2023_PIA_Sources_Sought_letter_1.pdf

IN REPLY REFER TO:

Administration

The Midwest Region Partners in Action conference will be held in the state of Minnesota. The enclosed Scope of Work for the 2023 Partners in Action Conference is being sent to your organization in order to provide you with an opportunity to submit a capabilities statement and a conference estimate. This is for informational purposes only and does not bind the Government. The event is tentatively scheduled for the week of July 17 -21, 2023, July 24-28, 2023, August 7-11, 2023, or August 14-18, 2023 contingent upon all necessary approvals within the Bureau of Indian Affairs. Once the necessary approvals are received, a formal Request for Proposal will be issued on www.SAM.gov and emailed to interested organizations.

Capabilities statement must include details such as, which dates listed above the property can host the conference, demonstrate the facility is both adequate in size and experience to host an event of this magnitude. Those details shall include daily rental cost, cost of peripheral items (audio/visual/electronics), size of hotel room blocks available onsite and near site, if GSA per diem lodging rate is available, and approximate number of vendor booth spots available and size. (Please note that Vendors may not be charged any fees.) If the GSA per diem lodging rate is not available, please provide the rate per room.

Please submit your capabilities and estimate by the close of business March 15, 2023, to Margie.tahdooahnippah@bia.gov.

If you have any questions, please contact me at (580) 695-8367.

Sincerely, Margie M. Tahdooahnippah Contract Specialist

Enclosure

United States Department of the Interior

BUREAU OF INDIAN AFFAIRS

Midwest Regional Office Norman Pointe II

5600 American Blvd. West, Suite #500 Bloomington, Minnesota 55437

REQUEST FOR INFORMATION

2023 PARTNERS IN ACTION CONFERENCE

Capabilities statements and estimates are due by March 15th, 2023. Please send your information to margie.tahdooahnippah@bia.gov.

Capabilities Statements and estimates must include details which demonstrate the property is both adequate in size and experience to host an event of this magnitude. Those details shall include daily rental cost, cost of peripheral items (audio/visual/electronics), size of hotel room blocks available onsite and near site, and approximate number of vendor booths spots available and size.

NOTE: Vendors may not be charged any fees.

SCOPE OF WORK (DRAFT)

Provide facility and services associated in the hosting of the Midwest Regions Partners in Action (PIA) conference that is being planned for the week of July 17 -21, 2023, July 24-28, 2023, August 7-11, 2023, or August 14-18, 2023, subject to approval, and these dates may change due to approval(s), or other circumstances.

Typically, the conference will begin Tuesday morning, with registration beginning Monday evening. The conference will end Thursday around noon. The conference will have approximately 400 people in attendance. The facility will be able to house a large ball room capable of holding 400 attendees for opening and closing sessions, this room may also be used for large training events during the conference. A dinner/round table set-up works well, but other arrangements may be considered.

The facility will be capable of providing breakout rooms for training sessions that can accommodate 25-40 people each. The number of rooms of this size that are needed is about ten.

Set-up would be a conference or classroom set-up.

Additionally, two rooms for private counsel sessions, these rooms can be capable of a smaller capacity of about 10-15 people. Set up would be boardroom style all facing each other.

All the training rooms shall be equipped with automated audio/visual connections (to include proper cables and adaptors, to integrate with different model laptops), power supplies, room projectors, display screens, and audio systems (i.e., speakers/microphone), provided for the presenting trainers to utilize. The facility shall have sufficient Wi-Fi-Bandwidth available, on the existing or isolated network, to accommodate our conference attendees of up to 400 potential users onsite. User’s will typically be utilizing email, Teams, and other work-related applications while in use. The vendor shall provide an optional ethernet connection to the network as a redundant network option for all Presenters, to connect at the speaker podiums, in case of Wi-Fi failure.

There will also be a location for informational booths to set up. In the past there was room for the option of 1, or 2 table set ups to display approximately 20 organizations. This area can be separate rooms or throughout the hallways in common space, etc.

In the past, the hotel provided a block of rooms for approximately 300 mixed single/double occupancy rooms at the current government per diem rates and tax exempt. This year, the BIA is anticipating approximately 400 attendees. Typically, the individuals would contact the hotel directly for room reservations with a Monday check in and Thursday check out. Ancillary properties nearby may be incorporated to accommodate group size.

The attendees will be responsible for covering their own breakfast, lunch, and dinner during the event. Suggestions for dining accommodations are greatly appreciated.

The facility shall provide light refreshments during the morning and afternoon breaks. Light refreshments shall include coffee, assortment of teas & ice water (available all day), juice, pastries, fruit in the morning, and crackers, cheese, fruit, cookies, bars, chips, soda, or iced tea in the afternoon. (Estimate does not have to include these items exactly and is only provided as an example of could be included.)

Until all final approvals are granted to hold this conference, dates above are subject to change.

Once approval is granted, the Bureau of Indian Affairs will issue a formal Request for Proposal for the conference. If you should have any questions, please email your questions to Margie M.

Tahdooahnippah at Margie.tahdooahnippah@bia.gov.