Department of Health and Human Services Indian Health Service

Statement of Work (SOW) Area Dental Meeting

1. PURPOSE OF THE PROJECT

The Indian Health Service (IHS), a federal agency within the Department of Health and Human Services, is responsible for providing federal health services to American Indians and Alaska Natives. The mission of IHS is to raise the physical, mental, social, and spiritual health of American Indians and Alaska Natives to the highest level and assure that comprehensive, culturally acceptable personal and public health services are available and accessible to members of the 574 federally recognized Tribes across the United States.

The Oklahoma City Area Office (OCAO), Indian Health Service (IHS) has a requirement to host an annual Dental meeting, to discuss area and national oral health issues. This meeting also fulfills other IHS OCA dental requirements. To meet our mission, the OCA Annual Dental Meeting has been deemed necessary to augment the quality of dental services delivered during direct patient care within the IHS OCA. The OCA Annual Dental Meeting promotes the support for employee training and continuing dental education, to ensure every employee is equipped with the requisite skills to do their jobs at the highest level.

This OCA Annual Dental Meeting will require meeting space with audio visual equipment to rent, as well as table and chairs, to accommodate up to 200 guests for 3 days and 4 nights.

2. DETAILED DESCRIPTION OF THE TECHNICAL REQUIREMENTS

2.1. The contractor shall provide a block of hotel rooms to accommodate up to 200 guests for 3 days and 4 nights checking in on June 14, 2026. The contractor shall provide meeting space for June 15, June 16, June 17, 2026 along with audio/video equipment rental. Contractor will set up meeting tables/chairs to accommodate participants during meeting days.

3. PERIOD OF PERFORMANCE

3.1. June14-17, 2026. The Meeting dates are set for June 15-17, 2026 and hotel check in will be June 14, 2026.

4. LEVEL OF EFFORT

4.1. The contractor shall provide meeting room and audio/video equipment to support during meeting days.

4.2. The contractor shall set up tables and chairs to accommodate up to 200 attendees during meeting days.

4.3. The contract shall set up audio/video equipment to support during meeting days.

5. SPECIAL REQUIREMENTS

5.1. The contactor shall not disclose or cause to disseminate any information concerning operations of the

Oklahoma City Area Office. Such action(s) could result in violation of the contract.

5.2. All inquiries, comments, or complaints arising from any matter observed, experienced or learned of as a result of or in connection with the performance of the contract, the resolution of which may require the dissemination of official information, shall be directed the Contracting Officer Representative (COR).

6. DELIVERABLES AND REPORTING REQUIREMENTS

6.1. Delivery: Contractor will deliver all agreed upon meeting support as agreed upon in the contract.

Department of Health and Human Services Indian Health Service

6.2. Contractor Point of Contact: The contractor shall furnish one designated point of contact (POC) to the government’s designated representative for coordination of services. The POC will be empowered to make daily decisions to ensure that the contract implementation and day-to-day maintenance meets the terms and conditions of this contract.

6.3. Contractor’s Phone Numbers: The contractor shall provide a toll-free telephone number for service calls, which must be answered during at least eight working hours, between 8:00 am and 4:30 pm, Monday through Friday.

7. GOVERNMENT FURNISHED PROPERTY, FACILITIES AND SERVICES

7.1. The Government shall not provide the facilities, equipment and PPE for the use by the contractor for the provision of the services required under this contract.

8. CONTRACTOR FURNISHED PROPERTY, FACILITIES AND SERVICES

8.1. Required personnel, materials, supplies and equipment: The contractor shall furnish all personnel, materials, supplies and equipment required to perform work under the contract but not limited to:

8.1.1. Podium, wireless microphone and headset, 2 tables directly outside of meeting space for Meeting

Registration

9. CHANGES TO THE STATEMENT OF WORK (SOW)

9.1. Any changes to this SOW shall be authorized and approved only through written correspondence from the

Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor.

10. DELIVERABLES/PERFORMANCE MATRIX

10.1. Meeting room size and audio/video rental to accommodate up to 200 meeting attendees.

10.2. Set up Audio/video equipment to support the success of the meeting.

10.3. Tables and chairs to accommodate up to 200 meeting attendees

Department Supervisor Signature:_________________________

Department Director Signature:_________________________