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Services Title

Travel Support (Task Area 1)

The objective of the travel support task is to arrange and provide for travel (domestic and international) for program participants, escort services; translation and preparation of program documents; lodging accommodations; varied assistance at workshops and conferences; and subsistence allowances for participants.

Contractors will be able to operate and provide for services in remote locations for personnel in upwards of 100 nations worldwide, and at times up to 20+ countries to include the African nations of Botswana, Cote d’lvoire, Ethiopia, Kenya, and Haiti; and Vietnam, India and other nations abroad.

A non-exhaustive list of examples of the type of work to be performed under this task area includes:

  • Coordinate and manage travel arrangements
  • Develop detailed travel itineraries, both domestic and international
  • Investigate and report on a variety of transportation options specified to the needs of the program
  • Provide guidance and assistance to U.S. foreign travelers (e.g., obtaining passports and/or visas)
  • Purchase air fare or other tickets for domestic or international travel
  • Purchase and arrange ground transportation as required (taxi cabs, shuttle service, limousine service, and rental car)
  • Arrange hotel or other lodging accommodations, both domestic and international
  • Pay appropriate allowance in advance as specified by the task order
  • Supply highly skilled interpreters who can provide simultaneous foreign language interpretation at scientific meetings and conferences
  • Provide rapid response to changes in programs and unanticipated events. For example, response time may be less than one hour's notice for a transportation need
  • Arrange for a foreign visitor to be met by an escort upon arrival at the port of entry. Services provided by the escort shall include, but are not limited to: assisting with customs and immigration, flight logistics, hotel arrangements, itineraries, procedures, and orientating the visitor to the American culture
For additional information regarding the type of work included under Travel Support (Task Area 1), please refer to the Statement of Work.

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Meeting and Conference Support (Task Area 2)

The contractor will be able to provide logistical support for conferences, meetings, seminars, and workshops held in the United States and in foreign countries. The contractor may also provide support for the writing and production of reports/documents, and the distribution of conference materials.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

  • Demonstrate ability to analyze and endorse conference center agreements, hotel contracts, and other such agreements
  • Secure other contractor support as needed (with approval)
  • Design and develop meeting website, graphics, and other related material
  • Design registration and abstract submission forms
  • Facilitate online abstract review process
  • Provide on-site coordination and logistical and technical support
  • Prepare post-conference summary
  • Prepare and deliver weekly status reports on progress
  • Provide technical and logistical meeting support for presentations and registration on-site
  • Perform Internet searches to adequately secure housing for conference participants as needed
  • Provide meeting rooms, audiovisual equipment, supplies, and services incidental to conference conduct
  • Manage oversight for invitations, registration, pre-conference distributions, and associated fees
  • Provide and manage the ability to handle online registrations granting worldwide access and meeting arrangement capacity
  • Establish message centers
  • Provide evaluation and statistical analysis support (e.g., provide an array of technical services in support of government research and educational issues)
  • Provide personnel with the ability to facilitate in planning and implementing actions/changes throughout the decision-making and conference implementation process
  • Record and transcribe proceedings
  • Provide and operate audiovisual equipment
  • Provide simultaneous foreign language interpreters as requested with an immediate response time
  • Management, coordination and implementation of third party participation (e.g. manage collection of third party payments).
  • Provide liaison support with venue.
For additional information regarding the type of work included under Meeting and Conference Support (Task Area 2), please refer to the Statement of Work.

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Documentation Support (Task Area 3)

The contractor will be able to provide documentation services in support of meetings, conferences, seminars, and workshops held in the United States and in Foreign countries.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

  • Prepare materials for distribution prior to the conference including: briefing materials, spreadsheets, PowerPoint slides, preliminary agenda, travel and hotel data, and instructions concerning financial arrangements
  • Prepare materials for distribution at the conference. Materials including: the final agenda, list of participants, notices of special functions, name badges, reference materials, program booklets, and negotiated contracts
  • Assist with preparation of program documentation ranging from simple agendas, negotiation documents, progress reports, summary reports of meetings to bilingual briefing books containing proceedings of working meetings and background biographical data on program
  • Provide services including typing, collating, editing, reproduction, delivery, and mailings
  • Assist with preparation of abstract papers and/or publication of proceedings
  • Arrange for translation of documents, negotiate contracts for translators as well as support the verification of accuracy and equivalency in translation
For additional information regarding the type of work included under Documentation Support (Task Area 3), please refer to the Statement of Work.

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Administrative Support (Task Area 4)

The objective of the administrative support task area is to provide services in direct support of conferences or scientific meetings, scientific program staff, and other Federal agencies in accomplishing a variety of research and administrative responsibilities. This contract will not be used for temporary administrative services or any other administrative associated support services.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

  • Coordinate and manage general administrative tasks as identified in the SOW and in compliance with the contract
  • Provide administrative support for conferences, workshops, symposiums, focus groups, and meetings
  • Edit and publish newsletters, brochures, and pamphlets
  • Develop graphics for newsletters, invitations, brochures, pamphlets for research, meetings, and conferences
  • Assist with the distribution of letters, documents, or other materials by e-mail, fax, postal service, or courier service
For additional information regarding the type of work included under Administrative Support (Task Area 4), please refer to the Statement of Work.

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Website Design, Development, and Maintenance/Internet Support (Task Area 5)

The contractor will be able to provide Internet and Intranet support, to include initial website design, development, and management, as well as to conduct usability testing to evaluate effectiveness and ease of use. This task area shall only be used in support of a conference, meeting, focus groups, scientific research, studies, etc. This task area will be used to support IT conference, medical, research or related services solely to be used by NIH and other Federal agencies.

A non-exhaustive list of examples of the type of work to be performed under this task area is:

  • Design, develop, and maintain websites on the Internet, as required
  • Present a professional online image that uses state-of-the-art features of web technology
  • Design and develop newsletters, brochures, manuscripts, publications, and pamphlets, as required
  • Identify and comply with any IT security requirements regarding site content, concept, goals, violations, target audience outreach, and ideas for conference and meeting presentations
  • Support text and graphic design/conversion for conferences and meetings
  • Write or edit new documents for inclusion on NIH and Federal agency websites
  • Create new art, record and digitize audio, and program and integrate databases for website design
  • Manage database design, as well as provide technical support for site maintenance and tracking
  • Convert images, audio, or video as requested for services requiring databases
For additional information regarding the type of work included under Website Design, Development, and Maintenance/Internet Support (Task Area 5), please refer to the Statement of Work.

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