004_Exhibit_D__ReMIND_2026_SOW.pdf

RFP Number: 26CM000413

Exhibit D_ReMIND SOW Sample

Scope of Work 2026/2027 DISC4/ReMIND Program Meeting

This sample Scope of Work is provided to obtain preliminary event-based budget plans and may be updated with final vendor.

Meeting Summary

Requirement Preliminary specifications

Purpose DISC4/ReMIND Program Meeting

Duration Up to 2.5 days.

Attendance Between 150 and 200 attendees for the full duration; at least 75% of attendees must be supported by CIRM programs.

Format In-person event with a virtual option for scientific presentations; attendance by invitation.

Budget Up to a maximum total budget of $225,000 inclusive of all eligible costs.

Location Greater Los Angeles or Greater San Diego metropolitan area

Timeline

Planning activities shall begin upon execution of the SOW and continue through post-meeting closeout and reporting.

Event to occur between October 2026 and March 2027.

A. Introduction

Statement of Purpose

This Scope of Work ("SOW") is for the planning, organization, and provision of logistical support for the

2026/2027 DISC4/ReMIND Program Meeting in support of CIRM's ReMIND and Discovery-stage programs. The Meeting is anticipated to be held in California between October 2026 and March 2027 and is expected to be an in-person event, with virtual presentation support or related hybrid elements only to the extent requested by CIRM.

Background Information

The Annual DISC4/ReMIND Program Meeting will support investigators and trainees in CIRM's ReMIND and Discovery grants. The meeting is intended to provide a forum for knowledge sharing, networking, and Working Group discussions, while also including sessions targeted toward topics of special interest to CIRM. The scientific agenda and substantive program direction will be led by the CIRM Program

Office; the Vendor will be responsible for logistical planning, coordination, and execution as described below.

The preliminary meeting goals are to:

• Provide a forum for knowledge sharing among investigators and trainees supported by CIRM's

ReMIND program and other Discovery-stage programs.

• Provide opportunities for networking and presentations for CIRM trainees participating in ReMIND or other DISC CIRM grants.

• Provide for in-person meetings for Working Group discussions.

• Provide sessions targeted toward topics of special interest to CIRM.

B. Scope

Deliverables

The Vendor will be responsible for logistical planning and execution of the Meeting in collaboration with the CIRM Program Office, which will retain responsibility for the scientific content, invited participant priorities, and final agenda.

The Vendor will retain primary responsibility for planning, directing, and executing the following activities, as applicable and as authorized by CIRM:

1. Planning, management, and coordination

• Overall management of the Meeting, including coordination with CIRM staff and participation in regular planning calls.

• Venue and site selection support, including sourcing, comparison of options, and negotiation support as requested.

• Hotel block planning and management, as needed.

• Development and management of service agreements or other logistical arrangements with venue staff, vendors, and event service providers, as authorized by CIRM and consistent with the governing Master Service Agreement.

• Food and beverage planning in accordance with CIRM allowable rates and Business Meeting

Expenditure policy.

• Speaker, panelist, and guest logistics coordination, including schedule coordination and related communications support.

• Support coordination across CIRM, planning committee members, and external stakeholders

(e.g., investigators, partner organizations), including facilitating alignment on logistical elements required to execute the scientific agenda as defined by CIRM.

• Drafting and coordinating Memorandum of Understanding (MOU) with partnering Principal

Investigators and/or Program Directors to establish shared expectations across conference planning activities, if applicable and approved by CIRM.

• Coordination with sponsors or partner organizations, if applicable and approved by CIRM.

2. Pre-meeting logistics

• Website and/or meeting app support, including online registration and collection of poster abstracts, biographies, CVs/resumes, or other participant materials as requested by CIRM.

• Preparation of digital attendee directory, abstract booklet, agenda, signage, and related meeting materials.

• Acting as a primary logistics contact for participant schedules, contact information, vendors, and service providers.

• Floor plan and site planning for plenary, breakout, poster, networking, registration, food and beverage, and staff support spaces.

• Poster session planning and management, including equipment rental and set-up as needed.

• Coordination of travel, parking, and housing logistics for invited speakers and panelists who are not active CIRM grantees and for CIRM staff attendees.

• Management of audiovisual, internet, livestreaming, recording, and related IT requirements before and during the Meeting, as requested by CIRM.

• Signage planning and coordination for plenary, breakout, poster, networking, registration, and other meeting activities.

• Development of a safety and emergency response plan.

3. Meeting day requirements

• Venue set-up and readiness coordination.

• On-site registration and attendee management.

• On-site coordination with venue staff, vendors, and service providers for food and beverage and meeting logistics.

• On-site management of AV, IT, livestreaming, recording, and related production needs, as requested by CIRM.

• Management of plenary sessions, breakout sessions, panel discussions, poster sessions, trainee-focused networking activities, and other designated meeting components.

• Tracking attendee participation in designated sessions or events, as requested.

• Meeting break-down and closeout support.

• Photography, videography, and security coordination only if requested by CIRM or required by the selected venue.

4. Post-meeting requirements

• Timely reporting to CIRM on meeting execution, attendee participation, and key logistical outcomes.

• Delivery of photos, videos, recordings, and other post-event materials to CIRM, as applicable and if requested.

• Support for making recorded sessions available on demand after the Meeting, if requested by

CIRM.

• Reporting on attendee satisfaction and outcomes.

• Budget reconciliation and financial closeout.

C. Budget and Compensation The Vendor should propose a budget, timeline, and milestone payment structure that will be included in the final SOW and considers the following requirements:

• The budget must cover at least two breakfasts, two lunches, four refreshment breaks, and one reception or dinner for all attendees at rates that comply with CIRM’s current Business Meeting

Expenditure Policy.

• The Meeting should be hosted in the greater Los Angeles or San Diego California metropolitan areas with proximity to a major airport, at a venue suitable for plenary sessions, breakout discussions, poster and networking activities, registration, food and beverage service, and virtual presentation support as applicable.

• The budget must cover all lodging and transportation costs for a maximum of 25 attendees, which includes invited guest speakers, panelists, and CIRM staff attendees.

• Lodging and transportation costs for all other attendees, (DISC4/ReMIND investigators and trainees), will be supported through their CIRM research grants or non-CIRM funds, and should not be budgeted through this meeting award.

• Sponsorships are allowed, and any sponsorship arrangements will be discussed with and coordinated through CIRM.

https://www.cirm.ca.gov/wp-content/uploads/archive/files/about_cirm/BusinessMeetingExpenditurePolicy092116.pdf https://www.cirm.ca.gov/wp-content/uploads/archive/files/about_cirm/BusinessMeetingExpenditurePolicy092116.pdf

C. Budget and Compensation