Phoenix Service Unit (PSU) Annual Awards Ceremony Indian Health Service
ID: RFQ-26-PHX-002Type: Combined Synopsis/Solicitation
Overview

Buyer

HEALTH AND HUMAN SERVICES, DEPARTMENT OFINDIAN HEALTH SERVICEPHOENIX AREA INDIAN HEALTH SVCPHOENIX, AZ, 85004, USA

NAICS

Lessors of Nonresidential Buildings (except Miniwarehouses) (531120)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Original Source

https://sam.gov/workspace/contract/opp/8ffb923060504d77b5558826c341b740/view
Timeline
    Description

    The Department of Health and Human Services, specifically the Indian Health Service, is seeking contractor support for the Phoenix Service Unit Annual Awards Ceremony, scheduled for February 18, 2026, in Phoenix, Arizona. The procurement involves providing a venue, audiovisual services, light catering, and limited event support services to recognize employee excellence, with an emphasis on cost-effectiveness and flexibility in contractor scope. This annual event is crucial for acknowledging the contributions of staff within the Indian Health Service, and the selected contractor must accommodate up to 400 attendees while ensuring compliance with specific requirements, including ADA access and parking provisions. Interested vendors must submit their quotations by January 9, 2026, and direct any questions to Kerri Gilmore at Kerri.Gilmore@ihs.gov by January 2, 2026.

    Point(s) of Contact
    Kerri Gilmore
    Kerri.Gilmore@ihs.gov
    Files
    Title
    Posted
    Attachment 1 - RFQ-26-PHX-002PIMC Awards Ceremony Venue.pdf
    RFQ-26-PHX-002 is a combined synopsis/solicitation for commercial services, specifically seeking a venue and event services for the PSU Annual Awards Ceremony. The contract is a Firm-Fixed-Price (Base + 4 Options) with a NAICS code of 531120 and is set aside as Full and Open. Vendors must submit quotes by January 9, 2026, 1:00 p.m. MST, including mandatory attachments such as a Venue Identification Sheet, floor plans, photos, parking layout, distance verification, AV equipment inventory, catering menu, event timeline, and subcontractor disclosure. Pricing should be broken down into multiple CLINs covering venue rental, AV package, catering, staffing, setup/teardown, and miscellaneous fees. Evaluation criteria include a Pass/Fail Gate for location, date availability, attachments, and SOW compliance, followed by Factor 1 (Technical – Most Important), Factor 2 (Past Performance), and Factor 3 (Price). Technical and Past Performance are significantly more important than Price. PIMC is exempt from Arizona Transaction Privilege Tax and Use Tax, but not hotel lodging taxes. Invoices must be submitted via the Invoice Processing Platform (IPP). Questions regarding the RFQ must be submitted by January 2, 2026, 1:00 p.m. MST. All vendors must have current System for Award Management (SAM) registrations to be eligible for an award.
    Attachment 2 - RFQ-26-PHX-002 Solicitation Clauses and Provisions.pdf
    This government Request for Quotation (RFQ-26-PHX-002) outlines the terms and conditions for venue rental for the PSU Awards Ceremony. It details invoicing instructions, requiring electronic submission via the Department of Treasury Invoice Processing Platform (IPP) unless alternate procedures are authorized in writing. The document incorporates numerous Department of Health and Human Services Acquisition Regulation (HHSAR) and Federal Acquisition Regulation (FAR) clauses by reference and in full text, covering areas like anti-lobbying, safety, privacy, equal employment opportunity, whistleblower rights, prohibition on certain hardware/software, small business utilization, and combating trafficking in persons. Instructions for offerors require submissions in three volumes: Technical, Past Performance, and Pricing, with specific content requirements for each. Key dates include January 2, 2026, for technical questions and January 9, 2026, for quotation submissions. Offers must be firm for at least 90 days. The evaluation will be based on a "Best Value" approach, considering technical merit and past performance alongside price. The government is tax-exempt and explicitly authorizes catering for awards ceremonies under its spending policy.
    Attachment 3 - RFQ-26-PHX-002 STATEMENT OF WORK.pdf
    The Phoenix Service Unit (PSU) Annual Awards Ceremony requires contractor support for its annual employee recognition event, scheduled for February 18, 2026, with option years extending to 2030. The event venue must be within a 9-mile radius of the Phoenix Indian Medical Center and accommodate up to 400 attendees with specific seating and table configurations. The contractor will provide audiovisual services, including projectors, screens, TVs, microphones, and an onsite technician. Catering is authorized for hot hors d’oeuvres and beverages, served buffet or butler-passed, with minimum portion standards. The venue must offer 350-400 free parking spaces and ADA-compliant access, including reserved seating for dignitaries and a stage ramp. The government will provide award plaques, banners, and laptops, while the vendor is responsible for pre-event walkthroughs, revised floor plans, and a communication plan. Teardown must be completed by 8:30 PM on the event day.
    Attachment 4 - 2025 Hospital - Phoenix Area Indian Health Service.pdf
    The Arizona Department of Revenue has granted an Exemption Letter to the Department of Health & Human Services, Phoenix Area Indian Health Service, effective January 1, 2025. This exemption applies to the Arizona Transaction Privilege Tax and Use Tax, as well as the Cities Privilege Tax and Use Tax, for specific business classifications. The organization, recognized as a Qualifying Hospital, will be exempt from taxes as a customer for transactions in classifications such as Utilities, Pipeline, Publication, Job Printing, Restaurant, Personal Property Rental, Retail, and Use Tax at the state level. City-level exemptions include Utilities, Publication, Job Printing, Restaurant, Retail, Use Tax, Jet Fuel Tax, and various other services. The exemption is valid for locations listed in Appendix A, including the Phoenix Indian Medical Center and other health centers. The letter requires the organization to present a copy with a completed Arizona Form 5000HC to vendors to substantiate their exempt status.
    Lifecycle
    Title
    Type
    Phoenix Service Unit (PSU) Annual Awards Ceremony Indian Health Service
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    Combined Synopsis/Solicitation
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