SOW IHS1490505.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

IHS HQ Executive Leadership Meeting - Nashville Conference, Audio Visual, Lodging, and Transportation Services

2.0 BACKGROUND

The Indian Health Service (IHS) plans to host its quarterly Executive Leadership Team (ELT) Meeting from June 10 through June 13, 2024, in Nashville, Tennessee (TN). The meeting will require conference space, audio-visual (AV) services for a hybrid in-person and virtual session, and transportation services.

2.1 OBJECTIVE

The primary objective of this project is to secure adequate meeting space and audiovisual services to accommodate a hybrid in-person and virtual meeting with transportation services. The desired approach is to host the meeting at the same location for lodging for meeting participants but the Government will consider alternative approaches for lodging if unavailable on site at the federal per diem rate.

3.0 SCOPE

Location

IHS is seeking to host its ELT meeting in downtown Nashville, TN. While downtown Nashville, TN is preferred in close walking proximity with sidewalks and safe environments for the general welfare of participants, the IHS will consider alternate locations within 15-25 miles of the Nashville Airport if the other specifications of the requirements are met. Must be within 10-minute walking distance of more than one restaurant with sit-down and carry out options. A map of the meeting space with restaurants and a complete list of restaurants with the distance in miles and walking distance in minutes from the meeting location must accompany all bids.

Conference Space and Hotel Room Block

IHS is seeking conference space and a hotel room block at the federal per diem rate in Nashville, TN, for the dates of June 10-June 14, 2024.

The meeting space must be centrally located with a preferred location of downtown Nashville, TN.

Proposals will be accepted outside of this location but must be within 10 miles and no more than 25 miles from the Nashville International Airport. All meeting locations must be within walking distance of restaurants with sidewalks and in an area that a reasonable person would consider safe to walk in small groups during daylight and dusk hours without fear of personal safety.

Meeting space must include 2-3 meeting spaces:

One boardroom with a long table and 6-10 seats with no AV services.

One large conference room or two adjoining conference rooms with a sliding partition that will open to accommodate two separate set ups.

o Minimum of 1850 sf to be set up in U shape and hold 45 seats with AV projection screen and podium on the open side of the U shape and accommodate adequate walking space of 36” behind seats when persons are seated and any adjacent walls.

A floorplan with square footage and diagram of seating arrangements to include a minimum of 36” of walking space between chairs when pulled out in seated position and any adjacent walls is required with all proposals.

o Room must include set up behind the U shape with a long table in a traditional classroom set up with 10-15 seats o A floorplan with square footage and diagram of seating arrangements to include a minimum of 36” of walking space between chairs when pulled out in seated position and any adjacent walls.

o Minimum of 650 sf to be set up banquet style with five tables to hold 10 seats with adequate space for flip chart stands and wall space for extra-large sticky note pads to accommodate mini breakout sessions and not require participants to leave the room.

Audio Visual Needs

The meeting will be primarily in person and allow for microphones, speakers, and monitors to allow participants to hold discussions and be easily heard by all in the room. The set up must include options to virtually host presenters periodically throughout the meeting that allows the virtual participants to see the room participants via camera and a monitor where in-person participants are able to view the virtual presenter and any shared screens or presentations. The contractor must directly provide or subcontract with a vendor who meets the federal definition of small or Indian owned business (or provide strong justification that a small or Indian owned business is not available locally) the items listed below at a minimum. Proposals must include any and all necessary audiovisual equipment to adequately accommodate a hybrid in-person/virtual meeting must include strong justification in the proposal.

1 large projection screen for the front of the room to display presentations

2 large monitors for the left and right sides of the room

23-25 microphones - one designated microphone for the primary meeting chair and one microphone to be centered between every two seats

3 wireless handheld microphones

1 House Sound System

Meeting Room Power Distribution

20-30 3' AC Power Strips for the Ushape tables and 1 long classroom table

Internet access for virtual meeting options

Complimentary Wi-Fi

Any proposal that offers on demand technical assistance for the duration of the meeting will be evaluated more favorably.

Site Visit

The Contracting Officer’s Representative will conduct a site visit 3-5 days prior to the meeting.

Signage

The meeting venue must include digital and print signs designating “IHS Executive Leadership Meeting” in prominent locations for participants to easily locate the meeting room.

Lobby

The meeting venue must include space in the lobby or outside of the meeting room for registration and other support staff to provide services.

Water Service

The proposal should include water service and options to refill at least twice daily with drinking glasses available for 60 participants. The table should have room for the IHS organizers to bring in light refreshments. No catering of food or drink is allowed to be purchased using government funding and should not be included as part of the proposal.

Transportation Services

The contractor must directly provide or subcontract with a vendor who meets the federal definition of small or Indian owned business (or provide strong justification that a small or Indian owned business is not available locally) to provide:

Shuttle bus or vans to accommodate 50-60 persons round trip from the meeting site to The Hermitage and wait for participants for approximately 3-4 hours and then provide transportation back to the meeting site at approximately 10 a.m. or 1 p.m. between June 11 and June 13, 2024

Shuttle bus or vans to accommodate 30-40 persons round trip from the meeting site to 711 Stewarts Ferry Pike, Nashville, TN 37214 for a 2-hour time period and returning to the meeting site between June 11 and 13, 2024

Shuttle bus or vans to accommodate 20 persons round trip from the meeting site to 801 Park Avenue in Murfreesboro, TN, for a 4-6 hour time period and returning to the meeting site and/or Nashville International Airport on June 14, 2024

Hotel Room Block

A room block for 50 attendees at the federal per diem rate is preferred. If unavailable onsite, the meeting site must be within walking distance or a short taxi ride of hotels within the federal per diem rate. If a room block is unavailable, the proposal must include a list of hotels and the distance in miles from hotels with federal per diem rates.

4.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF

APPLICABLE)

The Contractor shall perform the following tasks:

4.1 Meeting Space Coordination

4.1.1 The Contractor shall develop an overall floor plan view of meeting space and provide onsite support each morning. The Contractor will check in periodically with federal staff to ensure all needs are met. The Contractor must provide contact information for air temperature control, audiovisual technical assistance, and logistical support needs.

4.2 Meeting and Equipment Set-Up

4.2.1 The Contractor shall ensure a plan is in place to set up the room configuration and complimentary water each morning prior to 8 a.m.

4.2.2 The Contractor shall ensure complimentary water is replenished at least twice daily to allow for 24 ounces per meeting participant throughout the day.

4.2.3 The Contractor shall have a plan to clean up the room after 6:30 p.m. each evening.

4.2.4 The Contractor shall ensure a plan is made for technical assistance throughout the day and outline the qualifications of staff who will provide audiovisual technical assistance.

5.0 TYPE OF ORDER

This is a firm fixed price purchase order.

6.0 PERIOD OF PERFORMANCE

30 days

7.0 PLACE OF PERFORMANCE

Preferred location is downtown Nashville, Tennessee but acceptable within a 15 but no more than 25 mile radius of the Nashville International Airport.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Complete deliverables schedule listed below.

All site visits will be conducted by the COR. All written deliverable products shall be submitted in draft format for review, comment and approval by the COR. Final copies of approved drafts shall be delivered to the COR within five (5) business days after receipt of the Government’s comments.

All deliverables shall be sent electronically (Microsoft Word or Excel 2013, unless approved by the COR) per the following deliverable schedule:

DELIVERABLE

DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS

DUE DATE

Site Visit #1 (Task 4.1)

Demonstrate lay out of meeting space, location of signage, and AV set up

3-5 days prior to meeting

9.0 PAYMENT

One-time payment in arrears after conference