NIMH23000015RFQ Hybrid Event Support SOW 9.2022.pdf

Version 11-30-2016-1 FAR Part 11—Describing Agency Needs

STATEMENT OF WORK (SERVICES)

(SOW)

GENERAL INFORMATION

Title of Project:

Services to design and facilitate a Hybrid Work Training Program (FY2023) - Hybrid

Event/Meeting Support

Statement of Need and Purpose:

The National Institute of Mental Health (NIMH) is the lead federal agency for research on mental illnesses and one of the 27 Institutes and Centers that make up the National Institutes of Health

(NIH). The mission of NIMH is to transform the understanding and treatment of mental illnesses through basic and clinical research, paving the way for prevention, recovery, and cure.

To carry out this mission, NIMH conducts and supports biomedical and behavioral research, health services research, research training, and health information dissemination with respect to the causes, diagnosis, treatment, management, and prevention of mental illnesses.

The National Institute of Mental Health (NIMH) requires Hybrid Event/Meeting Support with it’s move to a fully hybrid work environment. Several events during the end of calendar year 2022 will be facilitated via a hybrid environment, planning and coordinating such an event or meeting includes additional complexities and NIMH is commited to ensuring a productive and meaningful experience for participants.

Background Information and Objective:

NIMH staff have been about 75% virtual for two years. Staff that have been on campus have mostly held meetings remotely for safety reasons. The return to the workplace has led to additional complexities that were not present when all staff were in person or remote. Hybrid meetings require new technologies, facilitation methodologies and coordination not previously required.

NIMH requires a Hybrid Event/Meeting Support contract which will provide the necessary skills, tools, and resources for staff that lead hybrid meetings for large groups, multiple organizations, and/or for sensitive/complex content. The support is required to ensure the success of meetings as some staff return to the physical work environment and others remain remote.

Period of Performance:

The period of performance will be twelve (12) months, with one additional year as an option.

Acceptance and approval of all deliverables outlined in the "Delivery and Deliverables" section will mark the successful completion of each requirement.

SCOPE OF WORK

General Requirements:

Independently and not as an agent of the Government, the Contractor shall furnish all the necessary services, qualified personnel, material, equipment, and facilities, not otherwise provided by the Government as needed to perform the Statement of Work below:

Specific Requirements:

As NIMH continues to adapt to the Hybrid work environment, complex and/or significant meetings/events have become an additional challenge to ensuring engagement amongst staff and with external stakeholders.

To support these efforts, NIMH requires a contractor who is an expert in:

• Planning for hybrid events with greater than 300 individuals and/or with two or more different organizations in attendance.

• Structuring meeting content to ensure the event/meeting includes analysis of the affective, behavioral and congitive objectives to implement discussion points that support those objectives.

• Facilitating engagement modalities that are accessible for a diverse population, to ensure that all participants have the opportunity to contribute to the meeting.

• Physical coordination of the in-person space, IT equipment, and other technologies that create an atmosphere to productively accomplish the event objectives.

• Utilization of different software programs to brainstorm, collect and organize data in real time during the meeting to be used as a deliverable from the occurrence.

To establish a baseline of knowledge, the contractor will provide no more than two classes to train staff on the details of Hybrid Meeting Coordination. Each training session will be limited to

25 participants, last no more than two hours, and will provide tools/templates to be used during the course of the meeting support process.

Sessions should be conducted in 2022 in order to support staff’s adoption of hybrid meeting facilitation as an organizational standard of practice. Previous training on Facilitation Presence and Virtual Design will be prerequisites for staff involved in this contract and therefore should be used as a baseline of knowledge for the Hybrid Meeting Training.

After the training, the contractor will provide up to 6 hours of individual meeting coordination consultation, as coordinated by the Office of Management. Included in this will be:

• Review, feedback, and discussion of affective, behavior and cognitive objectives.

• Review, feedback, and discussion of engagement modalities including activities and software implementation.

• Walk thru of physical environment(s) to ensure optimal footprint, technology, and agenda objectives.

LEVEL OF EFFORT:

This will involve training development and execution (training sessions will total 4 hours).

The Contractor will provide consultation services which is estimate not to exceed 50 hours.

GOVERNMENT RESPONSIBILITIES

The Government will not furnish IT equipment.

The Government can provide the technology capabilities (e.g., Zoom meeting set ups), if requested.

If the contractor provides their own videotelephony service (e.g., Zoom), the service should be secured and should meet FedRAMP guidelines. Furthermore, it should be able to include closed captioning and follows. The Government will manage training registration.

DELIVERY OR DELIVERABLES

Deliverables will include the training courses themselves, tools demonstrated during the training.

The Contractor’s deliverables will include but not limited to:

• Facilitate training sessions no more than 100 staff total, broken into 4 sessions (no more than 25 per class)

• Provide tools demonstrated during the training sessions.

• Final report detailing the work performed.

REPORTING REQUIREMENTS

All deliverables and final report will be submitted at the end of the contract to the Project Officer, Kristine Allred.

OTHER CONSIDERATIONS

Travel:

Travel will not be required.

Key Personnel:

Personnel must have extensive experience delivering training to governmental organizations about hybrid meeting/event facilitation, development of hybrid meeting/event facilitation modalitites, and consulting with administrative/scientific staff on the ability to coordinate highly successful meetings.

Information System Security Plan:

Contractor will not develop, have access, or maintain a federal information system; therefore, security policies and procedures are not applicable.

Data Rights:

The NIMH shall have unlimited rights to, and ownership of all deliverables provided under this contract, including reports, recommendations, briefings, work plans and all other deliverables.

This includes the deliverables provided under the basic contract and any optional task deliverables exercised by the contracting officer. In addition, it includes any additional deliverables required by contract change. The definition of “unlimited rights” is contained in

Federal Acquisition Regulation (FAR) 27.401, “Definitions.” FAR clause 52.227-14, “Rights in

Data-General”, is hereby incorporated by reference and made a part of this contract/order.

Section 508—Electronic and Information Technology Standards:

The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.

Publications and Publicity:

Contractor will not write or publish articles of data produced as a result of the requirements of the SOW.

Confidentiality of Information:

The Contractor will not disclose, publish, divulge, release, or make known, in any manner or to any extent, to any individual other than the authorized government employee, the content of any sensitive information provided under this contract. For this requirement, the government may provide to the contractor information or data of a personal nature about individual(s) or proprietary information or data pertaining to this project, which is confidential. This requirement is expected to generate information or data which is confidential. The Contractor shall handle all sensitive information or data in a secure manner and consult with the authorized government employee prior to any release, disclosure, dissemination, or publication.