**STATEMENT OF WORK**

**TITLE: Meeting and Administrative Support Services for the Office of
Technology and Industrial Relations (OTIR) and the Office of
Biorepositories and Biospecimen Research (OBBR), National Cancer
Institute (NCI), National Institutes of Health (NIH)**

**OVERVIEW**

The purpose of this contract is to provide meeting and administrative
support for the Office of Technology and Industrial Relations (OTIR) and
for the Office of Biorepositories and Biospecimen Research (OBBR). OTIR
and OBBR are seeking an organization with offices in the Washington, DC
metropolitan areas that will, acting independently and not as an agent
of the Federal Government, provide all logistical arrangements involved
in planning and implementing conferences and meetings, and provide
communications and administrative support to OTIR and OBBR programs.
This will also include analytic work incidental to workshop/conference
preparations, establishment of workshop/conference registrations
systems, coordination of travel arrangements, preparation of graphics
for signage and registrations systems, coordination of travel
arrangements, and meeting follow up tasks. Services will also include
supporting several administrative and media relations needs as well as
providing for several subject matter specialists.

OTIR's and OBBR's meetings will average 30 participants per meeting. It
is anticipated that three such meetings will occur within the timeframe
of this contract. The Contractor must be flexible and prepared to accept
tasks for changes to the meetings on short notice (\<30 days advance
notice). The specific tasks will be provided by the OTIR/OBBR Task
Leader as details for these meetings arise. In addition, the contractor
will be expected to provide for at least one administrative staff for
OTIR as well as a media communications specialist for OBBR. Finally, the
contractor should provide for two subject matter specialists to provide
support to OBBR.

**BACKGROUND**

## The Office of Technology and Industrial Relations (OTIR)

Every day more than 1,500 Americans die from cancer---about one person
every minute. As the U.S. population ages, this rate is expected to rise
significantly unless researchers can develop new strategies to stop the
growth and spread of cancer cells within a patient. OTIR provides for a
number of strategies to help identify, detect and treat a variety of
cancers. These include efforts in the field of Proteomics and
Nanotechnology.

**Office of Biorepositories and Biospecimen Research (OBBR)**

The NCI Office of Biorepositories and Biospecimen Research (OBBR) was
established in 2005 in recognition of the critical role that
biospecimens play in cancer research. The OBBR is responsible for
developing a common biorepository infrastructure that promotes resource
sharing and team science, in order to facilitate multi-institutional,
high throughput genomic and proteomic studies.

**STATEMENT OF WORK**

**General Requirements**

In addition to performing the detailed list of meeting support functions
described below, the Contractor shall support the following general
requirements:

The Contractor may be required to develop highly technical and accurate
background meeting materials, and to respond to inquiries from meeting
participants during the meeting planning process.

Second, many OTIR and OBBR meetings are organized at the request of the
NCI Leadership under extremely tight deadlines (\<30 days), and involve
unpredictable and changing requirements. Therefore, the Contractor must
respond to last-minute changes regarding facilities, participants, and
other meeting requirements.

Third, OTIR and OBBR meetings are organized in a series, involve common
participants, and address topics that build on previous meetings. These
meetings represent an important venue for stimulating dialogue with the
scientific research community. Due to the highly innovative nature of
OTIR and OBBR, these meetings are part of a constant exchange of
information. Without a central contractor handling sequential meetings,
OTIR and OBBR risk detrimental loss of institutional memory and direct
experience to facilitate and execute meetings efficiently. Therefore, it
is critical for OTIR and OBBR to have continuity in its meeting support
contractors.

Fourth, OTIR and OBBR meeting participants are high-level executives
from the public and private sectors; therefore, the Contractor must be
capable of accommodating these individuals. This will include complete
travel arrangements and reimbursement.

Finally, these OTIR and OBBR meetings are often held in close
succession; therefore, the Contractor must have sufficient capacity to
organize and manage multiple meetings within a short timeframe.

**Detailed List of Meeting Support Functions**

**Task 1: Conference Location and Lodging Support**

> **Subtask 1.1**
>
> The Contractor shall provide complete support for two, 2-day OTIR and
> 1 2-day OBBR conferences with estimated attendance of 30 participants
> each. One meeting will be held in Denver, Colorado. Logistical needs
> of the meeting will be addressed through an initial meeting between
> the Contractor and the OTIR/OBBR Task Leader. It is expected that
> separate meetings of OTIR/OBBR working groups may be held the day
> before and the day after the meetings.
>
> **Subtask 1.2**
>
> The Contractor shall research site options in the Washington, D.C.
> area and in Denver and provide a list of options to OTIR and OBBR.
>
> **Subtask 1.3**
>
> The Contractor shall negotiate facility contracts; handle all facility
> arrangements including reservation of sleeping rooms for attendees
> based on information provided on their registration forms.
>
> **Subtask 1.4**
>
> The Contractor shall reserve/secure additional hotel space, ballroom
> space, and exhibit space and equip them with standard audiovisual
> equipment (i.e. PowerPoint projector with laptop computer, 9x9 screen,
> laser pointer, microphones, including wireless microphone) and
> wireless and wired Internet connections as directed by OTIR and OBBR.
>
> **Subtask 1.6**
>
> The Contractor shall work with the hotel to provide light refreshments
> for the morning and afternoon breaks and other meals as permitted by
> Federal regulations.
>
> **Subtask 1.7**
>
> The Contractor shall assist in identifying appropriate facilitators
> who can help emphasize key points during meeting discussions and
> facilitate decision making processes.

**Task 2: Administrative Support**

> **Subtask 2.1**
>
> The Contractor shall prepare all letters, registration forms, and
> other meeting materials as needed to be included in the invitation
> mailings.
>
> **Subtask 2.2**
>
> The Contractor shall prepare speaker invitation packets for all
> non-federal attendees, including a merge letter, draft agenda,
> logistics fact sheet, registration forms, and other materials as
> needed. All materials will require OTIR/OBBR review prior to
> distribution. Prepared packets will be labeled and sent by FEDEX
> and/or FAX from contractor\'s facility. The Contractor shall maintain
> a list of speakers, including all pertinent contact information.
>
> **Subtask 2.3**
>
> The Contractor shall design an online registration system for
> conference participants and shall maintain a database of all
> participants, which shall include all pertinent contact information.
>
> **Subtask 2.4**
>
> The Contractor shall prepare name badges for all participants and
> table tents for all speakers.
>
> **Subtask 2.5**
>
> The Contractor shall coordinate electronic presentations and work with
> the meeting facility and through audio-visual technicians to ensure
> that presentations are received and loaded properly.
>
> **Subtask 2.6**
>
> The Contractor shall prepare meeting packets/binders, including the
> final agenda, list of speakers, and participants, logistics
> information, evaluation forms and background materials provided by
> OTIR/OBBR.
>
> **Subtask 2.7**
>
> The Contractor shall prepare signage for the conference site,
> including signage for the registration desk and the conference site,
> directing participants to sessions. As requested, the contractor shall
> organize space for poster presentations and other special features as
> the program determines.
>
> **Subtask 2.8**
>
> The Contractor shall prepare all conference materials for upload to a
> designated OTIR or OBBR Web Site.

**Task 3: Contractor On-Site Support**

> **Subtask 3.1**
>
> The Contractor shall provide staff for meeting participant
> registration. Staff should be available not only during registration,
> but throughout the meeting for assistance as needed.
>
> **Subtask 3.2**
>
> The Contractor shall be prepared to provide support for media
> attending the meeting.
>
> **Subtask 3.3**
>
> The Contractor shall collect PowerPoint presentations electronically
> from speakers prior to the meeting for loading onto conference
> laptop(s) and provide photocopying, collating, and distribution of
> material, including PowerPoint presentations, to participants.
>
> **Subtask 3.4**
>
> The Contractor may be asked to provide Web support; photography, which
> may require a separate clearance, testing and setup of computer
> presentations; programming for online abstract submission; providing
> Web casting or satellite broadcast services; and other technical
> support as required.

**Task 4: Follow-up Services and Reports**

> **Subtask 4.1**
>
> The final meeting report shall include a budget summary, a logistical
> summary (a report of all activities related to the conference), a
> final list of attendees and analysis of evaluation forms collected
> from summit participants. Photographs if taken may be requested.
>
> **Subtask 4.2**
>
> The Contractor shall draft thank you letters and mail them to meeting
> participants after approval by OTIR/OBBR.

**Task 5: Administrative and Communications Support**

> **Subtask 5.1**
>
> The Contractor will provide a full-time administrative support person
> to assist with general duties and serve as a liaison among OTIR/OBBR
> program staff as well as with external constituents and partners
> (e.g., grantees, cancer center directors, etc.).
>
> **Subtask 5.2**
>
> The Contractor will provide a full-time communications specialist to
> assist OTIR/OBBR with the development and implementation of a
> media/communications program related to its various programs. The
> specialist will work at the Contractor's office.

**Task 6: Subject-Matter Expertise**

> **Subtask 6.1**
>
> The Contractor will provide a subject-matter expert to serve as an
> advisor to OBBR on its effort to develop Biospecimen and Data
> Procurement relationships related to The Cancer Genome Atlas (TCGA).
> The subject-matter expertise will be expected to be available
> approximately 30 hours per month.
>
> **Subtask 6.2**
>
> The Contractor will provide a subject-matter expert (surgical expert)
> to work closely with the OBBR Director, Deputy Director and serve as
> the Administrative Director of the Biospecimen Research Network.
> Responsibilities will include overseeing the planning and
> implementation of research studies and contracts that involve
> biospecimens collected in clinical settings.

**Funding and Dates of Contract**

The contract will extend from June 1, 2008 until July 31, 2009