**PART I B REQUEST FOR TASK ORDER (TO) PROPOSALS**

**TASK DESCRIPTION:**

**LOGISTICAL SUPPORT FOR THE NATIONAL EYE INSTITUTE'S FIRST MEETING OF
THE NATIONAL OPHTHALMIC DISEASE GENOTYPING NETWORK (eyeGENE^TM^)**

**Background**

The NEI is sponsoring 2 meetings of the National Ophthalmic Disease
Genotyping Network (eyeGENE^TM^). One on October 22, 2008 and the other
in Spring 09. The meetings will be held n Building 31 Room 6C Conference
10.  The purpose of these meetings is to update Network participants on
the expanding logistics and capabilities of the Network.

The eyeGENE^TM^ Network was established in response to consensus from
the vision community stating that a coordinated effort could and should
be made to establish a community resource for ophthalmic genetic
disease. The concept is timely since in the last 15 years research
efforts have revealed the presence of nearly 500 genes that contribute
to inherited eye diseases. Disease-causing mutations are associated with
many ocular diseases, including glaucoma, cataracts, strabismus, corneal
dystrophies and a number of forms of retinal degenerations. This
remarkable new genetic information highlights the significant inroads
that are being made in understanding the medical basis of human
ophthalmic diseases. As a result, gene-based therapies are actively
being pursued to ameliorate ophthalmic genetic diseases that were once
considered untreatable.

The ability to detect disease-causing mutations in many individuals with
inherited ophthalmic diseases offers significant benefits for patients
and their families. It is now possible to provide genetic testing for
patients afflicted with ocular diseases by screening for these genes.
This remarkable opportunity, however, has now created the challenge of
providing genetic information to individuals who want to know whether
they could benefit from the treatments that are being developed.
Unfortunately, this type of DNA testing is not widely available.

In response to this need, the National Eye Institute has created a
partnership of laboratories across the vision research community and
established eyeGENE^TM^ to broaden accessibility of diagnostic genetic
testing. The goals of the program are to discover the genetic causes of
eye diseases, to deliver genetic information to people with inherited
eye diseases and to encourage them to participate in clinical trials
that are part of a national research effort to find new therapies.

The eyeGENE^TM^ resource provides patients with medically useful
information while simultaneously laying the foundation for the next
generation of research through a secure database of phenotype
parameters, facilitating genotype-phenotype analysis. Providing
accessible clinical genotyping to patients with hereditable eye diseases
might engage them to participate in clinical therapy trials and
simultaneously provide a DNA repository coupled with anonymous
phenotypic information for researchers.

Currently, 11 CLIA laboratories provide molecular diagnostic testing for
over 40 disease genes. These include, but are not limited to macular
diseases (e.g., Best disease, Stargardt disease), other retinal diseases
(e.g., retinitis pigmentosa, choroideremia), strabismus (e.g.,
congenital fibrosis of the extra-ocular muscles), glaucoma (e.g.,
dominant juvenile glaucoma, Axenfeld-Rieger syndrome), and corneal
dystrophies (e.g., Reis Bucklers', granular dystrophies). Minimal
clinical criteria have been established for each disease tested. The
Network was designed to capture demographic information, clinical
diagnosis and supporting phenotypic data for individuals with these
diseases. On September 20, 2006 the first patient sample was received
through eyeGENE^TM^. At the time of the meeting, it is anticipated that
close to 200 samples will be received.

Participants will include approximately 10 NEI staff and 25 invited
guests from departments of ophthalmology, optometry, bioethics and
epidemiology.

**Statement of Work**

The purpose of this task is to provide logistical support and management
for the eyeGENE^TM^ Network meeting being hosted by the National Eye
Institute. Both meetings will be 1 day for approximately
[35]{.underline} attendees. The following is a description of the tasks
the contractor will perform in support of these meetings.

1.  Develop a planning timeline, plotting all deadlines for the
    logistical planning of the meeting.

2.  Research site/location for dinner night before meeting, if needed.
    Include one site visit, again, if needed. To be confirmed at a later
    date.

3.  Food and beverage items to be covered include one breakfast, one
    lunch, and one afternoon snack on day of meeting.

4.  Provide logistical support for the supported attendees (to include
    travel and hotel arrangements, signing contracts with hotel and
    other vendors, and providing support for audiovisual needs). The NEI
    will support approximately 25 individuals who will be provided
    reimbursement for all travel and per diem expenses allowed by the
    Government travel regulations (\$201 for lodging and \$64 per diem)
    for both 1 day meetings. These attendees will be reimbursed for all
    of their expenses and the Steering Committee will also receive a
    \$200 honorarium. The remaining 10 attendees will be responsible for
    their own travel and lodging costs; however, the contractor will
    make sure that rooms are held for all attendees.

5.  Provide meeting minutes and recommendations in electronic format
    within 14 working days of meeting. Individual must have working
    knowledge of genetics or at the minimum a general science
    background.

6.  Process and issue payment for all meeting expenses including: food
    and beverage, including travel and honorarium for up to 25 supported
    attendees, and other items as determined necessary with the approval
    of the project officer.

7.  Work with the NEI in the development and production of promotional
    materials, such as a brochure, cover letters, and online
    registration.

8.  Mail all meeting materials to participating members. Communication
    by email is recommended.

9.  Handle inquiries and dissemination of information packets. The
    contractor must be able to maintain a computerized tracking system
    containing all pertinent information on conference participants.

10. Provide meeting supplies, such as nametags, signage, nameplates, and
    other identifiers, note pads and pencils, etc. Produce all meeting
    materials and ship to conference site.

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11. Prepare and mail confirmation letters and emails.

12. Provide two staff members to attend meeting to assist with
    registration and logistics.

13. Reproduce and distribute pre- and post-conference materials to
    attendees, as required.

14. Prepare and submit weekly progress reports.

15. Prepare financial reports on a weekly basis until the conference
    date. Report shall cover expenses from meeting planning and
    production. Provide an itemized list of expenses. Any items over or
    under budget shall be discussed with NEI.

16. Prepare and submit to the NEI, within 10 working days following the
    conclusion of the conference, a final report listing; meeting title,
    dates, place, a brief description of the substance of the meeting, a
    copy of program materials, and a list of speakers and participants.
    Accompanying this should be a detailed description of all services
    provided and problems experienced.

17. Prepare and submit, within 10 working days following the meeting, a
    final financial report.

18. Revise and update mailing lists and directories as necessary after
    meeting.

The NEI will be responsible developing the program agenda.

Task Leader

Cindy Best

Program Specialist

National Eye Institute

National Institutes of Health

31 Center Drive MSC 2510

Bldg 31, Room 6A03

Bethesda, MD 20892-2510

301-496-2234

FAX 301-496-9970

G.  Deliverables:

-   Research and book sleeping rooms;

-   Sign all hotel and vendor contracts;

-   Develop and maintain a timeline;

-   Arrange all audio-visual requirements including a technician;

-   Select and supervise all food and beverage arrangements;

-   Make all supported attendees travel arrangements (35 attendees);

-   Develop and recommend conference registration fee;

-   Design and print promotional materials, e.g., hold the date
    post-card brochure, cover letter, and on-line registration,
    registrants meeting item;

-   Design and print meeting signage;

-   Assist in the development and production of meeting materials;

-   Produce name badges, name tents, attendee and committee sign-in
    sheets, and other materials;

-   Ship meeting materials to site and return;

-   Provide two staff members for on-site registration and meeting
    management;

-   Prepare a final financial and registration report;

-   Update mailing list based on changes submitted prior to and after
    meeting;

-   Provide itemized list of expenses and / or invoices with the monthly
    invoice.