IHS-SS-24-1490505.pdf

Sources Sought: Meeting Space for the Indian Health Service (IHS) Headquarters (HQ) Executive Leadership Meeting to be held in Nashville, Tennessee.

Sources Sought Notice Number: IHS-SS-24-1490505

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation, an obligation or commitment by the Indian Health Service.

This notice is intended strictly for market research to determine the availability of Indian Small Businesses Economic Enterprise (ISBEE), Indian Economic Enterprises (IEE), or Other Small Businesses.

Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The anticipated applicable NAICS code for this acquisition is 721110, Hotels (except Casino Hotels) and Motels- other relevant NAICS codes will be considered based on responses received (such as conference centers, etc.)

1.0 BACKGROUND

The Indian Health Service (IHS) plans to host its quarterly Executive Leadership Team (ELT) Meeting from June 10 through June 13, 2024, in Nashville, Tennessee (TN). The meeting will require conference space, audio-visual (AV) services for a hybrid in-person and virtual session, and transportation services.

2.1 OBJECTIVE

The primary objective of this project is to secure adequate meeting space and audiovisual services to accommodate a hybrid in-person and virtual meeting with transportation services. The desired approach is to host the meeting at the same location for lodging for meeting participants but the Government will consider alternative approaches for lodging if unavailable on site at the federal per diem rate.

2.0 SCOPE

Location

IHS is seeking to host its ELT meeting in downtown Nashville, TN. While downtown Nashville, TN is preferred in close walking proximity with sidewalks and safe environments for the general welfare of participants, the IHS will consider alternate locations within 15-25 miles of the Nashville Airport if the other specifications of the requirements are met. Must be within 10-minute walking distance of more than one restaurant with sit-down and carry out options. A map of the meeting space with restaurants and a complete list of restaurants with the distance in miles and walking distance in minutes from the meeting location must accompany all bids.

Conference Space and Hotel Room Block

IHS is seeking conference space and a hotel room block at the federal per diem rate in Nashville, TN, for the dates of June 10-June 14, 2024.

The meeting space must be centrally located with a preferred location of downtown Nashville, TN.

Proposals will be accepted outside of this location but must be within 10 miles and no more than 25 miles from the Nashville International Airport. All meeting locations must be within walking distance of restaurants with sidewalks and in an area that a reasonable person would consider safe to walk in small groups during daylight and dusk hours without fear of personal safety.

Meeting space must include 2-3 meeting spaces:

One boardroom with a long table and 6-10 seats with no AV services.

One large conference room or two adjoining conference rooms with a sliding partition that will open to accommodate two separate set ups.

o Minimum of 1850 sf to be set up in U shape and hold 45 seats with AV projection screen and podium on the open side of the U shape and accommodate adequate walking space of 36” behind seats when persons are seated and any adjacent walls.

A floorplan with square footage and diagram of seating arrangements to include a minimum of 36” of walking space between chairs when pulled out in seated position and any adjacent walls is required with all proposals.

o Room must include set up behind the U shape with a long table in a traditional classroom set up with 10-15 seats o A floorplan with square footage and diagram of seating arrangements to include a minimum of 36” of walking space between chairs when pulled out in seated position and any adjacent walls.

o Minimum of 650 sf to be set up banquet style with five tables to hold 10 seats with adequate space for flip chart stands and wall space for extra-large sticky note pads to accommodate mini breakout sessions and not require participants to leave the room.

Audio Visual Needs

The meeting will be primarily in person and allow for microphones, speakers, and monitors to allow participants to hold discussions and be easily heard by all in the room. The set up must include options to virtually host presenters periodically throughout the meeting that allows the virtual participants to see the room participants via camera and a monitor where in-person participants are able to view the virtual presenter and any shared screens or presentations. The contractor must directly provide or subcontract with a vendor who meets the federal definition of small or Indian owned business (or provide strong justification that a small or Indian owned business is not available locally) the items listed below at a minimum. Proposals must include any and all necessary audiovisual equipment to adequately accommodate a hybrid in-person/virtual meeting must include strong justification in the proposal.

1 large projection screen for the front of the room to display presentations

2 large monitors for the left and right sides of the room

23-25 microphones - one designated microphone for the primary meeting chair and one microphone to be centered between every two seats

3 wireless handheld microphones

1 House Sound System

Meeting Room Power Distribution

20-30 3' AC Power Strips for the Ushape tables and 1 long classroom table

Internet access for virtual meeting options

Complimentary Wi-Fi

Any proposal that offers on demand technical assistance for the duration of the meeting will be evaluated more favorably.

Site Visit

The Contracting Officer’s Representative will conduct a site visit 3-5 days prior to the meeting.

Signage

The meeting venue must include digital and print signs designating “IHS Executive Leadership Meeting” in prominent locations for participants to easily locate the meeting room.

Lobby

The meeting venue must include space in the lobby or outside of the meeting room for registration and other support staff to provide services.

Water Service

The proposal should include water service and options to refill at least twice daily with drinking glasses available for 60 participants. The table should have room for the IHS organizers to bring in light refreshments. No catering of food or drink is allowed to be purchased using government funding and should not be included as part of the proposal.

Transportation Services

The contractor must directly provide or subcontract with a vendor who meets the federal definition of small or Indian owned business (or provide strong justification that a small or Indian owned business is not available locally) to provide:

Shuttle bus or vans to accommodate 50-60 persons round trip from the meeting site to The Hermitage and wait for participants for approximately 3-4 hours and then provide transportation back to the meeting site at approximately 10 a.m. or 1 p.m. between June 11 and June 13, 2024

Shuttle bus or vans to accommodate 30-40 persons round trip from the meeting site to 711 Stewarts Ferry Pike, Nashville, TN 37214 for a 2-hour time period and returning to the meeting site between June 11 and 13, 2024

Shuttle bus or vans to accommodate 20 persons round trip from the meeting site to 801 Park Avenue in Murfreesboro, TN, for a 4-6 hour time period and returning to the meeting site and/or Nashville International Airport on June 14, 2024

Hotel Room Block

A room block for 50 attendees at the federal per diem rate is preferred. If unavailable onsite, the meeting site must be within walking distance or a short taxi ride of hotels within the federal per diem rate. If a room block is unavailable, the proposal must include a list of hotels and the distance in miles from hotels with federal per diem rates.

3.0 CONTRACT REQUIREMENTS/ AND PERSONNEL QUALIFICATIONS (IF

APPLICABLE)

The Contractor shall perform the following tasks:

3.1 Meeting Space Coordination

3.1.1 The Contractor shall develop an overall floor plan view of meeting space and provide onsite support each morning. The Contractor will check in periodically with federal staff to ensure all needs are met. The Contractor must provide contact information for air temperature control, audiovisual technical assistance, and logistical support needs.

3.2 Meeting and Equipment Set-Up

3.2.1 The Contractor shall ensure a plan is in place to set up the room configuration and complimentary water each morning prior to 8 a.m.

3.2.2 The Contractor shall ensure complimentary water is replenished at least twice daily to allow for 24 ounces per meeting participant throughout the day.

3.2.3 The Contractor shall have a plan to clean up the room after 6:30 p.m. each evening.

3.2.4 The Contractor shall ensure a plan is made for technical assistance throughout the day and outline the qualifications of staff who will provide audiovisual technical assistance.

4.0 TYPE OF ORDER

This is a firm fixed price purchase order.

5.0 ANTICIPATED PERIOD OF PERFORMANCE

Period of Performance: 06/1/2024 through 06/30/2024. 30 calendar days

6.0 PLACE OF PERFORMANCE

Preferred location is downtown Nashville, Tennessee but acceptable within a 15 but no more than 25 mile radius of the Nashville International Airport.

8.0 REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Complete deliverables schedule listed below.

All site visits will be conducted by the COR. All written deliverable products shall be submitted in draft format for review, comment and approval by the COR. Final copies of approved drafts shall be delivered to the COR within five (5) business days after receipt of the Government’s comments.

All deliverables shall be sent electronically (Microsoft Word or Excel 2013, unless approved by the COR) per the following deliverable schedule:

DELIVERABLE

DELIVERABLE DESCRIPTION / FORMAT

REQUIREMENTS

DUE DATE

Site Visit #1 (Task 4.1)

Demonstrate lay out of meeting space, location of signage, and AV set up

3-5 days prior to meeting

9.0 PAYMENT

One-time payment in arrears after conference

Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

A. Anticipated Period of Performance:

Period of Performance: 06/1/2024 through 06/30/2024.

B. Capability Statement/Information:

Interested parties are expected to review this notice to familiarize itself with the requirements of this project. Failure to do so will be at your firm’s own risk. The following information shall be included in the capability statement:

1. A general overview of the respondent’s opinions about the difficulty and/or feasibility of the potential requirement, and any information regarding innovative ideas or concepts.

2. Information in sufficient detail of the respondent’s (a) current capability and capacity to perform the work; (b) prior completed events of similar nature/size; (c) organizational experience and management capability; and (d) examples of prior completed Government contracts and other related information.

3. Documentation on the floorplans available, photographs of the event space, room descriptions, equipment available, etc. To be considered capable of fulfilling this requirement evidence of an Offerors ability to fully satisfy the requirements described above must be provided.

4. The respondents’ DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc.) Pursuant to the North American Industry Classification System (NAICS) code: 721110, Hotels (except Casino Hotels) and Motels, or comparable NAICS

5. Applicable company GSA Schedule number or other available procurement vehicle.

6. Company’s System for Award Management (SAM) registration status. All respondents must register on the SAM located at http://www.sam.gov/.

7. Any other information that may be helpful in developing or finalizing the requirements of the potential acquisition.

8. Submit Indian Health Service Buy Indian Act Indian Economic Enterprise Representation Form (attached)

9. The capability statement shall not exceed 10 single-sided pages (including all attachments, resumes, charts, etc.) presented in single-space and using a 12-point font size minimum, in either Microsoft Word or Adobe Portable Document Format (PDF), with 8-1/2 by 11 inch paper size, and 1 inch top, bottom, left and right margins.

10. All proprietary information should be marked as such. Statements should also include an indication of current certified small business status; this indication should be clearly marked on the first page of your capability statement (preferably placed under the eligible small business concern’s name and address).

Responses will be reviewed only by IHS personnel and will be held in a confidential manner.

F. Closing Statement

Point of Contact: Valerie Heart Broker, Lead Contract Specialist, at Valerie.HeartBroker@ihs.gov

Submission Instructions:

Interested parties shall submit capability via email to Darryl Smith Contracting Officer, at Valerie.HeartBroker@ihs.gov . Must include Sources Sought Number IHS1490505 in the Subject line.

The due date for receipt of statements is April 4, 2024, 2:00 p.m. Pacific Standard Time.

All responses must be received by the specified due date and time in order to be considered.

This notice is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of IHS.

IHS does not intend to award a contract on the basis of responses nor otherwise pay for the preparation of any information submitted. As a result of this notice, IHS may issue a Request for Quote (RFQ).

THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. However, should such a requirement materialize, no basis for claims against IHS shall arise as a result of a response to this notice or IHS’s use of such information as either part of our evaluation process or in developing specifications for any subsequent requirement.

Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization’s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM.gov.

However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response.