**Statement of Work:**

**NIAID DIR Lab Chiefs Retreat**

**March 2007 (specific date TBD)**

**[Background:]{.underline}** The purpose of the National Institute of
Allergy and Infectious Diseases (NIAID) Division of Intramural Research
(DIR) Lab Chiefs Retreat is to assemble all the DIR Lab and Branch
Chiefs and Associate Directors, along with the DIR Director, Deputy
Directors, and Senior NIAID Intramural Administrative staff to review
the current status of various NIH, NIAID and DIR initiatives; to discuss
opportunities for enhancement of the research program; and, to set goals
and recommend priorities for the upcoming year.

This will be a one-day meeting from 8:30 am to 5 pm preferably at the
Music Center at Strathmore in N. Bethesda. If a different venue is
necessary it must be easily accessible by metro. We expect between 40
and 50 participants at the meeting. All participants will be federal
government employees or equivalent. Of the 40 -- 50 participants,
approximately 6 will be flying in from the DIR's Rocky Mountain
Laboratories (RML) in Hamilton, Montana, and will be in domestic travel
status under official travel orders for the meeting. The travel orders
will be prepared by government staff and therefore will not be handled
by the contractor. The RML participants will arrive the evening before
the meeting and depart the morning after. A block of hotel rooms at the
Bethesda Hyatt will be required for these participants. The remainder of
the participants will be local to the Bethesda area.

**[Scope of work]{.underline}**: The contractor will provide a range of
support services under this task order. These services will include the
following:

> \--Securing meeting space at the Music Center at Strathmore located at
> 5301 Tuckerman Lane, North Bethesda, MD 20852-3385. If a different
> venue is necessary it must be easily accessible by metro.
>
> \--Negotiating with the meeting site for the provision of light
> refreshments and beverage refresh service within a price range not to
> exceed \$10/person. Light refreshments will be needed in the morning
> starting at 7:45 AM. The beverage refresh will be needed for a
> mid-morning and mid-afternoon break. The light refreshments should
> include bagels, muffins, fresh fruit, coffee, tea, juice and bottled
> water. The afternoon beverage refresh should include tea, juice,
> bottled water, and soft drinks instead of coffee.
>
> \--Securing a block of approximately 6 hotel rooms at government per
> diem for the evening prior to and the evening of the meeting. If per
> diem rates are not available contractor will provide assistance to the
> Project Officer in preparation of the Actual Expense Allowance (AEA)
> memoranda as outlined under the NIH Travel Policy. This will include a
> comparison cost of the rates at a minimum of two (2) other lodging
> sites within walking distance of the metro.
>
> \-- Communicating with all out of town participants regarding hotel
> arrangements and providing maps and any other local travel
> information, as needed.
>
> \--Identifying two or three restaurants within walking distance of the
> metro capable of holding a post-meeting dinner for the majority of the
> meeting attendees. (Note: All costs associated with this dinner will
> be the responsibility of the attendees.) Communicating with
> participants to determine which restaurant they prefer. Reserving
> space at the selected restaurant. Notifying attendees of the selected
> restaurant and providing them with directions to and from their hotel
> and the restaurant and from the meeting site to the restaurant.
>
> \--Preparing pre-event e-mails, participant rosters, meeting
> materials, logistical materials, and event aids such as table tents
> and directional signs, if needed.
>
> \--Providing at least two (2) on-site support staff for the day of the
> retreat.
>
> \--Determining the AV needs of speakers, and facilitating on-site AV
> support during the meeting.
>
> \--Providing a tape recording of the meeting proceedings as well as
> written meeting minutes within 5 business days of the close of the
> meeting.
>
> \--Serving as a point-of-contact for all participants to answer
> questions regarding the event logistics.
>
> \--Additional tasks may be added to this order at a later date, as the
> Project Officer deems necessary

**[Technical Evaluation Factors]{.underline}**

> **[Criterion #1. Understanding of the Technical
> Requirements]{.underline} (40%)**

-   Describes, task-by-task, how the project activities will be managed
    effectively and efficiently within the time frames specified.

> **[Criterion #2. Experience and Availability of Personnel
> (40%)]{.underline}**

-   Provides personnel experienced in working with conference
    facilities, hotels and NIH travel and purchasing policies. Resume(s)
    of person(s) to be assigned to contract should be provided in
    proposal. And indication of the percentage of each person's time to
    be devoted to the contract should also be included.

> **[Criterion #3. Past Performance (20%)]{.underline}**

-   Demonstrates recent successful experience in managing similar
    contracts of related work, preferably with the NIH intramural
    program.