IHS Meeting Space - Washington DC
ID: 75H70425Q00010solType: Combined Synopsis/Solicitation
Overview

Buyer

HEALTH AND HUMAN SERVICES, DEPARTMENT OFINDIAN HEALTH SERVICEDIVISION OF ACQUISITIONS POLICY HQROCKVILLE, MD, 20857, USA

NAICS

Hotels (except Casino Hotels) and Motels (721110)

PSC

LEASE/RENTAL OF CONFERENCE SPACE AND FACILITIES (X1AB)

Original Source

https://sam.gov/opp/9a8b288e82ee4d9ab21f3278e84570b2/view
Timeline
    Description

    The Indian Health Service (IHS), part of the Department of Health and Human Services, is seeking a contractor to provide meeting space rental and audio/visual support for two significant events scheduled for February 2025 in the Washington, D.C. area. The procurement aims to facilitate the National Budget Work Session and the Direct Service Tribes Advisory Committee (DSTAC) Quarterly Meeting, accommodating approximately 140 attendees over four days, with specific requirements for large meeting rooms, advanced A/V setups, and hotel room reservations at government rates. Proposals are due by 12:00 PM EST on January 9, 2025, and will be evaluated based on venue capability, qualifications, past performance, and price, with a focus on ensuring compliance with federal standards. Interested vendors can contact Darryl Smith at darryl.smith@ihs.gov for further information.

    Point(s) of Contact
    Darryl Smith
    darryl.smith@ihs.gov
    Files
    Title
    Posted
    Combined Synopsis - Posting NBWS 2025.pdf
    This document outlines a Request for Quotation (RFQ) for a firm-fixed price purchase order to secure the services of a contractor for meeting space rental and audio/visual support for specific government-sponsored meetings. The solicitation, identified as 75H70425Q00010, is exclusively for small businesses or Native American-Owned enterprises under the NAICS code 721110, with a maximum size standard of $40M. The contract encompasses a one-year base period with an optional extension. Proposals are due by 12:00 PM EST on January 9, 2025. Evaluation of quotations will be based on venue capability, minimum qualifications, relevant past performance, and price, with technical factors receiving greater importance than cost. It is stipulated that the government may select a quotation that exceeds minimum requirements if it provides additional benefits; however, no alternative offers will be entertained. Interested parties must submit a completed representation and certification. The main point of contact for this RFQ is Darryl Smith, Contract Specialist. This solicitation reflects a structured government procurement process aimed at ensuring optimal service delivery for upcoming federal events.
    RFQ - 75H70425Q00010.pdf
    The document outlines a Request for Proposal (RFP) issued by the Indian Health Service for meeting space to host the Direct Service Tribes Advisory Committee (DSTAC) Federal Staff Meeting in February 2025. The RFP specifies requirements for accommodations to facilitate approximately 140 attendees over four days in Crystal City, Virginia. It includes an option for repeat services in February 2026. The procurement will employ the Lowest Priced Technically Acceptable (LPTA) method, where the government seeks cost-effective solutions from responsible vendors. Key details involve two main sessions: a National Budget Work Session with 135 tribal representatives and a DSTAC Quarterly Meeting with 60-85 participants. Additional clauses from the Federal Acquisition Regulation (FAR) applicable to the contract are highlighted, detailing compliance requirements across various aspects, including small business considerations and labor standards. The overall goal is to secure suitable meeting logistics aligned with government procurement standards while ensuring fair competition and opportunity for qualified vendors.
    SOW - Posting.pdf
    The Indian Health Service (IHS) seeks a contractor to provide meeting space rental and audiovisual support for two significant events: the National Budget Work Session scheduled for February 11-12, 2025, and the Direct Service Tribes Advisory Committee (DSTAC) Quarterly Meeting on February 13-14, 2025, both near Washington, D.C. Each session will host Tribal representatives and federal staff, requiring specific accommodations such as large meeting rooms with appropriate seating arrangements and advanced A/V setups, including microphones and projectors. The contractor must also reserve a block of hotel rooms at government rates for attendees and provide internet access and signage at the venue. In total, it's anticipated that 135 participants will attend the Budget Work Session, while 65-80 will be at the DSTAC meeting. The document outlines specific lodging requirements, space configurations, and A/V equipment necessary for both events, emphasizing the contractor's responsibility to comply with federal standards, including Section 508 accessibility requirements. Payment for food and beverages will not be authorized. Furthermore, all materials produced under this contract will belong to the government, and the contractor must navigate potential conflicts of interest, ensuring their personnel are properly trained. This RFP highlights the IHS's commitment to effectively serving and communicating with Tribal representatives through well-organized and accessible meetings.
    Lifecycle
    Title
    Type
    IHS Meeting Space - Washington DC Area
    Currently viewing
    Combined Synopsis/Solicitation
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