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B L Seamon Corporation (BLS), provider of premier events management, information management, and program support services to the Federal Government and private organizations, was awarded an indefinite-delivery, indefinite-quantity contract to provide HHS-wide events management services. Services provided under this contract falls within two work elements: Event-Required and Event-Dependent work elements. Services provided are as follows: Below are services B L Seamon Corporation provides under the HHS BPA contract. EVENT-REQUIRED WORK ELEMENTS Facilitate Planning Meetings
BLS will facilitate planning meetings with HHS personnel to design conference agendas, programs, processes and locations for events. BLS will provide the following 24 hours after the planning meeting for the individual event:
Event Logistics Management
BLS will control and maintain all day-to-day logistics required prior, during, and after the ordered event. BLS shall perform the logistical support services required to conduct the ordered event using best commercial practices. We will ensure the event is conducted on time, in the desired location, and will provide optimum information dissemination and exchange to ensure a successful event.
Status Reports
BLS will provide event status reports indicating expense variance to budget, attendee metrics, project plan tracking, and issues tracking within the scheduled time frame determined in the facilitated planning meetings.
Event-Specific, Performance-Based Reports BLS will provide the Program Officer with event-specific, performance-based reports including attendee surveys, guaranteed savings summaries, subcontractor performance reports, and contractor self-evaluation reports following the completion of event.
EVENT-DEPENDENT WORK ELEMENTS Arrange Audiovisual Services BLS will arrange for audiovisual services from overhead projectors to staging, lighting, visual, and sound support as determined in the facilitated planning meetings.
▲top Arrange for Conference Space BLS will arrange conference space for conference/event attendees at the specified location, date, and time as determined in the facilitated planning meetings.
Arrange for Storage and Disposition of Event Materials BLS will arrange storage and disposition of event materials using best commercial practices as determined in the facilitated planning meetings.
Arrange Hotel Rooms BLS will arrange for hotel rooms for conference/event attendees at the specified location, date, and time as determined in the facilitated planning meetings.
Arrange Registration Services BLS will provide registration services including Web-based attendee registration capture, hotel and transportation (“travel”) tracking, individual attendee travel plans, per diem/honorarium tracking, contract information, and reporting as determined in the facilitated planning meetings.
Arrange Support Services for the Disabled BLS will arrange support services to preserve any disabled attendees’ comfort and equal opportunity to attend and receive the information presented at the event as determined in the facilitated planning meetings.
Arrange Transportation Services BLS will arrange all necessary transportation services (air, train, ground, parking, etc.) at the required locations, dates, and times for conference/event attendees as determined in the facilitated planning meetings.
▲top Arrange VIP Services BLS will arrange VIP services (limousines, honoraria, security, translators, etc.) at the required locations, dates, and times as determined in the facilitated planning meetings.
Deliver Event-Specific Training BLS will deliver event-specific training when appropriate using best commercial practices as determined in the facilitated planning meetings.
Manage Conference/Event Finances BLS will manage and conference/event finances to include full recording of all expenses incurred in the process of carrying out the conference and comparison of actual expenses to the estimated budget originally developed for the event. In addition, BLS will provide outstanding summary invoices for a specific event for review by the HHS Program Manager by required dates as determined in the facilitated planning meetings.
Manage Marketing and Communications BLS will develop and distribute marketing and communications materials and campaigns using best commercial practices to meet Event needs and target attendee communities as determined in the facilitated planning meetings.
Manage Post-Conference Materials and Correspondence BLS will manage post-conference materials and correspondence using best commercial practices as determined in the facilitated planning meetings.
Manage Pre-Conference and Conference Materials BLS will develop and distribute pre-conference and conference materials including photocopying, collating, compiling, assembly of attendee kits/packets, meeting room supplies (paper, pens, flipcharts, etc.), name tags, furnishing electronic media to meet conference participant and attendee needs as determined in the facilitated planning meetings.
Provide Post-Event Reports
BLS will provide HHS Strategic Sourcing Office, aggregated, monthly reports in an electronic format (e.g., MS Excel) by the required date following completion of the event as determined in the facilitated planning meetings to include:
Provide Fiduciary Services BLS will provide on-time and accurate fiduciary services on behalf of HHS to include reimbursement of honoraria/per diem, payment of all subcontractor services, payment of all consultant services, and supplies using best commercial practices as determined in the facilitated planning meetings.
▲top ADDITIONAL SERVICES OFFERED BY BLS BLS is dedicated to excellent service delivery and seamless client partnerships. We provide far-reaching support to public and private programs that address national focus on topics such as HIV/AIDS and infectious diseases, health delivery services and disparities, cancer, mental health research, alcohol abuse and alcoholism, education, and more. We augment and expand these efforts by creating and implementing comprehensive services through successful partnering.Communication Services
We provide a wide array of effective and exciting communications services that educate, motivate, and place cutting-edge digital technology at our clients’ fingertips. Using exhibit services, Web site development and hosting, electronic and print media, and other communications tools, BLS delivers effective messages to the right audience at the right time. The results: cost-efficient, timely, and highly effective online and offline campaigns.
Communications services include, but are not limited to:
Program Services In the rapidly changing world in which we live, appropriate management of resources and time is ever more crucial. Our work allows us to add a dimension to our clients’ efforts that greatly expands what could be possible using their internal resources alone. From highly decorated scientists and researchers to community-based leaders and investigators, we work in tandem with our clients and their partners to synchronize communication and activities for targeted groups and individuals.
Program Services include, but are not limited to:
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