**LOGISTICAL SUPPORT FOR ORWH ACTIVITIES**

**OFFICE OF RESEARCH ON WOMEN'S HEALTH**

**NATIONAL INSTITUTES OF HEALTH**

**WOMEN'S HEALTH SEMINAR SERIES**

**LECTURES/SYMPOSIA**

**SPECIAL EVENTS**

**MEETING SUPPORT, PRESENTATIONS & REPORT WRITING**

### EXHIBITS/CLEARINGHOUSE

**ADMINISTRATIVE/TECHNICAL SUPPORT**

######### October 1, 2006 -- December 31, 2007

This Task Order describes the tasks associated with preparation and
support Office of Research on Women\'s Health (ORWH) activities and
projects.

# TASK 1: WOMEN'S HEALTH SEMINAR SERIES

ORWH sponsors four two-hour women's health seminars annually (eight
seminars total). These seminars are held on the campus of the NIH.

####### Bulk Mailing

The contractor will provide support for the mailing of fliers announcing
the seminars. The ORWH will provide fliers and all materials/supplies.

Using ORWH-designated mailing list, print labels for mailing, affix
labels to envelopes, stuff envelopes, and deliver to NIH for mailing.

Allow for up to 250 fliers per mailing.

**[DELIVERABLES]{.underline}**

Fliers prepared for mailing

####### Logistics

The contractor will assist in securing NIH conference space and arrange
AV for presenters' presentations. The.

The contractor will provide travel agency services to include airline
and rail reservations and ticketing, reimbursement for ground
transportation and M&IE as permitted under Federal Government Travel
Regulations. Contractor will secure at the prevailing government rate
and prepay sleeping rooms for up to 32 speakers (4 per seminar).
Contractor will immediately notify Task Order Leader of all requested
deviations to this range

Contractor will pay consultant's fee (\$200 per day) to those speakers
who decline to provide ACH information to ORWH.

####### Pre-Seminar Activities

The contractor may be asked to attend seminar planning meetings.

The contractor will prepare simple table tents for each speaker for the
panel segment of the seminar.

Contractor will distribute approximately 1,000 table tents to each NIH
cafeteria in Bethesda and Rockville (Building 1, Building 10 (2
cafeterias), Building 31, Building 35, Building 38A, Rockledge II,
Natcher, Parklawn and up to three others to be identified) for each of
the seminars. Dates to set up table tents (and dates to remove tents
from the Parklawn cafeteria only) will be given. ORWH will provide the
table tents.

####### On-Site Support

Contractor will provide manpower to set up and maintain
literature/handouts table and to provide on-site assistance to seminar
organizers, speakers, and attendees as needed.

#### TASK 2: LECTURES/SYMPOSIA

The contractor will provide support for three three-hour lectures.

####### Logistics

The contractor will secure appropriate meeting space for approximately
100 participants and attendees per lecture and arrange AV. The
contractor will secure and prepay sleeping rooms for up to twelve
invited participants per lecture. Contractor will arrange for shuttle
service between hotel and meeting site, when required. The contractor
will provide travel agency services for invited participants to include
airline and rail reservations and ticketing, reimbursement for ground
transportation and M&IE as permitted under Federal Government Travel
Regulations. Contractor will immediately notify Task Order Leader of all
requested deviations to this range.

Contractor will pay consultant's fee (\$200 per day) to those invitees
who decline to provide ACH information to ORWH.

# Pre-Meeting Activities

The contractor will provide support for the preparation and mailing of
letters of invitation with attachments (up to100 letters per event) to
individuals and societies. Contractor will be responsible for preparing,
organizing, and distributing all associated meeting materials as
required for each event:

Confirmation forms

Draft and final agenda, as directed

Updated biographical sketches for selected participants

Materials for inclusion in the meeting notebook

Sample meeting notebook

Reproducing and mailing notebooks, or forwarding same to hotel as
directed

Assembling and reproducing all materials for one additional mailing, if
necessary

The contractor will receive reference materials from the meeting
participants and support initial phase of building an annotated
bibliography from these materials.

**[DELIVERABLES]{.underline}**

Letters of invitation

Agenda

Initial draft of annotated bibliography

Handout materials (estimate 10 handouts)

Name badges

Table tents

Participant list with email addresses for download into a list serve

# On-Site Support

Events will be held either on the NIH campus or at a nearby site
identified and secured by the contractor and approved by ORWH.

Maintain registration table

Facilitate conference calls

Provide, designate, or facilitate recording/transcription services

Provide, designate, or facilitate audio/visual services

Photocopy handout materials as needed

Provide on-site text processing of documents

Prepare, according to design approved by ORWH, name badges for
participants and approximately 10 table tents per event

####### Post- Meeting Tasks

Prepare Federal Express forms to send notebooks and materials to home
sites for participants. Forms will be pre-printed to bill ORWH.

Pack unused materials and supplies and return them to ORWH

Provide final meeting attendance roster to Task Order Leader within five
business days following the close of the meeting

Provide electronic minutes of meeting (Microsoft Word) within 10
business days following the meeting

If requested, provide electronic transcript of meeting (Microsoft Word)
within 10 business days following the meeting

**[DELIVERABLES]{.underline}**

Federal Express forms

Meeting Roster

Minutes

Transcript

#### TASK 3: SPECIAL EVENTS

ORWH anticipates sponsorship or co sponsorship of six special events of
up to 2.5 days duration each. For planning purposes, the contractor may
anticipate up to 100 attendees per event.

# Logistics

The contractor will secure sleeping rooms for up to 25 invitees per
event. The contractor will prepay these rooms. Contractor will
immediately notify Task Order Leader of all requested deviations to this
range.

The contractor will provide travel agency services to include airline
and rail reservations and ticketing, reimbursement for ground
transportation and M&IE as permitted under Federal Government Travel
Regulations.

Contractor will pay consultant's fee (\$200 per day) to those invitees
who decline to provide ACH information to ORWH.

Contractor will arrange for shuttle service between hotel and meeting
site.

# Pre--Meeting Activities

The contractor will provide support for the preparation and mailing of
letters of invitation with attachments (up to120 letters per event) to
individuals and societies. Contractor will be responsible for
reproducing and organizing all associated meeting materials as required
for each event, including:

Process confirmation forms

Format draft and final agenda, as directed

Provide updated biographical sketches for selected participants

Prepare required materials for inclusion in the meeting notebook

Assemble a sample meeting notebook

Reproduce and mail notebooks, or forward to hotel as directed

Assemble and reproduce all materials for one additional mailing, if
necessary

The contractor will receive reference materials from the meeting
participants and support initial phase of building an annotated
bibliography from these materials for use.

**[DELIVERABLES]{.underline}**

Letters of invitation

Agenda

Initial draft of annotated bibliography

Handout materials (estimate 10 handouts)

Name badges

Table tents

Participant list with email addresses for download into a list serve

# On-Site Support

Events will be held either on the NIH campus or at a nearby site
identified and secured by the contractor and approved by ORWH.

Maintain registration table

Facilitate conference calls

Provide, designate, or facilitate recording/transcription services

Provide, designate, or facilitate audio/visual services

Photocopy handout materials as needed

Provide on-site text processing of documents

Arrange shuttle service between the and local airports

Prepare, according to design approved by ORWH, name badges for
participants and approximately 10 table tents per event

####### Post- Meeting Tasks

Prepare Federal Express forms to send notebooks and materials to home
sites for participants. Forms will be pre-printed to bill ORWH.

Pack unused materials and supplies and return them to ORWH. Provide
final meeting attendance roster to Task Order Leader within five
business days following the close of the meeting. Provide electronic
minutes of meeting (Microsoft Word) within 10 business days following
the meeting. If requested, provide electronic transcript of meeting
(Microsoft Word) and CD within 10 business days following the meeting

**[DELIVERABLES]{.underline}**

Federal Express forms

Meeting Roster

Minutes

Transcript

#### TASK 4: GENERAL MEETING SUPPORT, PRESENTATIONS, AND REPORT WRITING 

**Rapporteur/Transcription Services**

The contractor will provide audiotaping and notetaking services for the
deliberations of the committee members of ORWH's standing and ad hoc
committees and transcribe these deliberations into a transcript (if
requested) and minutes. Minutes will be prepared in Microsoft Word using
formats defined by the ORWH. Transcripts will be submitted to ORWH on a
CD. Transcripts and minutes will be electronically transmitted to ORWH
within 10 working days of the meetings. Due dates for transcripts and
minutes prepared for *ad hoc* committee meetings will be provided.

The contractor should anticipate 36 (18 per year) meetings of two to
three hours in duration. These meetings will include up to 40
participants each. Meeting dates, times, and locations will be provided
as that information becomes available.

Provide letter-writing service to respond to mass mailings campaigns and
routine correspondence. Anticipate three mass mailing campaigns per
year.

Develop materials for use in Tasks 1 through 5 (fliers, posters,
pamphlets, etc.) as well as materials for consumption by the general
public.

Develop press releases and Federal Register Notices (approximately 10
per year). Develop four major reports per year from inception through
content clearance. Provide scientific writing support for approximately
sixteen major articles for publication. Develop an estimated twelve ORWH
fact sheets and information bulletins. Develop and maintain a daily
clipping service to keep ORWH staff apprised of emerging topics of
interest in the women's health arena. Assist in the development of a
quarterly women's health newsletter.

Provide scientific writing support for speechwriting and the development
of related PowerPoint presentations and handout materials. Anticipate 48
presentations per year (96 total).

**[DELIVERABLES]{.underline}**

Minutes

Transcript

Speeches

Reports

Federal Register Notices

Press Notices

#### TASK 5: EXHIBITS/CLEARINGHOUSE SUPPORT

Contractor will set up and break down ORWH exhibit at a total of fifteen
two-day local and three out-of-town exhibits. Contractor will be
responsible for contracting or otherwise securing exhibit space and for
transporting the exhibit and materials. Contractor will maintain
literature supply at exhibit table and man exhibit booth. The exhibit
and exhibits materials will be warehoused by the contractor.

Contractor will provide warehousing for approximately six skids of ORWH
materials, documents, and publications. Contractor will receive and
store materials, documents, and publications forwarded by NIH ICs for
inclusion in ORWH exhibits, seminars, and other functions.

The contractor will provide pickup and delivery services between NIH
campus and the warehouse. The contractor will also provide pickup and
delivery service of these materials to all ORWH functions (Tasks 1
through 5), as well as events sponsored by other organizations, both on
and off campus. Anticipate an average of one trip per week. Contractor
will provide packing and mailing of materials for functions held outside
the metro area. Anticipate two mailings per month.

Contractor will fill requests for information received from the ORWH
website, ORWH publication line, letters, and verbal requests. Assemble
and mail ORWH information packets. Anticipate 1,000 information packets
per year.

**[DELIVERABLES]{.underline}**

Monthly publications manifest

# TASK 6: GENERAL ADMINISTRATIVE/TECHNICAL SUPPORT

-   **Online Course**

> Provide technical support for the development, refinement, and
> management of a web-based scientific course, including technical
> design, electronic formatting, tracking and documenting student
> progress.

-   **Contacts Database**

> Maintain an appropriate database of ORWH contacts in a searchable
> format. Provide data entry for the ORWH contacts database.

Full Name

Credentials (MD/PhD/DDS)

Title

Affiliation

Building and Street Address (City, State, Zip Code)

E-mail address

Office Phone - Area Code and Number

Office Fax - Area Code and Number

######## Scientific Society Membership 

-   **Courier Service**

Provide daily courier service between contractor, and ORWH-occupied
on-campus and off-campus locations. Other destinations will be added to
this service on an as-needed basis.

-   **General Administrative Support**

> Provide for the development and general support of information
> management to include, but not be limited to a storage/retrieval
> system for paper and electronic files, email management, and
> electronic files management. Provide data entry services on an
> as-needed basis. Provide support for scanning and archiving historical
> and current ORWH documents, reports, and correspondence. Provide
> general office support on an as-needed basis.