**National Institute on Aging National Institutes of Health**

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June 13, 2006

Ms. Susan Dolibois

Courtesy Associates

2025 M Street NW

Suite 800

Washington, DC 20036

June 13, 2006

Dear Ms. Dolibois,

The contractor shall provide necessary conference services and program
support for a workshop held locally entitled "New Interventions for
Menopausal Symptoms". The task order will include all pre-workshop
discussions, meeting and conferences, and post conference meetings that
are planned, sponsored and organized by the Geriatrics and Clinical
Gerontology Program (GCG) of the National Institute on Aging.
Independently, and not as an agent of the Government, the Contractor
shall furnish all the necessary services, qualified personnel, material,
equipment, and facilities not otherwise provided by the Government as
needed to perform the Statement of Work below:

The contractor shall perform, but not necessarily be limited to the
following tasks:

**A.** **[Task Order and Monthly Progress Reports]{.underline}**

1.  Meet via telephone with the GCG personnel to review the original
    task list and revise as necessary. Prepare and submit revised task
    list and cost to the Project Officer, Dr. Sherry Sherman (with a cc
    to Alicia Lawson) within five working days following initial
    meeting.

2.  Courtesy Associates will provide GCG personnel with monthly progress
    reports including cost expenditures.

**B.** **[Meeting Support]{.underline}**

Technical support by the contractor will include: the identification and
preparation of pre-conference materials, speaker and participants
liaisons, facility coordination, negotiating lowest cost for meeting
space, payment of facility, arranging for meals and refreshments as
appropriate and permissible and on-site support. Specifically, the
contractor shall:

1.  Provide assistance in selecting and arranging for suitable
    conference locations and facilities.

2.  Setup a direct billing with hotel for sleeping rooms, and provide a
    reservation service for hotel and/or motel accommodations for the
    attendees at the conference.

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3.  Provide the hotel with a rooming list of participants and update the
    list with changes, cancellations, and guarantees as the information
    is received, and make telephone or fax calls to participants as
    needed to collect this information if it is not returned within the
    established deadline.

4.  Confirm hotel dates and provide directions to the hotel and other
    relevant information (such as confirmation of hotel/dates with
    participants). Maintain contact with participants as needed, and
    serve as responder for inquiries from applicants about logistics of
    meeting.

5.  Provide meeting participants with a logistical package that will
    include information about the meeting location, hotel,
    transportation options (include Metro map & map of Bethesda), and
    list of restaurants.

6.  Prepare and provide each participant with name badge, nameplate,
    2-pocket folder to include a final agenda, participant list, pad and
    pen, and other materials designated by meeting organizers, and
    purchase all supplies & materials needed.

7.  Provide onsite support to include set-up, operations of A/V
    equipment, interaction with staff and vendors, troubleshooting,
    information and close-out, receiving and transferring messages to
    participants, and informal assistance with ground transportation as
    requested. Also if necessary, provide laptop computer support and
    make arrangements with a computer company to have laptops and
    printers available during conference for participants' use.

8.  Arrange breaks.

9.  Arrange taxi service from hotel to airport for meeting participants.

10. Arrange for reimbursement of ground travel, meals & incidentals
    expenses and hotel lodgings.

11. Review and process vendor invoices.

**C**. **[Administrative Support]{.underline}**

The contractor will assist in the following general areas related to
administrative support:

Temporary secretarial support;

If necessary, Courtesy Associates will provide courier service between
Gateway Building & Courtesy Associates, and possibly to other select
buildings on the main NIH campus and Executive Boulevard in Rockville,
Maryland.

D.  **[Planned Meetings]{.underline}**

Sincerely,

Alicia V. Lawson, MPH

Research Program Analyst

DHHS/NIH/NIA

Geriatrics and Clinical Gerontology

7201 Wisconsin Avenue

Suite 3C307

Bethesda, MD  20892 (Express 20814)

Phone:  301-496-6913

Fax: 301-402-1784

[Lawsona@mail.nih.gov](mailto:bonem@mail.nih.gov)