IHS1511641 2025 Nurse Leadership CSS.pdf

Combined Synopsis/Solicitation IHS1511641 – 2025 Nurse Leadership Summit

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested in response to this notice and a written solicitation will NOT be issued. This solicitation is being issued as a Request for Quote (RFQ). Submit only written quotes for this RFQ. This solicitation is FULL AND OPEN. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-03. The associated NAICS code is 531120.

This RFQ contains Two (2) Line Items:

CLIN DESCRIPTION TOTAL COST

0001 2025 Nurse Leadership Summit – pricing for meeting rooms. Shall have the ability to host on September 8th – 11th, alternate dates in July and August of 2025 will be considered.

0002 Accommodate 240 rooms at the Government per diem rate – not evaluated in pricing

PERIOD OF PERFORMANCE: September 8th – 11th, 2025, Alternate dates in July and August of 2025 will be considered.

Vendor Requirements: SEE ATTACHED STATEMENT OF WORK

Submit Quotes no later than: 05/21/2025 2:00 PM. CDT to the Following Point of Contact:

Christian McGee, Contract Specialist, via Email: christian.mcgee@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Items (completed as follows):

(a) The Government will award a firm fixed price contract Purchase Order resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, with the technical requirements and past history performance being more important than pricing. The following factors shall be used to evaluate offers:

Best Value (see criteria below)

Pricing

- Pricing will be evaluated by adding the Base Period of Performance for a comprehensive price.

Technical

- The vendor shall have the ability to accommodate 240 rooms – Block rooms at the

Government Rate. SLEEPING ROOMS: Contractor shall set aside at no cost to the government sleeping rooms for the participants (Block at the Government Rate). Each traveler shall reserve and be financially responsible for their own hotel rooms. Contractor shall release rooms at a date and time most advantageous to the government. Contractor shall note the date that rooms will be released by the hotel. Hotel rooms shall not exceed the Fiscal Year 2025 Federal Travel Rate. Estimated Sleeping Rooms: Check-in for 30 Participants on the evening before the planning day and 240 rooms the evening of the planning day.

Check-out day after the last day of event.

- The Vendor shall have the ability to accommodate CONFERENCE & LODGING SPACE:

1. The vendor shall have the ability to provide - Day 1: TBD Planning Meeting

a. One (1) meeting space/room: 30 participants, hollow square setup. Time: 8:00 am to 5:00 pm

i. Space must include

1. Free Wifi Internet Access

2. The vendor shall have the ability to provide - Day 2: TBD Main Event Day 1

a. One (1) conference room: 240 participants, half-moon table setup

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 11:15 pm to 2:45 pm

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: Set-Up Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or push pins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm (24hr hold)

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area

2. Free Wi-Fi, Internet access

3. The vendor shall have the ability to provide - Day 3: TBD Main Event Day 2

a. One (1) conference room: 240 participants, half-moon tables

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 10:00 am

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: 8:00 am to 5:00 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Eight (8) standing poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area

2. Free Wi-Fi, Internet access upon request

4. The vendor shall have the ability to provide - Day 4: TBD Main Event Day 3

a. One (1) conference room: 240 participants, half-moon tables.

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 3:00 pm

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: 8:00 am to 1:30 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 1:30 pm

i. Space must include the following:

1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area Free Wi-Fi, Internet access upon request

5. The vendor shall have the ability to provide - All days

a. Two (2) registration tables, skirted, 2 chairs. Tuesday thru Thursday, 7:00 am to 5:00 pm.

b. Free airport transportation/shuttle (preferred)

c. Free hotel parking (preferred)

d. Free wireless and/or internet connectivity in facility and guest rooms (preferred)

e. One (1) lockable storage room for equipment and supplies

f. Ability to receive and store conference items one week prior to arrival.

g. Photocopy services for incidental executive correspondence for up to 50 copy jobs at an average of

10 pages per request.

h. Hotel site will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .2 miles preferably) hotels and coordinate with CSC for informational purposes to attendees.

Past History Performance

- Vendor shall submit at minimum 3 past history performance records.

VENDOR SHALL SUBMIT THE FOLLOWING:

VENDORS SUBMITTING OR EQUAL ITEMS MUST SUBMIT DESCRIPTIVE LITERATURE SHOWING HOW THEIR

PRODUCT MEETS OR EXCEEDS THE REQUIREMENTS BEING SOLICITED

This solicitation will result in a firm fixed price purchase order pursuant to the terms and conditions below. Terms and conditions other than those stated will not be accepted. The above pricing is all inclusive.

PROVISIONS: The following FAR provisions apply to this solicitation:

FAR 52.212-1, Instructions to Offeror- Commercial Items (MAR 2023); FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (DEC 2022) (the offeror should include a completed copy of this provision with their quote).

CLAUSES: The following FAR clauses apply to this solicitation:

FAR 52.212-4, Contract Terms and Conditions-Commercial Items (NOV 2023); FAR 52.212-5 (JAN 2025)(DEVIATION FEB 2025), Contract Terms and Conditions Required to Implement Statues or Executive Orders-Commercial Items (to include the following clauses sited): FAR 52.203-17 Contractor Employee Whistleblower Rights; FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; FAR 52.204-27, Prohibition on a ByteDance Covered Application; FAR 52.204-30, Federal Acquisition Supply Chain Security Act Orders – Prohibition; FAR 52.209- 6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment, or Voluntarily Excluded; FAR 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns; FAR 52.219-28, Post award Small Business Program Re-representation; FAR 52.222-3, Convict Labor;

FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies; FAR 52.222-36, Equal Opportunity for Workers with Disabilities; FAR 52.222-50, Combating Trafficking in Persons; FAR 52.225-3, Buy American-Free Trade Agreements-Israeli Trade Act; FAR 52.225-3, Alternate II FAR 52.225-13, Restriction on Certain Foreign Purchases;

FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving; FAR 52.232-33, Payment by Electronic Funds Transfer- System for Award Management; FAR 52.240-1, Prohibition on Unmanned Aircraft Systems Manufactured or Assembled by American Security Drone Act-Covered Foreign Entities; FAR 52.217-8, Option to Extend Services; FAR 52.252-2, Clause Incorporated by Reference; FAR 52.252-6, Authorized Deviations in Clauses. The above Provisions and Clauses may be obtained via internet at http://farsite.hill.af.mil.

HHSAR CLAUSES:

HHSAR 352.211-2, Conference Sponsorship Requests and Conference Materials Disclaimer. (DEC 2015) HHSAR 352.211-3, Paperwork Reduction Act. (DEC 2015) HHSAR 352.226-1, Indian Preference. (DEVIATION)

HHSAR 352.232-71, Electronic submission of payment requests HHSAR 352.239-72, Information System Security Plan and Accreditation. (Deviation)(FEB 2024) HHSAR 352.239-78, Information and Communication Technology Accessibility Notice. (Deviation)(FEB2024) HHSAR 352.239-79, Information and Communication Technology Accessibility. (Deviation) (FEB 2024) HHSAR 352.270-4a, Notice to Offerors, Protection of Human Subjects. (DEC 2015)

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222- 25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE

ELECTRONIC SUBMISSION. (christian.mcgee@ihs.gov)

All contractors must be registered in the System for Award Management database located at https://www.sam.gov/sam/ prior to any contract award. Please submit the following information with each quote: Vendor Name, Cage Code, DUNS number, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation in sufficient detail to determine technical acceptability. Failure to provide sufficient technical detail may result in rejection of your quote.

Statement of Work

Indian Health Services (IHS), Division of Nursing Services (DNS) and National Nurse Leadership Council

(NNLC),

2025 Nursing Leadership Summit

I. Introduction The Indian Health Service (IHS) Division of Nursing Services (DNS) and National Nurse Leadership Council (NNLC) is planning the 2025 Nursing Leadership Summit. The conference is to facilitate an educational forum that increases nursing knowledge, skills and attitudes across a broad spectrum of health care issues that focus on current, practical, and clinically-oriented evidence-based practice information addressing nursing leadership, advanced practice nursing, inpatient nursing, ambulatory nursing, and public health nursing.

Key Items:

A. Accommodated 240 rooms – Block rooms at the Government Rate B. Date for Conference: September 08-11, 2025, Alternate Dates in July and August of 2025 will be considered.

C. Meeting Room requirements outlined below are a minimum requirement D. No mandatory food requirement from the hotel in this agreement E. A/V and data requirements must be addressed and priced F. Potable Ice water shall be provided in each conference and breakout room.

II. Meeting Information The 2025 Nursing Leadership Summit to be held September 8-11, 2025 within the continental United States. Alternate dates in July & August of 2025 will be considered. The host facility must be located within walking distance to local amenities, restaurants, and public transportation. Walking distance is defined as 0.14 miles or less. The host facility must be in an area that is safe for pedestrian activity and with a low crime rate (low crime rate is defined as within the national average for violent and property crime). Four working days will be dedicated to achieving the goals and objectives established by DNS and NNLC. The first date will be utilized by the Division of Nursing Services and the National Nurse Leadership Council for planning, this date will have 30 participants. The remaining three date will have approximately 240 participants in attendance. The attendees will be arriving the day before events and depart day after events.

III. Scope of Work / Deliverables

CONFERENCE & LODGING SPACE:

A. Day 1: TBD Planning Meeting

a. One (1) meeting space/room: 30 participants, hollow square setup. Time: 8:00 am to 5:00 pm

i. Space must include

1. Free Wifi Internet Access

B. Day 2: TBD Main Event Day 1

a. One (1) conference room: 240 participants, half-moon table setup

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 11:15 pm to 2:45 pm

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: Set-Up Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or push pins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm (24hr hold)

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area

2. Free Wi-Fi, Internet access

C. Day 3: TBD Main Event Day 2

a. One (1) conference room: 240 participants, half-moon tables

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 10:00 am

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: 8:00 am to 5:00 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Eight (8) standing poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area

2. Free Wi-Fi, Internet access upon request

D. Day 4: TBD Main Event Day 3

a. One (1) conference room: 240 participants, half-moon tables.

b. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. Two (2) floor microphones

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 40 ft. extension cord)

6. One (1) 4 channel mixer

7. Head Table on riser, four chairs

8. One (1) 10’x10’ AV screen

9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping

10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium.

11. Free Wi-Fi, Internet access

c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 3:00 pm

i. Space must include the following in each room:

1. One (1) podium with microphone

2. One (1) lapel microphone

3. One (1) floor microphone

4. One (1) small AV table at front of room

5. One (1) power package (power strip and 20 ft. extension cord)

6. One (1) 8’X8’ AV screen

7. One (1) projector and laptop

8. Free Wi-Fi, Internet access upon request

d. One (1) space for exhibits: 8:00 am to 1:30 pm

i. Space must include the following:

1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each.

2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request)

3. Power packages to be paid by individual exhibitors

e. One (1) space for poster sessions: Time: 8:00 am to 1:30 pm

i. Space must include the following:

1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins.

f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm

i. Space must include the following:

1. Boardroom style seating for 20, near the session and/or registration area Free Wi-Fi, Internet access upon request

E. OTHER: All days

a. Two (2) registration tables, skirted, 2 chairs. Tuesday thru Thursday, 7:00 am to 5:00 pm.

b. Free airport transportation/shuttle (preferred)

c. Free hotel parking (preferred)

d. Free wireless and/or internet connectivity in facility and guest rooms (preferred)

e. One (1) lockable storage room for equipment and supplies

f. Ability to receive and store conference items one week prior to arrival.

g. Photocopy services for incidental executive correspondence for up to 50 copy jobs at an average of

10 pages per request.

h. Hotel site will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .2 miles preferably) hotels and coordinate with CSC for informational purposes to attendees.

SLEEPING ROOMS:

Contractor shall set aside at no cost to the government sleeping rooms for the participants (Block at the Government Rate). Each traveler shall reserve and be financially responsible for their own hotel rooms. Contractor shall release rooms at a date and time most advantageous to the government. Contractor shall note the date that rooms will be released by the hotel. Hotel rooms shall not exceed the Fiscal Year 2025 Federal Travel Rate. Estimated Sleeping Rooms: Check-in for 30 Participants on the evening before the planning day and 240 rooms the evening of the planning day. Check-out day after the last day of event.

PLEASE NOTE: We would like to tack on 3 days before and after conference for those wanting to extend their stay at the same contracted room rate (up to 10 participants each night).

ADDITIONAL INFORMATION:

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

IV. Requirements Summarized:

G. Accommodated 240 rooms – Block rooms at the Government Rate H. Date for Conference: September 08-11, 2025, Alternate Dates in July and August of 2025 will be considered.

I. Meeting Rooms requirements outlined above are a minimum requirement J. No mandatory food requirement from the hotel in this agreement K. A/V and data requirements must be addressed and priced L. Potable Ice water shall be provided in each conference and break out room.