TITLE: Meeting Support for the Cancer Biomedical Informatics Grid™
(caBIG™).

**PART I -- REQUEST FOR TASK ORDER (TO) PROPOSALS**

A.  **POINT OF CONTACT NAME**:

**Mary Jo Deering** **Anoushah Shokouhi**

#### Phone: 301-496-3458 Phone: 301-594-5267 

#### Fax: 301-480-6641 Fax: 301-480-6641

Proposal Address: Proposal Address:

NCI Center for Biomedical Informatics NCI Center for Biomedical
Informatics

And Information Technology and Information Technology

2115 E. Jefferson Street, #600 2115 E. Jefferson , #600

Rockville, MD 20852 Rockville, MD 20852

#### 

**Billing Address**:

Accounts Payable, OFM, NIH

Bldg 31, Room B1B39

Bethesda, MD 20892-2045

**B. PROPOSED PERIOD OF PERFORMANCE**: Three years, beginning 15 days
from date of award. Due to the limitations of the NIH contract terms,
the duration of this task is from the date of award through \[one
year\]. However, due to the anticipated number of deliverables and a
need to incrementally fund the tasks annually, future modifications are
anticipated.

**C. PRICING METHOD**: Cost plus fixed fee. Estimated range: \$850,000 -
910,000 per year, incrementally funded.

D.  **PROPOSAL INSTRUCTIONS**:

    Please submit an electronic copy to both Mary Jo Deering and
    Anoushah Shokouhi and 2 print copies of your proposal.

    The narrative should

-   Identify the key challenges of implementing the caBIG Meeting
    Support contract

-   Describe how you will address these challenges

-   Describe any special expertise you bring to this contract

-   Include a proposed timeline with key deadline dates, and a staffing
    plan, and resumes for all named staff

**Page length**: The page limit for this procurement is 60 pages. That
includes everything---even resumes and samples. Do not submit videos or
audio tapes. We suggest developing a web-based sample box that we can
review. If we want to see the finished product after looking at the web
version, we'll ask you for it. Samples provided in a web sample box will
not count against the page limit.

**Budget format suggestion:** The budget should be included as an Excel
spreadsheet. A budget narrative is strongly advised. Budgets, staff
hours and ODCs for this Task Order request should be organized around
the deliverables described herein. Please sum all costs (labor and ODCs)
by deliverable and in total. Any subcontract budgets should also be
itemized and explained.

Proposed activities that go beyond the deliverables specified and/or are
in excess of the budget range are permitted, but must be clearly
designated as "options" in the technical proposal and must be presented
on a separate "optional budget" spreadsheet.

E.  **RESPONSE DUE DATE**: 30 days from the release of the RFTOP at 4:00
    EDT or January 18, 2008, whichever is LATER.

**F. TASK DESCRIPTION**

The purpose of this contract is to provide technical, logistical and
conference support for the National Cancer Institute's Center for
Biomedical Informatics and Information Technology (CBIIT). Within CBIIT,
the Center for Bioinformatics (NCICB) has direct responsibility for
meetings and conferences. Throughout this RFTOP, the acronyms NCICB or
CBITT may be used interchangeably. CBIIT is seeking an organization with
offices in the Washington, D.C. metropolitan area 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 for the office. This will include analytic work
incidental to conference preparation, establishment of conference
registrations systems, coordination of travel arrangements, preparation
of graphics for signage and program, development and organization of
meeting materials, and meeting follow-up tasks. The meetings will range
from small-medium sized meetings, such as the Clinical Trials Management
Systems Steering Committee, which may include 40 - 60 participants,
caBIG Workspace Face-to-Face meetings, which may include 30 - 150
people, and training meetings of 10 -- 25 people; to large meetings,
such as the annual cancer Biomedical Informatics Grid™ (caBIG™) meeting,
which may include 1200-1500 participants. The contract will include
provisions for requesting additional tasks to be performed as
requirements surface. The Contractor must be flexible and prepared to
accept tasks for additional small - medium meetings each year. The
specific tasks will be provided by the Agency as details for these
meetings arise. For the purpose of pricing, the two large annual
meetings anticipated for 2008 and 2009 are detailed in the Statement of
Work, and six small - medium meetings for calendar 2008.

**BACKGROUND**

The NCI Center for Biomedical Informatics and Information Technology
(CBIIT) provides bioinformatics support and integration services to NCI
research initiatives. CBIIT works closely with government, academic, and
industry partners. State of the art information technology and software
development practices are employed. Managing the development and
implementation of the cancer Biomedical Informatics Grid™, or caBIG™ is
a major part of CBIIT's responsibilities. caBIG is a voluntary network
or grid, connecting individuals and institutions to enable the effective
sharing of data and tools, creating a World Wide Web of cancer research.
Over 50 of the National Cancer Institute, NCI-designated cancer centers
are participating in the initiative. A total of nearly 200 organizations
are participating\--over 1000 people in all are actively engaged in
caBIG. The integration and sharing of tools and data among cancer
centers will increase the pace of cancer research and speed the delivery
of innovative approaches to prevention and treatment. caBIG components
may be used by anyone; many have broad utility well beyond the cancer
community. \[See http://cabig.nci.nih.gov\]

caBIG™ encompasses nine "workspaces" (WS) where activities are focused:
Clinical Trial Management Systems, Integrative Cancer Research, In Vivo
Imaging, Tissue Banks and Pathology Tools, Architecture, Vocabularies
and Common Data Elements, Strategic Planning, Data Sharing and
Intellectual Capital, and Documentation and Training. Several of these
workspaces include sub-groups knows as Special Interest Groups (SIGs).
Both WSs and SIGs hold 2-4 face-to-face (FTF) meetings annually.
Detailed information regarding these WS and SIGs is available on the
caBIG™ Web site at http://caBIG.nci.nih.gov/workspaces. While these FTF
meetings are primarily organized and funded separately, the meeting
support contractor is occasionally required to provide minimal
logistical coordination.

As the lead for caBIG, NCICB has facilitated an annual caBIG meeting.
This meeting has attracted increasing audience (e.g. 350 in 2005, to
nearly 1000 in 2007). \[See
<https://cabig.nci.nih.gov/eventscalendar/annualmeetings/>.\] The 2008
and 2009 annual meetings are expected to show similar growth, attracting
an increasing number of people who have not previously participated in
caBIG. To accommodate these newer participants, pre-and post-conference
meetings are planned. The day before, a caBIG orientation will be held.
After the conference, a technical training session of up to two days may
be held.

Other small caBIG-related meetings may also require support over the
course of the year and NCICB wishes to retain the right to add these as
specific tasks under "small meetings." However, for bidding purposes, no
cost estimates are required.

**6. SPECIAL APPROVALS AND CLEARANCES**

Any publications/printing clearances required for materials developed
for meetings/conferences shall be cleared by NCICB through the required
615 form. Note, however, that the conference program does not require
clearance. Contractor shall draft the paperwork required for approval of
light refreshments.

**7. STATEMENT OF WORK**

The contractor shall perform the following functions for categories of
meetings as noted below. Unless otherwise specified, the quantities
shown are for purposes of estimating costs: actual quantities may be
higher or lower. To assist with cost estimates, please visit
https://cabig.nci.nih.gov/2007caBIGconference/ and
<https://cabig.nci.nih.gov/2007caBIGconference/presentations>/. All
tasks shall be conducted in close coordination with the caBIG General
Contractor \[to be awarded March 2008\], which provides operational
management support and subject matter expertise for caBIG. The overall
"look and feel" of the annual meeting must be appropriate for the
innovative, scientific and technical character of caBIG. In 2008, the
meeting will be at the Omni Shoreham. The contractor shall assume
responsibility for the hotel meeting contract, signed by the incumbent
contractor ESI, as provided for in the hotel meeting contract.

**I. Conference Pre-planning and Logistics (all meetings)**

Conference planning and management includes responsibility for all
logistical arrangements involved in planning and implementing the
conference, analytical work incidental to conference preparation (e.g.
researching facility options and requirements), establishment of
conference invitational list, and coordination of travel arrangements,
including covering the costs of sponsored travel for non-federal
participants/speakers. For planning purposes, it is estimated that
travel support will be limited to no more than four people for any
meeting.

**II. Small Meetings of Up to 150 Participants**

These meetings could be of various types, such as meetings of the CTMS
Steering Committee or the caBIG WSs and SIGs. They can vary in size from
12 participants to 150 participants. In 2008, NCICB anticipates holding
two one-day meetings of 30 people in the Washington DC area, two CTMS
Steering Committee meetings of about 50 participants in Rockville, MD,
two three-day meetings of 150 people elsewhere in the U.S. (estimate one
mid-west, one west coast), and two other meetings of about 100 people.

**Task 1: Meeting Location and Lodging Support:** Meeting planning and
management includes responsibility for all logistical arrangements
involved in planning and implementing the meeting, establishment and
maintenance of meeting invitational list, and coordination of all travel
arrangements, including covering the costs of sponsored travel for
non-federal participants/speakers.

**Subtask 1.1**

The contractor shall provide support for two one-day meetings of 30
people in the Washington DC area, two CTMS Steering Committee meetings
of about 50 participants in Rockville, MD, two three-day meetings of 150
people elsewhere in the U.S. (estimate one mid-west, one west coast),
and two other meetings of about 100 people. Logistical needs of the
meetings will be addressed through an initial meeting between the
contractor and NCICB.

**Subtask 1.2**

The contractor may be requested to research site options and provide a
list of options to NCICB.

**Subtask 1.3**

The contractor may be asked to negotiate facility contacts; handle all
facility arrangements including reservation of sleeping rooms for
attendees based on information provided on their registration forms.
Where applicable, contractor should negotiate rates within government
per diem. Contractor may also be asked to negotiate AV support.

**Subtask 1.4**

If the meeting is held outside a government facility, the contractor
shall work with the hotel to provide light refreshments for the morning,
afternoon and evening breaks, subject to government regulations.
Contractor shall initiate (draft) all required paperwork for government
approval of light refreshments.

**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, including a
merge letter, draft agenda, logistics fact sheet, registration forms,
and other materials as needed. All materials will require NCICB review
prior to distribution. Prepared packets will be labeled and sent by
postal mail, FEDEX and/or FAX from Contractor\'s facility.

**Subtask 2.3**

The contractor shall create a registration Web page and pages related to
hotel, travel and other logistics; these shall be integrated into Web
sites created by NCICB for the Annual Meeting and other large meetings
as required. Contractor will 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, and signage as required.

**Subtask 2.5**

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 NCICB. Contractor
shall reproduce materials that are part of the meeting packet/binder.

**Subtask 2.6**

The contractor shall prepare any post meeting materials, such as an
evaluation report, a summary of "lessons learned' and follow-up thank
you letters to speakers.

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

**Subtask 3.1**

The contractor shall provide staff for meeting participant registration
and to provide meeting materials.

**III. Annual caBIG Meeting 2008 and 2009**

For the past four years, NCICB has convened a caBIG annual meeting,
which most recently brought together about 1000 participants
representing the diverse caBIG community and stakeholders interested in
understanding how they might become involved. In 2008, this meeting will
be held June 23-26 at the Omni Shoreham in Washington, D.C. In 2009, the
meeting will be held in the Spring in the DC area. Up to 1200 people are
expected in 2008 and 1400 in 2007.

Annual meeting planning and management includes responsibility for all
logistical arrangements involved in planning and implementing the
conference, establishment of conference invitational list, maintenance
of a registration system, marketing activities to increase attendance,
and coordination of all travel arrangements, including covering the
costs of sponsored travel for non-federal participants/speakers. Meeting
follow-up activities include a logistical summary and drafting and
mailing of thank you letters to all summit speakers and participants.

For budgeting purposes, see Attachment A for detailed structure of all
sessions associated with Annual Meeting, and Attachment B for the final
program.

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

**Subtask 1.1**

The contractor shall provide complete support for two (2), three-day
caBIG meetings with estimated attendance of 1200 participants in 2008
and 1400 participants in 2009. The first day is dedicated to a
Newcomer's Program. Logistical needs of the meeting will be addressed
through an initial meeting between the contractor and NCICB. It is
expected that separate meetings of caBIG Workspace participants may be
held the day after the annual meeting. Contractor shall collaborate with
the caBIG General Contractor on the logistics for these meetings but
will not have primary management responsibility for them.

**Subtask 1.2**

For 2009, the contractor shall research site options in the
wider-Baltimore-Washington, D.C. area and provide a list of options to
NCICB.

**Subtask 1.3**

The contractor shall negotiate facility contacts; handle all facility
arrangements including reservation of sleeping rooms for attendees based
on information provided on their registration forms. The contractor
shall obtain necessary security as requested.

**Subtask 1.4**

The contractor shall reserve/secure additional hotel space, ballroom
space, breakout, technology demo and exhibit space and equip them with
standard audiovisual equipment (i.e. power point projector with laptop
computer, 9X9 screen, laser pointer, microphones, including wireless
microphone) and wireless and wired Internet connections as directed by
NCICB.

**Subtask 1.5**

The contractor shall work with the hotel to provide light refreshments
for the morning and afternoon breaks and other refreshments as permitted
by Federal regulations. Contractor shall draft all the necessary
paperwork for approval of light refreshments.

**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 up speaker invitation packets, including a
merge letter, draft agenda, logistics fact sheet, registration forms,
and other materials as needed. Prepared packets will be labeled and sent
to the NCI mailroom for postage. The contractor shall maintain a list of
speakers, including all pertinent contact information.

**Subtask 2.3**

The contractor shall design an on-line registration system for meeting
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 prepare meeting packets/binders, including the
final agenda, list of speakers, and participants, logistics information,
evaluation forms and background materials provided by NCICB.

**Subtask 2.6**

The contractor shall prepare signage for the conference site, including
signage for the registration desk and the meeting site, directing
participants to sessions. As requested, the contractor shall organize
space for poster presentations and other special features as the program
determines.

**Subtask 2.7**

The contractor shall prepare all meeting materials for upload to the
CaBIG Web Site Annual Meeting section.

**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 should 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; testing
and setup of computer presentations; programming for online abstract
submission; providing Webcasting or satellite broadcast services; and
other technical support as required.

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

**Subtask 4.1**

The final meeting report should 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. Additionally, photographs and other artifacts may be
requested.

**Subtask 4.2**

The contractor shall draft thank you letters and after approval by
NCICB, mail them to meeting speakers.

**8. SPECIAL REQUIREMENTS**

The contractor will coordinate closely with the caBIG leadership team in
NCICB and with the caBIG Program Management Contractor staff (Booz,
Allen and Hamilton until March 8, 2008; new contractor to be named
thereafter).

For each project or activity the contractor shall submit to the
government a proposed time line to project target completion dates for
work activities. The time line shall be subject to review and approval
by NCICB and shall be updated during contract performance to reflect
current status of each identified activity. Prior to initiating any
work, the contractor shall prepare a consolidated work plan clarifying
the contractor and NCICB responsibilities, projected costs (budget
estimates) for the project. Finally, based on the time line, work plan
and budget estimate, the NCICB and the contractor shall negotiate
projected levels of effort and cost ceilings for the meeting as well as
negotiated cost ceilings for individual tasks involved in its
implementation.

**9. IMPLEMENTATION OF A TRANSITION PLAN**

The contractor staff shall be required to meet with the Project Officer
within 3 days after contract award to discuss critical activities
requiring immediate attention. A series of meetings with the NCICB staff
would commence within 10 days after contract award. A preliminary
estimated budget for the caBIG Annual Meeting shall be presented at the
first of these meetings and refined/confirmed in subsequent meetings.
Staffing of the project is required to be added incrementally, as tasks
require, by the beginning of the second month of the contract. Note that
the task of facility location, negotiation, and contracting for the 2008
Annual Meeting has already been concluded by incumbent. New contractor
shall assume the contract. For proposal purposes, it is expected that
the offeror shall develop a tentative plan (to be included in the
proposal) based on these assumptions.

**10. KEY PERSONNEL**

The individual listed below shall be titled Key Personnel:

> o Project Director

The contractor shall provide a part-time Project Director for the period
of performance of this contract who shall serve as the principal point
of contact with the Government and who shall be responsible for
preparing reports and plans, supervising project staff, issuing
assignments, monitoring contract progress, and maintaining budget
control.

> o Part-time Senior Meeting Manager
>
> o Part-time Meeting Planner/Logistics/Travel coordinator
>
> o Diverse support staff: graphics, AV and communication technology,
> financial accounting,

**EVALUATION CRITERIA**

Each Offeror's proposal will be evaluated according to the factors shown
below.

**A. Technical Approach - 20%**

> o Understanding of the work, including thoroughness shown in planned
> execution of the tasks.
>
> o Quality of project management plan and allocation of personnel and
> resources.

**B. Past Performance - 30%**

> o The organization's history of successful completion of similar work,
> particularly in close collaboration with other contractors/partners.
>
> o The organization's history of staying on schedule and within budget,
> and effectiveness of cost control.

**C. Key Personnel Qualifications - 30%**

> o The currency, quality and depth of experience of individual
> personnel in similar work.
>
> o Experience and expertise of proposed Project Director in the
> following areas: meeting planning, supervising project staff, issuing
> assignments, monitoring contract progress, and maintaining budget
> control.

**D. Organizational Experience - 20%**

> o Clear demonstration that the organization and the key personnel can
> successfully complete this work.