**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 (prior to the meeting) round trip economy class
    airfare or other tickets for travel for approximately 13 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

-   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

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

-   Arrange and prepay (prior to the meeting) for ground transportation
    modes for approximately 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 (approxiamtely13) 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 approximately 21
    participants (at the Hilton Washington DC/Rockville). Prepay (prior
    to the meeting) lodging for 12-15 participants. Please see below for
    exact dates and number of lodgers per night. All accommodations
    should be at Government Per Diem and according to Federal Travel
    Regulations.

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-   Please note: Prepay (prior to the meeting) hotel rooms for 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: Prepay (prior to the meeting)hotel rooms for 3-6 rooms
    at Hilton Washington DC/Rockville from Wednesday April 23 - April
    24^th^ (Depart April 25^th^) for 3-6 speakers

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

-   Please note: NICHD would like up to 6 rooms blocked off at Hilton
    Washington DC/Rockville from Wednesday April 23- April 25^th^
    (Depart April 26th) for up to 6 participants who will be paying for
    their own hotel accommodations and meals

    -   Provide appropriate per diem allowance (for meals) for up to 9
        Technical Working Group members and for 3-6 Speakers who will be
        supported by NICHD according to Federal regulations.

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

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

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

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-   Prepare all required financial reimbursement forms for technical
    working group members and speakers in advance of meeting and obtain
    signatures from participants to enable reimbursement of expenses.

**Conference Support**

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

-   Utilize and prepay for prearranged meeting space at the hotel to
    accommodate approximately 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 prepay 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 from hotel staff in case of conference
    equipment failure

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

-   PLEASE NOTE: We do not require on-site support during the meeting
    from the contractor. However, the contractor must be able to provide
    rapid response (as little as one hour) to changes in program and
    unanticipated events.

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 (prior to the meeting) round trip economy class
    airfare or other tickets for travel of approximately 2 federally
    sponsored participants from international locations to meeting site

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

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

-   Arrange and prepay (prior to the meeting) ground transportation
    modes for approximately 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 approximately 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 approximately 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 and prepay (prior to the meeting) hotel-lodging
    accommodations for approximately 2 participants for approximately 3
    nights (preferably at the Marriott Bethesda North, Rockville). All
    accommodations should be at Government Per Diem

    -   Prepay (prior to the meeting) appropriate per diem allowance
        (for hotel accommodations and meals) for approximately 2
        participants who will be supported by NICHD

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-   Prepare all required financial reimbursement forms for approximately
    2 technical working group members in advance of the meeting to
    enable 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.