PWS Final.pdf

Performance Work Statement

Facilitation Support Services

April 2, 2020

A. BACKGROUND INFORMATION

The Special Diabetes Programs for Indians (SDPI) was created by Congress as part of the Balanced

Budget Act of 1997, Public Law 105-33, in recognition of the disproportionate impact of diabetes in

American Indian and Alaskan Native (AI/AN) communities. The Tribal Leaders Diabetes Committee

(TLDC) was created by the Director of the Indian Health Service (IHS) in 1998. The TLDC makes recommendations to the IHS Director regarding a process for distributing SDPI funds. The TLDC also provides IHS and Tribal leadership with an ongoing forum to discuss issues related to diabetes and the impact of other chronic diseases on AI/AN communities.

The Area Diabetes Consultants (ADCs) support SDPI by serving as project officers for the SDPI program, coordinating the IHS diabetes network to facilitate bi-directional information flow between Area and national levels, providing diabetes training and resources to health care professionals and paraprofessionals in IHS, and working with the IHS Division of Diabetes Treatment and Prevention

(DDTP) to translate and disseminate the latest scientific findings in diabetes treatment and prevention.

B. GENERAL INFORMATION

The IHS/DDTP is charged with coordinating the quarterly TLDC in-person, and occasional virtual, meetings along with the ADC in-person meetings. In addition, DDTP coordinates the monthly TLDC informational calls. The purpose of this contract is to assist DDTP with these efforts.

C. PERIOD OF PERFORMANCE

One (1) 12-month base period and four (4) 12-month option periods.

D. CONTRACT TYPE

This is a Firm Fixed Price contract.

E. SCOPE OF WORK

The Contractor shall work with DDTP to plan the logistics of the meetings, coordinate the on-site activities, and provide post-meeting reports. They will also be required to follow-up on pending logistical items from the meeting. The Contractor shall ensure that the meetings are conducted at the desired times and locations and in a professional manner using exceptional customer service practices.

The pre- and post-meeting planning will be performed at the Contractor’s facility. A member of the

Contractor’s staff shall be available to the DDTP Monday through Friday from 9:00 am–4:30 pm

Eastern Time (ET), excluding Federal holidays.

1. Contract Start-Up Meeting

The Contractor shall meet with the DDTP staff within 5 days of contract execution to review the goals and objectives of the contract and to define the detailed meeting specifications for both the TLDC and ADC meetings.

2. Arrange In-Person Quarterly TLDC and ADC Meetings

Dates, times, and locations of quarterly meetings are determined by the TLDC members and follow a tentative schedule:

• September

• December

• March

• June

3. Planning Meetings/Reports

The Contractor shall provide status updates via reports and/or meetings with DDTP staff regarding the planning process, deviations from the timeline, and venue/hotel information. The

Contractor shall deliver status reports by e-mail on a monthly basis or as determined by DDTP.

The Contractor shall meet with DDTP via a conference call on a regular basis to discuss meeting logistics.

4. Meeting Space

The Contractor shall locate, negotiate, and secure an appropriate meeting space that conforms to the requirements outlined in the meeting specifications. No food and/or beverage requirements will be included in the meeting space agreement. TLDC meeting locations

(City/State) will vary and are identified by TLDC in advance. The Contractor will be responsible for all costs associated with establishing a meeting space agreement.

5. Sleeping Room Block

The Contractor shall locate, negotiate, and secure a sleeping room block (30–40 rooms) at the federal per diem rate, for TLDC meeting attendees. Lodging updates shall be included in the monthly status reports and communicated to DDTP on the meeting planning calls.

• For the purpose of this contract, TLDC meeting attendees include TLDC members/alternates, TLDC advisors, federal participants (e.g., IHS leadership, DDTP staff, Area Diabetes Consultants, non-IHS federal professionals), invited meeting speakers, and others who might reasonably be expected to participate in a TLDC meeting or who are otherwise invited to attend.

• The Contractor will be responsible for the costs associated with establishing a sleeping room block agreement, but will not be responsible for any of the attendee’s lodging expenses. The TLDC member or advisor will pay for the lodging themselves and then be reimbursed by IHS/DDTP directly. The Contractor will be responsible for collecting all travel receipts and initiating the reimbursement process.

6. Travel

The Contractor shall plan all travel for 12 TLDC members (or their assigned alternate), 5

Technical Advisors, and invitational speakers for up to 4 quarterly in-person meetings. All travel for TLDC will be processed via the Concur Government Edition Travel System (Concur) and

Omega World Travel and will be funded directly by IHS/DDTP. DDTP will work with the contractor to provide access and training for the Concur system.

The Contractor will NOT be responsible for any TLDC travel expenses. However, they will be responsible for ensuring the TLDC members and advisors provide required documentation necessary for the reimbursements process.

Travel planning and per diem reimbursement process will include:

• Direct communication with TLDC members (and alternates, as necessary) and Technical

Advisors to assist in travel arrangements.

• Provide logistical information to TLDC members and advisors regarding travel requirements, meeting location, and lodging.

• Prepare and distribute travel reimbursement forms (per the Concur travel requirements) with clear instructions in advance of meeting.

• Serve as the main point of contact for travel planning to and from the meetings.

• Collect and submit required reimbursement forms to the IHS travel office in a timely manner.

• Track the travel reimbursement timeline for TLDC members and advisors.

• Provide a detailed travel reimbursement report to DDTP within 60 days of the TLDC meeting.

• Maintain an active TLDC e-mail directory in order to assist DDTP and TLDC with disseminating related meeting, travel, and reimbursement information and soliciting related feedback.

• Include identified DDTP staff on all email correspondence to TLDC members and

Technical Advisors.

• Set up transportation for attendees if sleeping rooms are at a location separate from the meeting site.

7. On-Site Logistical and Administrative Support

The Contractor will be responsible for all on-site logistical support for the meetings, including:

--Room set-up

--TLDC member sign-in

--Ensuring appropriate audiovisual equipment is available, including sufficient number and type of microphones (i.e. podium, tabletop, lavalier)

--Ensuring a laptop computer with internet connection and projector/screen is available, as well as a speaker phone

--Preparing and distributing meeting materials

Contractor will serve as the primary point of contact for the event site.

8. Meeting Materials/Printing

The Contractor will be responsible for producing, printing, and distributing a variety of

TLDC/ADC meeting materials (after the drafts have been approved by DDTP). The meeting will have approximately 35 attendees and will require materials/printing for approximately 15-20 of those attendees. Materials/printing will include table tents, material packets (e.g., agendas, minutes, supporting documentation for the meeting, copy of sides), sign in documentation, etc.

Approximately 20-30 pages are printed in black/white for ~20 people. Most of the information is put into a folder for each TLDC member. Color copies are rarely required.

The Contractor shall also store meeting materials from production through use at the TLDC/ADC meetings, as well as arrange for post-meeting disposition of materials, as determined by DDTP.

9. Shipping and Postage

The Contractor shall arrange and pay for the shipping of meeting materials to the meeting site and returning unused materials to DDTP.

10. Arrange TLDC Informational Calls/Virtual Meetings

Contractor will plan the logistics for all TLDC informational calls and/or virtual meetings, including providing a toll free call-in number and a platform to present information virtually.

TLDC informational calls occur as often as monthly. Dates and times of the virtual meetings will be decided by the TLDC.

Planning meetings between DDTP and the Contractor will be needed (monthly to weekly) to ensure that the meeting requirements and planning timelines are being met consistently.

11. Post-Meeting Reports – The Contractor will provide post-meeting reports, including:

• Attendance records

• Meeting evaluations

• Meeting highlights, no more than 2 pages o Bulleted summary of key issues discussed at the in-person TLDC meetings o DDTP will edit the meeting highlights and send to TLDC members o The meeting highlights will be turned in to DDTP within 5-10 business days

• Cost report for TLDC travel and meeting space

12. Section 508 Compliance

The Contractor shall ensure all web content and meeting materials are Section 508 compliant and meet accessibility standards from the United States Access Board (36 CFR Part 1194) for web- based internet information and applications. The Contractor will also be responsible for converting meeting presentations to 508 compliant documents for possible posting to the

DDTP/SDPI website.

13. Disabled Support Services

The Contractor shall arrange support services to preserve any disabled attendee’s comfort and opportunity to attend and receive the information presented at the TLDC/ADC meetings.

Disabled support services shall be available for the duration of the meeting.

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 the contract will be the minimum necessary to accomplish the tasks. The Contractor shall, at all times, maintain an adequate workforce 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 workforce are essential. The Contractor shall identify a qualified travel planner, who is willing and able to utilize the Concur federal travel system.

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. SPECIAL REQUIREMENTS (e.g. site selection, 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.