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HHS Conference Procurement and Planning Toolkit

Procurement and Planning Requirements and Guidance for Conference Hosts

Appendix 2 - Menu of Options for HHS Conference Contract Vehicles

Select a link to see the full details about these Vehicles.

Compar- ison ItemFDAHRSANIHGSA ScheduleAHRQ 1AHRQ 2
Title/ Name of contractNationwide Events Planning BPAHRSA Logistical Support IDIQ (Dixon Group; Lux Consulting; BL Seaman; Millennium Services; and Focus Group)NIH Conference, Administrative, and Travel Services II (NIHCATS II)Advertising and Integrated Marketing Solutions (AIMS) -  541-4DGeneral Logistics and Meeting Support Services for AHRQ (Lux Consulting Froup, Inc.)Support for AHRQ Annual Conference and National Advisory Council (Capital Consulting Corporation)
Period of PerformanceApril 11, 2011 - April 3, 2016July 31, 2009 - July 30, 2014Nov 11, 2011 - Oct 31, 2012
w/ 4 option periods
GSA schedules generally have a 5 year base and 5 one year options6/12/2012 to 6/11/2015 (full period with options)05/19/11 to 05/18/16 (full period with options
Current contract yearYear 2Year 4Option Year 2Varies depending on contract holderBase yearOption Year 1
# of Small & Large Contractors4 Small Businesses5 Hubzone holders12 Small Businesses, 8 Large Businesses175 Contractor all small business1-8 (a)1- Small SDVOSB
Max dollar amount of contractCeiling $12M$50MBase ceiling: $23M, Option Yr 1: $40M (due to carry over).  Total of $123M for 5 years$403M in one year$3,999,999$6,379,612 (including yearly options)
Annual business$1.75M TO $2M per year$6.5M per year$8M per year$42M only for Events managementinsufficient knowledge to date; Minimum guarantee was $5000This is a CPAF contract with estimated yearly costs for each year. It’s not an IDIQ
Available to Other Agencies?FDA only, but willing to explore optionsOnly available to HRSAAvailable to HHS and other Federal agencies.All federal agenciesJust AHRQJust AHRQ
Websitewww.gsa.gov (AIMS)Nonehttp://
NIHCATSII.
olao.od.
nih.gov
www.gsa.gov/
portal/category
/21149
N/AN/A
COJames WhittCarolyn TaylorLisa Adams and William Bartelmes.  COR Jeff KleinDion DuarteMonica GibsonMonica Gibson
Assisted Acquisit- ionsN/A (for FDA only)Only thru IAANo- however, it's up for consideration and debate NoNo

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FDA Conference Vehicle

Comparison ItemContract Feature
Title/Name of contractNationwide Events Planning BPA
Period of PerformanceApril 11, 2011 - April 3, 2016
Current contract yearYear 2
# of Small & Large Contractors4 Small Businesses
Max dollar amount of contractCeiling $12M
Annual business$1.75M TO $2M per year
Available to Other Agencies?FDA only, but willing to explore options
Websitewww.gsa.gov (AIMS)
Contract OfficerJames Whitt
Assisted AcquisitionsN/A -since FDA only
Contract # and copyHHSF223 20111009B;
HHSF223 201110010B;
HHSF223 201110011B;
HHSF223 201110012B. 
Unique characteristicsBPA cannot extend beyond the final expiration of the GSA contract
Type of VehicleBPA against Federal Supply Schedules
Type of Task OrdersFFP, T&M, Performance Based
Order LimitsIn accordance with the terms and conditions of each of the GSA contract holders.
Time to make award30 days
Fee AmountN/A -since FDA only
Force Majeure ClauseNone
SOW SummaryNationwide Events Planning and conference services to include planning, logistics, arrange for hotel rooms, transportation services, registration services, registration services, a/v services, conference materials, marketing and communication services, transcription and recording services.
Terms & Conditions
  • Based on GSA Terms and Conditions (52-212) and HHSAR.
  • SOW very similar to the old HHS Strategic sourcing events management BPAs.  SOW has 5 Required tasks that apply to all events and 13 dependent tasks based on the individual event.
Conference Planning ServicesCommunications Strategy - the contractor shall develop an implementation communications strategy to assist FDA in communication the new Events management Services Program to FDA end user.

Facilitate Planning Meetings - design conference agendas, programs, processes and location for events.
Conference Support Services
  • Management event logistics - control and maintain all day to day logistics requirements
  • Arrange for Conference Space - conference space for attendees.
  • Arrange Hotel Rooms - hotel rooms for conference/event attendees.
  • Arrange Registration Services - registration services, web bases, hotel and transportation tracking, per diem, contract information.
  • Arrange Audio/Visual Services – A/V Equipment.
  • Manage Marketing and communications - marketing and communications of the event to target attendees.
  • Arrange registration Services - event-specific training.
  • Provide Fiduciary services - reimbursement of honoraria/per diem.
  • Arrange Transportation Services - all necessary transportation services for conference/event attendees.
  • Arrange Support Services for the Disabled - support services for any disabled attendees comfort and equal opportunity to attend and receive event information.
  • Management Post conference Materials and Correspondence.
  • Arrange for Storage and Dispositions of Event Materials - storage and disposition of event materials.
Conference Reports
  • Provide Status Support - event status reports
  • Manage Pre-Conference and Conference Materials - develop and distribute pre-conference materials, name tags, electronic media, attendee kits, etc.
  • Provide Event-Specific Performance Based Reports - Event-specific performance-based reports, attendee surveys, saving summaries, sub-contractor performance.
  • Manage Conference /Event Finances - reports of conference expenses
  • Post Event Reports - mighty reports - event expenditures compare estimate to actuals, summary of performance, performance of web-based communicators, staff performance, saving reports.
Other ServicesArrange VIP Services - limousines, honoraria, security, translators.

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HRSA Conference Vehicle

Comparison ItemContract Feature
Title/Name of contractHRSA Logistical Support IDIQ (Dixon Group; Lux Consulting; BL Seaman; Millennium Services; and Focus Group)
Period of PerformanceJuly 31, 2009 - July 30, 2014
Current contract yearYear 4
# of Small & Large Contractors5 HUBZone holders
Max dollar amount of contract$50M
Annual business$6.5M per year
Available to Other Agencies?Only available to HRSA
WebsiteNone
Contract OfficerCarolyn Taylor
Assisted AcquisitionsOnly thru IAA
Contract # and copyHHSH250200976007I;  HHSH250200976008I; HHSH250200976009I: HHSH250200976010I; HHSH2502010000011
Unique characteristicsExclusive set-aside for Hubzone vendors.
Type of VehicleIDIQ
Type of Task OrdersFFP, T&M, CRFF,  Performance Based
Order LimitsMinimum for life of contract: $2,500; Maximum per order $10M.
Time to make award10 days
Fee AmountNone (if via IAA, 8% Overhead is charged)
Force Majeure ClauseNone included, we add a task to SOWs requesting that the contractor minimize attrition charges and/or enter into hotels contract that don't have cancellation fees. 
SOW SummaryLogistical support services for this contract include:
1. developing conference plans and policies;
2. developing conference/meeting technical materials;
3. managing conference logistics;
4. managing conference communications;
5. staffing and planning diagnostic site visits; and
6. providing technical assistance.
Terms & Conditions
  • Contain all FAR and HHSAR clauses
  • Reimbursement in accordance with Federal Travel Regulations
  • SOW describes typical tasks areas for events, but requires each task order to specify the actual tasks to be performed.
Conference Planning ServicesDevelop conference Plans and Policies - Identify pre-meeting materials (conference agenda, meeting schedule, etc.) and develop planning documents and milestone.

Develop conference/meeting Technical materials - Obtain expert to develop materials for conference, send copies to participants, all materials to support conference.
Conference Support ServicesManage conference/Meeting Logistics - conference site, hotel contract, audiovisual equipment, reimbursement airfare and ground transportation, pre-registration, online registration, report number of attendees, use bar coding, provide sign language, fiscal management, public relations, conference proceedings thank you letters.

Arrange for Speakers - obtain speakers, reimburse speakers, obtain report from speakers
Conference ReportsMeeting preparation and Materials Dissemination - managing list of participants, mailing list, name tags, nameplates, prepare binders, packet, etc.

Reporting Requirements - monthly reports accomplishment and problems, meeting costs, final cost reports.
Other ServicesTechnical Assistance - conduct diagnostic compliance site visits to review a grantee programs; writing and editorial services, continuing Education Units.

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NIH Conference Contract Vehicles

Comparison ItemContract Feature
Title/Name of contractNIH Conference, Administrative, and Travel Services II (NIHCATS II)
Period of PerformanceNov 11, 2011 - Oct 31, 2012
w/ 4 option periods
Current contract yearOption Year 2
# of Small & Large Contractors12 Small Businesses, 8 Large Businesses
Max dollar amount of contractBase ceiling: $23M, Option Yr 1: $40M (due to carry over).  Total of $123M for 5 years
Annual business$8M per year
Available to Other Agencies?Available to HHS and other Federal agencies.
Websitehttp://NIHCATSII.olao.od.nih.gov
Contract OfficerLisa Adams and William Bartelmes.  COR Jeff Klein
Assisted AcquisitionsNo- however, it's up for consideration and debate
Contract # and copyNIHOD2008093.   Copy is on NIHCATS II website.
Unique characteristicsThe NIHCATS II contracts have been reserved as a Partial Small Business set-aside.
Task order proposals for domestic services with an estimated value of $500,000 and below will receive priority consideration for award to small businesses.  Small business reservation does not preclude large business from submitting proposals on any task order. Allows collection of registration fees for NIH.
Type of VehicleIDIQ
Type of Task OrdersFFP, T&M
Order LimitsMinimum for life of contract: $250; Maximum order: $115,920,000
Time to make award45 days
Fee Amount1% fee for all task orders issued for agencies other than NIH
Force Majeure ClauseNone currently, but one is being developed.
SOW SummaryThe geographic scope of this requirement includes the Continental United States and abroad in remote locations.
ID/IQ;
1. Travel Support
2. Meeting and Conference Support
3. Documentation Support
4. Administrative Support
5. Website Design, Development, and Maintenance Support
Terms & Conditions
  • Contain all FAR and HHSAR clauses
  • Reimbursement in accordance with Federal Travel Regulations
  • SOW describes typical tasks areas for events, but requires each task order to specify the actual tasks to be performed.
Conference Planning ServicesContract and Task Order Management - Project management, project controls and contract administration.
Conference Support ServicesMeeting Conference support- secure hotel contract, develop meeting website, registration, on-site support, post conference summary, weekly status report, registration, audit visual equipment, evaluating and statistical analysis support, transcribe proceedings, audiovisual equipment, collection of third party payment

Administrative Support - administrative support for conferences, workshops, symposiums, focus groups, meetings, editing and publishing newsletters, brochures, graphics support, postal services courier services distribution letters, documents or other materials by electronic mail.
Conference ReportsDocumentation Support - briefing materials, power point, materials for distribution, program documentation, abstract papers, summary reports, proceedings of working meetings, translation of documents, translators, and translation.
Other ServicesWebsite Design, Development, and Maintenance Support/Internet Support - design, develop, and materials websites on the internet; newsletters, brochures, manuscripts, publications, and pamphlets, text and graphic design/conversation for conference and meeting support, tehcni9cal support for site maintenance (overall It support).

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GSA Schedule Conference Contract Vehicles

Comparison ItemContract Feature
Title/Name of contractAdvertising and Integrated Marketing Solutions (AIMS) -  541-4D
Period of PerformanceGSA schedules generally have a 5 year base and 5 one year options
Current contract yearVaries depending on contract holder
# of Small & Large Contractors175 Contractor all small business
Max dollar amount of contract$403M in one year
Annual business$42M only for Events management
Available to Other Agencies?All federal agencies
Websitewww.gsa.gov/portal/category/21149
Contract OfficerDion Duarte
Assisted Acquisitions 
Contract # and copySchedule 541
Unique characteristicsNegotiated labor categories and subject to SCA; Other direct cost negotiated  with ceiling amounts; allows no cost contracts
Type of VehicleIDIQ
Type of Task OrdersFFP, T&M
Order LimitsGenerally minimum: $100; Maximum varies per schedule holder.  Generally $1M per sing and $3M per order
Time to make awardMin - 48 hours if using e-buy
Fee Amount.75% included in labor rates and paid by schedule holders
Force Majeure ClauseSubject to Commercial clauses
SOW SummaryServices include the making of all necessary arrangements for conferences, seminars and trade shows. Event-marketing services may include but are not limited to the following services for a show, event and/or booth.
Terms & ConditionsGSA Terms and Conditions for commercial items  52.212 - *
Conference Planning ServicesProject Management
Conference Support Services
  • Coordination and implementation of their party participation
  • Audiovisual and information technology support
  • Design and editing productions
  • Mailing and other communication with attendees including pre-post meeting mailings/travel support and computer database creation
  • Automation and telecommunications support
  • Editorial services
  • On-site meeting and registration support
  • Reservation of facilities
  • Site location research
  • Topic and speaker identification
Conference ReportsAllows to add reporting requirements
Other ServicesSchedule 541-4D holders also have other SINs under the 541 schedule.

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AHRQ 1 Conference Contract Vehicle

Comparison ItemContract Feature
Title/Name of contractGeneral Logistics and Meeting Support Services for AHRQ (Lux Consulting Froup, Inc.)
Period of Performance6/12/2012 to 6/11/2015 (full period with options)
Current contract yearBase year
# of Small & Large Contractors1-8 (a)
Max dollar amount of contract$3,999,999
Annual businessinsufficient knowledge to date; Minimum guarantee was $5000
Available to Other Agencies?Just AHRQ
WebsiteN/A
Contract OfficerMonica Gibson
Assisted AcquisitionsNo
Contract # and copyHHSA290201200005I
Unique characteristicsAHRQ use only
Type of VehicleSingle Award IDIQ
Type of Task OrdersFFP with cost reimbursement for travel in accordance with Travel Regulations
Order LimitsTotal for all tasks for the life of the contract is $3,999,999
Time to make awardDepends upon requirement
Fee AmountN/A since this is a vehicle for AHRQ use only
Force Majeure ClauseNo
SOW SummarySome of the various efforts  which can be ordered include: event coordination for meeting, and conference; manage logistics for all phases of the event planning process including site selection, facilitation, registration, agenda, signage, materials development, exhibitor, speaker, VIP coordination, travel arrangements, onsite assistance, recording, reporting, event evaluation and related follow-up activities. Some of the various efforts which can be ordered
Terms & Conditions
  • Contains normal FAR and HHSAR clauses
  • Reimbursement in accordance with Federal Travel Regulations
  • SOW describes typical tasks areas for events, but requires each task order to specify the actual tasks to be performed.
Conference Planning Services
  • Provide event coordination for meetings, and conferences ranging in size.
  • Manage all logistics for all phases of event planning process.
  • Perform all related follow-up activities.
Conference Support Services
  • Meeting Conference support- secure site location, identify key experts when necessary  , transcribe proceedings, audiovisual equipment, collection of third party payment
  • Arrange for travel for all non-federal employees
Conference ReportsEnsure prompt preparation of meeting notes, transcripts or reports.
Other ServicesPay all consultant fees as appropriate

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AHRQ 2 Conference Contract Vehicle

Comparison ItemContract Feature
Title/Name of contractSupport for AHRQ Annual Conference and National Advisory Council (Capital Consulting Corporation)
Period of Performance05/19/11 to 05/18/16 (full period with options
Current contract yearOption Year 1
# of Small & Large Contractors1- Small SDVOSB
Max dollar amount of contract$6,379,612 (including yearly options)
Annual businessThis is a CPAF contract with estimated yearly costs for each year. It’s not an IDIQ
Available to Other Agencies?Just AHRQ
WebsiteN/A
Contract OfficerMonica Gibson
Assisted AcquisitionsNo
Contract # and copyHHSA290-201100005C
Unique characteristicsAHRQ use only
Type of VehicleSingle Award CPAF with T/M for up to 5 SNAC meetings yearly
Type of Task OrdersNo Task orders exist.
Order LimitsNo Task Order mechanism. Up to 5 AHRQ SNAC meetings can be exercised yearly. There are up to five T/M modifications which can be exercised yearly. There are no order limits however, there are not-to- exceed amount for each year
Time to make awardapproximately 180 calendar days
Fee AmountN/A since this is a vehicle for AHRQ use only
Force Majeure ClauseNo
SOW SummaryLogistics Support for the AHRQ Annual Meeting and National Advisory Council (NAC) with options to provide support to NAC subcommittees and provide AHRQ with a Strategic Meeting Planner.
Terms & Conditions
  • Contains normal FAR and HHSAR clauses
  • Reimbursement in accordance with Federal Travel Regulations
  • Describes specific task areas for the meeting
Conference Planning Services
  • Provide pre-meeting support.
  • Provide project management and Communications.
  • Provide meeting reporting and evaluation.
Conference Support Services
  • Meeting Conference support- secure hotel contract, develop meeting website, registration, on-site support, post conference summary, weekly status report, registration, audit visual equipment, evaluating and statistical analysis support, transcribe proceedings, audiovisual equipment, collection of third party payment
  • Perform Site search and contract with appropriate venue for meetingArrange for room blocks for attendees
  • Arrange Registration Services - registration services, hotel and transportation tracking, per diem, contract information
  • Arrange Audio/Visual Services - A?V Equipment
  • On-site meeting and registration support
  • Management Post conference Materials and Correspondence
Conference Reports
  • Provide progress reports regularly
  • Provide summary reports from selected sessions
  • Provide meeting evaluation and report post meeting.
Other ServicesWebsite Registration Design and support, web layout of program book, and handouts, collecting presentations from presenters and videos of plenary sessions  and making them 508 compliant

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Related Information

Chapter I – HHS Conference Standard Operating Procedure

Chapter II – Conference Cost Drivers

Chapter III – Programmatic Considerations

Chapter IV – Contracting Considerations

Appendices:

Attachment:


Content created by Assist. Sec./Financial Resources-Grants/Acquisition Policy
Content last reviewed on July 18, 2014