**Statement of Work**

**Conference administrative services for**

**"State-of-the Science Workshop on Salivary Gland Tumor Biology"**

I.  **Introduction**

> The National Institute of Dental and Craniofacial Research (NIDCR)
> requires conference administrative services for their scientific
> conference entitled "State-of-the Science Workshop on Salivary Gland
> Tumor Biology" to be held in November 2008.
>
> The overall conference goals are to bring together clinical and basic
> science researchers to share recent advances in salivary gland tumor
> biology; identify needed areas of future research; and disseminate
> this information among practitioners and researchers with an emphasis
> on how collaborative and multi-disciplinary approaches can lead to the
> best diagnostic and treatment outcomes.
>
> To achieve these goals, the Project Officer requires an entity to
> manage invitations; make travel arrangements for participants; prepare
> packages for conference; and transcribes the conference.

II. **Key Assumptions**

> The Seller will work closely with the Project Officer and will have to
> be prepared to handle urgent matters promptly and diligently.

III. **Seller's Responsibilities**

     A.  Invitations

         1.  The Seller shall prepare typed, formal invitations to
             researchers.

         2.  The Seller shall track status of researchers' responses and
             inform the Project Officer which researchers shall be
             participants.

     B.  Travel Management

         1.  The Seller shall be responsible for knowing and following
             the travel rules and regulations established by the
             Department of Health and Human Services (DHHS) and the
             National Institutes of Health (NIH). If the Seller has any
             questions, she or he may contact the NIDCR Extramural
             Administrative Office.

         2.  The Seller shall directly contact participants to make
             travel arrangements which include flight, hotel, and other
             transportations as needed.

         3.  The Seller shall make hotel arrangements with the Marriot
             Hotel, 6703 Democracy Blvd. for all participants with the
             government rate.

         4.  The Seller shall make all flight arrangements for
             participants which include domestic and some international
             (European).

         5.  The Seller shall directly pay for the flight and hotel to
             the respective vendor.

         6.  The Seller shall directly reimburse the participants for
             per diem meals and incidentals, taxi fare, mileage, and
             other transportation costs incurred from this trip.

             a.  The Seller shall give proper reimbursement to the
                 participants according to the current per diem rates
                 issued by NIH.

             b.  The Seller shall be required to report all
                 transportation reimbursement of participants to the
                 NIDCR.

     C.  Conference Management

         1.  The Seller shall prepare a meeting folder including
             ageneda,list of participants, and other travel related
             information for each participant.

         2.  The Seller shall send at least one representative to manage
             the conference, included but not limited to: directing
             participants to the conference; passing out folders; and
             setting-up breakfasts and lunches.

         3.  The Seller shall perform other administrative duties at the
             conference as the discretion of the project officer or her
             delegate to facilitate the conference.

         4.  The Seller shall be courtesy to participants and prompt on
             all requests.

     D.  Transcription

         1.  The Seller shall provide transcription (typed and taped)
             services for the conference.

         2.  The Seller shall forward transcription to the Project
             Officer and conference participants as well as a journal to
             be determined by the Project Officer.

IV. **Buyer's Responsibilities**

    A.  Supplies and Space

        1.  The Buyer will give a list of invitees to the Seller.

        2.  The Buyer will provide materials for the meeting folder.

        3.  The Buyer will hold the meeting in the NIDCR Extramural
            Conference Room.

        4.  The Buyer will allow the Seller to use space during the
            conference for set-up.

    B.  Financial

        1.  The Buyer will reimburse the Seller for all travel and
            conference materials expenses upon the Project Officer's (or
            delegate's) approval.

        2.  The Buyer will pay the Seller a fee for service for
            completion of the tasks for this conference.

        3.  The Buyer will validate parking to the Seller's
            representative for the days of the conference.

V.  **Schedule**

> The conference will be held in November of 2008; however, the services
> for the Buyer will be from the date of the awarding of the contract
> until completion of all tasks listed in this Statement of Work. The
> project schedule is from May 2008 to December 2008.

VI. **Project Completion Criterion**

    A.  Report

        1.  The Seller shall report the costs for all materials and
            travel expense to the Project Officer three weeks after the
            conclusion of the meeting.

        2.  The Seller shall give written or oral progress reports to
            the Project Officer at her discretion.

    B.  Approval

        1.  Upon successful completion of all tasks included in this
            statement of work, the Project Officer will approve for
            final payment for all fees, services, and supplies.

        2.  Any damages or delinquents in service will diminish the fee
            for service.