Conference Support

**Statement of Work**

The Fogarty International Center (FIC) promotes and supports scientific
research and training internationally to reduce disparities in global
health. Located in Bethesda, Maryland, it has been the international
training and research arm of the National Institutes of Health (NIH) for
35 years.

As a part of carrying out its mission, FIC conducts and supports
conferences worldwide, with many held in developing countries and/or
with participants from developing countries.

In order to carry out the FIC programs efficiently, an organization well
versed in providing travel and logistical support for foreign and
domestic conferences is needed. The contractor will work with Fogarty
International Center to provide conference support services, and to
assist participants from the United States and abroad, particularly
developing countries with appropriate travel and other logistical
assistance.

The contractor will be responsible for the following tasks:

[Logistical Support]{.underline}

-   Arrange and pay for conference facility within the U.S. and abroad,
    particularly developing countries. Conferences and meetings will be
    held at various times and locations, including outside the
    continental United States, throughout the year. Generally, each
    conference/meeting will require one facility. Number of
    meetings/conferences will be approximately 15-20 for the year.

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-   Coordinate and pay for receptions associated with conferences.

-   Provide on-site logistical support within the U.S. and abroad,
    particularly developing countries. Some meetings and conferences
    will take place in remote areas and/or in developing countries. Most
    on-site support will be needed when conference takes place in
    foreign destinations. Although dependent on size of meeting and
    support needs, the average number of support staff needed is
    approximately two to three.

-   Disburse funds in foreign country when on-site as necessary.

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-   Act as a point of contact between participants and FIC staff and
    co-organizers prior to and following the conferences.

-   Identify and work with foreign sub-contractors for conferences.

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-   Provide escort service for high-level foreign officials.

-   Prepare conference materials and deliver to participants, project
    officer and/or conference site within the U.S. and abroad.

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-   Provide support for participants who may be from the United States
    or any other country. Generally for each conference the average
    number of people to support is 10-15. This may include, but is not
    limited to:

    1.  Arrange air travel to and from Conference site.

    2.  Arrange and pay for hotel accommodations and local travel at
        Conference location. This may require disbursing funds on site
        within developing countries.

    3.  Disburse funds in advance to participants, particularly foreign
        participants related to local transportation and meals.

    4.  Provide Visa assistance.

[Travel Support]{.underline}

-   Provide per diem (to include hotel costs, departure tax, ground
    transportation, Visa costs and meals & incidental expenses) to
    participants by FedEx. The per diem amount will be calculated using
    Federal Government travel regulations. Conference participant lists
    will be provided to the contractor.

-   Some participants may require their air travel costs to be provided
    in advance. Receipts will be required for reimbursement of air
    travel costs.

-   The contractor will be responsible for arranging travel for
    conference participants. The project officer may request itineraries
    for ticketed passengers as well as a status report of flight
    arrangements and per diem amounts.

[Other Support]{.underline}

-   The contractor must be familiar with IRS reporting procedures for
    foreign visitors and related activities.

# Publications

-   Name badges

-   Tent Cards

-   Arrange for meeting summaries, reports, or proceedings

There will be a single contractor for all support and funding will be
for up to \$250,000.