PWS - 2021 Virtual Partnership Conference.docx

DEPARTMENT OF HEALTH & HUMAN SERVICES Public Health Service

2021 OIT/ORAP Virtual Partnership Conference Performance Work Statement

A. BACKGROUND INFORMATION

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The provision of health services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. This relationship, established in 1787, is based on Article I, Section 8 of the Constitution, and has been given form and substance by numerous treaties, laws, Supreme Court decisions, and Executive Orders. The IHS is the principal federal health care provider and health advocate for Indian people and its goal is to raise their physical, mental, social, and spiritual health status to the highest level. The IHS provides a comprehensive health service delivery system for American Indians and Alaska Natives who are members of 574 federally recognized Tribes across the U.S.

B. GENERAL INFORMATION

The Indian Health Service (IHS) Office of Information Technology (OIT) and Office of Resource Access and Partnerships (ORAP) are planning the 2021 Virtual Partnership Conference and require conference support services to coordinate and manage conference logistics. The Partnership Conference provides an atmosphere of collaborative thinking and information dissemination to hundreds of attendees.

The 2021 virtual Partnership Conference will be held in August 2021, preferably the week of August 16. The conference will bring together approximately 2000 federal, tribal and urban attendees who work within the Information Technology, Business Office, Health Information Management, and Purchased/Referred Care (PRC) Programs. Conference registration will be held prior to the event. The Conference will begin on Monday afternoon with a pre-recorded plenary session with breakout sessions taking place on Tuesday, Wednesday and Thursday. The Conference will conclude with the live plenary session on Thursday afternoon.

C. PERIOD OF PERFORMANCE

This is Performance Work Statement applies to the 2021 Virtual Partnership Conference.

D. CONTRACT TYPE

This is a firm fixed price contract.

E. SCOPE OF WORK / DELIVERABLES

The event management contractor shall work with the IHS Contracting Officer’s Representative (COR) to plan and make the necessary arrangements to ensure the required events are conducted in a professional manner using the best commercial practices at the desired times and locations. The work shall be performed at the contractor’s worksite. During the planning phase, the contractor will be available to the COR Monday through Friday from 9:00 am – 5:00 pm Eastern Standard Time (EST) excluding Federal holidays.

The following schedule of deliverables (1-22) outlines the necessary requirements to organize and manage the 2021 Virtual Partnership Conference.

1. Start-Up Meeting – The Contractor will meet with the COR and relevant program staff within five (5) days of contract modification to review the planning progress and define special requirements for meeting platform, marketing, communication and registration services. As a result of this meeting, the Contractor shall develop a Comprehensive Event Plan which will include potential meeting platforms, work plan and timeline. The Comprehensive Event Plan will be available to the COR within five (5) days of the Start-Up Meeting.

Regular and recurring meetings will be scheduled as determined by the Contractor and the COR in order to maintain updated information and event progress.

2. Logistical and Administrative Services – The Contractor will be responsible for all daily activities associated with event coordination from pre-conference planning and meeting platform selection to online management and program set-up to post-conference support and client debriefing. Contractor may be asked to participate on no more than ten (10) conference calls with conference planning committee members to answer questions or clarify plans and activities.

The Contractor will also serve as the primary point of contact and liaison with the event platform staff, sub-contractors, conference speakers and attendees. Support shall be provided in a manner that does not detract from the overall goal of information dissemination and exchange.

3. Status Reports – The Contractor shall provide status reports indicating project accomplishments, planned activities and deviations from the timeline as well as conference registration updates. The Contractor shall deliver status reports by e-mail on a monthly basis or more frequently as determined in the Start-Up Meeting. All reports shall be presented in Microsoft Office format.

4. Performance Reports – The Contractor shall provide conference performance reports including attendee evaluations and sub-contractor performance reports (if applicable). The Contractor and COR shall determine the best method to request feedback i.e., paper versus electronic evaluations. The reports shall be delivered within 60 days following completion of the event or by the end of the project period whichever is first.

5. Meeting Platform – The Contractor shall arrange a virtual meeting platform (see Audio/Visual Services) that conforms to the requirements outlined in the meeting specifications (Attachment 1). The contractor will consult with the COR to clarify the platform requirements and confer with the COR to evaluate and select the virtual meeting platform. The Contractor will secure the platform within 30 days of contract modification.

6. Lodging Room Block – Hotel rooms are not required for the virtual meeting.

7. Graphic Services – The Contractor will develop a branding concept for the Partnership Conference in consideration of American Indian culture for the event. Branding elements will be used for all aspects of marketing, communication and meeting materials.

8. Web Development – The Contractor will host a website for the Partnership Conference that shall provide online registration, meeting information, access to the conference presentations and meeting materials and a link or direct access to the virtual meeting platform. Content will be updated periodically as information becomes available. The site shall be operable within 30 days of contract modification through one year after the conference.

9. Section 508 and Accessibility – The contractor will ensure all web content and conference materials conform to the Revised Section 508 (https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines) and WCAG 2.0 Level AA standards as outlined below. Solicitations for supplies and services shall require the submission of a Section 508 Product Assessment Template. The template can be found at https://www.itic.org/policy/accessibility/vpat. Contractor will also be responsible for converting conference presentations (approximately 4000 slides) to 508 compliant documents for posting to the conference website.

352.239-73 Electronic Information and Technology Accessibility Notice.

(a) As prescribed in HHSAR 339.203-70(a), the Contracting Officer shall insert the following provision:

Electronic and Information Technology Accessibility Notice (December 18, 2015)

(a) Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d), as amended by the Workforce Investment Act of 1998 and the Architectural and Transportation Barriers Compliance Board Electronic and Information (EIT) Accessibility Standards (36 CFR part 1194), require that when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.

(b) Accordingly, any offeror responding to this solicitation must comply with established HHS EIT accessibility standards. Information about Section 508 is available at http://www.hhs.gov/web/508. The complete text of the Section 508 Final Provisions can be accessed at http://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards.

(c) The Section 508 accessibility standards applicable to this solicitation are stated in the clause at 352.239-74, Electronic and Information Technology Accessibility.

In order to facilitate the Government’s determination whether proposed EIT supplies meet applicable Section 508 accessibility standards, offerors must submit an HHS Section 508 Product Assessment Template, in accordance with its completion instructions. The purpose of the template is to assist HHS acquisition and program officials in determining whether proposed EIT supplies conform to applicable Section 508 accessibility standards. The template allows offerors or developers to self-evaluate their supplies and document—in detail—whether they conform to a specific Section 508 accessibility standard, and any underway remediation efforts addressing conformance issues. Instructions for preparing the HHS Section 508 Evaluation Template are available under Section 508 policy on the HHS website http://www.hhs.gov/web/508.

In order to facilitate the Government’s determination whether proposed EIT services meet applicable Section 508 accessibility standards, offerors must provide enough information to assist the Government in determining that the EIT services conform to Section 508 accessibility standards, including any underway remediation efforts addressing conformance issues.

(d) Respondents to this solicitation must identify any exception to Section 508 requirements. If a offeror claims its supplies or services meet applicable Section 508 accessibility standards, and it is later determined by the Government, i.e., after award of a contract or order, that supplies or services delivered do not conform to the described accessibility standards, remediation of the supplies or services to the level of conformance specified in the contract will be the responsibility of the Contractor at its expense.

Standards The included standards that must be met for this contract are taken from the following two resources. Compliance with these standards is mandatory for Federal agencies subject to Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d).

· Section 508 Standards and Guidelines: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines

· Web Content Accessibility Guidelines (WCAG) 2.0: https://www.w3.org/TR/WCAG20/ Electronic content must be accessible to HHS acceptance criteria Checklist for various formats are available at http://508.hhs.gov, or from the IHS Section 508 Coordinator listed at https://www.hhs.gov/web/section-508/additional-resources/section-508-contacts/index.html, (email: IHSSection508@ihs.gov). Materials that are final items for delivery should be accompanied by the appropriate checklist, except upon approval of the Contracting Officer or Representative.

Electronic Content Accessibility - Web Based

· 602 Support Documentation

· 603 Support Services

· All WCAG A & AA Success Criteria Electronic Content Accessibility - Non-Web Based

· 602 Support Documentation

· 603 Support Services

· All WCAG A & AA Success Criteria apply except:

· 2.4.1 Bypass Blocks

· 2.4.5 Multiple Ways

· 3.2.3 Consistent Navigation

· 3.2.4 Consistent Identification Software Accessibility - Web Based

· All WCAG A & AA Success Criteria

· 502 Interoperability with Assistive Technology

· 503 Application

· 602 Support Documentation

· 603 Support Services

· 302 All Functional Performance Criteria - Note: Applies when Chapter 5 does not address one or more functions of ICT (E204), or when an agency invokes "equivalent facilitation" (E101.2) Support Documentation Accessibility

· E602.1 General - Documentation that supports the use of ICT shall conform to 602.

· E602.2 Accessibility and Compatibility Features - Documentation shall list and explain how to use the accessibility and compatibility features required by Chapters 4 and 5. Documentation shall include accessibility features that are built-in and accessibility features that provide compatibility with assistive technology.

· E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

· E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

· E602.3 Electronic Support Documentation - Documentation in electronic format, including Web-based self-service support, shall conform to Level A and Level AA Success Criteria and Conformance Requirements in WCAG 2.0 (incorporated by reference, see 702.10.1).

· E602.4 Alternate Formats for Non-Electronic Support Documentation - Where support documentation is only provided in non-electronic formats, alternate formats usable by individuals with disabilities shall be provided upon request.

· E603.1 General - ICT support services including, but not limited to, help desks, call centers, training services, and automated self-service technical support, shall conform to 603.

· E603.2 Information on Accessibility and Compatibility Features - ICT support services shall include information on the accessibility and compatibility features required by 602.2.

· E603.3 Accommodation of Communication Needs - Support services shall be provided directly to the user or through a referral to a point of contact. Such ICT support services shall accommodate the communication needs of individuals with disabilities.

· WCAG – All WCAG 2.0 A & AA Success Criteria

EXCEPTION:

· Non-Web documents shall not be required to conform to the following four WCAG 2.0 Success Criteria: 2.4.1 Bypass Blocks, 2.4.5 Multiple Ways, 3.2.3 Consistent Navigation, and 3.2.4 Consistent Identification.

· E205.4.1 Word Substitution when Applying WCAG to Non-Web Documents. For non-Web documents, wherever the term "Web page" or "page" appears in WCAG 2.0 Level A and AA Success Criteria and Conformance Requirements, the term "document" shall be substituted for the terms "Web page" and "page". In addition, in Success Criterion in 1.4.2, the phrase "in a document" shall be substituted for the phrase "on a Web page".

· Appendix A – Section 508 of the Rehabilitation Act: Application and Scoping Requirements

· E208 Support Documentation and Services

· Appendix C – Functional Performance Criteria and Technical Requirements

· 302 - Functional Performance Criteria

· 602 – Support Documentation

· 603 – Support Services Functional Performance Criteria

· 301.1 Scope - The requirements of Chapter 3 shall apply to ICT where required by 508 Chapter 2 (Scoping Requirements), 255 Chapter 2 (Scoping Requirements), and where otherwise referenced in any other chapter of the Revised 508 Standards or Revised 255 Guidelines.

· 302.1 Without Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that does not require user vision.

· 302.2 With Limited Vision - Where a visual mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited vision.

· 302.3 Without Perception of Color - Where a visual mode of operation is provided, ICT shall provide at least one visual mode of operation that does not require user perception of color.

· 302.4 Without Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that does not require user hearing.

· 302.5 With Limited Hearing - Where an audible mode of operation is provided, ICT shall provide at least one mode of operation that enables users to make use of limited hearing.

· 302.6 Without Speech - Where speech is used for input, control, or operation, ICT shall provide at least one mode of operation that does not require user speech.

· 302.7 With Limited Manipulation - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that does not require fine motor control or simultaneous manual operations.

· 302.8 With Limited Reach and Strength - Where a manual mode of operation is provided, ICT shall provide at least one mode of operation that is operable with limited reach and limited strength.

· 302.9 With Limited Language, Cognitive, and Learning Abilities - ICT shall provide features making its use by individuals with limited cognitive, language, and learning abilities simpler and easier.

10. Registration Services – The Contractor will provide web-based registration and confirmation services. Required registration elements will be determined by the Contractor and COR during the Start-Up Meeting. The online registration services shall be available within 30 days of contract modification and meet Section 508 compliance and accessibility standards from the United States Access Board (36 CFR Part 1194) for web-based internet information and applications. Registration updates shall be included in the status reports.

11. Electronic Marketing and Communications – The Contractor shall work with the COR to develop and email mass communication campaigns to target audiences as determined in the Start-Up Meeting. A sample list of marketing and communication materials is provided in Attachment 2. The COR will provide language and mailing and distribution lists for this requirement. These materials shall be available within 30 days of contract modification.

12. Shipping and Postage – Shipping and postage are not required for the virtual meeting.

13. Printing – Printing is not required for the virtual meeting.

14. Conference Speakers – The COR will provide the list of confirmed Partnership Conference speakers to the Contractor who will be responsible for coordinating registration, conveying speaker guidelines and receiving presentation materials and biographies. The Contractor will review speaker presentations for Section 508 compliance and make recommendations to improve accessibility for the visually impaired. Confirmation email and speaker guidelines will be produced for distribution at a time identified in the Start-Up Meeting. The Contractor may also coordinate pre-conference briefing calls for panelist discussion and preparation as well as training on how to access and use the meeting platform.

15. Session Moderators – The Contractor will obtain moderator services for all breakout sessions. The moderators will ensure sessions begin and end on time, make announcements regarding program changes or updates, introduce speakers, track questions that come through the virtual meeting platform during the session, provide technical support/troubleshoot technical issues that may arise with the virtual meeting platform as required and provide the evaluation link in the chat box for each session.

16. Sponsored Travelers – Sponsored Travelers are not required for the virtual meeting.

17. Audio/Visual (A/V) Services/Virtual Platform – The contractor shall arrange a user-friendly, virtual meeting platform for audio and video participation. In addition to audio and video participation, the platform must include a display feature for attendees to access presentations, session handouts and other documents. The contractor will provide connectivity testing and troubleshooting assistance for speakers and attendees. Conference sessions will be recorded (audio and video) and posted to the Conference website for additional attendee viewing. The AV files will also be provided to the COR. The platform must conform to the meeting specifications outlined in Attachment 1.

18. Electronic Meeting Materials – The Contractor shall work with the COR to develop, produce and distribute materials in support of the Partnership Conference. Advance communication and pre-conference materials shall be ready for distribution within 30 days of contract modification. Meeting materials shall be ready for distribution and use at the beginning of online registration and shall be accessible on the conference website. A sample list of meeting materials is provided in Attachment 2

19. Storage and Disposition of Materials – The Contractor shall arrange for storage of materials from production through use during the Partnership Conference. Contractor shall also arrange for post-event disposition of materials as determined in the Start-Up Meeting. It is expected that most meeting materials will be in electronic format and can be conveyed by thumb drive, drop box or email.

20. Exhibitor Coordination – Exhibitor Coordination is not required for the virtual meeting.

21. Post-Conference Reports – The Contractor will provide post-conference reports to include:

· Requirements identified in 4. Performance Reports;

· Final Registration Report;

· Session Attendee lists;

· Meeting Materials;

· Attendee Evaluations, Results and Comments; and

· Plenary and Breakout Presentations.

All reports will be delivered within 60 days following completion of the event or by the end of the project period whichever is first.

22. Disabled Support Services – The contractor shall arrange support services to preserve any disabled attendee’s opportunity to attend and receive the information presented during the meeting as determined necessary in the facilitated planning meetings. The contractor will provide live, real-time closed captioning for all conference sessions.

F. CONTRACTOR PERSONNEL, DISCIPLINES, AND SPECIALTIES

The contractor shall accomplish the assigned work by utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall ensure the labor categories, labor rates, and man-hours utilized in the performance of each Task Order issued hereunder will be the minimum necessary to accomplish the task. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

G. DATA RIGHTS

The government has unlimited rights to all the documents and materials produced under this contract. All documents and materials collected or produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor.

H. CONTRACTING OFFICERS REPRESENTATIVE

A certified IHS Contracting Officer Representative will be identified prior to contract modification.

I. DELIVERABLES SCHEDULE

See E. Scope of Work / Deliverables for schedule.

J. SPECIAL REQUIREMENTS (e.g. special knowledge, sub-contractors, etc.)

Respect for Native American customs is required and should be observed during opening and closing ceremonies and other times identified for special recognition and honoring.

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