Meeting Space (Conference Room), Lodging, and A/V Support Services

Notice ID:

IHS-HQE-DAP-BM-SSN01

Department/Ind. Agency:

HEALTH AND HUMAN SERVICES, DEPARTMENT OF

Sub-tier:

HEALTH AND HUMAN SERVICES, DEPARTMENT OF

Sub Command:

DIVISION OF ACQUISITIONS POLICY HQ

Office:

DIVISION OF ACQUISITIONS POLICY HQ

All Dates/Times are:

(utc-04:00) eastern standard time, new york, usa

Updated Published Date:

(utc-04:00) eastern standard time, new york, usa

Original Published Date:

2023-05-27 19:04:00

Original Response Date:

jun 11, 2023 11:59 pm edt

Inactive Policy:

15 days after response date

Original Inactive Date:

jun 26, 2023

Initiative:

• None***--***

Product Service Code:

m1ab - operation of conference space and facilities

Original Set Aside:

The Indian Health Service has a requirement that includes the following in Nashville, TN: Meeting Space (Conference Rooms), Loding (Block), and A/V Support Services from 08/21/2023 through 08/24/2023. Details below: Geographical Requirements: The meeting hotel would need to meet the following geographic requirements: Be located in Nashville, Tennessee Be located within a 3-block radius of Broadway Street in downtown Nashville Be located near at least one restaurant (within walking distance) Event Meeting Space Requirements: Given the expected attendance, the following space requirements need to be met by the hotel: Plenary Session: Classroom style to accommodate up to 200 people = 10,809 sf Breakout Sessions x 5 to accommodate 25-30 people each = 3,603 sf Registration area available Ability to place posters throughout meeting areas Provide podium and microphone for each of the rooms Total meeting space cost $11,905 Audio/Visual – prefer on-site for technical assistance cost is estimated at $13,094. 1 large screen in plenary room, 1 screen in each of the 5 breakout rooms. Lodging Requirements: The hotel would need to offer the following to meet lodging requirements: Offer the government lodging rate of $207 (or less) for the length of the conference Provide no attrition clause in the meeting contract Offer to hold a room block for at least 160 of the expected attendees for at least up to 30 days prior to the conference Monday night before meeting: 160 rooms Tuesday night, 1st day of meeting: 160 rooms Wednesday night, 2nd day of meeting: 160 rooms Other Requirements: Provide complimentary, secure internet either in the conference area or in individual rooms Have no limitations for the IHS to bring laptops, projects, and other IT equipment to use for the meeting Provide audio-visual support, including screens, even if outsourced to a third party Offer on-site restaurant Qualified parties may submit responses to brendon.moran@ihs.gov by 06/11/2023 at 11:59 PM (EST). Please be advised that this posting is not for the purposes or soliciting a quote or proposal. Any quotes or proposals submitted will not be compensated.

5600 FISHERS LANE MAIL STOP 09E70

ROCKVILLE , MD 20857

USA

Primary Point of Contacts:

Brendon Moran, Contracting Officer