Office of U.S. Foreign Disaster Assistance, Washington, DC 20523-8602. An action for the USAID program

R -- CONFERENCE COORDINATION DUE 020700 POC Anita Menghetti, Tel: 202-712-4946/Contracting Officer, Carol Chan, 202-712-0841 WEB: http://www.info.usaid.gov/procurement_bus_opp/procurement/announce/cbd, http://www.info.usaid.gov. E-MAIL: http://www.info.usaid.gov, cchan@usaid.gov or amenghetti@usaid.gov. The U.S. Agency for International Development (USAID), Office of Foreign Disaster Assistance (OFDA) requires the services of a contractor to coordinate the logistical and administrative details of the USAID/BHR/OFDA biennial conference that is tentatively planned to take place in late June 2000. The conference is for two (2) days with an estimated 200 participants. The contractor will be responsible for providing the following: In synopsis, obtain an appropriate venue for the USAID/BHR/OFDA-NGO conference and arrange all logistical, physical, audio-visual, guest travel, information and promotional materials production and dissemination (pre/post and during the conference) requirements, including: I. OBJECTIVE: Obtain competitive bids from three (3) hotels that are all Metro accessible, in the D.C., Virginia, Maryland metro area, preferably for late June 2000, and reserve one of the three, provide liaison between OFDA's NGO/IO/Donor Coordinator and the hotel. OFDA must concur with the final selection ofhotel. Contractor's proposal shall contain an estimated price. The Contractor shall be reimbursed on actual cost not to exceed the proposed price quote. The contractor complete the following: A. Make all scheduling arrangements with the hotel for room needs, audio-visual support, refreshments at breaks, securing a block of hotel rooms (participants will be responsible for all bookings, payment and other incidentals related to travel and attending conference) and be on-site during the conference; B. The production, printing and securing OFDA sign off on all text materials related to the conference, be they printed or electronic, including programs, folders, directions, hotel maps, listings of local restaurants/attractions/services, name tags, speakers' name plates, event identification boards and required document reproduction during the event; C. Mailing/or design and maintenance of web based, initial announcement-registration form and receipt and collection of replies, coordinating with OFDA in the design of the announcement, the collating and appropriate documenting of all affirmative responses and conducting a follow on mailing of conference materials and proceedings to all registered participants; D. Arrange for the travel of invited speakers and panelists including securing tickets, providing hotel lodging and meals and incidental expenses (M &IE) pursuant to the Department of State standardized regulations covering allowed hotel bill and per diem. (Approximately six (6) invitational travel invitees will come from Europe and four (4) from the US). II. DELIVERABLES: Hotel reserved, all logistical support arranged, all announcements, materials and proceedings produced and sent, all support documentation produced. This is a fixed priced purchase order. The Contractor shall provide the services described in Section I above, not to exceed a fixed price. This notice is a request for competitive proposals. The Government will not be responsible for any cost incurred in responding to this notice. See Note 1. Posted 02/01/00 (W-SN420627). (0032)

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