B. [Task Description]{.underline}:

> To provide logistics support for a program planning panel meeting held
> to develop research goals, objectives, and strategies as part of the
> NEI strategic planning process; to provide editorial and publication
> support to print and post the strategic planning panel report on the
> NEI website.
>
> One meeting (one day) will be held in March or April 2007 to review
> the area of ocular epidemiology research related to diseases of the
> eye and disorders of vision. The approximate size of the meeting will
> be 10 to 15 participants. It is possible that one additional meeting
> may be held to deal with topics that may arise during the
> deliberations of the expert panel. Logistical support for the meeting
> should include:
>
> 1\. Making arrangements for an appropriate conference facility, either
> at an NIH facility or a facility close to the arrival airport, for a
> 1-day meeting. Provide information on nearby facilities or
> establishments for meals.
>
> 2\. Provide logistical support during each meeting by providing
> advance meeting information material, preparing nametags, updating the
> participant list, making arrangements for transportation to the
> airport, taking incoming telephone messages, providing light
> refreshments during meeting, and providing honoraria and reimbursement
> for all travel and per diem expenses allowed in accordance with the
> appropriate government travel regulations.
>
> 3\. Arranging lodging and transportation for participants in
> accordance with government travel regulations.
>
> 4\. Provide invoices for various expenses, including Honoraria, per
> diem, travel, etc., for review and approval by the Project Officer so
> as to have an accurate record of the contract costs.
>
> 5\. Prepare, reproduce, and distribute by mail prior to the meeting
> date, and/or at the meeting all advance materials designated by the
> task leader, including itineraries, appropriate travel guide
> materials, and background materials.
>
> 6\. Provide a meeting facilitator to assist the task leader designee
> and sufficient staff to support meeting activities, including
> messenger service, registration, audiovisual projection, and other
> conference support deemed necessary.
>
> 7\. Provide necessary amplification systems, blackboards and chalk,
> pointers, projectors, screens, easels and boards, as specified.
> Provide meeting supplies, such as nametags, signage, nameplates, and
> other identifiers, note pads and pencils, etc.
>
> 8\. Provide scientific and copy editing and formatting services for
> the panel report and prepare the report in desktop publishing format.
> If requested, provide design and layout consultation services for
> printing of the final report, prepare the final report in camera ready
> copy, and arranging for printing of the final report from the camera
> ready copy. Provide conversion of the final document into HTML and PDF
> formats.
>
> 9\. Expense logs shall be kept, enabling the Project Officer to have
> an accurate record of contract costs.
>
> 10\. Prepare monthly financial reports to show expenditures and
> balance of funds. Any items over or under budget shall be discussed
> with the Project Officer. Prepare and submit to the Project officer,
> within 10 working days following the conclusion of the final meeting,
> a report listing: meeting title, date(s), place, a brief description
> of the substance of the meeting, a copy of the materials furnished to
> participants, and a list of participants. Accompanying this should be
> a detailed description of all services provided and problems
> experienced. Additionally, within 10 working days following printing
> or completion of the camera ready copy if contractor furnished
> printing is not required, prepare a final report of the preparation of
> the final document for printing, including scientific and editing
> costs by chapter, costs for formatting into desktop publishing format,
> design costs, costs for preparation of camera ready copy and/or final
> printing, and costs for conversion to HTML and PDF formats optimized
> for Microsoft Internet Explorer.

C. [Task Leader]{.underline}:

Michael P. Davis

Associate Director for Science Policy and Legislation

National Eye Institute

31 Center Drive MSC 2510

Bethesda, MD 20892-2510

D. [Deliverables]{.underline}:

> 1\. Work plan and schedule of the meeting.
>
> 2\. Logistical arrangements, i.e., audiovisual equipment, lodging and
> travel arrangements for designated participants.
>
> 3\. Provision and processing of honoraria, travel, lodging, and per
> diem expenses.
>
> 4\. On-site logistics support, including registration, meeting
> management, audiovisual support.
>
> 5\. Preparation and assembly of pre-meeting, meeting, and post-meeting
> materials, agendas, name badges, registration information, and other
> background materials.
>
> 6\. Copy editing of draft and final panel reports; layout, design, and
> publication (print and website) support.

7\. Monthly financial reports and a final report.