**F. TASK DESCRIPTION:**

**LOGISTICAL SUPPORT FOR THE NATIONAL EYE INSTITUTE'S NATIONAL EYE
HEALTH EDUCATION PROGRAM MEETINGS**

**Background**

Historically, the National Eye Health Education Program, supported by
the National Eye Institute (NEI), has worked to educate our citizens
about the importance of eye health. NEI is committed to achieving the
eye health objectives set in Healthy People 2010. In support of the
Program, meetings are held for the NEHEP Planning Committee and various
subcommittees and work groups. In addition, a biannual conference is
held. The goal of these meetings is to strengthen the Program and
provide opportunities for outside organizations to provide insight and
feedback for new and existing programs.

**Statement of Work**

The purpose of this task is to provide logistical support for meetings
that are held to support the National Eye Health Education Program.
Approximately 6-8 one-day meetings will be held per year. A 3-day
biannual conference will be held in 2008. The following is a description
of the tasks the contractor will perform in support of this conference.

1\. **Select and coordinate with meeting sites.** The contractor will
propose and help select a meeting site and coordinate the arrangements
with the facility for each meeting.

2\. **Plan and manage breaks, meals, and receptions**. In consultation
with the NEI task initiator, the contractor will plan and manage meal
functions as required

3\. **Prepare invitational letters and packets**. The contractor will
prepare and distribute letters of invitation and any attachments, such
as agendas and registration materials as required. The contractor will
research, as requested, proper titles, affiliations, and addresses.

4\. **Provide graphic artist**. The contractor will provide a graphic
artist to create any designs that may be needed for meeting materials.

5\. **Create registration website and manage registration**. As
required, the contractor will provide an informational and registration
website, which will track conference attendees. The contractor will
manage all preregistration information, including receiving inquiries,
dissemination information packets, and accepting registration fees. The
contractor's database will track all pertinent registrant information on
attendees.

6\. **Arrange lodging and transportation**. The contractor will arrange
lodging and transportation for approximately 25-30 participants for each
meeting,

7\. **Provide out-of-pocket expense reimbursement**. The contractor will
provide all travel and per diem reimbursements for up to 30 participants
as allowed by the Government travel regulations. Invoices for such
expenses will be reviewed and approved by the NEI task initiator before
approval by the contractor conference manager and subsequent payment to
the participants.

8\. **Prepare pre-meeting materials**. The contractor will prepare,
reproduce, and distribute to all attendees by mail prior to the meeting,
and/or at the meeting, all necessary advance materials, including
itineraries, appropriate travel guide materials, and background
materials.

9\. **Provide meeting facilitator/manager**. The contractor will assist
the NEI task initiator prior to and during the conference, and recommend
sufficient staff for meeting functions such as planning, clerical
support, messenger service, registration, information desk, audiovisual
equipment, recording, transcription, and other meeting support as
needed. As required, the contractor will provide one additional staff
person for onsite support, as well as an audiovisual technician during
the meeting.

10\. **Provide audiovisual equipment and support and meeting supplies**.
The contractor will work with the facility to provide necessary
amplification systems, blackboards and chalk, pointers, projectors,
video equipment, screens, easels, and recording equipment as needed. The
contractor will also provide meeting supplies such as name badges,
signage, tent cards, and other identifiers, note pads and pencils, etc.

11\. **Prepare post-conference materials**. The contractor will prepare,
reproduce, and distribute post-conference materials to attendees as
required.

12\. **Prepare evaluation form**. As required, the contractor will
design, distribute, and collect an evaluation form to identify future
requirements and/or improvements regarding the agenda and logistical
arrangements for the meeting. The contractor will tabulate results
prepare a final meeting report for submission to the NEI task initiator.

13\. **Submit monthly progress reports**. The contractor conference
manager will prepare and submit monthly progress reports on the meeting
activities to the NEI task initiator.

14\. **Track task expenses and prepare monthly financial reports**. The
contractor will prepare monthly invoices, showing current costs for the
month as well as cumulative costs for the task with backup. The
contractor's project manager also will prepare a monthly report on the
task, indicating number of hours incurred, hours remaining, costs to
date, and funds remaining. In addition, the contractor will maintain
copies of all vendor invoices and participant reimbursement information
in her meeting notebook for reference. Any items over or under budget
shall be discussed with the NEI Project Officer.

15\. **Prepare final report**. The contractor's project manager and
conference manager will prepare a final task report within 10 days
following the end of the contract. The report will include the meeting
title, dates, place, description of the meeting substance, copies of the
program materials, list of speakers and participants, and a description
of all services provided as well as problems experienced.

***Specific task deliverables:***

• Work plan and schedule

• Logistical arrangements, i.e., audiovisual equipment, food functions,
lodging and travel arrangements for specified invitees.

• Provision and processing of lodging and per diem expenses.

• Onsite logistical support, including meeting packets, meeting
management, audiovisual support, and transcription.

• Preparation and assembly of preregistration, meeting materials,
agendas, name badges, registration packets, and others.

• Monthly progress reports, monthly financial reports, and a final
report.

**H. EVALUATION FACTORS**

• **RELATED EXPERIENCE:** Contractor must show directly related
experience with the National Eye Health Education Program, its
Partnership, and NEI.

• **STAFFING**/**CORPORATE EXPERIENCE:** Qualifications of personnel and
their ability to perform the work will be evaluated.

• **COST:** While price is not the most important evaluation factor,
proposed prices will be considered when selecting the firm that
represents the best value to the Government.