**Two (2) One-Day Symposia With Military Health System Leadership and
Academic Leaders**

Facilitators: Tenley Albright, Ken Kaplan

MHS POC: Carol Scheman, Mike Dinneen

**The Uniformed Services University of the Health Sciences intends to
award a Cost plus fee contract to provide symposia to be held in two
locations. Part I (day one) will be held in Boston, MA and Part II (day
two) will be held in the Washington, DC metro area. The estimated value
of the award will be between \$130,000 and \$175,000. (Subject to the
availibility of funds.)**

**A. Background/Objectives**

The Uniformed Services University (USU) would like to encourage closer
ongoing relationships with the United States academic and research
community. In the Military Health System (MHS) and particularly within
the Uniformed Services University (USU), much is to be gained by closer
ongoing fundamental and applied research as well clinical care
interactions between those in the civilian academic medical and
biomedical communities and the MHS and the USU. While there certainly
are research relationships between individual members of the MHS and the
civilian academic communities, much of the current interactions between
these two sectors is Department of Defense (DOD) funded research at
civilian institutions. While this is enormously beneficial to the DOD
and to the nation; especially in times of war when the MHS is by
necessity on the cutting edge of developing new treatments and
confronting new treatment challenges, it is important to better exploit
transfer of knowledge from DOD to civilian sectors and from civilian
sector to the MHS.

To that end USU has been tasked to develop and host two meetings to
begin the dialogue and foster collaboration between the Military Health
System and civilian leaders in academic medicine. The symposia will help
to enhance such collaboration.

**B. Statement of Work**

The purpose of this task is to provide logistical support and management
for the MHS Symposia at a location to be determined in Boston and in
Washington DC. The meeting will begin at 8:00 and end by 4:30. Each
meeting will be one (1) day with 25-30 participants. There will be two
meetings, one to be held in Boston, MA and the second to be held in
Washington DC. The following is a description of the tasks the
contractor will perform in support of this conference:

1.  Provide the expertise of a coordinator/subject matter expert who has
    knowledge of leaders in the research/clinical community. This
    coordinator will: arrange speakers, and develop the list of MHS and
    civilian leaders who will be invited to participate; as well as
    facilitate the symposia. Coordinator will prepare meeting
    proceedings including synopsis of presentations within 30 days of
    each meeting. Facilitator will propose a plan for future academic
    sharing activities within 30 days of the final meeting. Suggested
    Coordinator/Facilitator is

Tenley E. Albright, M.D.

Director

Collaborative Initiatives at MIT

4 Cambridge Center, 2nd floor

Cambridge, MA 02142

tel: 617/252-0003

fax: 617/252-0015

email: tea@mit.edu

2\. Develop a planning timeline, plotting all deadlines for the
logistical planning of the meeting.

3\. Research site/location for meetings/working lunch. Final
recommendations for locations and facilities must be approved by the
COR.

3\. Food and beverage items to be covered include: Lunch and meeting
materials and Audiovisual equipment.

4\. Process and issue payment for all meeting expenses including:
facilities, food and beverage, and other items as determined necessary
with the approval of the Contracting Officer's Representative (COR).

5\. Mail all meeting materials to participating members. Communication
by email is recommended.

6\. The contractor must be able to maintain a computerized tracking
system containing all pertinent information on the participants.

7\. Prepare and mail confirmation letters and emails.

8\. Provide one staff member to assist with logistics.

9\. Prepare progress and financial reports two weeks before the
scheduled symposia. Report shall cover expenses from meeting planning
and production. Provide an itemized list of expenses. Any items over or
under budget shall be discussed with the COR.

10\. Prepare and submit to the USU, within 10 working days following the
conclusion of the conference, a final report listing a detailed
description of all services provided and problems experienced.

11\. Prepare and submit, within 10 working days following the meeting, a
final financial report.

The facilitator will be responsible for developing the agenda which must
be approved by the COR no later than 14 days prior to the first
symposia.

Deliverables:

-   Sign all hotel and vendor contracts;

-   Develop and maintain a timeline;

-   Select and supervise all food and beverage arrangements;

-   Prepare a final financial and registration report;

-   Provide itemized list of expenses and/or invoices

-   Proceedings of all meetings.