**Statement of Work**

**Conference Facility for the 2006 NIA Winter Retreat**

**A. Background**

The National Institute on Aging (NIA) requires a conference meeting room
for 72 scientists for two consecutive days during the period of December
4-6, 2006 (December 4-5 preferred) from 8:00 am-5:00 pm each day for the
Institute's Annual Winter Planning Retreat. The Winter Retreat is a two
(2) day time only meeting designed to discuss NIA's current research and
proposed future research initiatives. No overnight stay is required as
participants travel to and from the meeting site each day.

**B. Purpose and Objectives of the Procurement**

To secure a conference facility that will accommodate 72 scientists in
an environment conducive to scientific exchange and located off site of
the NIH campus (away from day-to-day office distractions).

**C. Contractor Requirements**

These two (2) day time only retreat days require a meeting room set up
**classroom style** for 72 attendees (with 10 additional chairs in the
rear of the room). It is important that the conference facility be local
(within 50 miles of Bethesda) and as conveniently located as possible
for staff commuting from Baltimore, MD. Conference facilities in
Columbia, MD, have worked reasonably well for staff from both the
Bethesda and Baltimore campuses in the past. Continental breakfast
should be available from 7:30 am-8:30 am each morning. A morning refresh
with coffee, decaf, and hot water for teas and hot chocolate should be
available for the AM break between 10:00 am-10:30 am. Participants will
obtain lunch on their own. The conference facility should provide a
listing of local restaurants preferably within walking distance of the
meeting venue. The PM break generally held between 2:30 pm-3:00 pm
should include a heart healthy variety of light refreshments (e.g.,
fresh fruits, vegetables, and dips) and a variety of beverages: sodas,
bottled water, coffee, decaf, and hot water for teas and hot chocolate.

The facility must also be capable of providing the following audio
visual (AV) equipment:

> LCD projector package (LCD projector, projector stand, tripod screen
> to accommodate room, and extension cords);

Podium with microphone;

Wireless microphone;

Four (4) channel mixer;

Wireless Internet connection; and

Flip chart and markers.

AV technicians should be available to assist with the initial connection
between the laptop (provided by the NIA Office of Planning, Analysis,
and Evaluation (OPAE)) and the LCD projector (provided by the Conference
Facility), and provide on-demand AV support as needed for equipment
failure and/or compatibility problems.

Additionally, we want to ensure that the conference room does not have
high ceilings. One NIA staff member has a hearing aid device and rooms
with high ceilings undermine the effectiveness of the device. The
Conference site must be able to take messages for attendees and relay
messages to the responsible government manager as well as send faxes and
produce copies of materials as needed. The facility should be able to
provide adequate free parking for 72 vehicles.

**D. Government Responsibility**

The government is responsible for the development of the agenda,
presenters, and providing a final number for catering staff relevant to
food and beverage service.

**E. Reporting Requirements and Deliverables**

The Winter Retreat will be held during the first week of December 2006.
The Contractor will submit the final bill to the Government within two
weeks after the conclusion of the Winter Retreat.

**F. Program Management and Control Requirements**

Program management and control will be the responsibility of the
government manager.

**G. Inspections and Acceptable Criteria**

N/A

**H. Attachments**

N/A