B2 - REPRESENTATIVE TASK ORDER 2 Planning and Convening Meeting.pdf

441 G St. N.W.

Washington, DC 20548

REPRESENTATIVE TASK ORDER – Planning and Convening Meeting

SERVICE: Plan and convene meeting 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:

Statement of Tasks and Deliverables

GAO requests the assistance of the Contractor in convening GAO’s TIAC to advise the agency in carrying out its mission to support Congress. Specifically, GAO typically seeks a one- to two-day, in-person meeting during which the TIAC can advise the agency on vital and emerging issues affecting Tribal Nations and their citizens and inform GAO’s strategic goals and priorities with respect to the agency’s work on federal programs serving Tribal Nations and related issues (tribal work).

The meeting will typically be held within 75-90 calendar days from the beginning period of performance of the task order.

As part of this work, the Contractor shall provide personnel to do the following:

• Arrange all pre-TIAC meeting planning logistics, generally including:

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

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

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

4. 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.

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

6. 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.

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

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

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

10. 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.

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

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

13. Receive proxy letters for TIAC members who need to send a substitute to a

TIAC meeting.

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

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

15. Other pre-TIAC meeting logistics, as needed.

• Coordinate TIAC meeting day, generally including:

1. Post signs for meeting location, prepare meeting room and tables, confirm proper equipment and Wifi connection are operational (as available).

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

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

4. Support TIAC leadership’s facilitation of meeting as requested and remain neutral on topics discussed.

5. Take notes of meeting discussions.

6. Other meeting day coordination activities, as needed.

• Follow up on post-TIAC meeting items, generally including:

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

2. 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.

3. 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.

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

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

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

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

Task Order Administration:

The Contractor shall acknowledge receipt of the Task Order by returning a copy of the Task Order, signed by the Contractor, to the Contracting Officer’s Representative (COR) within ten

(10) business days following the Contractor’s receipt of the Task Order.

The Contractor shall provide a work plan unless otherwise specified in the Task Order. The workplan shall be submitted electronically to the COR with a cover letter supplied to the Contracting Officer within ten (10) business days.

The work plan shall (1) outline the work that the Contractor proposes to perform; (2) identify the staff that are expected to be assigned to the work; (3) indicate the expected number of hours and costs required for each staff member; (4) identify other direct costs anticipated under the task order; and (5) include a schedule for completing the project.

The COR will review the work plan and approve or disapprove within seven (7) business days.

The Contractor shall start work only after receipt of an approved work plan.

Payment:

Invoicing for work performed under this task order shall be based upon actual expenditures. We expect invoicing to be broken out into at least the following categories:

• Travel costs: hotel, airfare, per diem, ground transportation for TIAC members and contractor staff supporting the meeting.

• Meeting preparation direct costs: contractor salaries, supplies in support of meeting preparation (e.g., reserving a meeting location, meeting equipment rental, meeting supplies, printing costs), and other relevant meeting preparation costs.

• Meeting day coordination direct costs: contractor salaries, supplies in support of meeting day coordination (e.g., note-taking, final logistics and room set-up, refreshments, printing), and other relevant meeting day costs.

• Post-meeting direct costs: contractor salaries and supplies in support of post-meeting activities (e.g., travel reimbursement processing, finalizing meeting minutes, debriefing GAO on lessons learned for future meetings) and other relevant post-meeting costs.

• 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.

441 G St. N.W.

Washington, DC 20548

Deliverables Table:

Deliverable Section Due Dates or Frequency Recipient

1. Negotiate and reserve meeting and hotel space.

2. Send invitations to TIAC members and confirm attendance.

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

4. Coordinate with GAO and TIAC to develop agendas and other meeting materials.

5. Distribute meeting materials to TIAC and GAO.

6. Arrange for virtual meeting platform.

7. Coordinate with staff at meeting space on arrangements.

8. Rent or reserve equipment for meeting.

9. Coordinate with TIAC to provide culturally appropriate invocations during TIAC meetings.

10. Work with TIAC and GAO to identify a moderator.

Pre-TIAC meeting logistics

1. Within 15 business days of Task Order

2. Within 5 business days of reserving space.

3. As needed by TIAC and within 5 business days of requests.

4. As requested by GAO and TIAC.

5. At least 10 business days before

6. As needed based on virtual attendance.

7. Ongoing basis as plans are made.

8. As needed based on space and meeting format.

9. As requested by TIAC.

10. At least 15 business days before

1. GAO COR

2. TIAC members and GAO COR

3. TIAC members

4. GAO COR and

TIAC members

5. TIAC members

6. GAO COR

7. GAO COR

8. GAO COR

9. TIAC members

10. GAO COR and

11. Provide moderator with background materials.

12. Determine whether a quorum will be achieved.

13. Receive proxy letters for TIAC members.

14. Order and prepare supplies for GAO TIAC meeting.

15. Other pre-TIAC meeting logistics, as needed.

11. At least 5 business days before

12. 3 business days before meeting.

13. As needed by TIAC members.

14. As needed based on meeting format.

15. As requested by GAO and TIAC.

11. GAO COR

12. GAO COR

13. TIAC members

14. GAO COR

15. GAO COR and TIAC members

1. Prepare meeting space and check equipment operability.

2. Set up a check-in area.

3. Provide appropriate refreshments.

4. Support TIAC leadership’s facilitation of meeting.

5. Take notes of meeting discussions.

6. Other meeting day coordination activities, as needed.

Coordinate

TIAC

meeting day

1. Day(s) of TIAC meeting.

2. Day(s) of TIAC meeting.

3. Day(s) of TIAC meeting.

4. As requested by TIAC leadership.

5. Day(s) of TIAC meeting.

6. Day(s) of TIAC meeting.

2. GAO COR

3. GAO COR

4. TIAC leaders

5. GAO COR

6. GAO COR

1. Send thank you email to TIAC members and personnel.

2. Collect and process travel reimbursement forms and reimburse eligible travel expenses to TIAC members.

3. Draft meeting minutes and distribute to GAO and TIAC members for their comment.

Follow-up post TIAC meeting

1. Within 48 hours of meeting.

2. To the extent possible, within 15 business days after the meeting.

3. Within 20 business days after the meeting.

1. GAO COR

2. GAO COR and TIAC members

3. GAO COR and

4. Survey TIAC members and GAO attendees to solicit feedback.

5. Summarize in writing and debrief with GAO on any lessons learned from the TIAC meeting.

6. Distribute final meeting minutes to GAO and TIAC members.

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

4. Within 10 business days after the

5. Within 30 business days after the meeting.

6. Within 45 business days after the

7. As requested by GAO and TIAC.

4. TIAC members and GAO COR

5. GAO COR

6. GAO COR and

7. GAO COR and

1. Contractor acknowledges receipt by returning a signed copy of the Task Order.

2. Contractor submits a workplan according to the specifications listed above, unless otherwise specified in the Task Order.

Task Order Administra-tion

1. Within 10 business days following the Contractor’s receipt of the Task Order.

2. Within 10 business days of acknowledging receipt of the Task Order.

2. GAO COR

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.