Attachment_12-SAMPLE_TASK_ORDER_.pdf

ATTACHMENT #12

SAMPLE TASK ORDER

NOTE: The following SAMPLE TASK ORDER indicated in this Attachment is provided to assess the Offeror’s capabilities to conduct and fulfill the requirements of the Statement of Work for projects of similar scope and size to be issued under a contract awarded in response to this solicitation. Although the Sample Task Order will NOT be executed nor will awards be made for the Sample Task Order, Offerors are to include in their proposals a response that specifies the methods by which the Sample Task Order will be accompanied and the project management plan, with associated costs. Offerors should refer to the Additional Technical Proposal Instructions and Additional Business Proposal Instructions for guidance regarding preparation of their proposals.

CONTRACT TASK ORDER FORM

Contractor: Task order Title:

Contract No:

Task order No: Modification No: Task order Originator:

Contracted Task Area: Date Prepared:

Part I. INITIATOR’S REQUEST

A. General Information

1. Event Title: Identifying knowledge gaps and developing innovative strategies towards elimination of congenital syphilis

2. Dates of Event: 10/21/2019

3. Location: Bethesda, MD

4. Number of Attendees: 60

B. Task Description

This NIH-sponsored event will be held on October 21, 2019 in Bethesda, Md., within government space if available. The purpose of this event is to provide a forum to identify knowledge gaps and developing innovative strategies towards elimination of congenital syphilis.

The contractor will be required to provide conference support services for this effort, specifically, the contractor will be required to secure an appropriate venue for the event (ensuring that government space has been considered, used, or ruled out per the NIH guidelines), plan all conference logistics including lodging arrangement, conference set-up, provide travel planning support for attendees, and provide support for the creation and distribution of all meeting materials and graphics. Specific conference requirements are outlined below.

1. Site Selection and Lodging: The contractor is responsible for securing an appropriate conference facility (ensuring government space has been considered, used, or ruled out per the NIH guidelines) and lodging arrangements for 15 sponsored participants are made as well as a room block with a hotel for 40 attendees (room block is inclusive of the 15 sponsored participants). It is the preference of the government that lodging for all attendees be as close to the conference location as possible or at the conference location pending the event can be held outside of government space. Lodging arrangements will be required for 1 night per person.

For the purpose of this sample task order request please make the assumption that government space IS NOT available and this meeting must be held at a commercial facility (hotel/conference center).

The conference facility must be able to accommodate the following meeting room arrangements:

a. One plenary room to accommodate 60 people in the round or classroom set-up.

b. The conference facility must be close enough to a suitable eating establishment or the contractor must arrange suitable meal options are available

c. The plenary room must be modular and able to change throughout the day for different setups and breakouts.

2. Transportation and Travel: Round trip air transport and ground transport will be required for 15 sponsored participants. Of those participants, 5 will be traveling from Los Angeles, California (LAX), 5 will be from Boston, Massachusetts (BOS), and 5 will be from Houston, Texas (IAH). Each of these participants will arrive at the conference location the day before the meeting and depart the day of the meeting in the evening.

Lodging and Per Diem reimbursements will be required for all 15 sponsored participants.

3. Online Registration: An online registration mechanism is required for this conference.

Participants should be able to easily register for the event, obtain details regarding the event, and submit any special requests such as special dietary needs. The mechanism shall also be able to send email confirmations, reminders, and generate reports such as participant lists, registration reports, et.

4. Meeting Materials: The following pre-meeting and meeting materials are required for this event:

a. Welcome Letter to be sent to all participants and one specific for the sponsored participants (a draft of this letter should be provided with your proposal).

b. Hotel, travel, and ground transportation reimbursement form (a draft of this form should be provided with your proposal).

c. Meeting Packet: The contents of this packet will be provided by the government. All reproduction and distribution of materials will be the responsibility of the contractor. The meeting packet will contain approximately 15 pages (black and white text) and 70 copies will be required. The meeting packet will be distributed to participants and speakers upon arrival at the conference.

5. Graphics Support: The following graphics support is required for this event:

a. Directional Signs (X)

b. Badges (one for each registered participant)

c. Cover for the Packet (a draft cover should be provided with your proposal)

6. A/V Equipment: The following A/V equipment will be required for this event:

Equipment Number Needed Days Needed

Projector 1 1 4 mics for head table 4 1 2 mics for static stands 2 1 2 handheld mics for room 2 1 Sound system 1 1

C. Proposal

All offers must submit a technical and cost proposal for the completion of this meeting support/management and administration task order. The technical proposal should provide sufficient information regarding the methodology and approach for completion of all requirements of this task order. The proposal should include information regarding how the project will be organized, staffed, and managed. The technical proposal should also include the sample letters and graphics specified above.

The cost proposal should provide a realistic estimate of the total cost to complete the task.

D. Due Date:

CONTRACT TASK ORDER RESPONSE FORM

Contractor: Contract No:

Task order No: Modification No: Date Prepared:

PART II. CONTRACTOR’S RESPONSE TO TASK ORDER REQUEST

(The Contractor may attach additional sheets to this form to present requested data.)

A. Estimated Cost and Effort

1. Labor hours – list task order leader, specific individuals to be assigned, labor category, and estimated hours for each.

2. Labor costs – list by labor category and total.

3. Employee benefits

4. Direct material

5. Travel

6. Subcontracts

7. Other direct costs

8. Indirect costs

9. Total estimated costs for this Order

B. Detailed description of the approach to be used and of the deliverable(s). (Be specific.)