**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 (TWG) meetings and workshops.

**Program Officer:** Daniel Raiten

Phone: 301-435-7568

Address: 6100 Executive Blvd. Room 2A01 MSC 6510

Bethesda, MD 20892

**Proposed Period of Performance:**

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

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

+----------+-------+-------+----------+---------+---------+---------+
| **Name** | **Da  | *     | **E      | **Anti  | **\# of | **      |
|          | tes** | *Meet | stimated | cipated | At      | Support |
|          |       | ing** | Number   | Loc     | tendees | Req     |
|          |       |       | of       | ation** | Re      | uired** |
|          |       | **D   | Att      |         | quiring |         |
|          |       | ays** | endees** |         | Travel  |         |
|          |       |       |          |         | Su      |         |
|          |       |       |          |         | pport** |         |
+----------+-------+-------+----------+---------+---------+---------+
| 1^st^    | April | 3     | 50       | Roc     | 20      | 1)      |
| Meeting  | 2     | days  |          | kville, |         | Travel- |
| of The   | 3-25, |       |          | M       |         | related |
| TWG and  | 2008  |       |          | aryland |         | Tasks   |
| As       |       |       |          |         |         |         |
| sociated |       |       |          |         |         | 2)Hotel |
| Workshop |       |       |          |         |         | and Per |
|          |       |       |          |         |         | Diem    |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | 3)Con-  |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | ference |
|          |       |       |          |         |         | Support |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | 4\)     |
|          |       |       |          |         |         | Add     |
|          |       |       |          |         |         | itional |
|          |       |       |          |         |         | log     |
|          |       |       |          |         |         | istical |
|          |       |       |          |         |         | Needs   |
+----------+-------+-------+----------+---------+---------+---------+
| TWG      | June/ | 2     | 15       | Roc     | 3       | 1)      |
| Meeting  | July  | days  |          | kville, |         | Travel- |
| 2        | 2008  |       |          | M       |         | related |
|          |       |       |          | aryland |         | Tasks   |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | 2)Hotel |
|          |       |       |          |         |         | and Per |
|          |       |       |          |         |         | Diem    |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | 4\)     |
|          |       |       |          |         |         | Add     |
|          |       |       |          |         |         | itional |
|          |       |       |          |         |         | log     |
|          |       |       |          |         |         | istical |
|          |       |       |          |         |         | Needs   |
+----------+-------+-------+----------+---------+---------+---------+
| TWG      | Au    | 2     | 15       | Roc     | 3       | 1)      |
| Meeting  | gust/ | days  |          | kville, |         | Travel- |
| 3        | Sept  |       |          | M       |         | related |
|          |       |       |          | aryland |         | Tasks   |
|          | 2008  |       |          |         |         |         |
|          |       |       |          |         |         | 2)Hotel |
|          |       |       |          |         |         | and Per |
|          |       |       |          |         |         | Diem    |
|          |       |       |          |         |         |         |
|          |       |       |          |         |         | 4\)     |
|          |       |       |          |         |         | Add     |
|          |       |       |          |         |         | itional |
|          |       |       |          |         |         | log     |
|          |       |       |          |         |         | istical |
|          |       |       |          |         |         | Needs   |
+----------+-------+-------+----------+---------+---------+---------+

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

The first meeting of the 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 23-24, 2008
>
> TWG 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 20 invited (domestic and
    international participants

-   Purchase prepaid economy class airfare or other tickets for travel
    of up to 20 federally sponsored participants from both domestic and
    international locations to meeting site. For participants who might
    be adding this trip on to another activity; we will provide
    compensation equivalent to 1 round trip ticket between their home
    and meeting site. Contractor must comply with U.S. Flag Carrier
    Regulations and Requirements.

-   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 20 invited speakers and TWG
    members

-   Arrange ground transportation a needed for up to 20 speakers/TWG
    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. Ground transportation and travel expenses must
    be at approved U.S. Government rates.

-   Make direct contact with the speakers/ TWG 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/TWG members (total
    up to 20) 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 28 participants (at
    the Hilton Washington DC/Rockville). All accommodations should be at
    Government Per Diem

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-   Please note: NICHD has placed a hold on a block of 10 rooms at
    Hilton Washington DC/Rockville from Tuesday April 22 - April 25^th^
    (Depart April 26^th^) for 10 TWG members

-   Please note: NICHD has placed a hold on a block of 10 rooms at
    Hilton Washington DC/Rockville from April 22 - April 24^th^ (Depart
    April 25^th^) for up to 10 speakers

-   Please note: NICHD has placed a hold on a block of rooms at Hilton
    Washington DC/Rockville from Tuesday April 22 -April 24^th^ (Depart
    April 25th) for 6 participants who will be paying for their own
    hotel accommodations and meals

-   Please note: NICHD has placed a hold on a block of rooms at Hilton
    Washington DC/Rockville from Tuesday April 22- April 25^th^ (Depart
    April 26th) for 2 participants who will be paying for their own
    hotel accommodations and meals

    -   Pay appropriate per diem allowance (for hotel accommodations and
        meals) for up to 10 TWG members and up to 10 Speakers who will
        be supported by NICHD

-   Please note: Provide TWG members per diem for 4 nights

-   Please note: Provide speakers with per diem allowance for 3 nights

-   Please note: The additional 8 participants will cover their own
    hotel accommodations and meals

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-   Prepare all required financial reimbursement forms for TWG members
    and speakers (up to a total of up to 20 participants) in advance of
    meeting and obtain signatures from participants at the meeting to
    enable timely reimbursement of expenses.

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

**Conference Support**

-   Utilize and pay for prearranged meeting space at the hotel to
    accommodate up to 50 participants for the first 2-day workshop (U
    shape)

-   Utilize and pay for prearranged meeting space at the hotel to
    accommodate up to 20 participants for the TWG meeting on day 3.
    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 1-2: 1 standing microphone for observers and 3
    microphones around the table; day 3: 1 microphone)

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

-   Provide name badges for all attendees and name plates for those
    seated at conference table

-   Assembly of binders of printed materials for the workshop and
    technical working group meeting, including meeting agendas, rosters
    of participants, project overview, 2-3 background papers,
    participant list, powerpoint presentations)

-   Utilize and pay for prearranged morning and afternoon beverages and
    snacks (for up to 50 participants on day 1 and 2 and for up to 20
    participants on day 3)

-   Provide one staff person to serve as liaison to NICHD Secretariat
    staff to work on site during the workshop and technical working
    group meeting to offer logistical support. The support will include:
    daily contact via telephone, email, and/or person contact with NICHD
    staff, as required; working with hotel staff to ensure proper
    arrangement of seating for all participants; ensuring availability
    and working order of all audiovisual equipment

Please note all Logistics are to be confirmed by NICHD.

**Information for Estimating Hotel Costs**

Rebekah Gallon

Hilton Washington DC/Rockville

301-230-6725

Rebekah.Gallon@hilton.com

**Post meeting arrangements**

Assist in the close-out of hotel expenses

Provide an expense report

**Additional logistical Needs**

-   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 3 day
    meeting the total honorarium provided per member will amount to
    \$600.

**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 3 invited participants,
    located internationally

-   Purchase prepaid round trip economy class airfare or other tickets
    for travel of approximately 3 federally sponsored participants from
    international locations to meeting site. For participants who might
    be adding this trip on to another activity; we will provide
    compensation equivalent to 1 round trip ticket between their home
    and meeting site. Contractor must comply with U.S. Flag Carrier
    Regulations and Requirements.

-   Facilitate the procurement of visas for approximately 3 meeting
    participants and arrange for delivery of visas and passports, as
    needed

-   Solicit travel information from approximately 3 participants located
    both domestically and internationally

-   Arrange ground transportation modes for approximately 3 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. Ground transportation and travel expenses
    must be at approved U.S. Government rates.

-   Make direct contact with the approximately 3 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 3 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 approximately 3
    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 3 participants who will be supported by NICHD

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-   Prepare all required financial reimbursement forms for approximately
    3 TWG 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.

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

**Additional logistical Needs**

-   Provide honorarium to 10 TWG 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
    extant 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.

**Post meeting arrangements**

-   Assist in the close-out of hotel expenses

-   Provide an expense report

**3rd Meeting of the TWG**

A 3rd meeting of the technical working group will bring together TWG
Members to provide technical advice and finalize the technical report.
The meeting is anticipated for August/September 2008

**Travel-related Tasks**

-   Make travel arrangements for approximately 3 invited participants,
    located internationally

-   Purchase prepaid round trip economy class airfare or other tickets
    for travel of approximately 3 federally sponsored participants from
    international locations to meeting site. For participants who might
    be adding this trip on to another activity; we will provide
    compensation equivalent to 1 round trip ticket between their home
    and meeting site. Contractor must comply with U.S. Flag Carrier
    Regulations and Requirements.

-   Facilitate the procurement of visas for approximately 3 meeting
    participants and arrange for delivery of visas and passports, as
    needed

-   Solicit travel information from approximately 3 TWG members; located
    internationally

-   Arrange ground transportation modes for approximately 3 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. Ground transportation and travel expenses
    must be at approved U.S. Government rates.

-   Make direct contact with the 3 (approximately) 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 3 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 approximately 3
    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 approximately 3 participants who will be supported by
        NICHD

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

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

**Additional logistical Needs**

-   Provide honorarium to 10 TWG 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.

**Post meeting arrangements**

-   Assist in the close-out of hotel expenses

-   Provide an expense report