternative methods for seeking tribal member nominations

· Upon request, providing contextual information to help GAO evaluate nominees' professional experiences in tribal governments, organizations, and activities relevant to tribal issues.

· Developing and providing orientation information and training materials for new TIAC members.

· Other contract administration tasks, as needed.

· Pre-meeting planning activities, generally including:

· Identify potential TIAC meeting dates for GAO to consider four months prior to the planned meeting timeframe. Where possible, potential meeting dates will seek to take advantage of, but not overlap with, other national meetings of importance for Tribal leaders.

· For in-person meetings, identify options for one of the meetings to be held in Washington, D.C. and other TIAC meetings to be held in a location outside of the D.C. area to ease travel burdens on TIAC members.

· Once a meeting date has been selected by GAO, notify TIAC members to “save the date” of the TIAC meeting.

· Notify TIAC members of travel logistics, eligible travel expenses and how to be reimbursed from the contractor.

· Answer any travel-related questions from TIAC members.

· Solicit potential topics from TIAC members for upcoming TIAC meetings and share with GAO as appropriate.

· Other pre-meeting planning tasks, as needed.

· Pre-technical assistance activities, generally including:

· Distribute information to the TIAC at GAO's request for input.

· Compile preliminary responses from the TIAC to provide back to GAO.

· Solicit potential topics from TIAC members for follow-up through working groups or technical assistance and share with GAO as appropriate.

· Other pre-technical assistance tasks, as needed.

2.2. Support Services for Planning and Convening TIAC Meetings The contractor shall provide the following logistical and administrative services for planning and convening GAO’s TIAC meetings. GAO’s goal is to have meetings at least three times annually with at least two of these meetings in-person. In-person meetings may span up to two days, depending on the business before the TIAC. To the extent possible, one of the in-person meetings should be held in Washington, D.C. and the other should be held in a location outside of the D.C. area to ease travel burdens on TIAC members.

· To support TIAC meetings the contractor shall provide personnel to perform the following duties under a TIAC meeting task order:

· Pre-TIAC Meeting Planning Logistics, including:

· Once a meeting space has been selected, negotiate and reserve selected meeting space and hotel rooms for each GAO TIAC meeting.

· Send out an invitation for the meeting and confirm whether TIAC members plan to participate in person or virtually.

· Assist TIAC members with travel needs and respond to their questions.

· Coordinate with GAO and the TIAC to develop agendas, collect relevant supporting documentation for the TIAC meeting. If requested, arrange for a meeting between GAO representatives and TIAC chair/vice-chair to discuss agenda before it is finalized.

· Distribute meeting materials to TIAC members, including the federal co-chair, at least 10 business days prior to the meeting.

· If the TIAC meeting will include virtual attendees, arrange for a virtual meeting platform that allows all meeting participants and other attendees to see each other and documents to be shared.

· Coordinate with staff at meeting space to confirm floorplan for the meeting and the availability of proper equipment.

· Rent or reserve equipment needed for meeting (e.g., projector, remote to advance slides, microphones).

· Identify and coordinate with a Tribal leader or elder to provide culturally appropriate invocations during TIAC meetings.

· Work with TIAC leadership and GAO to identify a moderator who has relevant and culturally appropriate experience to introduce, facilitate, and verbally summarize the TIAC meeting discussions.

· Provide moderator with background materials about GAO and TIAC that would help prepare them for moderator responsibilities.

· Determine in advance of each TIAC meeting whether a quorum will be achieved.

· Receive proxy letters for TIAC members that need to send a substitute to a meeting.

· Order and prepare supplies for GAO TIAC meeting (e.g., office supplies, name badges and tent cards, masks, signs).

· Print and assemble name badges and tent cards for TIAC members, including the federal co-chair and guest speakers.

· Other pre-TIAC meeting logistics, as needed.

· TIAC Meeting Day Coordination, including:

· Post signs for meeting location, prepare meeting room and tables, and ensure Wifi connection is operational (as available).

· Set up a check-in area for TIAC members, GAO attendees, and guest speakers.

· Provide appropriate refreshments for each GAO TIAC meeting, such as coffee, snacks, and lunches, as needed.

· Support TIAC leadership’s facilitation of meeting discussion when requested but remain neutral on topics discussed.

· Take notes of TIAC meeting discussions.

· Other meeting day coordination activities, as needed.

· Post-TIAC Meeting Follow-up, including:

· Within 48 business hours of TIAC meeting, send thank you email to TIAC members and any support personnel.

· To the extent possible, within 15 business days after each GAO TIAC meeting, collect and process travel reimbursement forms for TIAC members and reimburse eligible travel expenses to TIAC members for each GAO TIAC meeting.

· Within 15 business days after each GAO TIAC meeting, draft meeting minutes—including follow-up items for GAO and TIAC members—and distribute to GAO and TIAC members for their comment.

· After each TIAC meeting, survey TIAC members and GAO attendees to solicit feedback.

· Within 30 business days after each GAO TIAC meeting, summarize in writing and debrief with GAO on any lessons learned from the TIAC meeting.

· Within 45 business days after each GAO TIAC meeting, distribute final meeting minutes to GAO and TIAC members.

· Other TIAC meeting-related follow-up tasks, as needed.

2.3. Technical Assistance Support

The contractor shall provide the following administrative services to assist GAO in obtaining TIAC member perspectives on issues between TIAC meetings (written technical assistance) and provide support to TIAC working group efforts (working group technical assistance). Most requests for technical assistance should be completed within 60 calendar days or an otherwise agreed upon timeframe after the beginning period of performance on the “technical assistance” task order.

· To provide written technical assistance support, the contractor shall provide personnel to perform the following administrative services under a technical assistance task order:

· Develop background document. The contractor would help GAO develop a brief background document to provide initial context surrounding the issue, summarize current GAO understanding, highlight the areas where GAO is interested in receiving TIAC perspectives and how GAO intends to use the information.

· Distribute background document and receive perspectives and feedback. The contractor would distribute the background document to TIAC members and create a mechanism for receiving TIAC members’ perspectives and feedback (e.g., a brief questionnaire) created with input from GAO. The contractor would ensure background information distribution, the accessibility of the mechanism for receiving input and provide response reminders to TIAC members.

· Receive TIAC members’ perspectives and summarize input. The contractor would work with GAO staff to summarize the perspectives and feedback received and provide culturally appropriate and other relevant context to help GAO understand TIAC members’ responses. The contractor would work with GAO to prepare a written summary of the results, which would be shared with the TIAC for their review and verification of its accuracy prior to GAO’s use.

· To provide working group technical assistance support, the contractor shall provide personnel to perform the following administrative services under a technical assistance task order:

· Support creation of working group and develop background document. The contractor would work with GAO staff and TIAC leadership to create a joint working group on a particular project. The contractor would work with GAO staff to prepare a short background document to solicit TIAC working group membership and present context.

· Provide logistical support for working group activities. The contractor would provide logistical support for TIAC working group activities, including providing a mechanism for working group members to securely share information with each other and virtual meeting administrative support, such as providing videoconferencing tools and notetaking, as appropriate.

· Support summary of working group results. The contractor would work with the TIAC working group members and GAO to summarize the results of the working group’s efforts. Summary results could be presented orally at the next TIAC meeting or in an informal written product.

2.4. Technical Requirements Needed to Accomplish Work

· Working knowledge of Native American cultures, traditions, and ways of communicating.

· A demonstrated track record of working with federally recognized Tribes with wide geographic coverage, including Alaska Native villages as well as smaller, less-represented Tribes;

· A demonstrated track record of organizing national tribal advisory bodies for other federal agencies;

· The ability to reach and establish working relationships with other Indigenous populations within the U.S., and relevant groups representing their interests—including Native Hawaiian communities, Alaska Native Corporations, and state-recognized Tribes;

· The ability to work cooperatively with other tribal organizations and federal agencies,

· Experience and familiarity with various funding vehicles for tribal programs; and

· Familiarity with GAO and its mission.

3. SERVICES DELIVERY SUMMARY

Below is a matrix table listing a summary of the performance objectives and performance thresholds required by GAO in contractor performance.

3.1. Measurable Terms

Prepared documents must meet professional writing standards and contain relevant content.

Deliverables should be in the requested format (i.e., oral, written, PowerPoint).

100% Inspection

In-person meetings may span up to two days, depending on the business before the TIAC.

Timely submission of invoices for reimbursable expenses.

100% Inspection

Prepared documents must meet professional writing standards and contain relevant content.

Results should be in the requested format (i.e., oral, written, PowerPoint).

Timely submission of invoices for reimbursable expenses.

100% Inspection

Respond to TIAC member and GAO requests for assistance or complaints.

3.2. Travel

The contractor shall be required to perform periodic travel in support of the TIAC. Additionally, the contractor shall be responsible for reimbursing travel costs of TIAC members for each in-person meeting. Eligible travel costs for reimbursement will include at a minimum, lodging, ground transportation, airfare, and per diem, and be in accordance with Federal Travel Regulations or Joint Travel Regulations per FAR 31.205-46.

3.3. Deliverables

A 5-year contract is anticipated, with deliverables along the following timelines:

2.3.2

TIAC meeting planning and convening task orders

a. Meeting minutes

b. Survey of TIAC and GAO participants

c. Lessons learned summary and briefing

a. Within 2 weeks of TIAC meeting.

b. Within 2 weeks of TIAC meeting.

c. Within 30 days of TIAC meeting.

3.4. Criteria for Acceptance

All deliverables shall be submitted in a draft format mutually agreed upon by the contractor and GAO. If deliverables are provided in an unacceptable state, the COR will provide feedback within 2 business days and the contractor will have 2 business days to address feedback and resubmit.

4. NON-PERSONAL SERVICES

GAO will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall GAO 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 feels that any actions constitute, or are perceived to constitute personal services, it shall be the contractor’s responsibility to notify the CO immediately. These services shall not be used to perform work of a policy/decision-making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the contractor shall be the sole responsibility of the Government.

5. CONTRACTOR IDENTIFICATION

All contractor/subcontractor personnel shall distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone or via electronic mail, contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, contractor/subcontractors occupying collocated space with their Government program customer should identify their work space area with their name and company affiliation or as a minimum “Contractor” after name.

6. HOURS OF OPERATION

Government agencies will not be available during scheduled federal holidays, inclement weather, weekends, or after duty hours. All chargeable work will be directly attributable to the task being performed by the individual.

7. APPENDICES

7.1. Relevant Publications and Regulations

The TIAC meeting is not required by law or policy. As a legislative branch agency, GAO is not covered by the Federal Advisory Committee Act (FACA), 5 U.S.C. Appendix 2, section 3(2), which governs the establishment, operation, and termination of advisory committees in the executive branch of the U.S. Government.