B2 - REPRESENTATIVE TASK ORDER 1 Oversight and Administrative Support.pdf

441 G St. N.W.

Washington, DC 20548

REPRESENTATIVE TASK ORDER – Oversight and Administrative Support

SERVICE: Oversight and administrative support for GAO’s Tribal Indigenous Advisory Council

(TIAC).

ESTIMATED PERIOD OF PERFORMANCE: September 29, 2024 – September 28, 2025

CONTRACT TYPE: Cost Contract-No Fee per FAR 52.216.11

Description of Work:

GAO requests the assistance of the Contractor with oversight and administrative support for GAO’s TIAC to advise the agency in carrying out its mission to support Congress. Under this task order, Contractor can conduct up to 25 percent of time and incurred costs of the meeting planning and convening task order and up to 25 percent of time and incurred costs of the technical assistance task order.

Statement of Tasks and Deliverables

The Contractor shall identify and assemble the necessary qualified personnel, material, and equipment, managing and directing the same, to do the following:

• Contract administration, generally including:

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

2. Coordinate calls for TIAC members to discuss issues during the time between advisory meetings, as needed.

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

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

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

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

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

8. 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.

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

10. 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.

11. 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 the announcement, convening at least one virtual meeting to discuss the TIAC and nomination process, and answer questions from interested parties.

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.

12. Other contract administration tasks, as needed.

• Pre-meeting planning, generally including:

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

2. 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.

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

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

5. Respond to TIAC member questions related to travel.

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

7. Other pre-meeting planning tasks as needed.

• Pre-technical assistance, generally including:

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

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

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

4. Other pre-technical assistance tasks as needed.

Payment:

Invoicing for work performed under this task order shall be based upon actual expenditures and submitted within 30 days of task order completion. At minimum, expenses should be broken out into at least the following categories:

• Pre-meeting preparation direct costs: contractor salaries, supplies in support of pre-meeting preparation (e.g., IT applications for sharing information with TIAC members, scheduling, and selecting a meeting location) or other activities not covered under the Planning and Convening Meeting Task Order.

• Post-meeting direct costs: contractor salaries and supplies in support of post-meeting activities resolving outstanding administrative tasks not completed under the meeting task order.

• Pre-technical assistance direct costs: contractor salaries and supplies in support of initial technical assistance activities (e.g., distributing information at GAO’s request and soliciting input from TIAC members on potential topics for technical assistance) or other pre-technical assistance activities not covered under the Technical Assistance Task Order.

• Administrative indirect costs: contractor operational expenses such as business insurance, communication infrastructure (e.g., Zoom subscription, TIAC website maintenance), accounting and audit fees associated with this Task Order.

Deliverables Table:

Deliverable Section Due Dates or Frequency Recipient

1. Establish and maintain listserv.

2. Coordinate calls for TIAC members.

3. Update TIAC information and communicate to GAO.

4. Provide technical support to TIAC members.

5. Respond to TIAC members within 5 business days.

6. Maintain TIAC external-facing website.

7. Communicate regularly with GAO.

8. Prepare and deliver TIAC-related training to GAO staff.

9. Collaborate with Tribal Nations and organizations.

10. Schedule ad-hoc meetings with GAO and TIAC members.

11. Help GAO seek nominations and on-board new TIAC members.

12. Other necessary contract administration tasks.

Contract Administration

1. Within 30 business days of award.

2. As needed by TIAC.

3. Quarterly basis.

4. As needed by TIAC.

5. As needed by TIAC.

6. Ongoing during contract award.

7. Monthly basis and as issues arise.

8. As requested by GAO.

9. As requested by GAO.

10. As requested by GAO or TIAC.

11. As requested by GAO.

12. As requested by GAO.

1. GAO COR,

2. TIAC members

3. GAO COR

4. TIAC members

5. TIAC members

6. GAO COR

7. GAO COR

8. GAO COR

9. GAO COR

10. GAO COR

11. GAO COR

12. GAO COR

1. Identify potential TIAC meeting dates for GAO to consider.

2. For in-person meetings, identify meeting locations.

3. Notify TIAC members to “save the date” of the TIAC meeting.

4. Notify TIAC members of travel logistics, eligible expenses, and reimbursement process.

5. Respond to TIAC member questions related to travel.

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

7. Other pre-meeting planning tasks as needed.

Pre-Meeting Planning

1. Four months before meeting date.

2. Four months before meeting date.

3. Within 5 business days of date selection.

4. Within 15 business days of date and location selection.

5. Within 5 business days.

6. Three months before meeting date.

7. As requested by GAO or TIAC.

1. GAO COR

2. GAO COR

3. GAO COR and

TIAC members

4. GAO COR and

TIAC members

5. TIAC members

6. TIAC members

7. GAO COR and

1. Distribute information to the TIAC for input.

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

3. Solicit potential topics from TIAC members for working groups or technical assistance and share with GAO as appropriate.

4. Other pre-technical assistance tasks as needed.

Pre-Technical Assistance

1. Within time frame agreed upon with

GAO

2. Within time frame agreed upon with GAO and TIAC.

3. As requested by TIAC

4. As requested by GAO or TIAC.

2. GAO COR

3. GAO COR and

4. GAO COR and

1. Invoices under this task order shall be based upon actual expenditures and broken out by categories outlined above.

Payment 1. Within 30 business days of task order completion.