PWS Admin and Tech Writing.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

IEA Tribal Affairs Logistical and Administrative Support Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform logistical and administrative support services, as defined in this PWS.

1.2 Background: The Department of Health and Human Services (HHS), Office of Intergovernmental and External Affairs (IEA) has a requirement for an event management coordinator (Contractor) to provide logistical and administrative services for pre-meeting activities, meeting management and post-meeting support. The HHS/IEA hosts forums, meetings and conversations between Federal officials and elected Tribal leaders in their official capacity (or their designated employees or national associations with authority to act on their behalf).

The event management contractor shall work with the Contracting Officer’s Representative (COR) to ensure that all meetings are conducted in a professional manner using the best commercial practices at the desired time and location.

1.3 Period of Performance (PoP):

1.4 General Information:

1.4.1 Quality Control (QC): N/A

1.4.2 Quality Assurance (QA): The Government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

1.4.3 Recognized Holidays: The following are recognized United States (US) holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day

1.4.3.7 Columbus Day

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services: The primary place of performance for contracted services will be the contractor’s place of business. However, on-site performance is a component of the contract for some events. The contractor shall provide services between the hours of 9:00-17:30 on Monday – Friday, except on recognized US holidays. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4.1 Telework: The Government may permit telework by contractor employees when determined to be in the best interest of the Government in meeting work requirements. In furtherance of Continuity of Operations Planning (COOP), a telework program may be enacted to ensure that the Government's mission-critical operations stay operational during times of national emergency or incidents of national significance. Telework shall be at no additional cost to the Government.

1.4.4.2 Unscheduled gate closures by the Security Police may occur at any time causing all personnel entering or exiting a closed site/location to experience a delay. This cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by contractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the contractor employee’s site/location driving privileges.

1.4.4.3 The contractor’s employees shall become familiar with and obey the regulations of the site/location; including fire, traffic, safety and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All contractor employees shall carry proper identification with them at all times, and shall be subject to such checks as may be deemed necessary. The contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The Government reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

1.4.5 Security Requirements. The contractor shall comply with all applicable site/location access and local security policies and procedures, which may be obtained from the COR. The contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the, Division of Administrative and Emergency Services. The contractor shall ensure compliance with all personal identity verification requirements as directed by Department of Health and Human Services and/or local policy. Should the existing conditions change, the Government may require changes in contractor security matters or processes.

1.4.6 Physical Security. The contractor shall safeguard all Government property provided for contractor use. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Special Qualifications: The contractor shall ensure all employees possess all required licenses for operating equipment used in the performance of this contract, if applicable. This does not include education or other qualifications for the position in which the contractor employee is performing, dress codes, or other information.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the CO in accordance with FAR Subpart 42.5. The CO, COR and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the CO will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the CO. The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The CM shall work through the CO, to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that contractor employees do not perform any services outside the scope of the contract without an official modification issued by the CO. The CM shall ensure contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the contractor.

1.4.10 Identification of Contractor Employees: All contractor personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression that they are Government employees. The contractor shall ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed. The contractor’s status as a “contractor” shall be predominantly displayed in all correspondence types (to include signature blocks on e-mail) and dealings with Government or non-Government entities. Contractor personnel shall wear identification badges distinguishing themselves as such. The badges shall have the company name, employee name and the word “contractor” displayed. The contractor shall retrieve all identification media (including vehicle passes) from its employees who depart employment for any reason. The contractor shall return all identification media (i.e., badges and vehicles passes) to the CO within 14 days of an employee’s departure.

1.4.11. Combating Trafficking in Persons: The United States Government has adopted a zero tolerance policy regarding trafficking in persons. Contractors and contractor employees shall not engage in severe forms of trafficking in persons during the period of performance of the contract; procure commercial sex acts during the period of performance of the contract; or use forced labor in the performance of the contract. The Contractor shall notify its employees of the United States Government’s zero tolerance policy, the actions that will be taken against employees for violations of this policy. The contractor shall take appropriate action, up to and including termination, against employees or subcontractors that violate the US Government policy as described at FAR 22.17.

1.4.12 Contractor Travel: The contractor shall travel to Syracuse, New York; Lawrence, Kansas; and Little River Casino Resort, Manistee, Michigan, during the performance of this contract to provide administrative and technical writing support services for meetings.

The contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires COR recommendation for approval and/or authorization by the CO prior to travel arrangements being made. Note: COR may authorize travel if fully funded travel CLIN exists and funding is validated prior to travel arrangements being made. CO approval is only necessary if funding is unavailable or CO has retained COR responsibilities.

1.4.13 Data Rights: The Government has unlimited rights to all documents/materials produced under this contract. All documents and materials, to include the source codes of any software, 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 without written permission from the CO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.4.14 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the CO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may impose other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1 Definitions:

2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the CO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS.

2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 Physical Security: Actions that prevent the loss or damage of Government property.

2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.2 Acronyms:

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

NONE

4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

5.0 Requirements: The contractor shall follow the schedule of deliverables outlined below that are necessary requirements to organize and manage HHS/IEA meetings, provide technical writing services, and provide administrative support. The meeting locations that are not listed will be provided approximately a month in advance as soon as COVID trends are identified.

5.1 Meeting Information:

5.1.1 HHS Secretary’s Tribal Advisory Committee (STAC) Quarterly Meetings (Total of four [4], 2-day Meetings)

1. Location: Remote, in-person, and/or blended events;

2. Writing Services: Support will involve a note taker and/or writer to develop meeting and executive/recommendation summaries;

3. Date(s): TBA (Summer, Fall, Spring, and Winter Dates);

5.1.2 One [1] 3-day Meeting in Indian Country

1. Location: In person or Remote -TBD;

2. AV equipment (In-Person): will include an AV technical operator, microphones or table top microphones (will be largely dependent on attendance, but no more than 25 microphones in total), and powered speakers; room layout will depend on venue restrictions and social distancing requirements.

3. Ground Transportation Services (In-Person): Transport for Tribal STAC members to and from various site visits;

0. Transportation services required will include ground transportation via van or bus, depending on the location, and will entail transporting for no more than 25 individuals to and from the location identified, and will not include or require any air travel support.

4. Writing Services – Deliverable: A 508 compliant PDF report that summarizes the events of each day and the recommendations made by participants during each session will be provided to the COR within ten (10) business days of the end of the event.

5.1.3 HHS Regional Tribal Consultation Sessions (totaling no more than 22 days /180 hours):

1. Location: Remote, in-person, and/or blended events;

2. Schedule: HHS Regional Tribal Consultation Schedule:

· May 18–19, 2022: HHS Region 2

· In-Person: Syracuse, New York

· June 7–8, 2022: HHS Region 8

· Virtual

· June 15-16, 2022: HHS Region 4

· Virtual

· June 21–22, 2022: HHS Region 3

· Virtual

· June 28, 2022: HHS Region 1

· Virtual

· July 12–14, 2022: HHS Region 7

· In-Person: Location TBA

· July 19-20, 2022: HHS Region 5

· In-Person: Little River Casino Resort, Manistee, MI

· July 26–28, 2022: HHS Region 9

· Virtual

· August 16–17, 2022: HHS Region 6

· Virtual

· August 22–24, 2022: HHS Region 10

· Virtual

3. Description: Provide technical writing services for 10 Tribal Consultations, and provide audio recording equipment for the 3 in-person events identified above, totaling no more than 15 days; and maintain a registration website or other platform for participants wishing to attend each Regional Consultation (10 in total);

4. Writing Services – Deliverables: A 508 compliant PDF report for each session that summarizes the events of each day and the recommendations made by Tribal leaders during each session will be provided to the COR within ten (10) business days of the end of the event. Final document must include an executive and full summary for each Tribal Consultation, and any recommendations, action/follow-up items raised by Tribal Leaders during the session;

5.2 Report Information

5.2.1 Three (3) HHS Tribal Affairs Reports

The event management contractor shall work with the IEA Tribal Affairs team through the COR to develop and draft: an HHS Tribal Affairs Report; an HHS Bi-Annual Secretary’s Tribal Advisory Committee Report; and an HHS 101 for Tribes and Tribal Leaders Report Information Final Report . The reports will be a culmination of the written deliverables prepared in support of this contract, with additional documents and guidance provided to the contractor in advance of its development.

· Writing Services – Deliverables: Writing Services – Deliverables: A 508 compliant PDF report based on the documents and materials provided to the contractor. Contractor will be given 30 calendar day notice for when the first draft is due and will have 15 calendar days following approval of the final draft by the COR to provide the 508 compliant final PDF report.

· Report Length (Approx.): NTE 300 pages.

TECHNICAL EXHIBIT 1

Performance Requirements Summary (PRS)

This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL).

TECHNICAL EXHIBIT 2

Deliverables Schedule

5.1.2.1-3 STAC Meeting in Indian Country