Conference and Lodging Services IHS Nursing Summit

The HHS Office of Mission Acquisition Solutions (OMAS) intends to award a Firmed Fixed Price (FFP) Contract to support the Indian Health Services (IHS),  Division of Nursing Services (DNS), Office of Quality, and National Nurse Leadership Council (NNLC) in procuring services in conjunction with the 2026 Nursing and Quality Leadership Summit.

Below are the responses to questions received:

1. Date: Please confirm the dates are August 31 – September 3, 2026, since the SOW indicates that alternate dates would be considered. If the dates have changed, please provide new dates.  Due to how long this process has taken, we can no longer entertain alternative dates. We are confirming the dates for August 31-September 3.
2. Location: Is there a preference on the city or region within the United States that this meeting/event is being considered (top 3 cities)? Does the city need to have a major airport? Yes, the city must have a major airport. We do not have a preferred city. The location must meet the SOW.
3. Regarding the 40 participants, are they considered to be part of the total 275 attendees or are they in addition to the 275? The 40 are included in the 275.
4. The SOW refences “Two (3) breakout rooms:..” For clarification is the total breakout rooms 3 breakout rooms in total to fit 50 people? The 3 breakout rooms must be able to accommodate 50 people. This would only accommodate 150 total participants, are the remaining participants expected to stay in the general meeting room? The general room will hold the remaining 125.
5. Is registration required by the contractor – both on-site and/or pre-registration? If contractor is required to do this, can requirements be provided, i.e., providing meeting materials/agenda, badges, etc. No. We already have that covered. 
6. Regarding the Vendors/Exhibitors, is the contractor expected to manage their registration?  No, we already have that covered.  Who is responsible to manage the cutoff when 20 vendors are registered or show up on site? Our group is responsible, not the vendor. 
7. Will security be needed for the vendor exhibits? This needs further explanation. The vendors should have the same security as the rest of the conference areas. This includes all posterboard areas.
8. Will there be a COR or CTOR on site available for any last-minute changes or requests that impact the negotiated cost? There cannot be any last-minute modifications to the contract. Crystal White Shield, DNS Management Analyst/FAC-COR II is the COR for this contract and will be on-site for the conference. No additional requests or modifications will be allowed after the cost has been negotiated.
9. Can you provide a photo or diagram of the expectation for the poster sessions (area)? Are you requesting the poster board “stands” to hold a 4x8 (feet?) size poster? Or a covered stand to post posters on? Clarification is appreciated. Posters are 48" wide x 36" high. Vendor will need to provide stands for up to 17 posters. 
10. Is the contractor expected to provide technical/AV staff for the general meeting room and each breakout room? A/V staff must be readily available (within 2-3 minutes) to address any technical issues.
11. Confirm that a laptop is required for each breakout session and general meeting room. Yes
12. What type of post meeting reports are expected, e.g., list of participants, list for each breakout session, survey, etc.? Is the contractor expected to provide this data in a final report? Yes, We just need the hotel and lodging utilization data ONLY, including room block pickup and attrition statistics. Conference participation information is handled by an IHS program.