Statement of Work

**[Background Information:]{.underline}**

The Office of AIDS Research is requesting logistical, administrative and
conference support for the US-Russia Vaccine Meeting that will be held
in Moscow, Russia in Spring/Summer 2009. The conference will focus on
Vaccines and international activity on Microbicides-related research.

**[Program Objectives:]{.underline}**

SSS will provide administrative, logistical and conference support for
the US Russia Vaccine Meeting beginning August 2, 2008 through the
conclusion of this task order (August 2, 2009).

**[Pre-Workshop Tasks:]{.underline}**

-   Convene site visits to determine appropriate meeting space (venue)

-   Prepare rosters

-   Prepare invitation letters

-   Arrange for hotel accommodations for 100 -- 200 participants w/
    government per diem

-   Arrange participants' airline tickets

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-   International guest speakers and Domestic guest speakers\' airline
    tickets to Include ground transportation

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-   Prepare logistical fact sheets

-   Prepare workshop agenda

-   Consolidate briefing materials

-   Prepare name badges

-   Miscellaneous duties include facsimile, directional signage,
    postage, FedEx mailing, and office supplies to support the workshop.

OD:OAR:Blockerd:db 301-402-3357 11/13/2023 Official File Located in OAR
Admin: 5635FL;

/media/pszemraj/PeterTrove/project-files/DATA/ms-word-files/big-DOC/881135.doc

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**[On-site Support]{.underline}**

-   Two to three Conference Specialists

-   Register participants

    -   Distribution of name badges and seat assignments

-   Audio Visual Equipment

    -   Coordination of guest speakers' power point presentations

    -   Distribution of handouts

**[Post Workshop:]{.underline}**

-   Close down workshop

-   Pack up material

-   Finalize payment to the hotel

-   Finalize payment for venue

-   Process reimbursements

-   Follow-up correspondence

**[Period of Performance:]{.underline}**

August 2, 2008 to August 2, 2009

**[Estimated Costs:]{.underline}**

Minimum: \$100,000

Maximum: \$2,500,000

**[FEES:]{.underline}**

Fees are to be determined per task; however, rates will follow the GSA
schedules where applicable.

**[Deliverables:]{.underline}**

Monthly reports and detailed description of each approved task under the
NIH Conference, Administrative and Travel Service Contract. SSS will be
responsible for sending all invoices to the Project Officer within 30
days after services have been rendered.

**[Sole Source Justification:]{.underline}**

SSS was established in 1978 and has provided logistical support to the
Department of Health and Human Services (DHHS) and other federal
agencies for the past 27 years. SSS has received numerous corporate
awards, including the *Maryland Work-Life Alliance's "Workplace
Excellence" Seal of Approval* for each of the past six years, the
*Corporate Volunteer Council of Montgomery County* in 2002, and the
*Silver Spring Excellence Award*.

SSS has provided logistical, technical, administrative and pass-through
financial support to the NIH and Office of AIDS Research (OAR) for many
years. This support has centered primarily on HIV and AIDS-related
activities, which provided SSS with an extensive knowledge of the NIH
and the OAR HIV/AIDS programs.

Since September 2001, SSS has supported the OAR and its HIV/AIDS efforts
in India.  Generally, the work has included:

1)  Administrative review of new proposals and progress of ongoing
    projects.

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1)  Communicating at all levels with scientists and government
    officials.

2)  Briefing and accompanying official visitors and assisting them with
    special and technical requirements.

3)  Surveying status of health research and health delivery in India and
    analyzing policies; produce in-depth reporting on developments in
    these areas while serving as a local access point for Indians
    seeking similar information from the U.S.

4)  Serving as an expert to the U.S.-Indo Contraceptive and Reproductive
    Health Research Program Joint Working Group involving the NIH and
    the Indian Council of Medical Research (ICMR), and to the Joint
    Oversight Board of the U.S.-Indo Program on Emerging and Reemerging
    Infectious Disease surveillance, involving CDC, ICMR, and India's
    National Institute of Communicable Diseases.

5)  Preparing weekly reports to the OAR about related projects and
    activities.

6)  Providing technical assistance in the establishment of offices or
    other facilities in India.

7)  Making arrangements for conference or training sessions which may
    include hotel and vendor negotiations, local transportation
    arrangements, correspondence preparation, and providing other
    logistical or administrative support.

8)  Providing logistical, administrative and conference support for the
    following international events all in India: Grantsmanship Workshop;
    ARV Resistance; Behavioral and Social Science Workshop,
    Co-morbidities Workshop -- September 23-26, 2007; and the 2008
    Microbicides Conference - February 24-27, 2008.

9)  Providing logistical, administrative and conference support for the
    2nd Eastern Europe and Central Asia AIDS Conference held in Moscow,
    Russia from May 3^rd^ to May 5^th^, 2008.

Social and Scientific Systems has developed an excellent rapport with
the conference organizer, venues, and hotels which is critical to this
task order.  

The sole source justification complies with Federal Acquisition
Regulations (FAR) 16.505 (b)(2)(i) and (II).

**[FAR Clause (FYI)\
]{.underline}**

**[16.505 -- Ordering.]{.underline}**

\(B\) Formal evaluation plans or scoring of quotes or offers are not
required.

\(2\) *Exceptions to the fair opportunity process*. The contracting
officer shall give all awardees a fair opportunity to be considered for
a delivery-order or task-order exceeding \$2,500 unless one of the
following statutory exceptions

applies:

\(i\) The agency needs for the supplies or services is so urgent that
providing a fair opportunity would result in unacceptable delays.

\(ii\) Only one awardee is capable of providing the supplies or services
required at the level of quality required because the supplies or
services ordered are unique or highly specialized.