**Statement of Work**

**Conference Facility for the 2007 NIA Summer Retreat**

**A. Background**

The National Institute on Aging (NIA) requires a conference meeting room
for 72 scientists for two consecutive days during the period of June
18-19, 2007 from 8:00 am-5:00 pm each day for the Institute's Annual
Summer Planning Retreat. The Summer Planning Retreat is a two (2) day
meeting designed to discuss NIA's current research and proposed future
research initiatives. Overnight accommodations are required for
participants on the first day of the retreat for approximately 60
attendees. Four (4) staff members will require overnight accommodations
the night before the retreat begins to finalize logistics and setup the
meeting space before the attendees arrive on the morning of June 18.

**B. Purpose and Objectives of the Procurement**

To secure a conference facility, overnight accommodations, meals, and
other logistical support for this meeting in an environment conducive to
scientific exchange and located off site of the NIH campus (away from
day-to-day office distractions).

**C. Contractor Requirements**

*[Location.]{.underline}* It is important that the conference facility
be within a comfortable driving distance and yet it must be at least 80
miles away from Bethesda or Baltimore. Ideally, the facility is
centrally located for staff commuting from Baltimore, or Bethesda, MD.
Conference facilities in Cambridge, MD, have worked exceedingly well for
staff from the Bethesda and Baltimore campuses in the past. The facility
should be relatively new (less than five years old).

*[General Requirements.]{.underline}* In securing a facility for the
retreat, the contractor shall be expected to provide such services as
contacting hotels for required space, confirming menu items and
conference space and equipment. These functions include arranging the
meeting and dining space for attendees as prescribed herein.

The Conference site must be able to take messages for attendees and
relay messages to the responsible government manager as well as send
faxes and produce copies of materials as needed. The facility should be
able to provide adequate free parking for 72 vehicles.

*[Meeting Room.]{.underline}* These two (2) retreat days require a
meeting room set up **classroom style** for 72 attendees (with 10
additional chairs in the rear of the room).

The facility must also be capable of providing the following audio
visual (AV) equipment:

> LCD projector package (LCD projector, projector stand, tripod screen
> to accommodate room, and extension cords);

Podium with microphone;

Wireless microphone;

Four (4) channel mixer;

Wireless Internet connection; and

Flip chart and markers.

AV technicians should be available to assist with the initial connection
between the laptop (provided by the NIA Office of Planning, Analysis,
and Evaluation (OPAE)) and the LCD projector (provided by the Conference
Facility), and provide on-demand AV support as needed for equipment
failure and/or compatibility problems.

Additionally, we want to ensure that the conference room does not have
high ceilings. One NIA staff member has a hearing aid device and rooms
with high ceilings undermine the effectiveness of the device.

*[Meals and Breaks.]{.underline}* Continental breakfast should be
available from 7:30 am-8:30 am on the first morning and a full breakfast
buffet available on the second morning. A morning refresh with coffee,
decaf, and hot water for teas and hot chocolate should be available for
the AM break between 10:00 am-10:30 am. Participants will require lunch
and dinner on June 18 as well as lunch on June 19. The PM break
generally held between 2:30 pm-3:00 pm should include a heart healthy
variety of light refreshments (e.g., fresh fruits, vegetables, and dips)
and a variety of beverages: sodas, bottled water, coffee, decaf, and hot
water for teas and hot chocolate.

*[Materials Preparation.]{.underline}* The contractor shall compile and
assemble retreat books. This will require obtaining presentation
background information and PowerPoint files from all presenters, copying
and assembling approximately 550 (double-sided, mostly color) pages of
these materials into either comb/spiral bound books or three-ring
binders, and distributing these to NIA leaders (approximately 20
individuals) in Bethesda by the Friday prior to the retreat.

**D. Government Responsibility**

The government is responsible for the development of the agenda,
scheduling presenters, providing a list of guests requiring lodging, and
providing a final number for catering staff relevant to food and
beverage service.

**E. Reporting Requirements and Deliverables**

The Summer Retreat will be held in June 18 and 19, 2007. The contractor
will deliver the meeting materials as described above no later than
12:00 noon on Friday, June 15. The contractor will submit the final bill
to the Government within six weeks after the conclusion of the Summer
Retreat on June 19.

**F. Program Management and Control Requirements**

Program management and control will be the responsibility of the
government manager.

**G. Inspections and Acceptable Criteria**

The total cost for this contract including the conference facility,
food, AV, and lodging, and materials preparation shall not exceed
\$39,000.00.

**H. Attachments**

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