**STATEMENT OF WORK C Logistical Support**

**Office of Science Policy Analysis**

**Office of Science Policy, Office of the Director**

**National Institutes of Health**

The Office of Science Policy Analysis (OSPA), within the Office of the
Science Policy (OSP), Office of the Director, NIH, serves as the
principal resource for science policy issues and development at NIH. The
OSPA also plans and organizes major conferences for the NIH Director
that involve the interface between science and public policy; conducts
directly and through contractors, analyses of key programs and policy
issues anticipated to be relevant to emerging planning needs of NIH;
prepares special studies and reports required by the Office of the
Director; and participates in the development of new policy and program
initiatives in emerging research areas and provides analyses of
significant problems or questions involving certain aspects of NIH=s
activities, programs, or policies.

The purpose of this task order is to request a contractor who can
support OSPA=s mission by providing conference and meeting support,
writing and documentation support, and subject matter experts for ad hoc
projects.

**Conference and Meeting Support**

The meetings and conferences that OSPA convenes are often at the request
of the NIH Director and are therefore on an ad hoc basis. This can make
it very difficult to predict exactly how many meetings and/or
conferences OSPA will be requested to coordinate, and therefore support
for coordinating the meetings may also be needed on short notice. It is
estimated that there may be 1-3 \"larger\" meetings (about 15-20
participants, 10-15 traveling); and 2-5 \"smaller\" meetings (about 6-10
participants, 4-8 traveling). Topics for upcoming meetings and
conferences may include, but not be limited to, the recently established
trans-NIH Nanotechnology Task Force; public-private partnerships;
intellectual property; and bioethics. In support of meetings and
conferences for OSPA, the contractor shall perform the following:

1.  **Provide overall contract management.** The project manager will
    maintain visibility on this task order. She/he will be responsible
    for regular communication with the task leader and have
    responsibility for the overall project budget and contractual
    obligations.

2.  **Make airline and ground transportation reservations**. As
    requested, the contractor shall make arrangements for airline
    tickets (train tickets, etc.) for participants to attend the
    meeting. The contractor shall also arrange for ground transportation
    to and from the meetings for individuals and/or groups as requested
    by the Government project leader.

3.  **Secure lodging space**. The contractor shall secure lodging in the
    Bethesda area within the Government per diem. If the
    meeting/conference is held on the NIH campus, the contractor shall
    arrange shuttle service from the hotel to the NIH campus upon
    request from the Government project leader.

4.  **Prepare logistics letter**. Upon receipt of a list of participants
    from the Government project leader, the contractor shall prepare a
    logistics letter informing participants about the date, time, and
    location of the meeting; and providing information on travel, meals,
    lodging, ground transportation, and reimbursement procedures. The
    contractor shall submit a draft logistics letter with enclosures
    within 2 days of receipt of the list of participants to the
    Government project leader for review and approval. The contractor
    shall revise these materials accordingly, prepare them in final, and
    forward to meeting participants.

5.  **Conference registration.** If requested by the Government project
    leader, arrange for all aspects of online conference registration
    via a web site, including design of the site, confirmations to
    individuals seeking to register, weekly updates of numbers of
    registrants, and all post-meeting web site support.

6.  **Prepare premeeting and postmeeting materials**. From originals
    provided by the Government project leader, the contractor shall
    reproduce meeting materials, prepare notebooks and packets (as
    determined by the Government project leader), and arrange for
    express delivery of the information to participants. As requested by
    the Government project leader, the contractor shall reproduce and
    mail meeting summaries or other materials to meeting attendees
    following the meeting.

7.  **Reimburse participants and pay honoraria**. The contractor shall
    provide reimbursements for travel, lodging, meals, and ground
    transportation costs to the non-Federal meeting participants.
    Reimbursements shall be paid within 30 days after receipt of an
    invoice for those expenses. The contractor shall also provide
    honoraria for non-Federal participants.

8.  **Prepare name badges, table tents, signage**. The contractor shall
    prepare name badges for all participants, as well as tentcards for
    those who will be seated at the meeting table. As requested, the
    contractor also shall prepare directional signs to the meeting room.

9.  **Arrange for meal services and breaks**. The contractor shall
    arrange for catered meals as requested by the Government project
    leader.

10. **Arrange room setup and audiovisual equipment**. The contractor
    shall make arrangements with the facility for room setups and
    audiovisual equipment such as flipcharts, white boards, and slide
    and overhead projectors. The contractor also shall provide an
    audiovisual technician onsite as requested by the Government project
    leader.

11. **Arrange for recorded transcripts and science writers**. As
    requested by the Government project leader, the contractor shall
    provide verbatim transcriptions of the meeting and shall arrange for
    science writers to attend the meeting/conference and develop a
    report/summary of the meeting. All science writers shall be approved
    by the Government project leader.

12. **Provide onsite support**. The contractor shall provide at least
    one individual to be on site (number of onsite staff to be decided
    with the Government project leader) at each meeting.

**Writing and Documentation Support**

As mentioned above, a critical responsibility of the OSPA is to
participate in the development of new policy and program initiatives in
emerging research areas and provide analyses of significant problems or
questions involving certain aspects of NIH\'s activities, programs, or
policies. Assignments are frequently made by the NIH Director with quick
turnaround deadlines.

To assist the OSPA in this role, the contractor will provide a
consultant/science writer on an as-needed basis. If necessary, the
consultant/science writer must be available within 1 day of request of
services. The consultant/science writer must have writing experience
within the field of medical research and must be able to develop and
edit documents that require translating scientific information into
easily understood terms for a general, educated audience. In addition to
having experience in the field of medical research, some projects will
require expertise in economics. All work will be reviewed by the
Director, OSPA, and any revisions will be incorporated by the
consultant/science writer.

The scope of the projects as well as priorities and deadlines will be
given to the consultant/science writer by the OSPA task order leader.
Work assignments and priorities will be communicated primarily through
e-mail and phone. The consultant/science writer will provide monthly
status reports on the project and will deliver writing assignments
primarily via e-mail; any revisions to the assignments will be
communicated via e-mail and/or phone. Meetings to discuss assignments
will occur on an as-needed basis. The consultant/science writer will
deliver hard copies and electronic versions in a format specified by the
project leader of final documents as requested.

In addition, to support the writing and editing for OSPA, the contractor
shall provide a science writer to support OSPA in four general areas:
(1) written analyses and summaries of special scientific issues; (2)
written analyses of ethical, legal, and social implications of NIH
research; (3) assisting in developing and editing the science advances
portion of various documents; and (4) economics.

**Subject Matter Experts**

Also from time to time, OSPA may require the contractor to locate
experts in specific scientific areas to perform either long-term or
short-term assignments. The contractor should be able to accommodate
OSPA with tight timeframes and immediate response.

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It is estimated that the minimum amount of the contract will be \$75,000
and the maximum amount will be \$400,000.