Office of Equal Opportunity and Diversity Management

Conference Requirements

The NIH Office of Equal Opportunity and Diversity Management (OEODM) has
a requirement to use an outside contractor to provide conference and
logistical support for approximately twenty events, special emphasis
programs and observances. These events are a means of educating the work
force on cultural diversity and assisting management and staff in
creating a work environment that respects diversity in all its
dimensions. Special observances include programs in support of Women;
African Americans; Asian and Pacific Islander; Hispanic; Native American
heritage; disability awareness, Martin Luther King, Jr.'s Birthday and
Take Your Child to Work Day. Authorized observances include Gay and
Lesbian Awareness Month (Noon's in June) and the Diversity Grand Rounds
other cultural and awareness programs.

Special emphasis observance programs are of short duration, each usually
not more than two hours, that derive their authority from NIH or DHHS
leadership, the Congress, or the President. These events are held
monthly or semi-monthly, at the NIH campus and the NIEHS facility in
North Carolina. For the NIH community, the observances are an
opportunity to educate and sensitize employees about various cultural
groups and their perspectives. They offer an opportunity to appreciate
the many aspects of diversity at the NIH.

The OEODM, through the contract, will pay the travel, per diem and
authorized incidental expenses and honoraria, where applicable, for
subject matter speaker(s).

The contractor shall provide individuals who are skilled in the
management and coordination of scientific meetings within 48 hours from
notice given by the Project Officer. The contractor shall provide at
least one employee as task leader in this effort and additional
contractor employees when required.

The contractor shall furnish administrative, management, clerical
support and staffing as required for each meeting or event.

The contractor shall be able to provide an automated system for
processing, storing and retrieving information in order to provide
status reports on all aspects of each conference/event.

The contractor shall supervise and administer travel authorizations,
reservations, travel and expense reimbursements and honoraria for the
speakers. The contractor will be responsible for assuring that all
travel arrangements are made at the best rate possible and reimbursement
is made based on the current per diem rate and Federal Government Travel
Regulations.

The contractor shall make provisions for renting/leasing any equipment,
which may be necessary for the conference facility, which cannot be
provided by the Government.

The contractor will develop procedures and management conference
logistics, including oversight of conference site set-up, delivery of
materials to the conference and set-up of conference materials where
applicable.

For planning and cost determination purposes, the contractor should plan
for 18 events per year; each conference will be for a minimum of
one-half days; sleeping rooms and travel/per diem will be required for
each meeting speaker the night before the event.

For estimating purposes the contractor should provide cost information
based on the following:

All speakers will be from the United States and Puerto Rico; one from
Delaware, one from Atlanta and one from Raleigh-Durham, three from
California; and three from Texas, two from New Mexico and one from
Florida, for a total of twelve. The average speaker fee/honorarium is
\$5,000.