SOW_for_conferences_and_training_sessions.docx

Great Plains Area Indian Health Service Division of Behavioral Health

STATEMENT OF WORK

1. Project Title: Annual Behavioral Health Conference and Training Session

2. Task Order Project Officer: Bobbi Jo Peltier, Great Plains Area Behavioral Health

3. Task Order COR: Rudy Arpan, GPAYTC

4. Proposed Contractor: Competitive Task Order

5. Period of Performance: Conference to be held from September 18-20, 2018

6. Special Approvals and Clearances: N/A

7. Purpose of Contract:

The purpose of this contract is to develop, implement, and execute the annual Behavioral Health Training Conference, by developing an agenda, reserving a venue for conference location and attendee lodging, disseminating information to potential attendees, and securing presenters who will provide information and training on specific behavioral health related modalities geared towards assisting all staff in obtaining the necessary continuing education requirements to maintain licensure. The selected vendor, as the conference facilitator, will need to ensure that all presenters are culturally competent, in regards to the diverse needs of the American Indian populations, residing within the Great Plains Area. The conference will be held in Rapid City, SD on September 18-20, 2018.

7. Background:

The Great Plains Area (GPA) Indian Health Service (IHS) Division of Behavioral Health’s mission is to provide the highest quality behavioral healthcare services to the patients of the Great Plains Area. The GPA Behavioral Health substance abuse and mental health programs provide services to approximately 120,000 active American Indian patients. Services provided include mental health and substance abuse treatment, prevention, intervention and education. It is imperative behavioral health providers remain informed of new treatment models, prevention efforts, and counseling techniques in order to meet the demands of the clients they serve, as well as maintain professional credentials for licensing purposes. In order to meet the mission of the Great Plains Area Division of Behavioral Health (GPADBH), it is essential to hold a training conference, of which behavioral health providers and staff will attend to obtain necessary education to continue providing high quality behavioral healthcare services, and complete the required continuing education units to meet licensing requirements. The Great Plains Area Division of Behavioral Health identified a need for a Firm Fixed Price, Best Value, and Non-Personal Service Contract for an organization to plan and execute a Behavioral Health Conference.

8. Section 508 Requirements

Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) requires Federal agencies to purchase electronic and information technologies (EIT) that meet specific accessibility standards. This law helps to ensure that federal employees with disabilities have access to, and use of, the information and data they need to do their jobs. Furthermore, this law ensures that members of the public with disabilities have the ability to access government information and services.

9. Public Affairs Clearances

Any printing product produced under this contract shall be submitted by the Project Officer to the Office of Public Affairs for clearance using form HHS-615 (to be completed by contractor).

10 Printing

Printing shall be performed, or arranged for, by the contractor.

11. Government Furnished Information: The Government will furnish information necessary to fulfill this contract, such as source data and all necessary specifications for databases covered under this activity.

12. Government Furnished Property: None

13. Rights in Data: The Government retains all rights to all data and reports compiled as a result of this task order. Information furnished to or generated by the Contractor in the performance of this task order shall NOT be released to the public by the Contractor without the prior approval of the task order project monitor.

14. Deliverables and Delivery Schedule: See Attachment A

15. Qualifications, Education and Experience of Key Personnel: See Attachment B

16. Period of Performance: The conference will be held for three days, on September 18-20, 2018. If a longer time period is required, due to planning issues beyond the control of the vendor, the Great Plains Area Behavioral Health program will evaluate the need for an extension at that time.

Please provide a copy of the invoice to:

Great Plains Area Indian Health Service Division of Behavioral Health ATTN: Bobbi Jo Peltier, M.S 115 4th Ave SE Aberdeen, SD 57401 BobbiJo.Peltier@ihs.gov

Tasks

Task 1: Regional Conference

Task 1.1 Meetings with the contractor

The contractor shall meet in person with the Project Officer (PO) within ten (10) working days after issuance of the Task Order. In addition to monthly updates (via conference call), a mid-project review (via conference call) will also be held with the contractor. For the month before the Regional Conference is held, meetings may be held on a weekly basis.

Task 1.2 Conference Webpage

The contractor shall develop and launch a conference webpage for posting of conference information.

The contractor shall provide graphic designs for the webpage and signage upon the recommendation of the Project Officer.

Task 1.3 Facilities and Space Logistics

For the Regional Conference, the contractor shall locate hotel space in the Rapid City area for the period of two and one half days. The contractor will budget for the fees associated with the space rental for the conference. The number of participants is estimated to be 175 to 250 people. The facilities and space requirements for this two and one-half-day conference will be:

· Meeting room with seating for between 175 to 250 people seated in rounds;

· Approximately four breakout rooms with classroom-style seating;

· 80 sleeping rooms, or as many as the contractor deems necessary based on attrition rates and experience; lodging rate needs to be at or below the federal lodging and per diem allowances

· Space reserved in a large meeting room or hall for exhibitors, with eight exhibit tables at six feet each, with chair and a wastebasket for each table.

· The contractor will ensure that the facility accepts tribal checks from conference participants.

· On site restaurant

Subtask 1.3a

· The contractor shall make arrangements for use, as necessary, audio-visual (A/V) equipment in the main meeting room, including: microphones, laptops, screens, projectors and an internet connection. No A/V equipment is required for exhibitor space.

· The contractor will arrange for a method of recording the hour-long listening session.

· The breakout rooms will require for each session one flipchart with markers, one microphone, one laptop, one screen and one projector and an internet connection.

Subtask 1.3b The contractor shall arrange for pre-conference registration on the internet and a manned registration desk at the conference site. On-site registration will begin on the first day of the conference.

Subtask 1.3c The contractor shall provide on-site assistance during the two and one-half-day conference to conduct participant and trainer registration, ensure proper room set-up, ensure equipment operation, and provide general on-site support. This will also include any pre conference registrations.

Subtask 1.3d The contractor shall arrange for making any special accommodations required by the participants.

Task 1.4 Making Arrangements for Presenters/Speakers

Subtask 1.4a The contractor shall make and pay for all travel arrangements for all presenters.

Subtask 1.4b The contractor shall identify and use a mechanism to make timely arrangements for payment of travel and per diem of all presenters.

Task 1.5 Conference Materials

Subtask 1.5a The contractor shall assemble between 175 and 250 meeting packets. Each packet will include approximately twenty pages, front and back, including:

· Agenda for the conference

· Welcome letter from the Great Plains Behavioral Health Director

· Background materials

The contractor shall submit to the Project Officer the materials to be printed for approval and review 30 days prior to the conference.

Subtask 1.5b The contractor shall collect speaker presentation materials.

Subtask 1.5c The contractor shall provide each participant with a printed name badge.

Subtask 1.5d The contractor shall provide tent cards for speakers and panelists.

Subtask 1.5e The contractor shall prepare signage for the conference identifying appropriate meeting rooms and registration /information.

Subtask 1.5f The contractor shall develop a conference evaluation tool and disseminate to participants during the conference, and provide a compilation of results to Project Officer within 30 days after the conference.

Subtask 1.5g The contractor will provide a save the date promotional flyer no less than 120 days from the start date of the conference.

Subtask 1.5h The contractor will be responsible for the dissemination of information (promotional flyer, agenda, registration information and online link)

Subtask 1.5i The contractor will provide a USB flash drive to conference attendees that will include digital copies of all presentations and resource materials provided at presentations during the conference.

Subtask 1.5j The contractor will secure continuing education credits, or contact hours, for disciplines of psychologists, counselors, substance abuse professionals, social work, and nurse practitioners, in states of North Dakota, South Dakota, Nebraska, and Iowa. Other professional organizations to be considered for continuing education credits or contact hours include The Association for Addiction Professionals (NAADAC), National Association of Social Workers (NASW), National Board of Certified Counselors, Inc. (NBCC), American Psychologist Association (APA).

Task 1.6 Conference Report

A final list of conference attendees in Microsoft Word format will serve as the final report along with an expenditure report within 30 days after the conference.

Task 2: Information and Communication Management

Task 2.1 Manage existing components of the website for registration (hereinafter referred to as “the site”).

Subtask 2.1a The contractor shall perform any necessary work associated with the transfer of the site from incumbent contractor’s servers to the contractor’s internal servers.

Subtask 2.1b The contractor will post announcements, news and event information on the site on an ongoing basis as directed by the PM.

Subtask 2.1c The contractor will maintain the search engine for the site.

Subtask 2.1d The contractor will maintain the message board on the site.

Subtask 2.1e The contractor will periodically, but at least monthly, remove/archive outdated information on the site.

Subtask 2.1f The contractor will edit the existing .PDF file of the resource manual when requested by PM.

Subtask 2.1g The contractor will update the existing online tutorial (Adobe Flash interface) when requested by PM.

Subtask 2.1hThe contractor will respond to requests for accounts and password resets.

Subtask 2.1i The contractor shall conform with the requirements of the Federal Information Security Management Act (FISMA) of 2002.

Task 2.2 Email and fax communication to participants Subtask 3.2a The contractor will disseminate information, as requested by the Project Officer, by email or fax (when email is not an option)

Attachment A – List of Deliverables

Deliverables Due Date

Orientation Meeting 10 working days after award

Work plan with timeline and deliverable dates 1 month after award

Project status call Monthly

Mid-project status call 6 months after award

Selection of conference hotel 6 months prior to conference

Conference registration site goes live 90 days prior to conference

All printed materials for national conference to Project Officer 60 days prior to conference

Conference registration list 10 days prior to conference

Conference presenters’ travel arrangements 3 days after receipt of speaking confirmation

Collection of conference speaker presentation materials 2 weeks prior to conference

Payments to conference presenters Within 20 days of conference

Conference participant list and name tags 2 weeks prior to conference

Conference packets 2 weeks prior to conference

Conference report 10 working days after event

Attachment B -- Qualifications, Education and Experience of Key Personnel

The contractor shall demonstrate that the proposed project team possesses the special capabilities and experience required to meet all aspects of the proposal and that is has worked together successfully in the past.

For each of the key personnel listed below, the contractor must show their qualifications and the extent to which the individual meets the professional and experience requirements described in this contract. This can be demonstrated by indicating past experience with similar contracts.

The contractor will have background and knowledge of the structure and operations of the Government. The contractor will also have started and completed a minimum of three (3) projects of the magnitude of this project.

The contractor shall submit copies of resumes for all key personnel as an attachment. Qualifications of proposed key personnel will be assessed based on suitability for the type of work to be performed. Resumes submitted by the contractor will be reviewed to confirm that similar work experience is evident. The Government reserves the right to request replacement of any key personnel found to be unsuitable for the project.

The contractor will be required to conform with the Federal Information Security Management Act (FISMA) of 2002, adhere to minimum security requirements as defined in the Federal Information Processing Standard (FIPS) 200, the security controls as defined in the National Institute of Standards and Technology (NIST 800-53(rev3) while conducting security assessments in accordance with NIST 800-53-a (rev1) in addition, to HHS specific policies procedures, and practices.

Before authorization can be granted to any system, a series of documents must be developed in accordance with the system development life cycle (SDLC) to satisfy the minimum security requirements. The Documents that are required from the vendor include the system security plan, the Security test and evaluation plan and the Security assessment report (along with vulnerability scan results).