SOW - Posting.pdf

Indian Health Service (IHS) National Budget Work Session

& Direct Service Tribes Quarterly Meeting February 2025 - February 2026

The Indian Health Service (IHS), Office of Finance & Accounting (OFA) and Office of Direct Service and Contracting Tribes (ODSCT), have a requirement for meeting space rental and audio/visual support for the OFA sponsored National Budget Work Session; and ODSCT sponsored Direct Service Tribes Advisory Committee (DSTAC) Meeting. The host facility must near Washington, D.C. and within walking distance of Metrorail lines.

National Budget Work Session Information What: National Budget Work Session When: February 11-12, 2025 Who: 135 Tribal Representatives and Federal Staff

What: National Budget Work Session When: February 2026 – Dates to be determined Who: 135 Tribal Representatives and Federal Staff

DSTAC Quarterly Meeting Information What: Direct Service Tribes Advisory Committee (DSTAC) 2nd Quarterly Meeting When: February 13-14, 2025 Who: 65-80 DSTAC Representatives and Federal Liaisons

What: Direct Service Tribes Advisory Committee (DSTAC) 2nd Quarterly Meeting When: February - Dates to be determined Who: 65-80 DSTAC Representatives and Federal Liaisons

Lodging Rooms Contractor shall set aside, at no cost to the Government, a block of guest rooms for the participants at or below the prevailing Federal Per Diem rate. For more information on the rate, please visit https://www.gsa.gov/travel/plan-book/per-diem-rates . Each traveler shall reserve and be financially responsible for their hotel rooms. Contractor shall coordinate with the Government to provide information to attendees on room block and note the date that the rooms will be released by the hotel. The IHS is not responsible for cancellations or no-shows.

Lodging room requirements for All Meetings are outlined below:

February 10 February 11 February 12 February 13 February 14 https://www.gsa.gov/travel/plan-book/per-diem-rates

Monday 50 Rooms

Tuesday 60 Rooms

Wednesday 70 Rooms

Thursday 70 Rooms

Friday 15 Rooms

Lodging room requirements for All Meetings are outlined below:

February TBD February TBD February TBD February TBD February TBD

Monday 50 Rooms

Tuesday 60 Rooms

Wednesday 70 Rooms

Thursday 70 Rooms

Friday 15 Rooms

Scope of Work / Deliverables for National Budget Work Session February 11 and February 12, 2025; Tuesday & Wednesday (8:00-5:30pm both days), February 2026 (TBD) and February 2027 (TBD).

1) One (1) Large meeting room: (Please see attached Room diagram)

a) 135 participants

b) Chevron-shaped banquet table seating of forty-eight (48) for Tribal Leaders and their technical team members

1) 4 people per table

2) 6 tables on each side with a wide center aisle separating both sets of seating

• Theatre seating in two (2) sets of 50 for a total of (100) witnesses/guests

c) Two (2) head tables at the front of the room with seating of up to (4) persons each

d) Two (2) head tables near the front-side of the room with seating up to 4 persons each which will have computers connected to projectors and own power cords.

e) One (1) Registration Table with chairs – stationed at Meeting Room Entrance

f) Contractor shall provide the following:

1. Mixer/Soundboard with A/V Services – “plug in” to overhead speakers from laptop, audio system will require connectivity Zoom platform

a. Thirty (30) Table Microphones- (see room layout diagram below for placement)

b. Two (2) wireless microphones in front of theater seating

c. Tele-com phone with speaker/conference line capabilities, IHS will provide conference call in line- System must be patched into house a/v (e.g. routed through the conference room/speakers and not simply a conference phone in the center of the room)

d. Camera for zoom participants to view the room.

2) Wi-Fi/internet accessibility in room

3) Three (3) projector screen - widest screen available

4) Three (3) projectors

1. 2 projectors for the side screens for zoom participants

2. 1 projector for Main screen in the middle will be connected to another laptop to show presentation and have camera for zoom participants to view the meeting.

5) Fourteen (14) Power Strips – evenly dispersed around room perimeter

2) One (1) smaller room with conference table to seat 14 people with one (1) conference line with tele-com phone

Other meeting requirements: All days

1) Government rate on all hotel rooms.

2) Free Wireless and/or internet connectivity available in facility and hotel guest rooms.

3) Signs identifying all the locations of meeting rooms.

4) Photocopying services available for incidental executive correspondence for up to 50 copy jobs at an average of 50 pages per request.

Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

Room Diagram: See page below

National Budget Work Session Room Diagram

Statement of Work Indian Health Service (IHS)

Direct Service Tribes Quarterly Meeting February 2025

DSTAC Meeting Space Requirements Meeting space requirements for February 13-14, 2025 are outlined below. All space should be accessible for participants with sufficient space for participants to perform their work without physical impediments.

DSTAC Quarterly Meeting

• Occupancy – 80 people

• Projection Package – Projector, LCD screen with cart and cords

• Power strips at meeting tables

• Tele-com phone w/ speaker/conference line capabilities, preference for system patched into house a/v (e.g. routed through the conference room/speakers and not simply a conference phone in the center of the room)

• 12 wired table microphones for panel/speakers

• Internet line/access Note: Laptop will be provided by client

• Screen for zoom calls (participant able to view conf.)

• 2 wireless microphones for audience participation

• Onsite technician to support, operate, and troubleshoot A/V equipment

• One side table with chairs placed in rear of room for notetaking purposes with power strips

Director’s Conference Room – (secure room preferred)

• Occupancy number – 20 people

• tele-com phone w/ speaker/conference line capabilities

• Lock privileges/key

• Internet line/access

• Screen for zoom calls (participant able to view conf.)

• Power strips or power source for participants

February 13 Purpose Set-Up

7:30 am – 5:30 pm Director’s Conference Room Conference for 20 7:30 am – 5:30 pm DSTAC Quarterly Meeting Hollow square for 25 with chairs around the perimeter for 55 people.

February 14 Purpose Set-Up 7:30 am – 5:30 pm Director’s Conference Room Conference for 20 7:30 am – 5:30 pm DSTAC Quarterly Meeting Hollow square for 25 with chairs around the perimeter for 55 people.

Other meeting requirements: All days

1. Registration area or tables with chairs and power strips for attendees

2. Free Wireless and/or internet connectivity available in facility and hotel guest rooms.

3. Signs identifying all the locations of meeting rooms.

4. Photocopying services available for incidental executive correspondence for up to 10 copy jobs at an average of 10 pages per request.

5. Free or reduced rate for hotel parking/Free airport transportation or shuttle

Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

Your quote must include a Vendor IEN #, meeting space dimensions and pricing as follows:

Base Year CLIN 1 Period of Performance: 02/11/2025-02/12/2025 TOTAL

1A This is a Firm-Fixed Price CLIN that encompasses Meeting Space Rental for the IHS National Budget Work Session Meeting in accordance with the SOW.

1B This is a Firm-Fixed Price CLIN that encompasses A/V Rental for the IHS National Budget Work Session Meeting in accordance with the SOW.

Base Year CLIN 2 Period of Performance: 02/13/2025-02/14/2025

2A This is a Fixed Price CLIN that encompasses Meeting Space Rental for the IHS DSTAC Quarterly Meeting in accordance with the SOW.

2B This is a Firm-Fixed Price CLIN that encompasses A/V Rental for IHS DSTAC Quarterly Meeting in accordance with the SOW.

TOTAL, price shall include all applicable service fees. The IHS is a tax-exempt Federal Agency.

Option Year 1

CLIN 1

Period of Performance: TBD TOTAL

1A This is a Firm-Fixed Price CLIN that encompasses Meeting Space Rental for the IHS National Budget Work Session Meeting in accordance with the SOW.

1B This is a Firm-Fixed Price CLIN that encompasses A/V Rental for the IHS National Budget Work Session Meeting in accordance with the SOW.

Option Year 1

CLIN 2

Period of Performance: TBD

2A This is a Fixed Price CLIN that encompasses Meeting Space Rental for the IHS DSTAC Quarterly Meeting in accordance with the SOW.

2B This is a Firm-Fixed Price CLIN that encompasses A/V Rental for IHS DSTAC Quarterly Meeting in accordance with the SOW.

TOTAL, price shall include all applicable service fees. The IHS is a tax-exempt Federal Agency.

QUALIFICATIONS

The Contractor is responsible for and shall ensure staff are properly trained and hold the appropriate credentials as required for the services being performed.

CONFLICTS OF INTEREST

Contractor and subcontract personnel performing work 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 Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the CO immediately whenever he/she becomes aware that such access or participation may result in any actual or potential OCI and may merit the submittal of a plan to the CO to avoid or mitigate any such OCI. This mitigation plan would 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 Contracting Officer may employ 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.

DATA RIGHTS

The Government has unlimited rights to all documents/material produced under this Contract. All documents and materials, to include the source code of any software produced under this contract, shall be Government owned and 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

REPORTS AND DELIVERABLES

The Contractor shall attend progress meetings requested by the contracting activity or Contract administration. The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the CO will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

ACCESSIBILITY REQUIREMENTS (Section 508)

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105- 220), requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public with disabilities must have equal access to and use of information and data comparable to that of non-disabled Federal employees and members of the public.