**Statement of Work**

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

**Steering Committee Meeting**

**Boston, MA**

**June, 2007**

**Background**

The NCI-Mouse Models of Human Cancers Consortium (NCI-MMHCC), Division
of Cancer Biology, NCI plans a 2.5-day meeting and Symposium to be held
June 11-13, 2007. The meeting will take place at the Colonnade Hotel,
120 Huntington Avenue, Boston MA 02116, and the Symposium on June 12^th^
at the Conference Center at Harvard Medical, 77 Avenue Louis Pasteur,
Boston, MA 02115. There will be approximately 20 invited speakers
(domestic) for the Symposium, 110 meeting participants at the hotel, and
about 300 Symposium attendees. The invited speakers will be reimbursed
for their hotel accommodations, airfare, per diem and ground
transportation as per Federal Travel Regulations (FTRs). The meeting
participants will pay for their hotel and travel expenses (no
reimbursements).

The hours for the meeting at the Colonnade Hotel are 4:30-7:30 PM on
June 11^th^, 7:00-9:00 AM and 4:30-7:30 PM on June 12^th^, and 7:00 AM
-- 3:00 PM on June 13^th^.

**STATEMENT OF WORK**

**Funding for this Task Order will be obligated in 3 segments: July
2006, December 2006, and March 2007.**

**PRE-MEETING:**

**[Hotel]{.underline}**

-   Pay the (est.) \$5,000 hotel deposit for the meeting site and
    administer the contract with the hotel.

-   The contract includes a room block that consists of 80 sleeping
    rooms for travelers for 2 nights (June 11^th^ and 12^th^), 3
    sleeping rooms for June 10^th^, and 5 sleeping rooms for June
    13^th^.

-   The main meeting room for 2.5 days is sufficiently large to
    accommodate 110-120 participants in classroom seating arranged
    chevron style, with a panel table for six, a lectern, and a
    projection screen facing the participants.

-   Arrange and provide light refreshments during registration from
    4:30-7:30 PM on June 11^th^ for 110 attendees.

-   Arrange and provide 2 continental breakfasts (June 12^th^ and June
    13^th^) and 1 working lunch (June 13^th^) for 110 attendees; collect
    lunch cost from all participants and speakers.

-   Arrange and provide 1 morning (June 13^th^) and 1 afternoon break
    (June 12^th^) for 110 attendees.

-   Coffee/tea/soft drinks/bottled water to be available throughout the
    2.5 days.

**[Symposium site]{.underline}**

-   Coordinate with The Conference Center at Harvard Medical (Contact:
    Maureen Ridings, Director of Sales & Marketing, The Conference
    Center at Harvard Medical, 77 Avenue Louis Pasteur, Boston, MA
    02115, Direct Line: (617) 432-8992, FAX: (617) 432-8991,
    <maureen_ridings@hms.harvard.edu>,
    (http://[www.theconfcenter.hms.harvard.edu](http://www.theconfcenter.hms.harvard.edu/))
    for use of the Harvard Medical School Conference Center Auditorium
    for a Symposium from 9AM to 3:30 PM on June 12^th^.

-   Pay the necessary deposit (est. \$4,000) for use of the Conference
    Auditorium and a separate room for the luncheon.

-   Ensure that the Conference Center receives appropriate Federal
    tax-free documentation.

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-   Arrange for round-trip bus transportation between the Colonnade
    Hotel and Harvard for 100 people.

-   Arrange with a caterer to provide a morning snack break (light
    refreshments) for an estimated 300 attendees at the Symposium

-   Arrange with a caterer to provide lunch for 100-120 (NCI-MMHCC
    members and invited speakers) from 12:00 PM to 1:00PM in a suitable
    room in the conference center.

**[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
    services, in advance of travel, if possible.

-   Provide easy access to registration (e.g., online website, email or
    fax); registration should be available at least six 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 (see below)

-   Mail meeting notices and updates to participants (both 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 June 07, 2007.

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

**MEETING:**

-   Provide microphones for every three-four participants seated at the
    at the classroom style tables.

-   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 an Internet connection in the meeting room for 2 days.

-   Provide with task order contract funds one (1) AV technician. This
    must be a knowledgeable audio-visual (AV) 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 [redsscam@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 1 person 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 (via e-mail and/or
    mail) 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/emailed to the
    participants.

-   Participant name tags, name tents, meeting folders, etc., to be
    prepared no less than 4 days prior to the meeting.

-   Participant packages, final participant list, agenda, etc., to be
    prepared no less than 4 days prior to the meeting.

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