Statement of Work (SOW)_drafted.pdf

STATEMENT OF WORK (SOW)

1.0 TITLE

Travel Services for the 2023 Music and Health as Medicine Workshop, in support of the National Center for Complementary and Integrative Health.

2.0 BACKGROUND

The Department of Health and Human Services (HHS), National Institutes of Health (NIH), National Center for Complementary and Integrative Health (NCCIH) requires travel services for up to 56 participants for the 2023 Music and Health Workshop.

The 2023 NIH workshop on “Music as Medicine: The Science and Clinical Practice” will build on the previous 2017 NIH Workshop on Music and Brain as well as the Sound Health Initiative, in partnership with the Renée Fleming Foundation, Kennedy Center for Performing Arts, and National Endowment of Arts. The workshop shall present six sessions in two days, including lectures addressing the accomplishments of the Sound Health Initiative, guest lecturers, panelists’ discussions focusing on the research on the science of music, music therapies and medicine, music education and health, and the development of a blueprint for the next phase of the initiative to further building the research community. As a result of the workshop, a thorough evaluation of the scientific progress in the field of Music as Medicine since the last workshop in 2017, as well as research challenges and future opportunities.

2.1 OBJECTIVE

The primary objective of this procurement is to provide travel support services for a maximum of 56 participants. The support services shall include arrange and provide lodging arrangements for workshop participants, shuttle services; ground transportation; per diem allowances for meal and incidentals for participants to attend 2023 NIH workshop on “Music as Medicine: The Science and Clinical Practice in Bethesda, MD on campus of the National Institutes of Health

(NIH).

3.0 SCOPE

The Contractor, as an independent agent and not as an agent of the Government, shall furnish all necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incidental to the performance of the work.

The required travel services shall include lodging, transportation, and applicable reimbursement of approved travel expenses and per diem in connection to the participants travel to the workshop.

Workshop dates

December 13-15, 2023

4.0 CONTRACT REQUIREMENTS

The Contractor shall perform the following tasks:

4.1 Workshop Meetings

The Contractor shall take notes at all meetings and provide a summary to the TPOC within (3) business days of each meeting.

4.1.1 Orientation Meeting: The Contractor shall meet in person or virtually with the

NCCIH Technical Point of Contact (TPOC) within five (5) business days after issuance of the purchase order. The meeting shall discuss the travel itinerary and transportation service schedule for workshop attendees. A final travel itinerary report shall be provided to the TPOC 10 days prior to conference.

4.1.2 Mid-Project Meeting: One month prior to the workshop, the contractor shall meet virtually with the TPOC to conduct a mid-project review.

4.2 Travel Arrangements for Presenters/Speakers

The TPOC shall submit a list of sponsored participants who will require travel and hotel accommodations to the Contractor within 5 business of days after award. A maximum of 56 sponsored participants shall require travel arrangements.

4.2.1 Hotel Room Block: The Contractor shall contact the hotel and securing a room block for all 53 sponsored attendees. The Contractor shall manage the complete process of reserving rooms and communicating reservation processes ensuring all sponsored travelers lodging. The Contractor shall monitor the room block to ensure that all required reservations are made and guaranteed.

The Contractor shall arrange 3 nights of lodging for approximately 53 hotel rooms preferably at the Pooks Hill Marriott (5151 Pooks Hill Road, Bethesda, Maryland, USA, 20814 from December 12th thru the 15th 2023. If the preferred hotel is unavailable – alternative hotels shall be approved by the TPOC prior to booking. Rooms should be standard issue and at the United States Government per diem, unless otherwise specified. The Contractor shall work with the on-site reservations manager to manage the overall room block, accommodate guests with special needs, and address overflow issues.

Note* Sponsored attendees will be allowed up to three (3) nights of lodging.

4.2.2 Shuttle Transportation: The Contractor shall arrange shuttle services for all 56 participants to and from hotel and workshop building on NIH campus for both days of workshop.

4.2.3 NIH Campus Security Screening: The Contractor shall coordinate with The

National Institutes of Health, Division of Police (NIHPD) Special Event Unit to customize an entry procedure to expedite the campus screening process for workshop attendees. A hotel inspection by the NIHPD is preferred; however, alternative arrangements can be made with prior approval by the TPOC.

4.2.4 Traveler Reimbursement: The Contractor shall identify and use a mechanism to facilitate the timely reimbursements of permitted travel, lodging, ground transportation and per diem costs to sponsored travel participants.

The Contractor shall reimburse local (those not requiring hotel accommodations) workshop attendees for ground transportation as well as parking expenses. All workshop attendees will need to submit receipts for any ground transportation expense that is over $75. Ground transportation costs are inclusive of taxi’s to/from residence, airport, and hotels. Ground transportation can also include parking and mileage for personal vehicle.

The Contractor shall reimburse participants for their approved travel expenses:

lodging and associated taxes and fees, baggage fees, transportation, as well as per diem in connection to the participants travel to the workshop. The per diem rate is $79 for full days (2) of attending workshop. Per diem for travel days (2) shall be reimbursed at a rate of $59.25 (3/4 of full rate). Reimbursement shall occur no more than 5 days after the traveler submits all receipts and documentation required for reimbursement. The Contractor shall provide all reimbursements a week prior to contract end date.

4.3 Reports

4.3.1 Workplan and Timeline: 15 days after award, the Contractor shall submit a report to the TPOC indicating dates and times of all task and proposed completion dates.

4.3.2 Status Updates: In Microsoft Word format, the Contractor shall provide a list of workshop attendees, plus corresponding hotel confirmation. If the Contractor does not have this information, the Contractor shall provide the dates and times in which they have attempted to contact the invited workshop attendee. The Contractor shall report if any changes in the workshop attendees travel plans.

The Contractor shall provide status updates to the TPOC twice a month.

4.3.3 Final Report: The Contractor shall provide a final list of workshop attendees in

Microsoft Word format, which shall serve as the final report and final expenditure report. The list of workshop attendees shall include name, title, address, flight departure and arrival time and dates, dates of lodging, reimbursement amount and date, and email address.

5.0 TYPE OF ORDER

This is a Firm Fixed Price purchase order.

6.0 NON-SEVERABLE SERVICES

The services specified in each contract line item (CLIN) have been determined to be non-severable services - a specific undertaking or entire job with a defined end product of value to the Government.

7.0 PERIOD OF PERFORMANCE

The period of performance shall be from September 1, 2023 to January 15, 2024.

8.0 PLACE OF PERFORMANCE

Services shall be performed at the Contractor’s facility.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

All written deliverables shall be sent electronically to the NCCIH Technical Point of Contact (TPOC), TBD at award, via Microsoft (MS) Word or PDF format, unless approved by the TPOC.

The TPOC shall review the contents of all draft deliverables. If no comments or requests for revisions are provided to the Contractor within 30 business days, the deliverables shall be considered acceptable. If revisions are required, NCCIH shall respond to the Contractor within five (5) business days of receiving the deliverable, specifying the required changes/revisions.

Final copies of approved drafts shall be delivered to the NCCIH TPOC within five (5) business days after receipt of the Government’s comments.

The Technical Point of Contact (TPOC) is:

TBD as Award

All deliverables shall be sent per the following deliverable schedule:

DELIVERALE DELIVERABLE DESCRIPTION /

FORMAT REQUIREMENTS Due Date

#1 (Task 4.1) Meeting Notes 3 business days after each meeting #2 (4.1.1) Orientation meeting with NCCIH

TPOC (teleconference is acceptable).

No later than 5 business days after award

#3 (Task 4.1.1) Final travel itinerary report, emailed to the NCCIH TPOC.

10 business days prior to conference

#4 (Task 4.1.2) Mid-Project meeting with NCCIH

TPOC.

1 month prior to Workshop

#5 (Task 4.2.3) Coordinate entry procedure with

NIHPD. TBD

#6 (Task 4.2.4) Reimbursement of receipts of travel expenditures.

3 business days after receipt of attendance confirmation

#7 (Task 4.3.1) Submit Workplan and Timeline report to the NCCIH TPOC.

15 business days after award

#8 (Task 4.3.2) Submit status update reports to the

NCCIH TPOC

Twice a month -first and third Friday

#9 (Task 4.3.3) Provide a final report to the NCCIH TPOC. January 15, 2023

9.0 PAYMENT

Payment shall be made monthly, in arears. Payment authorization requires submission and approval of invoices to the COR and NIH OFM, in accordance with the attached payment provisions listed below:

The following clause is applicable to all Purchase Orders, Task or Delivery Orders, and Blanket Purchase Agreement (BPA) Calls: Prompt Payment (Jan 2017) FAR 52.232-25.

Highlights of this clause and NIH implementation requirements follow:

I. Invoice Requirements A. An invoice is the Contractor's bill or written request for payment under the contract for supplies delivered or services performed. A proper invoice is an "Original" which must include the items listed in subdivisions 1 through 12, below, in addition to the requirements of FAR 32.9. If the invoice does not comply with these requirements, the Contractor will be notified of the defect within 7 days after the date the designated billing office received the invoice (3 days for meat, meat food products, or fish, and 5 days for perishable agricultural commodities, dairy products, edible fats, or oils) with a statement of the reasons why it is not a proper invoice. (See exceptions under II., below.) Untimely notification will be considered in the computation of any interest penalty owed the Contractor.

1. Vendor/Contractor: Name, Address, Point of Contact for the invoice (Name, title, telephone number, e-mail and mailing address of point of contact).

2. Remit-to address (Name and complete mailing address to send payment).

3. Remittance name must match exactly with name on original order/contract. If the Remittance name differs from the Legal Business Name, then both names must appear on the invoice.

4. Invoice date.

5. Unique invoice #s for all invoices per vendor regardless of site.

6. NBS document number formats must be included for awards created in the NBS: Contract Number; Purchase Order Number; Task or Delivery Order Number and Source Award Number (e.g., Indefinite Delivery Contract number; General Services Administration number);

or, BPA Call Number and BPA Parent Award Number.

7. Unique Entity Identifier (UEI) which is in the System for Award Management (SAM) and replaces the Dun & Bradstreet Data Universal Numbering System (DUNS) number.

8. Federal Taxpayer Identification Number (TIN). In those rare cases where a contractor does not have a UEI number or TIN, a Vendor Identification Number (VIN) must be referenced on the invoice.

The VIN is the number that appears after the contractor’s name on the face page of the award document.

9. Identify that payment is to be made using a three-way match.

10. Description of supplies/services that match the description on the award, by line billed.

11. Freight or delivery charge must be billed as shown on the award. If it is included in the item price do not bill it separately. If identified in the award as a separate line item, it must be billed separately.

12. Quantity, Unit of Measure, Unit Price, Extended Price of supplies delivered or services performed, as applicable, and that match the line items specified in the award.

NOTE: If your invoice must differ from the line items on the award, please contact the Contracting Officer before submitting the invoice. A modification to the order or contract may be needed before the invoice can be submitted and paid.

Shipping costs will be reimbursed only if authorized by the Contract/Purchase Order.

If authorized, shipping costs must be itemized. Where shipping costs exceed $100, the invoice must be supported by a bill of lading or a paid carrier's receipt.

B. NIH is using a phased transition approach from the NIH Office of Financial Management (OFM) Electronic Invoice Submission instructions to the Department of Treasury’s Invoice Processing Platform (IPP). This award will transition to IPP in the future. It is the

Contractor/Vendor’s responsibility to periodically check the OALM IPP website and be prepared to transition to IPP on the designated transition date.

Until the Contractor/Vendor has transitioned to IPP as specified on the OALM IPP websitehttps://oalm.od.nih.gov/IPP, the Contractor/Vendor must follow step-by-step instructions as stated in the NIH/OFM Electronic Invoicing Instructions for NIH Contractors/Vendors, which is included as an attachment and is on the website at https://oamp.od.nih.gov/DGS/DGS-workform- information/attachment-files Questions concerning the transition to IPP should be directed to NIH-IPPinvoicing@mail.nih.gov. Questions concerning this award should be directed to the NIH Contracting Officer.

If this award is a parent indefinite delivery award or a Blanket Purchase Agreement Set-Up, then HHSAR 352.232-71 applies to all task/delivery orders or Blanket Purchase Agreement calls issued under this award.

The Contractor shall submit a copy of the electronic invoice to the following NCI

TPOC:

Name-TBD at award Email Address- TBD at Award

See Attachment 1 - IPP Instructions.

For inquiries regarding the status of invoices, contact OFM Customer Service via email at ofm_customer_service@mail-cmp.niceincontact.com or via phone at 301-496- 6088. To send your inquiries via other available communication methods refer to the OFM Customer Service website at https://ofm.od.nih.gov/Pages/Customer- Service.aspx.

Note: The OFM Customer Service is open Eastern Standard Time Monday – Friday from 8:30 a.m. to 5:00 p.m. and is closed between 12:00 p.m. to 1:00 p.m.

II. Invoice Payment

A. Except as indicated in paragraph B., below, the due date for making invoice payments by the designated payment office shall be the later of the following two events:

1. The 30th day after the designated billing office has received a proper invoice.

2. The 30th day after Government acceptance of supplies delivered or services performed.

https://oalm.od.nih.gov/IPP https://oalm.od.nih.gov/IPP https://oalm.od.nih.gov/IPP https://oalm.od.nih.gov/IPP https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files https://oamp.od.nih.gov/DGS/DGS-workform-information/attachment-files mailto:NIH-IPPinvoicing@mail.nih.gov mailto:ofm_customer_service@incontactemail.com mailto:ofm_customer_service@mail-cmp.niceincontact.com https://ofm.od.nih.gov/Pages/Customer-Service.aspx https://ofm.od.nih.gov/Pages/Customer-Service.aspx

B. The due date for making invoice payments for meat and meat food products, perishable agricultural commodities, dairy products, and edible fats or oils, shall be in accordance with the Prompt Payment Act, as amended.

III. Interest Penalties

A. An interest penalty shall be paid automatically, if payment is not made by the due date and the conditions listed below are met, if applicable.

1. A proper invoice was received by the designated billing office.

2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with a term or condition.

3. In the case of a final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further settlement actions between the Government and the Contractor.

B. Determination of interest and penalties due will be made in accordance with the provisions of the Prompt Payment Act, as amended, the Contract Disputes Act, and regulations issued by the Office of Management and Budget.

IV. PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS, FAR 52.232-40 (November 2021)

(a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor.

(b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act.

(c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial products or commercial services.

V. HHSAR 352.232-71 Electronic Submission of Payment Requests (February 2, 2022)

(a) Definitions. As used in this clause—

Payment request means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), ‘‘Content of Invoices’’ and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Department of Treasury Invoice Processing Platform (IPP) or successor system. Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with HHS procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer’s written authorization with each payment request.

http://www.ipp.gov/