June_1-3,_2026_OSHSPA_Conference.pdf
PDF 12 KB Posted
- Attached to
- June 1-3, 2026 OSHSPA ConferenceBid Documents
- Solicitation number
- 00225-0000086083
- Issued by
- Marion County, Indiana
About this file
Summary
This is a State of Indiana Request for Quotation issued by the Indiana Department of Labor for the June 1-3, 2026 Occupational Safety and Health State Plan Association (OSHSPA) Conference in Indianapolis, Indiana. The solicitation seeks qualified respondents to provide conference services including hotel accommodations for 70 attendees at the federally mandated per diem rate of $133.00 per night for June 1-2, 2026; registration space; meeting space configured in a U-shape setup; morning and afternoon snacks for June 2-3; breakfast service for June 2-3; water and coffee service for June 2-3; audio and visual equipment and services including rigging, power, and technical support; and a complete media package with projectors, microphones, mixer boards, digital snakes, and audio-visual technician services. The conference must be held within walking distance of the Indiana Government Center at 402 W Washington Street, Indianapolis, Indiana 46204. The event runs from 7:30 a.m. to 5:00 p.m. Eastern Time on June 2-3, 2026. Respondents may bid on all project deliverables or individual deliverables. The venue provider must conduct a walkthrough of the completed setup on June 1, and audio-visual equipment setup must be completed by June 1. Bids must be submitted to rhowens@dol.IN.gov no later than December 8, 2025, at 1:00 p.m. Eastern Time. Completed bids must include the signed solicitation package and itemized pricing for each project deliverable.
The solicitation specifies pricing in U.S. dollars only, with no alternative currencies accepted. Respondents are required to provide their firm name, contact person information, phone and fax numbers, street address, city and state, zip code, and email address as part of the bidder information section. The event identification number is 00225-0000086083. All submissions must include a quote with prices for each project deliverable to be considered for award. The contact for this solicitation is Rhapsody Owens at the Indiana Department of Labor, 402 W Washington Street, Room W195, Indianapolis, Indiana 46204.
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Other files
| File | Type | Posted |
|---|---|---|
| OSHSPA Meeting RFQ SOW.docx | DOCX document | |
| SolicitationPackage_Comm_01132025.pdf |
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Text version
Event Description Project Description.
The Indiana Department of Labor is seeking through a competitive bidding process respondents who can satisfy the state’s need for the June 1-3, 2026 Occupational Safety and Health State Plan Association Conference in Indianapolis, IN. Respondents may bid on all project deliverables or individual project deliverables.
General Requirements.
Dates: June 1 – 3, 2026
The conference must be held within walking distance of the Indiana Government Center at 402 W Washington St, Indianapolis, IN 46204. The conference is held over three days. The first day is a travel and registration day. The second and third days are for meetings. Hotel rooms for 70 attendees must be at the per diem rate of $133.00. Meeting space on site at the hotel must accommodate attendees set up for a U shape. Morning and afternoon snacks on each day of the conference will be provided as well as coffee and water throughout the day. Audio and visual services must include all items and setup necessary, including one podium with a projector set up on either side that can connect to a laptop and one microphone that can be turned on and off.
Project Deliverables.
1. Hotel rooms for seventy (70) attendees at $133.00 per night for June 1 and June 2, 2026.
2. Registration space for June 1 and June 2 including one table and two chairs.
3. Meeting space for seventy (70) attendees setup in a U shape.
4. Morning and afternoon snacks for June 2 and June 3.
5. Breakfast for June 2 and June 3.
6. Water and coffee service for June 2 and June 3.
7. Audio and visual rigging, power, and service techs for setup and teardown.
8. Media projector package, wired microphone with on/off switch, desktop microphone stand, microphone cable, podium microphone, digital mixer board, digital snake, audio-visual tech to manage event, and delivery, setup, and teardown.
Delivery Schedule and Milestones.
1. Provider of venue space will schedule a walkthrough of completed setup of the meeting space with the agency on June 1.
2. Provider of audio and visual equipment will complete setup on June 1.
3. Start time on June 2 and June 3 is 7:30 AM Eastern Time.
4. End time on June 2 and June 3 is estimated to be 5:00 PM Eastern Time.
Bid Instructions. Respondents must submit completed bids to rhowens@dol.IN.gov no later than December 8th, 2025 at 1:00 pm Eastern Time. Completed bids must include:
Event Details
Bidder: INTERNAL EVENT DETAILS
Submit To: Labor Dept. of Labor
402 W WASHINGTON ST RM W195
INDIANAPOLIS IN 46204
United States
Contact: Rhapsody Owens Phone:
Email: RHOWENS@dol.in.gov
State of Indiana Request for Quotation Event ID Format Type Page 00225-0000086083 Buy RFx 1 Event Round Version 1 1 Event Name June 1-3, 2026 OSHSPA Conference Start Time Finish Time
11/04/2025 11:04:58 EST 12/08/2025 13:00:00 EST
Event Currency: US Dollar Bids allowed in other currency: No
1. Solicitation package completed and signed by respondent.
2. Quote with prices for each project deliverable to be considered.
Event Details (cont.)
Bidder: INTERNAL EVENT DETAILS
Submit To: Labor Dept. of Labor
402 W WASHINGTON ST RM W195
INDIANAPOLIS IN 46204
United States
Contact: Rhapsody Owens Phone:
Email: RHOWENS@dol.in.gov
State of Indiana Request for Quotation Event ID Format Type Page 00225-0000086083 Buy RFx 2 Event Round Version 1 1 Event Name June 1-3, 2026 OSHSPA Conference Start Time Finish Time
11/04/2025 11:04:58 EST 12/08/2025 13:00:00 EST
Line Details No Bid:
Line: 1 Item ID: Line Qty: 1 UOM: Each Bid Qty: 1 Required: No Reserve Price: No
Description: June 1-3, 2026 OSHSPA Conference
Question UOM Best Worst Response What is your quote/bid price?
Required: Yes Mandatory Response: No
Response Comments
Event Details (cont.)
Bidder: INTERNAL EVENT DETAILS
Submit To: Labor Dept. of Labor
402 W WASHINGTON ST RM W195
INDIANAPOLIS IN 46204
United States
Contact: Rhapsody Owens Phone:
Email: RHOWENS@dol.in.gov
State of Indiana Request for Quotation Event ID Format Type Page 00225-0000086083 Buy RFx 3 Event Round Version 1 1 Event Name June 1-3, 2026 OSHSPA Conference Start Time Finish Time
11/04/2025 11:04:58 EST 12/08/2025 13:00:00 EST
Bidder Information Firm Name:
Name: Signature: Date:
Phone #: Fax #:
Street Address:
City & State: Zip Code:
Email:
Event Details (cont.)
Bidder: INTERNAL EVENT DETAILS
Submit To: Labor Dept. of Labor
402 W WASHINGTON ST RM W195
INDIANAPOLIS IN 46204
United States
Contact: Rhapsody Owens Phone:
Email: RHOWENS@dol.in.gov
State of Indiana Request for Quotation Event ID Format Type Page 00225-0000086083 Buy RFx 4 Event Round Version 1 1 Event Name June 1-3, 2026 OSHSPA Conference Start Time Finish Time
11/04/2025 11:04:58 EST 12/08/2025 13:00:00 EST
File details come from the government source that posted it. Updated .