P02 -Draft - PWS Tribal Consultation.docx

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U.S. DEPARTMENT OF VETERANS AFFAIRS (VA)

OFFICE OF INTERGOVERNMENTAL AFFAIRS (IGA)

OFFICE OF TRIBAL GOVERNMENT RELATIONS (OTGR)

TRIBAL CONSULTATION SERVICES

1.2 Overview: In an effort to facilitate the Executive Order, VA Secretary Shinseki established a VA Office of Tribal Government Relations (OTGR). The OTGR Director was hired in January 2011 and VA’s Tribal Consultation Policy signed in February 2011. The Office of Tribal Government Relations (OTGR) mission is that VA will consult with American Indian and Alaska Native (AI/AN) tribal governments to develop partnerships that enhance access to services and benefits by Veterans and their families. This mission is fulfilled by: enhancing government-to-government relationships with AI/AN tribal governments; engaging in communication, collaboration and outreach with all of our stakeholders; serving as a clearinghouse for information regarding Veterans; educating our internal and external stakeholders, and advising on, assisting with the develop of, and advocating for policy and legislative issues affecting AI/AN tribal governments.

This performance work statement is intended to have a contractor provide five tasks from the following North American Industry Classification System (NAICS) code:

541611 – Administrative Management and General Management Consulting Services

1.3 Purpose: The purpose of this acquisition is to establish a Blanket Purchase Agreement (BPA) and place subsequent Orders that provides the following:

1.3.1 To coordinate and conduct in-person and virtual formal tribal consultation services. In-person consultation services will be approximately one-half day in length, estimating 3-4 hours with up to 100 to 150 attendees. Virtual consultation services will be conducted via webinar estimating 2 hours in length with up to 500 attendees. All formal consultation in both formats will require the contractor to issue a “Dear Tribal Leader Letter” in collaboration with the agency. Contractor shall send out letters to all federally recognized tribal leaders (currently 574). Contractor shall collect responses and assemble the findings for the VA tribal consultation report. The consultation meetings shall include participation by the senior leadership within VA, and VA’s three administrations– Veterans Health Administration (VHA), Veterans Benefits Administration (VBA) and National Cemetery Administration (NCA), and tribal leaders within the specific locations of the scheduled consultation meetings. Consultation sessions may coincide with national Indian conferences or meetings, such as the National Indian Health Board or National Congress of American Indians. Contractor will coordinate with VA on details of the location and logistics for the consultation. Contractor will be required to arrange for venue selected for consultation and be required to handle all logistical details, as detailed in Task 2 in section 2.2.2.

1.3.2 To plan, organize, coordinate, and conduct the tribal consultation meetings at the specific locations VA requests, locations are to be determined by VA. The Contractor will be responsible for all costs associated with the tribal consultation meetings. The contractor shall consult with OTGR as to the theme and agenda for the conference. The Contractor shall provide a final report of the meeting to OTGR. The report shall include, but is not limited to, the agenda, speakers, attendees, detailed transcription of the consultation meetings, assemble testimony, incorporate agency response and provide a summary report with matrix. In prearranged and specified instances, the Government may furnish materials and facilities.

1.3.3 Provide information dissemination and collection activities/services.

1.4 Contract Type: This is a firm-fixed-price (FFP), single award Blanket Purchase Agreement (BPA) against GSA Federal Supply Schedule in accordance with FAR 8.405-3. Orders will be placed as the Government need is identified and funding is available.

1.5 Ordering Period: The BPA will have a 12-month base period, and four 12-month option periods.

1.6 Place of Performance: The contractor shall perform all work at the contractor’s facility and specific locations selected by VA (e.g., in-person meetings).

1.7 Kickoff Meeting: Performance will not commence until a BPA kickoff meeting is held with the Contracting Officer (CO), Contracting Officer’s Representative (COR), and contractor to discuss specifics of the BPA and ordering procedures. The kickoff meeting will be held within 5 business days after the award of the BPA via telephone conference or other virtual method.

2.0 TASK STATEMENT

Each task will be completed in support of the VA’s Tribal Consultation Policy, as well as the mission and vision of the OTGR. The contractor shall participate in monthly status telephone conferences with the VA Project Manager (VA PM) and other relevant attendees. These telecons will be relatively short in duration (anticipate no longer than 30 minutes), the content and format of which will be determined by the Contractor and Contracting Officer’s Representative (COR). The Contractor shall have thorough knowledge of the mentioned laws and policies to ensure ongoing participation that allows all interested parties to engage one another through negotiations, compromise, and problem solving to reach a desired outcome. In accordance with Executive Order 13175, “Consultation and Coordination with Indian Tribal Governments” and guidance promulgated during the White House Tribal Nations Conference, November 5, 2009, wherein the President reaffirmed the Federal Government’s commitment to meaningful consultation with Indian Tribes, by directing that each Federal Agency adopt a “detailed plan of action” to implement Executive Order 13175 (November 9, 2000), 65 Fed. Reg. 67249-67252, VA establishes this Tribal Consultation Policy. Presidential Memorandum of January 26, 2021, Tribal Consultation and Strengthening Nation-to-Nation Relationships.

The contractor shall provide the specific mandatory task and associated deliverables described below within the performance period stated in this PWS.

2.1 Task 1: Project Planning Meeting within five (5) days from date of award of an order to discuss project tasks and overall requirements. The project planning meeting can be conducted via telephone conference and will be held between the contractor, Contracting Officer (CO), the Contracting Officer’s Representative (COR), VA Program Manager, Subject Matter Experts (SMEs), and other participants designated by VA or the contractor. The contractor shall coordinate the meeting and hold it within 5 business days of award of an order. The contractor shall take notes and submit an electronic report from the meeting that summarizes all the discussions within five business days after the meeting that includes decisions made and next steps. At the planning meeting, the contractor shall present the details of its intended approach, work plan, timeline for entire task order, project schedule for each task to include deliverable dates, milestones, risks, resource support, and required tools for review and approval by the advisory group. Work will not commence until the VA COR approves the approach/methodology, work plan, and schedule on behalf of the project advisory group. If necessary, the contractor shall submit a revised deliverable schedule by task. The Government will provide the contractor with VA points of contact for any VA-related information that is required to fulfill task orders within 10 work days of written request from contractor.

Deliverables:

2.1.1. Project planning meeting and Project Management Plan (PMP)

2.1.2. Meeting minutes of planning meeting

2.2 Task 2: In-person Formal Tribal Consultation Meeting

The Contractor shall plan, organize, coordinate, and facilitate the tribal consultation meetings at the specific location VA requests. The Contractor will be responsible for all costs associated with the tribal consultation meetings. The Contractor shall consult with OTGR as to the theme and agenda for the meeting. The Contractor will clarify a list of participants/attendees and a list of the key issues summarized from the consultation. In prearranged and specified instances, the Government may furnish materials and facilities. Formal consultation meeting is anticipated to last up to 4 hours. Contractor will be required to gather and summarize written communication from tribes that is provided in advance of the meeting or at the meeting. Contractor shall be responsible for a court reporter (max of 4 hours) at each session and will provide the detailed transcription to the VA within 21-days of meeting (both electronically and 1-hard copy). The finalized agenda shall be sent out no later than 30-days prior to the scheduled meeting to the tribal leadership and VA leadership. The Contractor shall submit an after-meeting report to include a list of attendees (both registered and in-person); agenda, meeting minutes summarizing key discussion from meeting; as well as submitted written consultation from tribes and summarized into topics and concerns. The after-meeting report shall be submitted 10-business days after the meeting.

Deliverables:

2.2.1 Logistical arrangements, planning, and facilitation for In-Person Formal Meeting

2.2.2 Meeting Agenda for in-person meeting and Run of Show (part of planning)

2.2.3 After-Tribal Consultation Meeting Report

2.2.4 Court Reporter detailed transcription of consultation

2.3 Task 3: In-person Tribal Advisory Committee Meeting

The Contractor shall plan, organize, coordinate, and facilitate a tribal advisory committee meeting, for a maximum of 3-days, up to 8 hours per day, and at a specific location VA requests. The Contractor shall consult with OTGR as to the logistics and agenda for the meeting. The Contractor will manage the run of show, which includes bio of speakers, power point presentations (or other material necessary for the meeting), attendees, and registration. In prearranged and specified instances, the Government may furnish materials and facilities.

The meeting is anticipated to last up to 8 hours per day, with up to 50 participants for the tribal advisory meeting. Contractor will be required to gather and summarize written communication from tribes that is provided in advance of the meeting or at the meeting. Contractor will provide the recording of the meeting and any automated transcription meeting summary to the VA within 10-days of meeting (electronically). The finalized agenda for the meeting shall be sent out no later than 30 days prior to the scheduled meeting. The Contractor shall submit an after-meeting summary to include a list of attendees (both registered and in-person); agenda, summarizing key discussion from the meeting, to include any written testimony, summarized into topics and concerns. The after-meeting summary shall be submitted 10-business days after the meeting.

Deliverables:

2.3.1 Logistical arrangements, planning, and facilitation for In-Person Tribal Advisory Committee Meeting

2.3.2 Meeting Agenda for Tribal Advisory Committee Meeting

2.3.3 After-Tribal Advisory Committee Meeting Summary

2.3.4 Court Reporter detailed transcription

2.4 Task 4: Virtual Tribal Consultation Meeting

Contractor shall plan, organize, coordinate and manage all virtual arrangements for consultation, including webinar platform, conference lines, and facilitation of discussion at a date/time selected by COR. The Government estimates up to 500 lines per call. The Contractor is responsible in collaboration with the VA for developing and finalizing the agenda and compiling information for dissemination at each virtual meeting/webinar. Contractor shall provide all necessary personnel and equipment to perform contract services. The finalized agenda shall be sent out as a DTLL and information disseminated no later than 30-days prior to the scheduled meeting to tribal leadership and VA leadership. Contractor shall be responsible for court reporter (max of 4 hours) at each session and will provide the detailed transcription to the VA within 21-days of meeting (both electronically and 1-hard copy).

Deliverables:

2.4.1 Virtual arrangements, planning, coordination and facilitation for virtual consultation

2.4.2 Meeting Agenda for virtual consultation (part of planning)

2.4.3 After-meeting Report from the virtual consultation

2.4.4 Court Reporter detailed transcription of consultation

2.5 Task 5: Tribal Consultation Report (may occur with either Task 2, 3, or 4) Contractor shall provide a Tribal Consultation Report. The report will include details provided from the After Tribal Consultation Meeting, Report, and agency response. Contractor shall work with the VA on VA’s formal agency response to the consultation (Reference Exhibit 1 for 2016 report). The Contractor shall submit the formal written tribal consultation report incorporating agency’s response within 90 days of the completed tribal consultation meeting. VA will route the report through the agency concurrence process. Once the final report is approved by the Secretary of Veterans Affairs (SECVA), the VA COR will electronically return approved report for any final changes and contractor shall disseminate with a DTLL to all federally recognized tribes.

Deliverables:

2.5.1 Formal written tribal consultation report incorporating agency’s response to the consultation (Reference Exhibit 1 for 2016 report)

2.6 Task 6: Agency Executive Summary Report (may occur in any year; normally occurs if Task 2, 3 and 4 are not completed) Contractor shall develop and provide a formal written Executive Summary Report, which will include a summary of VA’s activities related to the VA Office of Tribal Government Relations and the three branches within the VA (VHA, VBA, NCA). The report shall provide at a minimum, an introduction, summary, executive report, best practices related to VA efforts in providing healthcare and benefits to American Indians and Alaska Natives. The report shall be submitted at a schedule agreed upon by the VA PM or COR. Contractor shall disseminate written report as described in Task 7.

Deliverable:

2.6.1 Agency Executive Summary Report (Reference Exhibit 5 for 2017 report)

2.7 Task 7: Virtual Tribal Webinars (educational or informational) Contractor is required to handle all arrangements for tribal webinars including webinar platform, conference lines, and facilitation of discussion. The Government estimates up to 300 lines per call. The Contractor is responsible in collaboration with the VA for developing and finalizing the agenda and compiling information for dissemination at each virtual meeting/webinar. Contractor will provide all necessary personnel and equipment to perform contract services. The contractor shall provide all management/coordination of activities. The Contractor will draft the agenda and the finalized agenda shall be sent out no later than 30-days prior to the scheduled meeting to the tribal leadership and VA leadership.

Deliverable:

2.7.1 Arrange and facilitate virtual tribal webinars (educational or informational) for up to 300 lines per call.

2.7.2 Webinar Agenda

2.7.3 After-Action Webinar Report to include: the agenda, speakers, attendees, presentations, question, and answers; summary of webinar, and any other documentation from the webinar.

2.8 Task 8: Dear Tribal Leader Letter (DTLL) & Information Dissemination (occurs with Task 2, 3, 4, 5, 6, 7 or as a stand-alone task) Contractor shall be responsible to send out a DTLL to all federally recognized tribes (currently 574) as required with Task 2, 3, 4, 5, 6. VA may also require contractor to issue a DTLL separate from any of the above tasks as required by the agency. The contractor is responsible in collaboration with the VA for developing the content of the DTLL and dissemination to all tribal leaders. DTLL must be approved and accepted by the VA COR 30-days prior to date of the release of the letter. The Contractor shall be responsible for all costs associated with dissemination, which includes emailing an electronic copy of DTLL and any reports (via PDF or link to download report) to all federally recognized tribes, as well as mailing one hard-copy to all federally recognized tribes.

Deliverables:

2.8.1 Complete Dear Tribal Leader Letter (Reference Exhibit 2 for 2012 report)

2.8.2 Send Dear Tribal Leader Letter to all tribal federally recognized tribes (574) electronically, including one-hard copy to each tribe, along with any reports required.

3.0 DELIVERABLE ACCEPTABILITY

Contractor will be paid for completed deliverables accepted by the COR. Deliverables shall be determined acceptable if the Contractor has successfully addressed the requirements detailed in the specific task statement and in accordance with the criteria outlined in the Quality Assurance Surveillance Plan. Deliverable due dates are provided in the table below. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

DELIVERABLE

Final sent to the tribal leadership and VA leadership no later than 30-days prior to the scheduled meeting

Final sent to the tribal leadership and VA leadership no later than 30-days prior to the scheduled meeting

Final sent to the tribal leadership and VA leadership no later than 30-days prior to the scheduled meeting.

Final due 14 days after COR returns SECVA approved report to Contractor, incorporating VA’s final changes

Final sent to the tribal leadership and VA leadership no later than 30-days prior to the scheduled webinar.

Final completed 5-business days after approval from COR

2.9.1

Formal written report incorporating agency’s responses

Draft submitted to COR within 90 days of date of award

Final due 14 days after COR returns SECVA approved report to Contractor, incorporating VA’s final changes

4.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Contractor shall comply with the QASP as outlined in Attachment D. The QASP sets forth the procedures and guidelines we will use ensuring performance standards or services levels are achieved by the contractor.

5.0 TRAVEL

Travel and per diem, if required, shall be reimbursed in accordance with Federal Travel Regulations. Travel will be reimbursed at cost and shall not include any indirect costs. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Travel must be pre-approved by the COR and confirmed by the CO in a formal modification to the task order. Travel will be priced separately in the price schedule. Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor’s facility will not be reimbursed.

6.0 OPEN MARKET ITEMS (OMIs)

OMIs will be required to fulfill this requirement. OMIs are anticipated to include the following Open Market items in order to achieve the intent of this requirement:

Cover Letter 1-page cover letter - color

Copying & Printing Color front and back (2 total) covers card stock

Copying & Printing:

Up to 80 pages (pay for exact only) Black & White Copies Back-to-Back

Meeting Materials for Tribal Consultation Meeting:

Pocket Folders Agenda (back-to-back) - Color Issue Briefing (one page) - Color Presenter Bios (back-to-back) - Color Slideshow Printouts (handout style/back-to-back) - Color Supplemental Materials (back-to-back) - Color

7.0 GOVERNMENT RESPONSIBILITIES

VA PM shall be responsible for approving the finalized agenda for each tribal consultation session. The VA shall determine the location of each consultation meeting. The VA reserves the right to change the meeting locations and site by giving the Contractor a minimum of 30-day notice. The VA shall approve or disapprove the proposed logistics prior to each consultation meeting. The COR shall review and approve payment of each invoice submitted by the Contractor. The VA shall only reimburse the Contractor for actual services rendered.

8.0 CONTRACTOR EXPERIENCE REQUIREMENTS - KEY PERSONNEL

These skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this contract and subsequent task orders and option. These are defined as key personnel and are those persons whose resumes shall be submitted. The contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without approval of the CO and COR.

Any personnel the contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel who are being replaced. Requests to substitute personnel must be approved by the COR and the CO. All requests for approval of substitutions in personnel shall be submitted to the COR and the CO within 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete resume for the proposed substitute.

9.0 SECTION 508 COMPLIANCE

Contractor shall be required to comply with Section 508 requirements reference www.section508.gov/ and utilizing VA Section 508 Program Office as well as www.usability.gov site in order to be in compliance with Section 508 standards.

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