ML20199H819
| ML20199H819 | |
| Person / Time | |
|---|---|
| Issue date: | 01/28/1998 |
| From: | Wiggins E NRC OFFICE OF ADMINISTRATION (ADM) |
| To: | Perry V AFFILIATION NOT ASSIGNED |
| References | |
| CON-FIN-J-2057, CON-NRC-03-94-028, CON-NRC-3-94-28 NUDOCS 9802050129 | |
| Download: ML20199H819 (13) | |
Text
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O e-4 UNITED STATES g
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NUCLEAR REGULATORY COMMISSION e
WASHINGTON, D.C. 205$5-0001
'JD : 8m ES, Incorporated AT1N: Dr. Vincent Perry 113315th Street, N.W., Suite 1250 Washington, DC 20005 2170
Dear Mr. Perry:
SUBJECT:
CONTRAC1 NO. NRC 03 94 028 TASK ORDER NO. 5 ENTITLE 0 TY 1998 NRC ANNUAL REGULATORY INFORMATION CONFERENCE" In accordance with Section G.4, Task Order Procedures, of the subject contiact, this letter definitires Task Order No. 5 with an established cost ceiling of $30,513. This offort shall be performed in wr.ordance with the enclosed Statement of Work and the contractor's technical proposal dated January 2't,1998.
Task Order No. 5 shd be in offact from January 28,1997 through April 30,1938, with a total cost ceiling of $30,513. The amount of $28,813 represents the total estimated reimbursabis cost, and the amount of 41,900 represents the fixed fee.
Accounting Data for Task Order No. 5 is as Iollows:
B&R No.:
82015-1130 3C Job Code No.:
J 2057 APPN No.:
31X0200.820 DOC No.:
252A FFS No.:
NRR9402805 Obligated Amount:
630,513 The following individualis considered to be essential to the successful performance of the work hereur. der: Vida Smith.
The contractor agrees that such persorenel shall not be removed from the effort under the task order without compliance with contract clause H.1, Key Personnel.
Your contacts during the course r ' the tan arder are:
Technical Matters:
Sharon Bell Project Officer (301)415 1217 Contractual Matters:
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Area M. Hughes,
Coi, act Specialist (301) 415 6526 l'
khhll 9802050129 8 128 PDR CONTR NRC-03-94-028 PDR (rp
2-Contract No. NRC 03 94 028 Task Order No. 5 The issuance of this task order does not a.nend any terms or conditions of the subject contractiincluding the contract ceiling amount of $206,477.
Please indicate your acceptance of this task order by having an official authorized to bind your organization, execute three (3) copies of this document in the space provided and return two (2) copies to the U.S. Nuclear Regulatory Commission, ATTN: Ms. Anita Hughes, Division of Contracts and Property Management, T-712, ADM/DCPM/CMB2, Washington, DC 20055. You, should retain the third copy for your records.
If you have any questions regarding this matter, please contact Anita Hughes, Contract Specialist, on (301) 415-6526.
Sincerely,
,$l.& As&
lois J. Wiggins, racting Officer Technical Acquisit Branch No. 2 Division of Contracts and Property Management Office of Administration
Enclosure:
As stated AyCEPTED:
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E V e President TITLE January 30, 1998 DATE l
l
a4xr imC-03 94 Ol8 with LS. Int Sta.
f Wor 6 for lek order No b tntitled l
- FY 1998 Regulatery information Conference (RlC) Support"
-1; BACKGP.0' ND J
-NRC's Office of Nuclear Reactor Regulatfon (NRR) sponsors an annual Regulatory
" ' 'InfofmAt"i6n"C6rifersnde (RIC)"to ' fos'ter a better Onderstanding of' technical-issues between industry and the NRC and to improve _ communications with the industry on NRC's. safety initiatives and their bases. The FY 1998 RIC is schedulcd for April.14-15, 1998 at the Capital Hilton Hotel, Washington, DC (her.einafter. referred to as "the Hotel".)
2.
OBJECTIVE The objective of this task order is to obtain specialized conference planning expertise.to assist NRR in planning and conducting the FY 1998 RIC.
'3.
TECHNICAL AND OTHER SPECIAL QUALIFICATIONS REQUIRED The contractor personnel shall haw demonstrated overall axperience and capability to provide assistance in conference planning and actual experience-in assisting at-conferences.
4.- WORK REQUIREMENTS AND SCHEDULE-The contractor shall provide support to NRR in conducting the April 14-15, 1998. RIC:at the Capital Hilton Hotel in Washington, DC.
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-The-work-to be completed'and due dates are as followsi 1 Kickoff Meetina January 3L 19.93 The. contractor'sConferenceCoordinatorshallmeetwiththeNRCProject 0fficer,(PO)~ and the Hotel representative at the Capital Hilton Hotel concerning participant registration, setup of the rooms, and arrangement
-for audio-visual requirements.
- [L NRC Provided' Artwork / Plastic Eidge Holders / Ribbons January 3L 1923
.At the January 30, 1998 " Kickoff Meeting. NRC will provide camera-ready artwork.on,e(1),dD0)andalistofNRCRIC'~stafffo'r'theconference' (approximately 1.
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Cont ract Numtor WC-03 94-078 m th [5. Inc -
Statetnent of ixri f or Tau Cr&r fa $
tr. titled "fY 1998 Regulatory information Conference (RIC) Support' L Reaistration cards a rr.r Thursdav m rebruarv nu
-1 98 thrceah 6EC11 L 193
" ('1 ) b gistr'ation" cards will be submitted by conference attendees directly to the Capital Hilton Hotel to obtain hotel accommodations.
lhe contractor shall pick up these registration cards from the Hotel every Thursday for eight (8) weeks. from February 19, 1998 through April 9. 1998.
(2) The registration card forniat includes the attendee's company name.
The contractor shall maintain an accurate accounting of tne registration cards received and shall review eacc registration card for completeness.
In cases where data is missing, the contractor shall contact the attendee and request the missing information.
L Reaistration Statistics tyen Thursday by f Dj beatnnina february 1L 192 thtcut Ant 11 L 192 (1) Using the iniormation provided on the attendee registration cards, the contractor shall develop a computerized database on all registrants, including company categories identified on registration c.ards.
There will be approximately ten (10) affiliation categories.
(3) The conference registration statistics shall be provided in one (1) hard copy and a computer disk to the NRC P0 each Thursday by 4:00 PM.
for eight (8) weeks from February 19. 1998 through April 9. 1998.
The reports shall consist of two alpr.abetical lists of all attendees and a list of participants by company name registered in each affiliation category.
Exampies of categories are: nuclear utfif ty representatives, representatives of manufacturers. vendors. law firms or contracto's for the nuclear industry, other goxrnment agencies, natfonal laboratorles. foreign organizations. or research organfzatinns.
L Honthly Business Letter Reports rebruary 2L turr.n 2L and ear 112L 193
< The contractor.shall_ provide.a. Monthly Business Letter Report (MBI,R) for
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February. March and April.1998 in the format specified in the basic contract. The final MBLR shall include recommendations for improving the RIC.
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., -.. ~., _ - -
' Lotittatt IMit>er NRC-03 94 028 with Ls. lto Statt:eent 01 Wor k f or la4 Orrier tva.b Entitled
- FY 1W8 hegulatory information Conference (RIC) support" 4
1 E.. 11E List thech IL 1928
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Osing the iist' of' reg'istWnts fdF ths FY 1998'RIC.' the contractor'shall identify and provide two lists of JVIPs" to the NRC PH by 4:00 PM. March
-12. 1998.
The reports shall consist of two alphabetical lists of attendees registered. _ One shall-be sorted by name an'; the other shall be Lsorted by company name.
= L Tdit/ Proofread Conference Documents thttu 24.25. 25 and 2L 1928 i
The Contractor shall perform non technical editing (proofreading).of conference proceedings view graphs, and final program.
(The quick l
turnaround requirement for this activity will require contractor personnel to'be on-site at NRC Headquarters. One White Flint North Building. 11555 Rockville Pike, Rockville. HD for_4 days).
IL last Minute Reaistration thrsh 3L 1228 I
throuah anrtlIL 1226 7
i
- The contractor shall directly. receive telephone inquiries from last-minute conference registrants and-shall either respond to the inquiries or-forward them.to.the Hotel.'as appropriate.. The contractor:shall: consult with the NRC P0 on any questions-for which either the hotel or the 1
The contractor shall provide contractor are unable to provide a-response.
one individual dedicated to handle last minute registration and other
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requests for the period March 30. 1998 through April 10. 1998.'
j l-L.. Conferente Name Badaes entil2throuch eat 11'1L 1993 L
(1): Using-the NRC provided artwork, the contractor shall ' produce a name tag:for each registered conference attendee, as well as each NRC RIC
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L staff (i.e.
room monitors etc.) and each of-the contractor-personnel-1
- on site April 13. 14 and.15. 1998.
.(.2)' Using the<NRC provided art work. thew ontractor shall prepare.name...
m tag inserts as fallows: The' inserts shall be on a white background i
with blue NRC logo.
The registrant *s name and company name shall be
-- bl ack.
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conts act-Onber kKC 03 94 028 oth L5, Inc Staf ment of Wori ter losi Order i,a b i
Entitled l
W 1998 Regulatory infonut100 conference (RIC) support"
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- Payment for meals shall be indicated by placing either "Ml&2" or
'H1" or *H2" in the lower right: hand corner of each badge to.
l Indicate if meals have been purchased by the participant for both
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g contractor shall insert each name tag into an NRC orovided plastic-badge sleeve ~ and affix the NRC provided ribbons, as applicable,
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Pre-registered participant badges shall be prepared prior to-the 1st day of the conference-to avoid delays during registration.
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-(3) Attendae badge information shall include the attendee's name and either the company name or the federal agency name, a
(4) The contractor shall prepare name badges for its contractor.
t personnel, pre-registered attendees, and the NRC RIC staff prior to the conference, Name badges for walk in registrants shall-be j
prepared on-site 'at the conference during the conference registrations periods, j
i i 20d 80uQd YlE Invitations acrtl L M The contractor shall provide similiar lists as done under item F. for the period March 12. 1998 through April 2,1998. The contractor shall.
identify and provide a second list of ' VIP's".to the NRC PM by 4:00 PM,
[
April 2, 1998.
L Soecial Pre-reaistration [Atd Pick-UD aedl fi. M The contractor shall provide one (1) special pickup at the Hotel of_ pre-i:
. registered attendee cards for incorporation into the preliminary attendance list-L L Tie-Down' tbetina Acral L M The contractor Conference Coordinator shall participate in a 1/2 day pre-
. conference / tie down meeting with the principal staff of and at the Hotel with the NRC P0.
4 1 Statistical'.Information A:nl L 2 r2
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m gg At the " Tie _Down" meeting on April 7. 1998, the contractor.shall provide to' the NRC_ P0 pre-registered attendee statistical information for'use in L
the conference opening remarks and again by noon, April 15, 1998 for use f
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Oint s att Nunh i hkC 0M 0;'6 o t h L L. lin..
st st rwn' of er k inr leu la W !. 4 b intitled "FY 1998 Reguhtory infonution conference (R!CJ Support" in the conference closing remarks.
il. Pre oald Meals List tr tl L 122B The contractor shall provide an alphabetically sorted list of attencee's who have pre paid for meals at the " Tie Down" meeting.
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- 0. Final List of Presenter Names ancil L 1923 NRC will provide a final list of presenter names for badges and tent covers to the contractor at the " Tie Down" Meeting.
fL Camera ready Pre Reaistered Conference Attendees Lill antil L 1228 By 4:00 PM. April 7.1998, the contractor shall provide a final camera-ready listing of all pre registered conference attendees (one sorted by first name of the individual and one sorted by company name) to the NRC P0 in one (1) hard copy together with a computer disk.
Q. Printed Pre-Reaistered Attendees Liit ancill M NRC will deliver 1.000 printed copies of the pre-registered attendees list to the contractor staff on site at the Capital Hilton on April 13. 1998.
IL Final Walk-Throuah Meetin9 odd acc111L 1928 fledd IAble invitations The contractor Conference Coordinator shall participate in a final logistics walk-through with the NRC P0 on-site at the Capital Hilton Hotel from 3:00 PM to 5:00 PM on April 13, 1998.
NRC will provide the 2 rid round head table invitations for inclusion in the appropriate registration packages.
L Directional S190'i antil IL 1928 The contractor shall place all conference directional signs and position
.the message board outside the designated conference " message center" Lbetween 3:00 and 4:00 PM on April 13. 1998.
L. Reaistration Booths. Conference Sions. Used Badae Boyes Anco 12 tnc~e 6ttil E 1223 l
-(1) The contractor shall provide and set _up six (6) registration booths 5
Contim t tumlies fE03 94 026 v. i t h L';. J K Sta1 & nt of vlOr6 t o: IMl Order N 0 intitled
- f Y 1998 Regulatory lnformation Conference GlC) Support" in the registration area at the Hotel.
Two booths shall be marked
" PRE-Registered", two booths are to be marked " Walk +1ns", one booth shall be marked " Government Attendees", and one booth shall be marked " Meal Ticket Purchases".
One of each of the registered tod-walk-in booths shall be clearly marked A K and one each shall be marked L Z.
(2) The contractor shall arrange for these booths to be assembled and setup at'the Ca'pital Hilton as follows:
by 4:00 p.m. April 13. 1998 for registration from 5:00 p m. to 9-00 p m.
by 7.00 a.m. April 14. 1998 for reg 1stratton from 7:00 a.m. to 6.00 p.m.
by 7:00 a.m. April 15. 1998 for registration from 7:00 a. m. to 12.00 Noon (3) The contractor shall create and place six (6) boxes for collection of name tags. Two boxes shall be placed at the top of the main stairs leaving the Capital Terrace and two (2) adjacent to the elevators and rear stairway. These boxes shall.be labeled *NOT RETURNING 7 DROP NAME TAGS HERE".
These boxes shall be placed beginning by Noon cn April 14, 1998.
L Reaistration Acnti1315.1928 (1) for each of the following time periods, the contractor shall provide eight (8) individuals to perform registration at the Hotel:
April 13. 1998 from 4:00 p.m. to 9:00 p.m.
April 14. 1998 from 7:00 a.m. to 6;00 p.m.
-April 15. 1998 from 7:00 a.m, to 12:00 Noon (2) The contractor personnel shall perform the following registration actions:
a.
Ensure that each attendee is registered in an efficient, effective, prompt, and courteous manner.
The contractor shall ensure that its staff have knowledge of the conference time schedules. rooms etc. in order to answer attendee questions.
b.
Ensure that the name badge information is accurate and that
' spelling is ~ verified.
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c.
Ensure that the registration booths are ccatinually staffed during the above registration time periods.
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Contret NaSer tRC 03 90028 with L5. Inc Statrent of Wor k f r r f ast nrder Nd a
intitled
- f Y 1998 Regulatory Information Conference (RIC) suwart' Ld.
Ensure that name badges are prepared and packages are distributed to registrants.
~
. j.
e W '@istpred attendee' packages alphabetically to ensure '
efficient and pronpt distribution of packets.
- f. - Ensure that the contents of the registration packages are-complete.
L,
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y Conference Loaisties Suncort Acttl I L iL 19.38 (1) The contractor snall provide the following logistical support during the conduct of the RIC:
l-Operate overhead projectors
-Distribute 0&A cards during 0&A periods
-Flip view graphs or operate slide projectors
-During 0&A periods, provide portable microphones to attendees
-Support NRC room monitors (all day, botirdays of RIC)
-Assist in the Conference Message Center or other areas of RIC as needed when sessions are not being conducted in meeting rooms
-Alis'er questions from attendees
-Troubleshoot (e.g. Contact hotel or NRC staff to assist with problem-resolution, such as, unruly or disorderly individuals.)
-Distribute attendance list to attendees (2) Assignment of the above 12* personnel shall be as follows:
-1, " Presidential Ballroom" 4 individuals total (2 of the 4 may be used-to do the overhead projection and/or 35mm slide projection and 2,may be used for questions & answers from the audience).
- 11. "Conaressional/ Senate Room" theting Sessions & Post-Luncheon Activities '4 individuals. total (2_of.the 4 may be used to do the overhead projection and/or 35mm slide projection and 2 may be used f' luestions & answers from the audience).
=
,, _...i.ib,." Federm ALB Boom" 2 individuals-(1 may be used to do the-
- 1..
.t overhead'projEctiori'and/or 354 blids prbje'ctfon'and Tihat be' used for questions & answers from the audience).
iv. " South American A/_B Room" 2 individuals (1 may be used to do the
- overhead projection and/or. 35mm slide projectiori and 1 may be
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Lontratt kr0er tM OMO OFE wtIh l',,
leu st ist tent of W:n 6.10 T el n. der No 5 1.tditled "lY 1998 Regulatory Information Conference (RlO support" used for questions & answers from the audience).
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- The above twelve (12) staff are in addition to the registration sta'ff.
Ail 12' "of't;'e 'Individ0 Alt ~ shall'be inter-changeable and may, as needed, be reassigned to any of the above positions. NRC will provide a room monitor for each of the four meeting rooms to coordinate the activities in that room and assist, whenever necessary with "O & A" sessions,
'bL REGISTRATION ~ BOOTH REMOVAL and CLEANT '
acr_tl 12 1.
The contracto~ shall commence dismantling, removal and return of the six (6) registration booths at 1:00 PM on April 15, 1998.
l 2.
The contractor shall conrnence packing leftover conference materials in NRC provided boxes by 5:00 PM on April 15, 1998. Note: NRC will transport these materials back to NRC between 6:00 PM to 8:00 PM on April 15, 1998.
L Final RIC Attendance Statistics acr_1.11 E The contractor shall provide the NRC P0 with final statistical information on attendance at the conference by 4:00 PM o April 16, 1998.
L Final fl 1938 BlC Attendance Lists enr_tl 2L 1216 The contractor shall provide the NRC P0 with the final attendance lists (one by last name of individual and one by company) and provide these lists in one (1) hard copy together with a computer disk to the NRC P0 by 4:00 PM on April 23, 1998, for printing by the NRC.
!L DEllVERABLE_S' A.
Monthly Letter Business Report February 27. 1998 March 31. 1998 April 30.1998
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B.
RIC Registration Statistics Each Thursday February 10 1998 treoagn April 9.
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.C.
' VIPS' Lists March 12. 1996 8
7 Contract tuber flRC-UJ41-0?H with Lt t ric St atwent M Work f or lost Drder fu 5 lot it h4
- FY 1938 Regulatory Information Conference (RIC) Support" D.
Sample Name Badge April 2. 1999 4
E.
2nd Round of " VIPS" lists April 2. 1998
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F.
Pre-Registered Attendee Statistics 4 PM. April 7. lWo G.
F1ral Camera Ready Pre Registered April 7. 1998 RIC Attendee List H.
Pre paid Heals List April 7. 1998 1.
Pre registered Attendee Name' Badges April 13.1998 J.
Draft Attendance Statistics By noon April 16. 1998 K.
Final Attendance S atistics By 4 PM. April 16. 1998 L.
Final participants attendance list W,h disk (camera-ready)
April 23. 1908 fi MEETINGS 68P TRAVEL A.
Meetings The contractor's Conference Coordinator shall attend the following meetings at the conference site (Capital Hilton) on the following:
Kickoff January 30, 1998 Tie Down April 7. 1998 Final Walk-Through April 13. 1998 B.
Messenger Trips:
To the Capital Hilton Hotel o
Five (5) round trips from the contractor's racility to.the conference site (Capital Hilton) are anticipated.
3 o To NRC Headquarters in Rockville. MD Four (4) round trips from the contractor's facility to the NRC.
9
Contract Number fRC J3 94 0?8 nth Es. Inc.
statteent of. Wort for Tast Order fio 5
[ntitled
'*f.Y 1998 Regulatory Information Conference (RIC) support" C.
On Site NRC H0 effort hourdays=forone(1)personon-site (NRCH0s)foredMing, i
s x
7.;:NRC-FURNISHED MATERIALS NRC will furnish the following materials. All other materials and supplies
-will be provided by the. contractor.
I A, Plastic badge holders January 30. 1998' (1,000 plastic sleeves with clip)
.B.
Camera-ready artwork January 30. 1998 2
and.sampl_e name badge C.
Presenter, NRC staff and January 30, 1998 contractor staff bidge ribbons t.
D.
List-of NRC attendee-names for April 7, 1998 use in making badges Eb -Presenter _ names for tent cards and badges -
April 7.-1998:
F. _ Printed pre registered Aprit-13,1998 1
List-of Attennes (1,000 copies)-
Direcional signs Head table invitation letters Speaker boards 7 Proceedings and programs LG.
' Boxes for packing leftover conference materials-
_ April :15.1998
- 8. _ COMPUTER DISKS.
_ Computer software used for.the lists shall be compatible with software
-programs already'available at NRC.
![. PERIOD 0f. PERFORMANCE 4...
.s..
The. period of performance for Task O'rder No.
5 shall commence on January 27.
~ 1998 and expire on April' 30,1998.
10
Contract Number imC 03 94 028 with LS. Inc.
Statement of Work for Tad Unier No b (ntitled i
- fY 1998 Regulatory Information Conference (RIC) Support
- 1.' tICENSE FEE RECOVERY l
The. work under this task order is not. license fee recoverable.
1 s.
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