**AHRQ TASK ORDER REQUEST**

**U.S. Preventive Services Task Force Meeting, July 13-14, 2006**

Project Officer: Gloria Washington, CP3

A. Period of Performance -- May 15 -- September 27, 2006

B. Statement of Work:

Provide support, as outlined below, for a two-day meeting of the U.S.
Preventive Services Task Force. The meeting will be held July 13-14,
2006 in the Watts Branch, Brighton Dam, Great Falls and Rock Creek rooms
located in ARHQ's Conference Center. Gloria Washington will work with
AHRQ's conference center coordinators on room set-up (U-shaped tables in
center for the United States Preventive Services Task Force (USPSTF)
members surrounded by tables for other invitees). The meeting will be
attended by Task Force (TF) members, the Oregon Evidence-based Practice
Center (EPC) contractors providing scientific support to the USPSTF,
AHRQ staff, and liaisons to USPSTF from Federal and private
organizations and invited guests.

Tentative meeting schedule:

July 13 7:30am Breakfast

8:00am Meeting begins

5:30 pm Meeting ends

7:00 p.m. Informal dinner

July 14 7:30am Breakfast

8:00 am Meeting begins

2:30 pm Meeting ends

By May 15, Gloria Washington will provide the contractor with the names
and addresses of the Task Force members and two EPC members who will be
funded by AHRQ. Gloria will also provide the contractor with contact
information on participating AHRQ staff, and other attendees from
Federal and private organizations that will attend the meeting, but are
not funded by AHRQ. Gloria will identify for the contractor who should
receive briefing books. Letters of invitation will be FED-Exed to Task
Force members by May 22 and e-mailed to all other invitees by May 26.
Invitation should state "You will not receive a briefing book if we do
not receive a completed registration form."

> The contractor shall accomplish the following tasks:
>
> **Travel:**
>
> Arrange travel, reimbursement claim forms and instructions for
> reimbursement for Task Force members, two EPC members and invited
> guests. Arrange payment of honoraria fees (\$150 a day) to Task Force
> members. Honoraria fees for Leon Gordis will be increased to \$375 a
> day or a total of \$750.

**Hotel/Accommodations:**

> Identify several potential hotels with lodging space to comfortably
> accommodate up to 35 persons in the Rockville, Maryland area for two
> nights on July 12 and 13, 2006. Government per diem rates should
> apply. If possible, the lodging space will be readily accessible to
> the AHRQ conference center and the airport.
>
> Discuss the advantages/disadvantages of lodging spaces with Gloria
> Washington and, based on these discussions, reserve lodging space as
> directed.
>
> Send hotel accommodation information to all meeting attendees who
> require them.
>
> **Ground Transportation:**
>
> The contractor will arrange appropriate round trip transportation from
> the hotel to the meeting site and return for two days, July 12 and 13.
>
> The contractor will arrange for transportation from the meeting site
> to the airports on July 13.
>
> The contractor will also arrange for transportation from the meeting
> site or dinner location to the hotel.

**Food:**

> Arrange for coffee and light beverages throughout the meeting.
>
> Arrange for breakfast and lunch on both days for all meeting
> participants. Federal and all non-funded participants will pay
> out-of-pocket for lunch; non-federal participants on official travel
> will have their per diem expenses reduced to cover the cost of the
> meal.
>
> Identify appropriate location for an informal group dinner to be held
> July 13. Attendees will pay out-of-pocket if they wish to attend. The
> contractor will send logistics information to all invitees and ask
> them to inform the contractor if they are going to attend.
>
> **Other:**
>
> Receive reimbursement claim forms and reimburse approved expenses to
> each Task Force member and invited guests. Pay honorarium fees @
> \$150/per day or a total of \$300 to Task Force members.
>
> In addition to the technical writer, provide one (1) staff member to
> provide on-site support during the meeting.
>
> Prepare meeting materials such as name tags, name plates, supplies,
> agenda and background information as requested. Depending on briefing
> book size, provide rings with cardstock covers or binders for briefing
> books.
>
> ***BRIEFING BOOKS:***
>
> AHRQ and the EPC will forward electronic files to the contractor by
> c.o.b. Monday, June 26, and hard copy materials will be received by
> the contractor on Tuesday, June 27, so they can begin copying for the
> briefing books. Most of the files will be in MS Word and some will be
> in Excel, PowerPoint or PDF format. AHRQ will provide a mock-up
> briefing book to the contractor on Tuesday, June 27. The mock-up
> briefing book will serve as the master copy for all materials,
> including any materials the contractor did not receive, or was unable
> to print successfully or completely. The contractor will check all
> documents to ensure the copies documents match the Master Briefing
> Book and will correct any errors.
>
> July 5, AHRQ will provide supplemental materials (some in electronic
> files and others in hard copy) for the contractor to copy and compile
> as handouts prior to the start of the meeting.
>
> Unless otherwise specified, please use the following specifications
> for copying documents for the briefing book:

-   Pages with text should be copied on 2-sided paper

-   Pages with tables should be copied on 1-sided paper only

-   PowerPoint slides should be 3 slides per page and copied on 2-sided
    paper

-   PDF files should be copied on 2-sided paper

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-   ***TIMELINE FOR ASSEMBLING BRIEFING BOOKS FOR July 2006 MEETING***

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-   June 23 (Friday) -- By COB, AHRQ and the contractor will start to
    receive any available electronic files (from EPC, AHRQ staff, TF
    members, and guest presenters) so that they can begin copying for
    briefing books.

-   June 27 (Tuesday) -- AHRQ and the contractor will receive the rest
    of the electronic files and hard copy files in the morning (from
    EPC, AHRQ staff, TF members, and guest presenters) so that the
    contractor can complete copying.

-   June 28 (Wednesday) -- AHRQ will assemble Master Briefing Book and
    deliver to the contractor by early afternoon. The contractor copies
    any remaining materials to be included in the briefing books and
    will begin assembling briefing books for TF members.

-   June 29 (Thursday) - The contractor will FED-EX briefing books to TF
    members for delivery June 30.

-   July 5 (Wednesday) - The contractor will deliver briefing books for
    AHRQ staff to Gloria Washington (via courier) for distribution.

-   July 5 (Wednesday) -- The contractor will FED-EX (two day delivery)
    briefing books to EPC's, liaisons and other participants.

-   July 5-11 (Wednesday-Tuesday) -- The contractor will copy
    supplemental materials for distribution at the meeting.

**MEETING TRANSCRIPT**

> The contractor will provide a writer to take minutes of the Task Force
> meeting and will also arrange to have the entire meeting tape
> recorded. At the end of each meeting day, the contractor will provide
> AHRQ with an unedited disk with the rough notes of that day's
> activities.
>
> Prepare and deliver to Gloria Washington within 15 working days
> following the meeting a draft written report that accurately
> incorporates the discussions/recommendations/decisions. When Gloria
> Washington receives the draft transcript, she will send it to
> appropriate AHRQ staff for editing. AHRQ staff will have two weeks to
> make changes and return to Gloria Washington who will then send all
> changes back to the contracted writer who will then finalize the
> report. One week after the contractor receives the draft report with
> corrections, the final copy of the report will be sent to Gloria
> Washington along with the tapes and report diskette(s) in Corel WP 8
> or Microsoft Word.

To ensure information consistency, direct all questions related to this
assignment to Gloria Washington, Center for Primary Care, Prevention,
and Clinical Partnerships/AHRQ; telephone (301) 427-1590, e-mail:
Gloria.Washington@ahrq.hhs.gov.

Deliverables: Performance as stated above.