**SUPPORT FOR ORWH ACTIVITIES**

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

**NATIONAL INSTITUTES OF HEALTH**

**WOMEN'S HEALTH SEMINAR SERIES**

**SPECIAL EVENTS/LECTURES/SYMPOSIA**

**MEETING SUPPORT/ PRESENTATIONS/REPORT WRITING**

### EXHIBITS/CLEARINGHOUSE

**ADMINISTRATIVE/TECHNICAL SUPPORT**

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 will sponsor four two-hour women's health seminars. These seminars
will be 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 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 12 speakers (estimate three 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: SPECIAL EVENTS/LECTURES/SYMPOSIA

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 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 (estimate120 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 3: GENERAL COMMITTEE 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 24 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 press releases and Federal Register Notices (estimate six).
Develop two major reports per year from inception through content
clearance. Provide scientific writing support for approximately six
major articles for publication. Develop an estimated four 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 30
presentations.

**[DELIVERABLES]{.underline}**

Minutes

Transcript

Speeches

Reports

Federal Register Notices

Press Notices

#### TASK 4: EXHIBITS/CLEARINGHOUSE SUPPORT

Contractor will set up and break down ORWH exhibit at a total of 12
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 150 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 and
2), 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.

**[DELIVERABLES]{.underline}**

Monthly publications manifest

# TASK 5: 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
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.

SOLE SOURCE JUSTIFICATION

Statutory Authority: FAR 6.302-2 (a) (1), (b) (1) and (2)

\"When the agency's need for the supplies or services is of such an
unusual and compelling urgency that the Government would be seriously
injured unless the agency is permitted to limit the number of sources
from which it solicits bids or proposals."

(b)(1) An unusual and compelling urgency precludes full and open
competition; and

\(2\) Delay in an award of a contract would result in serious injury,
financial or other, to the Government.

Educational Services, Inc (ESI), a small business, has provided
logistics support to ORWH for approximately five years through the NIH
CATS vehicle. During this time, they have assisted in the planning and
execution of numerous ORWH-sponsored special and recurring meetings,
special events, and activities. An award to ESI under the current CATS
extension would permit ESI to continue working on ORWH projects without
disruption until an alternate suitable contract vehicle can be
identified, competed, and awarded.

ESI has begun foundation-laying activities for upcoming workshops,
symposia, and seminars. They also warehouse the numerous ORWH
publications and exhibits (approximately 160 skids) featured at these
events. An award to a new contractor at this point would require a
transfer of activities and materials. The costs associated with bringing
a new contractor on board (transfer of property, contracts, staff time
required to bring a new organization into the planning and execution of
these upcoming activities, etc.) would be unnecessarily excessive and
prohibitive, considering the limited available ORWH funds as well as the
limited performance period of the NCATS extension.