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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; accommodations; subsistence allowances for participants; and varied assistance at workshops and conferences.

Contractors will be able to operate and provide support for personnel in remote locations worldwide.

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

  • Develop detailed travel itineraries
  • Provide guidance and assistance to U.S. and foreign travelers in obtaining passports and/or visas
  • Provide simple/complex domestic and international travel arrangements
  • Provide prepaid tickets in advance of travel
  • Provide attendees with knowledge of the Federal Government's travel rules and regulations
  • Purchase orarrange ground transportation as required (e.g. taxi cabs, shuttle service, limousine service, rental car, etc.)
  • Arrange hotel or other lodging accommodations, in the United States and abroad
  • Pre-pay appropriate subsistence allowance as specified by the COR
  • Make direct contact with the host and/or traveler to ensure that all arrangements are mutually understood, concerning arrival times, accomodations, addresses, official functions, special events, and any other special information that impacts the visit
  • Provide escort services to assist with customs, immigration concerns and luggage; connecting flight; financial arrangements including pre-payments, etc.
  • Provide highly skilled interpreters who provide simultaneous foreign language interpretation
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 abroad. The contractor may also provide support for the writing, production, and distribution of conference materials.

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

  • Analyze conference center agreements
  • Analyze hotel agreements
  • Design and develop meeting website, graphics, etc.
  • Design registration and abstract submission forms
  • Facilitate online abstract review process
  • Provide on-site coordination, registration, logistical and technical support
  • Prepare post-conference summary
  • Prepare status reports (progress, budget, etc.)
  • Provide a site search search in an effort to secure adequate and appropriate housing for conference participants
  • Provide meeting rooms, audio visual equipment, supplies, and services incidental to the conduct of conferences
  • Prepare and distribute invitations
  • Coordinate registration fees and pre-conference distributions, with the ability to handle online registrations
  • Establish message centers
  • Provide evaluation and statistical analysis support
  • Record and transcribe proceedings
  • Provide and operate audiovisual equipment
  • Provide simultaneous foreign language interpreters as required with an immediate response time
  • Provide coordination and implementation of third party participation as requested at the task order level
  • Provide collection management if third party payment
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, which may include briefing materials, spreadsheets, PowerPoint presentations, preliminary agenda, travel and hotel data, and instructions concerning financial arrangements
  • Prepare materials for distribution at the conference, which may include the final agenda, list of participants, notices of special functions, name badges, reference materials, program booklets, and negotiated contracts (hotels, interpreter, transportation, etc.)
  • Assist with preparation of program documentation. Program documentation ranges 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 participants
  • Provide services such as creating docs, collating, editing, reproduction, and delivery and mailings
  • Assist with preparation of abstract papers and/or publication of proceedings
  • Arrange for translation of documents, negotiate contracts for translators, English and foreign language as well as 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 and meetings to assist the scientific program staff and other government agencies in accomplishing a variety of research and administrative responsibilities. This contract cannot be used for temporary services or unrelated administrative support services.

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

  • Provide administrative support for conferences, workshops, symposiums, focus groups, meetings, and site visits
  • Perform editing and publishing of newsletters, brochures, and pamphlets
  • Design graphics for newsletters, invitations, brochures, pamphlets for research, etc.
  • 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 shall only be used in support of a conference, meeting, focus groups, scientific research, studies, etc.

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
  • Work with the Task Order COR to determine any IT security violations, the site content, site concept, target audience, site goals and ideas for conference and meeting presentations
  • Provide text and graphic design/conversion for conference and meeting support only
  • Use documents/graphics provided by NIH and other Federal agencies or write or edit new documents/graphics for inclusion on the sites. All documents shall be edited and proofread by editorial staff to ensure the highest quality control
  • Create new art, integrated into site using HTML (hypertext markup language), record and digitalize audio, and program and integrate databases for the design
  • Convert images, audio, or video as requested for services that require databases. Work with the Web Site Manager/Task Order COR to design databases. The Contractor shall be able to use current technology to make it platform independent such as creating databases, JAVA, CGI scripts, and templates or cascading style sheets to create or redesign web pages. The Contractor shall keep-up-to-date and apply new technologies to websites when these features are available to all browsers.
  • Provide technical support for site maintenance and tracking. This shall include validation of code and links; testing site on the most frequently used browsers and various platforms; publicity of site through search engines and metatags; and tracking of site usage and accessibility with daily user statistics and online surveys
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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