Annual Improvement and Innovation Summit

VA NEW ENGLAND HEALTHCARE SYSTEM



PERFORMANCE WORK STATEMENT

FOR



3RD ANNUAL VISN 1 IMPROVEMENT AND INNOVATION SUMMIT













February 9, 2016



Contents

1.0 Description of Services 3

1.1 BACKGROUND 3

1.2 SCOPE 3

2.0 Summary of Requirements 3

2.1 DESCRIPTION OF DUTIES 3

2.1.1 Hotel Guest Rooms: 3

2.1.2 Storyboard Area: 3

2.1.3 Registration Area: 4

2.1.4 Summit Meeting Room: 4

2.1.5 Refreshments: 4

2.1.6 Audio Visual (AV) Support: 4

2.1.7 Parking: 5

2.2 EVENT SCHEDULE INFORMATION 5

2.3 IMPROVEMENT AND INNOVATION SUMMIT EVENT SCHEDULE/REQUIRED SUPPORT 6

2.3.1 2016 Event dates: 6

2.3.2 Interaction with Conference Facility 6

3.0 General Contractor Personnel Requirements: 7

4.0 Service Summary: 7

4.1 Measurable Terms 7

5.0 Deliverables 8

5.1 Deliverable Table 8

6.0 Non-Personal Services: 8

7.0 Contractor Identification: 8

8.0 Hours of Operation: 8

9.0 Place of Performance: 8







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1.0 Description of Services



1.1 BACKGROUND

The annual VISN 1 Improvement and Innovation Summit is the region's healthcare improvement event. The intent of the specific curriculum selected is to improve individual and organizational knowledge/performance in order to successfully achieve the mission of the VA. The summit is a one (1) day event with approximately 300 attendees.



1.2 SCOPE

The Contractor shall provide hotel banquet/meeting rooms, refreshments, and audiovisual support services for the 3rd Annual VISN 1 Improvement and Innovation Summit at a single location. The Contractor shall be able to accommodate all attendees within one banquet/meeting room. The hotel shall be within a 15 mile radius of the Massachusetts Highway 495, exit 24A,B. The Contractor Employee Conference Planner (herein referred to as Meeting Coordinator) shall work closely with the Government Contracting Officer Representative (COR) to execute this summit.



2.0 Summary of Requirements



2.1 DESCRIPTION OF DUTIES

The Contractor shall provide the following at a minimum as specified in the Improvement and Innovation Summit Event Schedule, in paragraphs 2.1.1 through 2.1.14 in this Performance Work Statement (PWS):



2.1.1 Hotel Guest Rooms:

Guest rooms ranging from a minimum of 5 up to a maximum of 15 guest rooms are required. All rooms shall be equipped with complimentary Internet connectivity. The vendor will provide a range of 5 to 15 blocked guest rooms priced at the local Government per diem rate. Individual attendees shall pay for room and meals. The Government will not incur financial liability associated with the hotel's agreement to hold a block of rooms for a certain time period. The block of rooms is not a minimum guarantee.



2.1.2 Storyboard Area:

The vendor shall provide an area in which 40-50, 30X40 storyboards may be displayed on individual easels (storyboards will be provided by the Govt.) The area shall be large enough for the storyboard displays with individual easels, along with up to 300 people viewing the storyboards throughout a 2-3 hour period of time. There must be room enough for ease of pass. Individual easel shall be provided by the contractor.



2.1.3 Registration Area:

One (1) registration area is required with four (4) tables and six (6) chairs, or a comparable area that is visible to arriving attendees. This area will be manned by Government personnel for peak arrival times. This area shall also be available for sign in, approximately 1 hour before conference start time.



2.1.4 Summit Meeting Room:

Requirement is for a single room capable of seating up to 300 individuals in rounds of 8 and for the ability to break out into up to three (3) breakout rooms [capacity of 100 each (rounds of 8 setup)]. Audio Visual (AV) support for each room will include a screen, projector and microphone/speaker support in each breakout room and the room as a whole.



All summit meeting room(s) shall be reserved on a 24-hour basis exclusively for Government use only for the entire duration of summit. It is expected most days will start in plenary set-up and then break into separate breakout rooms after lunch. The Contractor shall configure and re- configure these rooms depending on the schedule. Coordination will be made between the Government and Meeting Coordinator. For planning purposes, in most cases, the re-configurations will occur during the lunch break and/or during natural breaks in the event, however this is subject to change.



All symposium meeting rooms shall be easily accessible for those with physically challenging needs and meet the requirement of the Americans with Disability Act.



2.1.5 Refreshments:

The Contractor shall provide coffee, tea, water throughout the entire day. The Contractor shall also provide "boxed lunches" consisting of a sandwich, snack and/or salad along with soft drink and/or water nearing the noon hour. The contractor shall set up refreshments near/adjacent to the Summit Meeting Room to facilitate access for attendees.



Continuous water service during the symposium is required.



2.1.6 Audio Visual (AV) Support:

The Contractor shall provide on-site AV services and technical assistance and expertise available for the duration of the conference, to include preconference start time (1 hour). The Government may provide personnel to assist with information technology support. All areas/rooms (Storyboard and Registration Areas and Summit Meeting Room) must have wireless high speed Internet connectivity.



2.1.7 Parking:

Complimentary self-parking shall be provided at no cost.







2.2 EVENT SCHEDULE INFORMATION

Contractor shall provide an Improvement and Innovation Summit Support Plan to the government within seven (7) calendar days after contract award.



Meeting room setup may vary pending final approval of the schedule.



Final schedule confirmation, with necessary room breakouts, will be provided to Contractor 14 days prior to conference start to allow for Contractor support planning. As noted above, the expected pattern will be plenary sessions during the morning with breakouts in the afternoons.



The Meeting Coordinator will conduct at least one 'Pre-Summit' meeting with the COR and onsite Catering point of contract of the facility within five (5) working days of receiving Improvement and Innovation Summit Support Plan.



The Contractor shall ensure that the plenary and breakout session rooms are organized and set up as required for each specific event.



The Contractor shall verify that all equipment, supplies, and additional logistical support is properly placed and tested as required by the presenter or facilitator prior to each portion of the agenda'd day.

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2.3 IMPROVEMENT AND INNOVATION SUMMIT EVENT SCHEDULE/REQUIRED SUPPORT



2.3.1 2016 Event dates:



The date of the Improvement and Innovation Summit September 13, 2016.



IMPROVEMENT AND INNOVATION SUMMIT

EVENT SCHEDULE

Event Date September 13, 2016 - Tuesday

Duration Space Support Required Refreshments

7:30A- 4:00P Registration/ Storyboard Area Registration Area shall include:

" Wireless high speed Internet access

" Accommodate 6 Govt. personnel

" May consist (at a minimum) of four(4) tables and six (6) chairs

" Be visible to arriving attendees



Storyboard Area shall include:

" Wireless high speed Internet access

" 30"X40" Storyboards (provided by Govt.) on individual easel display (provided by Contractor), 40-50 storyboard display capability Not Applicable: May be provided at no cost to the Govt., at vendor's discretion (i.e., water)

8:00A - 4:00P Summit Meeting Room " Stage with podium or comparable setup

" on-site AV services, equipment and technical assistance and expertise

" Rounds of 8 for up to 300 attendees in whole room, with means of break outs of rounds of 8 for up to 100 in each breakout room

" Wireless high speed Internet connectivity for presenter's laptop computer

" Access to house sound

" Continuous water service provided throughout the symposium. Coffee, tea, water, soft drinks and boxed lunches



2.3.2 Interaction with Conference Facility

The Contractor shall appoint a Meeting Coordinator who shall maintain constant communication with the Contracting Officer Representative (COR) to ensure all requirements are coordinated in a timely and effective manner. Issues and problems relating to the summit shall be immediately communicated to the Contractor who will be responsible for quick and effective resolution. The facility representative shall check all services and equipment prior to each event. Additionally, the Contractor shall monitor the facility's performance in meeting contract requirements for the duration of the conference.





3.0 General Contractor Personnel Requirements:

The Contractor shall provide personnel that meet the following standards:



3.1 Contractor personnel must be able to read, understand, speak fluently, and write in the English language, and are citizens of the United States.



3.2 Contractor shall not provide attendee information to organizations outside the government.



4.0 Service Summary:

Below is a matrix table listing a summary of performance objectives and performance thresholds required by the government in Contractor performance.

4.1 Measurable Terms

Performance Objectives Performance Threshold

Provide guest rooms, Storyboard Area, Registration Area, Summit Meeting Room(s) and Refreshment Area as required No more than 3 substantiated negative customer feedbacks on room support requirements

Provide all conference audio-visual equipment and services as required No more than 3 substantiated negative customer feedbacks on the audio-visual support



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5.0 Deliverables

5.1 Deliverable Table



Deliverable Frequency Number of Copies Format Submitted To

Improvement and Innovation Summit Support Plan (PWS 2.13) 7 days after contract award 1 Original and 1 copy PDF or Microspft Word Government COR



6.0 Non-Personal Services:

The Government will 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 feels that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy/decision making or management nature, i.e., inherently Governmental functions. All decisions relative to programs supported by the Contractor shall be the sole responsibility of the Government.



7.0 Contractor Identification:

The hotel staff supporting this conference shall wear their standard hotel identification badges during the conference.



8.0 Hours of Operation:

Hours of performance prior to and after the conference shall be determined and jointly negotiated and agreed upon by the COR and the Meeting Coordinator, dependent on need. Normal hours of operation for the conference are 7:30A to 4:00 P. During the conference, the Contractor shall be available from 7:30 A.M. to 4:00 P.M. to assist the VA New England Healthcare System staff and address logistical issues that may arise.



9.0 Place of Performance:

The primary place of performance is the selected conference site within a 15 mile radius of the Massachusetts Highway 495, exit 24A,B.



Government will not be available during scheduled holidays, inclement weather, weekends, after duty hours, or government down days.