**TRAVEL AND CONFERENCE SUPPORT**

**NICHD---TASK ORDER**

# PART I -- Description/Specification/Work Statements 

A.  INITIATOR: National Institute of Child Health and Human Development
    (NICHD)

**Project Officer**: Danuta Krotoski, Ph.D. / Alternate: Daniel Raiten,
Ph.D.

Phone: 301- 435-7565 Fax: 301-435-0009

# 

# Address: Office of Prevention Research and International Programs, NICHD, NIH

6100 Executive Blvd. Room 2A01 MSC 7510

Bethesda, MD 20892-7510

Agency-Billing Address:

B.  **PROPOSED PERIOD OF PERFORMANCE**

**June 26 -- December 31, 2006**

Independently, and not as an agent of the Government, the contractor
shall furnish all necessary labor, materials, and facilities to provide
domestic and/or international travel meetings, conference management
services, and administrative support for the National Institutes of
Child Health and Human Development, NIH.

**This contract is comprised of three main categories:**

**Category 1 Travel**

Will require the contractor to arrange and provide for travel (foreign)
for program participants, escort services, translation and preparation
of program documents, lodging accommodations, per diem reimbursement,
airline tickets, and visa assistance, varied assistance at workshops and
conferences, and subsistence allowances for participants.

**Category 2** **Logistics**

Contractor will provide logistical support for meetings or workshops;
typing, copying and production of agendas, letters to participants,
rosters of participants, reports/documents, and the distribution of
conference materials.

**Category 3** **On Site and Post Meeting Support**

Onsite and post conference support will require various types of
administrative support for close outs and expenditures

**Summary Table**

Anticipated Meetings for OPRIP/NICHD 2006

+----------+---------+-------+--------+---------+--------+--------+
| **Name** | **      | **Dur | **Est  | **Anti  | **     | **S    |
|          | Dates** | ation | imated | cipated | Number | upport |
|          |         | of    | Number | Loc     | Att    | Re     |
|          |         | Meet  | of     | ation** | endees | quired |
|          |         | ing** | Atten  |         | Req    | by     |
|          |         |       | dees** |         | uiring | Cate   |
|          |         |       |        |         | Travel | gory** |
|          |         |       |        |         | Sup    |        |
|          |         |       |        |         | port** |        |
+----------+---------+-------+--------+---------+--------+--------+
| Newborn  | N       | 3     | 15     | Morocco | 10 US  | Cat    |
| S        | ovember | days  |        |         |        | 1,2,3  |
| creening | 2006    |       |        |         | 15     |        |
| Co       |         |       |        |         | F      |        |
| nference |         |       |        |         | oreign |        |
+----------+---------+-------+--------+---------+--------+--------+
| JWG      | Augu    | 3     | 20     | India   | 9      | Cat    |
| MCHDR    | st/Sept | days  |        |         |        | 1,3    |
| Meeting  | 2006    |       |        |         | 4      |        |
+----------+---------+-------+--------+---------+--------+--------+
| JWG CRHR | Augu    | 2     | 20     | India   | 5      | Cat    |
| Meeting  | st/Sept |       |        |         |        | 1,3    |
| Joint    | 2006    |       |        |         |        |        |
| Workshop |         |       |        |         |        |        |
+----------+---------+-------+--------+---------+--------+--------+
|          |         |       |        |         |        |        |
+----------+---------+-------+--------+---------+--------+--------+

**Note**:

Indo-US JWG CRHR -- Joint Working Group (Contraception and Reproductive
Health Research)

Indo-US JWG MCHDR -- Joint Working Group (Maternal and Child Health and
Human Development Research)

**Note**: All Foreign meetings will require a contractor. All travel for
Government employees will be prepared in house.

**SPECIFIC SCOPE OF WORK TO BE PERFORMED**

**[CATEGORY 1- TRAVEL]{.underline}**

In support of category 1, the contractor shall, under instructions from
the Project Officer, be responsible for the following:

1.  Travel arrangements, domestic and international, including, as
    specified, but not limited to the following services:

    a.  Develop detailed travel itineraries

    b.  Provide guidance and assistance to U.S. and/or foreign travelers
        in obtaining passports and/or visas

    c.  Make complex domestic and international travel arrangements,
        utilizing a variety of transportation modes, as dictated by the
        needs of specific programs and cost effectiveness, from the
        traveler's residence or home institution to the specified
        destination. In some cases, contractor shall provide prepaid
        tickets in advance of travel.

    d.  Purchase economy class (or business or first class if specified
        by the Project Officer) air fare or other tickets for domestic
        or international travel. Contractor must comply with U.S. Flag
        Carrier Regulations and Requirements!

    e.  Purchase and arrange ground transportation as required.

2.  Arrange for delivery of visa and passports

3.  Arrange hotel or other lodging accommodations. All accommodations
    should be at Government Per Diem or of moderate to above-average
    cost.

4.  Pay appropriate subsistence allowance in advance as specified by the
    bilateral agreement or by the Project Officer.

5.  Make direct contact with the host and/or traveler to ensure that all
    arrangements are mutually understood concerning arrival times,
    accommodations, addresses, official functions, financial
    arrangements, special events, and any other special information that
    impacts on the visit. All such arrangements must be approved and
    confirmed by the Project Officer.

6.  Provide the U.S. and Foreign travelers or visitors, host, and
    Project Officer with a typed itinerary with arrival, departure, and
    conference agenda with addresses, telephone numbers. Schedule
    listing accommodations, dates, times of meeting, and field
    representative (escort) names (if any) and telephone numbers; ground
    transportation arrangements; air travel schedules indicating flight
    times, airlines, and airport information.

7.  Provide reimbursement upon receipt of expense statement for items
    listed below:

    -   Passport and visa fees, costs of passport and visa photographs,
        fees for affidavits, charges for required inoculations, etc.

    -   Fees for entry/exit fees into foreign countries, port taxes,
        etc., and all other allowable travel costs and expenses incurred
        as authorized by Federal Travel Regulations.

8.  Written instructions for expense statements shall be provided to the
    traveler.

9.  Provide limousine or other ground transportation (taxi, bus, etc.)
    as required. The contractor must be able to provide rapid response
    to changes in programs and unanticipated events. As little as one
    hour's notice may sometimes be given for a transportation need.

10. Escort Services: When requested by the Project Officer, a field
    representative (escort) shall meet a US or foreign visitor upon
    arrival in the various international areas.

**[CATEGORY 2: LOGISTICS]{.underline}**

**Logistical and Meeting/Workshop Conference Support**

**A**

Assist with providing sufficient space for a one to four day meeting.
Contractor shall be expected to provide such services as contacting
hotels for required space, inspecting hotel facility and lodging rooms,
conference rooms, and confirm menu items and conference space and
equipment.

-   Arrange meeting and reception space at the hotel for members and
    workshop participants.

-   For meetings and workshops provide conference room seating at table
    that can accommodate appropriate number of participants. Meeting
    room should be large enough to seat additional participants as
    observers.

-   Establish message center and make arrangements for coffee breaks,
    working lunches, and dinners.

-   Provide morning and afternoon snacks, coffee, lunch, and beverage
    breaks during any two-day or more working period for all attendees.

**B**

Assist with preparation of program documentation. Program documentation
ranges from simple agenda to briefing books containing proceedings of
working meetings. The contractor shall be expected to provide such
services as typing, reproduction, and delivery and mailings.
Documentation services shall include, but not be limited to the
following:

-   Prepare materials for distribution prior to the meetings, which may
    include letters to participants and invited guests, briefing
    materials, preliminary to final agenda, travel and hotel data, and
    instructions concerning financial arrangements.

-   Prepare materials for distribution at the conference, which may
    include the final agenda, list of participants, notices of special
    functions, name badges, tent cards, and reference materials.

-   Provide and/or operate audiovisual equipment.

-   For all Government-sponsored events held in what has been defined as
    the local travel area, the contractor will have to obtain all
    lodging and meals and/or light refreshment requirements from the
    Project Officer prior to the event. A per diem allowance (meals
    and/or lodging) must be authorized by the appropriate delegated
    officials.

**[Category 3: ON SITE AND POST MEETING SUPPORT]{.underline}**

**Onsite Support As Needed**

-   Provide one staff person to serve as liaison to NICHD staff and to
    work on site during the meeting and workshop to offer logistical
    support. This support will include: daily contact (via telephone,
    e-mail, and/or in person contact) with NICHD staff, as required;
    working with hotel staff to ensure proper arrangement of seating for
    all participants; ensuring availability and working order of all
    audiovisual equipment to be used (including projection screen,
    overhead and slide projectors, power point presentation equipment,
    and microphones.

-   Assist in duplication and assembly of printed materials for meeting
    and workshop participants, background papers and applications for
    review.

**Post Meeting Support**

Assist in the close-out of hotel expenses

Provide Project Officer with an expense report