Amendment 1: Phoenix Service Unit Awards Program Venue Rental - Q&A Posted
ID: IHS1519514Type: 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)

Set Aside

No Set aside used (NONE)

Original Source

https://sam.gov/workspace/contract/opp/458e5a9434a34ec287230cb3fdaddab4/view
Timeline
    Description

    The Department of Health and Human Services, specifically the Indian Health Service, is seeking proposals for venue rental services for the Phoenix Service Unit Awards Ceremony, scheduled for February 18, 2026, and annually on the third Wednesday of February for the following four years. The selected vendor must provide a safe and clean venue that accommodates up to 400 attendees, including necessary furnishings, audio/visual equipment, and light refreshments, all within a 7-mile radius of the Phoenix Indian Medical Center. This event is crucial for recognizing employees' contributions to the organization's strategic goals and enhancing overall performance. Interested vendors must submit their quotes by November 28, 2025, at 1:00 p.m. MST, and can direct inquiries to Kerri Gilmore at Kerri.Gilmore@ihs.gov.

    Point(s) of Contact
    Kerri Gilmore
    Kerri.Gilmore@ihs.gov
    Files
    Title
    Posted
    Attachment 1 - RFQ IHS1519514 PSU Awards Ceremony Venue.pdf
    The Department of Health and Human Services (HHS), specifically the Indian Health Service (IHS), has issued a Request for Quote (RFQ) IHS1519514 for a Firm Fixed Price contract for a Phoenix Service Unit Awards Ceremony Venue. This RFQ, for a base year and four option years, is a full and open competition under NAICS Code 531120 (Banquet hall rental and leasing). Quotes are due by November 28, 2025, at 1:00 p.m. MST, via email to Kerri.Gilmore@ihs.gov. Offerors must propose on an all-or-none basis and ensure their System for Award Management (SAM) registration is current. Key information required includes company details, CAGE Code, DUNS, Tax ID, FOB Point, discount terms, and delivery date. Questions regarding the RFQ must be submitted as Requests for Information (RFI) by the same deadline to Kerri.Gilmore@ihs.gov.
    Attachment 2 - PSU Awards Ceremony Venue Solicitation Clauses and Provisions.pdf
    This government Request for Quotation (RFQ IHS1519514) 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), and lists numerous contract clauses incorporated by reference or in full text from the HHSAR and FAR. Key clauses cover anti-lobbying, safety, privacy, equal employment, and commercial product/service terms. The RFQ also specifies instructions for offerors, including a three-volume format (Pricing, Technical, Past Performance), technical requirements for the venue (accommodating 400 attendees, free parking, catering, 7-mile radius from Phoenix Indian Medical Center), and past performance submission guidelines. Important dates include February 5, 2025, for technical questions and November 28, 2025, for quote submissions. Offers must be firm for 90 days, and evaluation will be based on a "Best Value" approach considering price, technical merit, and past performance. The document also notes the Department of Health and Human Services is tax-exempt in Arizona.
    Attachment 3 - Statement of Work PSU Awards Ceremony.pdf
    The Indian Health Service (IHS) Phoenix Indian Medical Center (PIMC) is soliciting proposals for a vendor to host their annual Awards Ceremony. This event, scheduled for February 18, 2026, and the third Wednesday of February for the following four years, recognizes employees for their contributions to organizational goals and quality. The chosen vendor will be responsible for providing a safe and clean venue within a 7-mile radius of the medical center, accommodating up to 400 attendees with cocktail tables, round tables, chairs, and free parking. The venue must also include audio/visual equipment (microphones, podium, speakers, large screens with projectors, large screen TVs, WIFI) and five display tables. Additionally, the vendor or an affiliated company will provide light refreshments and tea/water. The contractor must have a minimum of five years of experience in event coordination. PIMC staff will require two hours for set-up prior to each event.
    Attachment 4 - 2025 Hospital - Phoenix Area Indian Health Service.pdf
    The Arizona Department of Revenue has issued an Exemption Letter to the Department of Health & Human Services, Phoenix Area Indian Health Service, designating it as a Qualifying Hospital. This exemption, effective January 1, 2025, provides relief from Arizona Transaction Privilege Tax and Use Tax, as well as Cities Privilege Tax and Use Tax, for specific business classifications. These include Utilities, Pipeline, Publication, Job Printing, Restaurant, Personal Property Rental, Retail, and Use Tax, among others. The exemption applies to the organization as the customer, with limitations on deductions for transient lodging/hotel and other statutory restrictions. The letter also lists various locations covered by this exemption in Appendix A, including Phoenix Indian Medical Center and other health centers. To claim the exemption, the organization must present a copy of this letter to vendors along with a completed Arizona Form 5000HC. The exemption can be rescinded if the provided information is inaccurate or if the organization no longer qualifies.
    RFQ IHS1519514 Questions and Answers.pdf
    This document, titled "RFQ IHS1519514 Questions and Answers," clarifies two key logistical aspects for an event related to the PIMC awards ceremony. The event space is required for approximately 6.5 hours, from 2:00 PM to 8:30 PM, to accommodate setup, the event itself, and cleanup/breakdown. The document also firmly establishes that the date for the PIMC awards ceremony, the third Wednesday in February, is fixed and cannot be altered, even if a preferred venue is unavailable on that specific date.
    Lifecycle
    Title
    Type
    Phoenix Service Unit Awards Program Venue Rental
    Currently viewing
    Combined Synopsis/Solicitation
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