**Statement of Work**

**NCI-Mouse Models of Human Cancers Consortium**

**Steering Committee Meeting**

**Bethesda, MD**

**January 7 -- 9, 2008**

**Background**

The NCI-Mouse Models of Human Cancers Consortium (NCI-MMHCC), Division
of Cancer Biology, NCI plans a 2.5-day meeting for January 7 -- 9, 2008.
The meeting will take place at the Hyatt Regency-Bethesda, 1 Bethesda
Metro Center, Bethesda, MD 20814. There will be approximately 20 invited
speakers and guests (domestic travelers) for the meeting, and about 120
meeting participants at the hotel. The invited speakers and guests will
be reimbursed for their hotel accommodations, airfare, per diem, and
ground transportation per Federal Travel Regulations (FTRs); per diem
will be reduced by meals provided. The meeting participants will pay
their own hotel and travel expenses (no reimbursements).

The hours for the meeting at the Hyatt Regency-Bethesda are**:**
3:00-7:30 PM on Jan. 7^th^, 7:00 AM -- 7:30 PM on Jan. 8^th^, and 7:00
AM -- 1:00 PM on Jan. 9th.

**STATEMENT OF WORK**

Funding for this Task Order will be obligated in 2 segments: June 2007
and November 2007.

**PRE-MEETING:**

**[Hotel]{.underline}**

-   Pay the hotel deposit for the meeting site and administer the
    contract with the hotel.

-   Establish a room block of 75 sleeping rooms for travelers for 2
    nights (Jan. 7^th^ and 8^th^), 3 sleeping rooms for Jan. 6^th^, and
    5 sleeping rooms for Jan. 9^th^.

-   Reserve a main meeting room for 2.5 days that is sufficiently large
    to accommodate 120 participants; primary seating should be a
    U-shaped table for 50 participants with perimeter seating for about
    70 attendees, with a lectern and a projection screen facing the
    participants.

-   Reserve space for viewing 15 scientific poster boards (for 30
    posters); posters will be put up after 3:00 PM on Jan. 7^th^, and
    removed by 12:00 PM on Jan. 9^th^.

-   Provide light refreshments for the initial science and poster
    session from 4:30-7:30 PM on Jan. 7^th^ for approx. 120 attendees.

-   Ensure that coffee/tea/soft drinks/bottled water are available
    throughout 2.5 days**.**

-   Provide continental breakfasts for Jan. 8^th^ and Jan. 9^th^,
    morning and afternoon breaks for Jan. 8^th^, and a morning break on
    Jan. 9^th^ for approx. 120 attendees.

```{=html}
<!-- -->
```
-   Coordinate with the Director of Sales at the Hyatt Regency Bethesda
    Hotel, Ms. Mireille Dizard, Direct Line: (301) 657-6406; FAX: (301)
    657-6478, <mdizard@hyatt.com>

-   Ensure that the hotel receives appropriate Federal tax-free
    documentation.

**[Logistics]{.underline}**

-   Make direct telephone contact with speakers and their travel
    coordinators to ensure that they understand all travel arrangements
    and the extent of reimbursement.

-   Solicit travel information from speakers, and develop detailed
    travel itineraries.

-   Provide speakers with prepaid tickets, by courier or postal service,
    in advance of travel, if possible.

-   Provide a registration website at least ten weeks prior to the
    meeting.

-   Coordinate all pre-meeting mailings (email and/or postal service)
    and provide logistical and informational support for the meeting
    participants.

-   Prepare pre-meeting and meeting packages for participants, to
    include an agenda, participant list, and other materials as defined
    by NCI-MMHCC staff; send to participants (email and/or postal
    service), and provide during the meeting.

-   Mail meeting notices and updates to participants (email and/or
    postal service)

-   Prepare name tags, name tents, and meeting folders, including
    agenda, participant list, and other duplicated materials as defined
    by NCI-MMHCC staff, no later than [January 3, 2008]{.underline}

-   Prepare any necessary paperwork related to the meeting as stipulated
    by NCI-MMHCC staff.

**MEETING:**

-   Provide microphones for every 2-3 participants seated at the main
    U-shaped table. Provide 2-3 free-standing microphones for use by
    participants in the perimeter seating.

-   Provide a lavaliere microphone for lectern presentations.

-   Provide all necessary audio-visual (AV) equipment for the meeting
    room (LCD projector, laptop computer, laser pointers, overhead
    projector).

-   Provide a wireless Internet connection in the meeting room for the
    entire 2.5 days.

-   Provide one (1) audio-visual technician. This must be a
    knowledgeable audio-visual technician to be available during the 2.5
    day meeting to set up and run PowerPoint presentations, using an LCD
    projector and laptop (PC- and MAC-compatible) computer system. The
    Government's preference is Mr. Carey Anthony Brown from C.A. Brown
    Enterprises, Inc. His telephone number is (954) 501-4086; email is
    [red97sscam@aol.com]{.underline}. This is provided for information
    purposes only and is not considered restrictive for proposal
    purposes.

-   Determine and pay costs for appropriate support services during the
    2.5 day meeting, including 2 people at the registration desk to
    assist participants and register attendees.

**POST-MEETING:**

-   Reimburse speakers for ground transportation and other
    travel-related expenses as permitted under Government FTRs and
    Government policies.

-   Provide post-meeting services to include contacting all speakers to
    ensure that all travel and per diem costs are submitted and
    reimbursed; these services should extend for 3 months after the
    conclusion of the meeting.

-   Provide meeting materials packets or information (by e-mail and/or
    postal service) to those meeting participants who request them, but
    were unable to attend the meeting.

-   Provide NCI-MMHCC staff with a Word document list of all
    participants at the meeting and their contact information based on
    final registration.

-   Return all unused meeting materials.

**[Deliverables]{.underline}**

-   Logistical information that is prepared and mailed or emailed to the
    participants.

-   Participant name tags, name tents, meeting folders, etc., approved
    and prepared no less than **3** days prior to the meeting.

-   Participant packages, final participant list, agenda, etc., approved
    and prepared no less than **3** days prior to the meeting.

-   Professional Service Contract (PSC) equivalents provided to the
    invited speakers at the end of the meeting.