PWS for Graphic Faclilitator.pdf

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PERFORMANCE WORK STATEMENT

INDIAN HEALTH SERVICE COMMUNITY HEALTH AIDE PROGRAM

GRAPHIC FACILITATION FOR TRIBAL ADVISORY GROUP MEETINGS

JUNE 2, 2023

INDIAN HEALTH SERVICE

5600 FISHERS LANE ROCKVILLE, MD 20857

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Contents

1.1 Mission

1.2 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Travel/Temporary Duty (TDY)

3 Performance Requirements

3.1 Planning Meeting. The contractor is expected to attend one virtual planning meeting with IHS staff to be no longer than 4 hours

Performance Standards

4 Security and Safety

5 Government-Furnished Property/Services and Expectations

6 Records

7 Storage and Disposition of Materials

8 Section 508

9 Contractor Payment

10 Deliverables

11 Task Order Project Officer……………………………………………………………………………………………………………………..5

12 Task Order COR……………………………………………………………………………………………………………………………………..5

13 Proposed Contractor……………………………………………………………………………………………………………………………..5

14 Period of Performance………………………………………………………………………………………………………………………….6

15 Special Clearance………………………………………………………………………………………………………………………………….6

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1.1 Mission

The mission of the Indian Health Service is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives (AI/AN) to the highest level.

1.2 Background

IHS is expanding the Community Health Aide Program (CHAP). IHS will convene the national workgroup for (2) two day in person meetings and 10 virtual meetings to develop priorities for the development of a national CHAP and will provide input into the components of national program that impacts AI/AN individuals and communities, including but not limited to training, certification, and administrative oversight of the program. A meeting minute recorder will be necessary at all twelve meetings, additionally a graphic recorder will be needed at the (2) two day in person meetings.

1.3 Scope

The scope of this contract is to develop a visual representation through graphic recording of cross-cutting priorities with key stakeholders of an IHS national CHAP workgroup for the in person on site meetings along with written meeting minutes. Ten additional meetings will be held whereas an official record of the proceedings of the meetings will be recorded in a written agreed upon format by the contractor and the project officer for IHS and this project.

2 General Requirements

This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government shall neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Procuring Contracting Officer (PCO) immediately.

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2.2 Travel/Temporary Duty (TDY)

The Contractor will be responsible for handling all travel and related logistics to travel to (2) in person meetings. Location(s) to be determined.

Contractor should aim to secure per diem and lodging rate closest to the General Services

Administration (GSA) rates for the calendar year in which work is conducted.

3 Performance Requirements

The following section specifies the Performance Objectives and Performance Elements for the contract. All deliverables in this PWS that must be met adhering to these guidelines.

3.1 Planning Meeting. The contractor is expected to attend one virtual planning meeting with IHS staff to be no longer than 4 hours.

Performance Standards

1.) Timely

a. AQL: Arrives on the call no later than 20 minutes before the start of the call.

2.) Contractor is expected to develop a visual logic model based information gathered during the planning meeting.

a. AQL: Logic model must be of a size that readers can easily study and reference.

No longer than 2 pages. include long-, mid-, and short-term goals, inputs, outputs, impacts (or outcomes). Note that any changes to the categories must be approved prior to the completion of the logic model and in direct communication with the IHS project officer. Must be submitted at least 30 days prior to the in-person meeting, unless a new timeline is directed by the IHS PO.

Deliverables

A001 Digital and physical copy of the meeting minutes

3.2. In-Person Meeting. The contractor is expected to provide graphic recording services at two 2-day national workgroup meetings. And written recordings (meeting minutes) at ten virtual meetings which are held monthly for 2 hours each session.

Performance Standards

1.) Timely

b. AQL: Arrives to the meeting at least 1 hour prior to the start of the in person meeting for set up.

2.) Contractor is expected to secure their own travel arrangements, lodging, and all associated travel logistics. Must provide travel itinerary for pre-approval by the IHS PO.

a. AQL: Submits travel itinerary for approval at least 15 days in advance of the meeting.

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3.) Contractor is expected to provide and ship all materials for graphic recording meeting including but not limited to; poster board, markers, pens, pencils, and coloring mediums.

a. AQL: Materials arrive one day prior to the meeting.

4.) Contractor is expected to capture and organize information from the meeting in a meaningful and engaging way that uses words, pictures, and other comprehensible graphics in a physical and digital poster, during the planning meeting.

a. AQL: Poster meet agreed upon parameters between contractor and IHS PO.

5.) Contractor is expected to send a summary design to the IHS PO within fifteen (15) days of the conclusion of the final workgroup meeting.

a. AQL: As evidenced by deliverable

Deliverables

B001 Provide a digital and physical copy of the posters and logic models developed in the graphic recording within 30 days following the meeting. Provide written meeting minutes for 12 total meetings, those minutes will be provided in a digital form to project officer within 10 business days for review and modifications. Final meeting minutes will be submitted by vendor within 5 days of the modifications being received from project officer.

4 Security and Safety

The contractor performing work under this contract is not required to have or maintain a security clearance for the life of the contract. The contractor must comply with any federal, tribal, or urban facility security and visitor procedures when visiting sites provide technical assistance.

5 Government-Furnished Property/Services and Expectations

No government furnished materials are provided under this contract.

6 Records

The Government shall be deemed as having complete control over direct ownership of records and data created or produced by the contractor in the performance of this contract until such time as the records and data have been: (1) subjected to an acceptable method of quality control and quality assurance and utilized in the evaluation of this project; and (2) destroyed or returned completely to Indian Health Service and 3) the Contractor may not publish or use any records or findings from the project for any other purpose in accordance with the terms of this contract. The contractor shall not use, retain, publish, or add the data to any other data it has collected at any time for any other purpose. The contractor shall use only non-personally identifiable information in the evaluation of the project.

As used in this PWS, "records and data" mean: (1) any handwritten, typed, or printed documents (including, but not limited to, infographics, logic models, notes, graphic recordings.

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7 Storage and Disposition of Materials

Any and all materials will be approved by IHS prior to disposition. The contractor shall maintain storage of all materials as a result of this contract and will be turned over at the request of IHS within 5 business days.

8 Section 508

The contractor shall ensure all web page designated for the deliverables under this contact are Section 508 compliant in pursuant to 29 U.S.C. 794d, 47 U.S.C. 255.

9 Contractor Payment If the contractor fails to perform required services at the acceptable quality level, payment may be withheld until contractor makes corrections. If performance is below acceptable quality levels, details will be recorded on "past performance report card." If performance is below acceptable quality levels 2 quarters in a row, Government oversight or contractor reporting will be increased. The COR is responsible for documenting and communicating performance deviations, corrective actions, and performance improvements and report to the Program Officer, the Contracting Office, and the contractor.

10 Deliverables

The contractor shall provide deliverables as described in subsequent task orders. Deliverables shall be specified by the government. Format and delivery schedule for deliverables shall be outlined in contract deliverables and/or other means TBD.

Deadline Deliverable Schedule for Contract Base Year

Within 15 days of contract execution

Kick-off meeting with the contracting officer, COR, Program Official, and Contractor to review the scope of work and develop a timeline.

Within 30 days of contract execution

Planning Meeting Contractor will meet with the PO and team leads to review SOW, PWS, and begin developing priorities and an overall program design for the CHAP expansion.

A001 The document must be submitted in Microsoft word and

Portable Document Format (PDF).

Submitted To: Program Official and CHAP Leads

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Deadline Deliverable Schedule for Contract Base Year

TBD In-Person Workgroup Meetings Contractor along with PO, facilitator, CHAP leads, and national workgroup. Meetings expected to take place over the course of two (2) days.

B001 The document must be as a Portable Document Format (PDF) and a physical poster.

Submitted To: Program Official and CHAP Leads

11 Task Order Project Officer

Bobbi Jo Peltier, National CHAP BHA Specialist

12 Task Order COR

Donna Enfield, National CHAP Lead

13 Proposed Contractor

Competitive Task Order

14 Period of Performance

Date of contract award for one year WITH TWO ADDITIONAL OPTION YEARS

15 Special Approvals and Clearances

N/A