**Travel and Conference Support**

**Scope of Work**

**Initiator:** The NICHD serves as the Secretariat for the Iron and
Malaria Research Initiative. This Order requests travel and conference
support, as specified below, to enable NICHD to convene both technical
working group meetings and workshops.

**Proposed Period of Performance:**

The project will begin immediately from the effective date of the
contract and continue until August 1^st^ 2008.

**Summary Table: Anticipated Meetings for the Iron and Malaria Research
Initiative**

+----------+-------+-------+----------+---------+---------+--------+
| **Name** | **Da  | *     | **E      | **Anti  | **\# of | **S    |
|          | tes** | *Meet | stimated | cipated | At      | upport |
|          |       | ing** | Number   | Loc     | tendees | Re     |
|          |       |       | of       | ation** | Re      | quired |
|          |       | **D   | Att      |         | quiring | By     |
|          |       | ays** | endees** |         | Travel  | Cate   |
|          |       |       |          |         | Su      | gory** |
|          |       |       |          |         | pport** |        |
+----------+-------+-------+----------+---------+---------+--------+
| 1^st^    | April | 2     | 50       | Roc     | 13      | 1)Tr   |
| Meeting  | 2     | days  |          | kville, |         | avel-r |
| of The   | 4-25, |       |          | M       |         | elated |
| T        | 2008  |       |          | aryland |         | Tasks  |
| echnical |       |       |          |         |         |        |
| Working  |       |       |          |         |         | 2      |
| Group    |       |       |          |         |         | )Hotel |
| and      |       |       |          |         |         | and    |
| As       |       |       |          |         |         | Per    |
| sociated |       |       |          |         |         | Diem   |
| Workshop |       |       |          |         |         |        |
|          |       |       |          |         |         | 3)Con- |
|          |       |       |          |         |         |        |
|          |       |       |          |         |         | f      |
|          |       |       |          |         |         | erence |
|          |       |       |          |         |         | S      |
|          |       |       |          |         |         | upport |
+----------+-------+-------+----------+---------+---------+--------+
| T        | June/ | 2     | 15       | Roc     | 2       | 1)Tr   |
| echnical | July  | days  |          | kville, |         | avel-r |
| Working  | 2008  |       |          | M       |         | elated |
| Group    |       |       |          | aryland |         | Tasks  |
| Meeting  |       |       |          |         |         |        |
| 2        |       |       |          |         |         | 2      |
|          |       |       |          |         |         | )Hotel |
|          |       |       |          |         |         | and    |
|          |       |       |          |         |         | Per    |
|          |       |       |          |         |         | Diem   |
+----------+-------+-------+----------+---------+---------+--------+

**1^st^ Meeting of Technical Working Group and Associated Workshop**

A meeting of the first technical working group and associated workshop
entitled "Iron and Malaria Interactions: Synthesizing current knowledge
and identifying research gaps" will bring together approximately 50
leading investigators and health care providers from around the world.

**Date:**

> Workshop: April 24-25, 2008
>
> Technical Working Group Meeting: April 25, 2008
>
> **Location**:
>
> Hilton Washington DC/Rockville\
> Executive Meeting Center\
> 1750 Rockville Pike, Rockville, Maryland 20852

**Pre-meeting arrangements**

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

-   Mail meeting notices, updates and travel information to all
    participants (both email and/or postal service);

**Travel-related Tasks**

-   Make travel arrangements for approximately 13 invited participants,
    both in the United States and internationally

-   Purchase prepaid round trip economy class airfare or other tickets
    for travel of up to13 federally sponsored participants from both
    domestic and international locations to meeting site

-   Facilitate the procurement of visas for all meeting participants
    outside the United States and arrange for delivery of visas and
    passports, as needed

-   Solicit travel information from up to 13 members (speakers and
    technical working group members; participants located both
    domestically and internationally)

-   Arrange ground transportation modes for up to 13 speakers/working
    group members from their residence or home institution to the
    specified meeting destination. The contractor must be able to
    provide rapid response (as little as one hour) to changes in program
    and unanticipated events.

-   Make direct contact with the speakers/working group members to
    ensure that all arrangements are mutually understood concerning
    arrival times, accommodations, addresses, financial arrangements and
    any other special information that impacts on the visit.

-   Develop detailed travel itineraries for speakers/working group
    members (up to13) with a typed itinerary (arrival, departure,
    conference agenda, addresses, telephone numbers, ground
    transportation arrangements, air travel schedules)

-   Provide reimbursement upon receipt of expense statement for passport
    and visa fees and all other allowable travel costs and expenses
    incurred as authorized by Federal Regulations

> Please note all arrangements must be approved and confirmed by NICHD
> Secretariat staff.

**Hotel and Per Diem**

-   Arrange hotel-lodging accommodations for up to 21 participants (at
    the Hilton Washington DC/Rockville). All accommodations should be at
    Government Per Diem

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-   Please note: NICHD would like up to 9 rooms at Hilton Washington
    DC/Rockville from Wednesday April 23 - April 25^th^ (Depart April
    26^th^) for up to 9 technical working group members

-   Please note: NICHD would like up to 4 rooms at Hilton Washington
    DC/Rockville from Wednesday April 23 - April 24^th^ (Depart April
    25^th^) for up to 4 speakers

-   Please note: NICHD would like up to 4 rooms blocked off at Hilton
    Washington DC/Rockville from Wednesday April 23 -April 24^th^
    (Depart April 25th) for 6 participants who will be paying for their
    own hotel accommodations and meals

-   Please note: NICHD would like up to 4 rooms blocked off at Hilton
    Washington DC/Rockville from Wednesday April 23- April 25^th^
    (Depart April 26th) for 4 participants who will be paying for their
    own hotel accommodations and meals

    -   Pay appropriate per diem allowance (for hotel accommodations and
        meals) for the 9 Technical Working Group members and 4 Speakers
        who will be supported by NICHD

-   Please note: Provide Technical Working Group members per diem for 3
    nights

-   Please note: Provide speakers with per diem allowance for 2 nights

-   Please note: The additional participants will cover their own hotel
    accommodations and meals

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-   Prepare all required financial reimbursement forms for technical
    working group members and speakers (up to 13 participants) in
    advance of meeting and obtain signatures from participants at the
    meeting to enable timely reimbursement of expenses.

**Conference Support**

-   Utilize and pay for prearranged meeting space at the hotel to
    accommodate 50 participants for day 1 of the workshop (U shape)

-   Utilize and pay for prearranged meeting space at the hotel to
    accommodate for 20 participants for the technical working group
    meeting on day 2. Meeting room should be large enough for the
    members to sit around the same table (Round table)

-   Provide morning and afternoon snacks, coffee, and beverage breaks
    during any 4 hour working period or more for all attendees

-   Utilize and pay for prearranged conference equipment (including
    projection screen, powerpoint presentation equipment, podium, and
    microphones (for day 1: 1 standing microphone for observers and 3
    microphones around the table; day 2: 1 microphone)

-   Ensure on-site support in case of conference equipment failure

-   Utilize and pay for prearranged morning and afternoon beverages and
    snacks (for 50 participants on day 1 and for 20 participants on day
    2)

Please note all Logistics are to be confirmed by NICHD.

**Information for Estimating Hotel Costs**

**Post meeting arrangements**

Assist in the close-out of hotel expenses

Provide an expense report

**Additional logistical Needs**

-   If deemed necessary, provide honorarium to 10 Technical Working
    Group members in the amount of \$200 per meeting day (either
    face-to-face or via teleconference) for providing technical advice
    and drafting of a technical report on up-to-date knowledge in the
    area of iron and malaria.

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-   Please note: Members are to receive the honorarium at the end of the
    meeting (prior to departure to home location). For this 2 day
    meeting the total honorarium provided per member will amount to
    \$400.

**2nd Meeting of Technical Working Group**

A 2^nd^ meeting of the technical working group will bring together
Technical Working Members to provide technical advice and draft report.
The meeting is anticipated for June/July 2008.

**Travel-related Tasks**

-   Make travel arrangements for approximately 2 invited participants,
    located internationally

-   Purchase prepaid round trip economy class airfare or other tickets
    for travel of 2 federally sponsored participants from international
    locations to meeting site

-   Facilitate the procurement of visas for 2 meeting participants and
    arrange for delivery of visas and passports, as needed

-   Solicit travel information from 2 participants located both
    domestically and internationally

-   Arrange ground transportation modes for 2 working group members from
    their residence or home institution to the specified meeting
    destination. The contractor must be able to provide rapid response
    (as little as one hour) to changes in program and unanticipated
    events.

-   Make direct contact with the 2 participants to ensure that all
    arrangements are mutually understood concerning arrival times,
    accommodations, addresses, financial arrangements and any other
    special information that impacts on the visit.

-   Develop detailed travel itineraries for 2 participants with a typed
    itinerary (arrival, departure, conference agenda, addresses,
    telephone numbers, ground transportation arrangements, air travel
    schedules)

-   Provide reimbursement upon receipt of expense statement for passport
    and visa fees and all other allowable travel costs and expenses
    incurred as authorized by Federal Regulations

> Please note all arrangements must be approved and confirmed by NICHD
> Secretariat staff.

**Hotel and Per Diem**

-   Arrange hotel-lodging accommodations for 2 participants for
    approximately 3 nights (preferably at the Marriott Bethesda North,
    Rockville). All accommodations should be at Government Per Diem

    -   Pay appropriate per diem allowance (for hotel accommodations and
        meals) for 2 participants who will be supported by NICHD

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-   Prepare all required financial reimbursement forms for 2 technical
    working group members in advance of the meeting and give them to the
    NICHD Secretariat staff to obtain signatures from participants at
    the meeting to enable timely reimbursement of expenses.

**Additional logistical Needs**

-   If deemed necessary, provide honorarium to 10 Technical Working
    Group members in the amount of \$200 per meeting day (either
    face-to-face or via teleconference) for providing technical advice
    and drafting of a technical report on up-to-date knowledge in the
    area of iron and malaria.

    -   Please note: Members are to receive the honorarium at the end of
        the meeting (prior to departure to home location). This is
        anticipated to be a 2 day meeting and thus the total honorarium
        per member will amount to \$400.