**[TASK ORDER]{.underline}**

**[CONFERENCE SUPPORT -- JULY 12-13, 2005 INFORMATICS TRAINING
CONFERENCE]{.underline}**

**1.** **[Background]{.underline}**

As in past years, NLM will host a meeting of its informatics training
program directors, faculty, trainees, and individual fellows, on July
12-13, 2005. The location will be the main auditorium and conference
rooms E1/E2 of the Natcher Conference Center, Building 45. On July 12,
the conference is scheduled from 8:00 a.m. to 4:00 p.m. with
registration to begin at 7:00 a.m. The meeting will be followed by tours
and picnic from 4:15 p.m. to 9:00 p.m. The program on July 13 will be
held from 8:00 a.m. to 5:00 p.m. Expected attendance is 300.

Independently, and not as an agent of the government, the contractor
shall furnish all necessary services, qualified personnel, and supplies
not otherwise provided by the Government, for conference support
services on July 12-13. All work shall be monitored and technically
coordinated by the Functioning Project Officer (FPO). Specific details
of the meeting, supplies, and services will be discussed between the FPO
and Contractor prior to this meeting.

**2.** **[Description of Work]{.underline}**

Specifically, the contactor shall:

I. REGISTRATION AND MATERIALS

A.  The Contractor shall staff the registration desk at the Natcher
    Conference Center lobby with two personnel throughout the
    conference, beginning at 7:00 a.m. each day. These persons will
    check in attendees, collect registration fees if necessary,
    distribute meeting materials and nametags, and assist with phone
    calls, transportation, duplicating material, and messaging. They
    will notify the Natcher cafeteria prior to the meeting of number of
    conference attendees on July 12-13 for lunch. Upon request, they
    will provide directions for attendees to lunch at the Natcher
    cafeteria (Bldg. 45) or the Lister Hill Center (Bldg. 38A).

B.  The Contractor shall solicit, receive and account for registration
    fees from participants, paid by check or credit card, from the
    eighteen programs, individual fellows, and other attendees.
    Registration fee will be \$100 per person. There should be a
    provision for last-minute payments, or payment upon arrival.
    Collected registration fees shall be used to offset the final
    negotiated costs of the work assignment. Receipts and disbursements
    will be itemized and accounted for. The FPO must approve
    disbursements.

C.  The Contractor will arrange for the collating, duplication, tabbing,
    and spiral binding of the 300 meeting information books
    (approximately 5 tabs, 50 pages double-sided). Each book will
    include a cover, table of contents, agenda, roster, list of
    participants, map to picnic, NIH campus map, and abstracts for the
    main sessions and poster sessions. Original book will be provided by
    the FPO to the Contractor. Completed books will be brought to the
    meeting by the Contractor.

D.  The Contractor will prepare printed nametags (not freehand) for
    speakers and attendees prior to the meeting. Design to be approved
    by the FPO. Completed nametags are to be inspected and verified by
    the FPO by July 7^th^. Nametags should be string-hung to be placed
    around the neck of the attendees. Nametags for poster presenters
    should have their poster number on the bottom left corner (see F
    below). Arrangements for last-minute nametags to be printed (not
    freehand) at the meeting will be handled by the Contractor for any
    late-arrivals.

E.  The Contractor will prepare a roster of attendees on a spreadsheet.
    Full name, doctoral degree, institution, and e-mail address should
    be included. From the spreadsheet, prepare paper copies in two
    forms; sorted alphabetically by individuals, and sorted by
    institution (individuals alphabetically within institution). These
    rosters will be included in the meeting book. FPO will approve both
    lists prior to book reproduction.

F.  The Contractor will handle poster sessions for the meeting. As
    attendees arrive on July 12, Contractor will greet each poster
    presenter, number the back of each poster with a colored dot, and
    display the poster in a pre-assigned spot on the upper level above
    the Natcher Auditorium. Poster Boards will be furnished by the FPO
    (35 4 x 8 boards with pushpins and Velcro dots for attaching, two
    posters per board). Contractor will contact company to arrange for
    labeling of each board with a number to correspond to posters.

G.  The Contractor and the FPO will meet for at least one orientation
    meeting prior to the conference, at the Extramural Programs Office,
    NLM.

H.  The Contractor will meet with the FPO on the afternoon of July 11
    for a final run-through. At that time, all registration and hand-out
    materials, accurately and completely assembled, will be brought to
    the Auditorium Lobby. The FPO will verify accuracy and completeness.
    The Contractor must rectify any errors that afternoon.

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II. BREAKFAST, BREAKS, TOURS, AND PICNIC

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A.  The Contractor will arrange for continental breakfast, one morning
    break, and one afternoon break on both days. Menus and caterers will
    be suggested by the Contractor and approved by the FPO. The FPO will
    supply the times of breaks to Contractor. The Contractor will
    arrange for the continental breakfasts no later than 7:00 a.m. each
    morning, before the meeting convenes at 8:00 a.m. The number of
    attendees will be determined by the responses to the FPO; however,
    is expected to be about 300.

B.  The Contractor shall arrange and pay a caterer for coffee, tea,
    assorted juice, assorted soda, bottled water, fruit, assorted
    pastries/bagels/muffins, prior to each day's opening sessions. All
    morning breaks should use left-over food items from the morning
    catered delivery. Afternoon breaks should consist of cookies or
    dessert bars, cheese platter, or other types of afternoon snacks as
    well as chilled soft drinks (e.g., ginger ale, pepsi/coke, sprite,
    iced tea, and water in 8-10 oz. bottles. The assortment will include
    both caffeinated and non-caffeinated as well as diet and regular
    varieties of soda. Contractor will provide ice, glasses, and
    napkins. Contractor personnel will clean up areas after
    **[ALL]{.underline}** breaks.

C.  The Contractor will work with the FPO in coordinating picnic
    arrangements, including picnic menu with an approved caterer. The
    Contractor will coordinate any logistical arrangements, menus, and
    costs with the caterer through the FPO. Contractor will arrange for
    tents in the event of inclement weather. Contractor will arrange for
    picnic activities including volley ball (net and balls) and
    Frisbees. Contractor shall pay caterer for services provided at the
    beginning of the evening event on July 12, from a portion of the
    registration fees collected from conference participants. Contractor
    shall pay for reservation of picnic grounds (approximately \$2200).
    Provide information to attendees as to when and where the buses will
    leave from the campus (Building 38), to the hotel and then to the
    picnic. Evening Picnic event will begin at 5:30 p.m. on July 12 and
    end at approximately 9:00 p.m.

D.  The Contractor will provide sign-up sheets and information for
    several tours that will be offered to attendees between 4:15 and
    5:15 p.m. on July 12.

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3.  **[Government-Furnished Equipment/Materials]{.underline}**

> Conference facilities in the Natcher Conference Center with
> audiovisual equipment.
>
> Audiovisual equipment operators.
>
> Lodging contract with local hotel.
>
> Buses for transporting attendees to and from picnic grounds.
>
> Original materials for meeting book, other than rosters noted above.
>
> Poster display boards.

4.  **[Post-Conference Report]{.underline}**

> The Contractor shall within ten days of the conclusion of the
> conference, submit a report to include a summary of services provided,
> with names of personnel, and a financial summary showing distribution
> of costs. The FPO must clear any changes. Contractor will provide a
> final attendees list with registration costs collected to the FPO.

5.  **[Period of Performance]{.underline}**

> The duration of the meeting times will be from 6:30 a.m. to 4:00 p.m.
> on the first day of the meeting (which includes setup), and from 6:30
> a.m. to 5:00 p.m. on the second day. The tours and picnic will take
> place from 4:15 p.m. to 9:00 p.m. on July 12.

6.  **[Functioning Project Officer]{.underline}**

> Christine Ireland, Committee Management Officer, NLM/EP, 301-594-4929

7.  **[Administrative Officer/Procurement Contact]{.underline}**

> Annmarie Carr, Administrative Officer, NLM/EP, 301-496-4195
>
> December 14, 2004