OSHSPA Meeting RFQ SOW.docx
DOCX document 18 KB Posted
- Attached to
- June 1-3, 2026 OSHSPA ConferenceBid Documents
- Solicitation number
- 00225-0000086083
- Issued by
- Marion County, Indiana
About this file
This is a Statement of Work (SOW) for a competitive bidding process issued by the Indiana Department of Labor for the Occupational Safety and Health State Plan Association (OSHSPA) Conference scheduled for June 1-3, 2026, in Indianapolis, Indiana. The conference requires hotel accommodations for 70 attendees, meeting space configured in a U-shape setup, registration facilities, catering services including breakfast and snacks, beverage service, and comprehensive audio-visual equipment and technical support. The venue must be located within walking distance of the Indiana Government Center at 402 W Washington St. Respondents may submit bids for all project deliverables or individual components. A venue walkthrough is scheduled for June 1, with conference sessions running from 7:30 AM to approximately 5:00 PM Eastern Time on June 2 and 3. Completed bids must be submitted to rhowens@dol.IN.gov no later than December 8, 2025, at 1:00 PM Eastern Time and must include the signed solicitation package, itemized pricing quotes, descriptions of how each deliverable will be completed, and any questions or information requests for the state.
Hotel rooms must be provided at the federally mandated per diem rate of $133.00 per night for June 1 and 2. The bid submission must include detailed pricing for each of the eight project deliverables: hotel rooms, registration space, meeting space, morning and afternoon snacks, breakfast service, water and coffee service, audio-visual rigging and technical support, and media equipment packages. The SOW does not specify set-asides, incumbent contractor information, funding amounts, or contract term and renewal options.
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Other files
| File | Type | Posted |
|---|---|---|
| June_1-3,_2026_OSHSPA_Conference.pdf | ||
| SolicitationPackage_Comm_01132025.pdf |
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Text version
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:
1. Solicitation package completed and signed by respondent.
2. Quote with prices for each project deliverable to be considered.
3. Description of how each specific project deliverable will be completed by the respondent.
4. List of any questions for or information needed from the State.
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