Conference Services (Meeting Space) - IHS 2025 National Cancer Prevention, Screening, and Care Conference

The Indian Health Service (IHS) is seeking conference planning and support services for its 2025 National Cancer Prevention, Screening, and Care Conference through a Request for Quotation (RFQ #75H70425Q00030). The conference will bring together healthcare providers, Tribal leaders, and speakers to address cancer-related topics such as prevention, screening, and patient care, with an expected attendance of approximately 250 participants. The event will be a hybrid conference spanning four days, including a pre-conference day and two and a half days of main sessions, potentially located in Minneapolis, Denver, or Salt Lake City. The government will evaluate quotations based on four primary factors: Technical Capability, Key Personnel, Relevant Past Performance, and Price. Interested contractors must submit their quotations by May 27, 2025, at 10:00 AM EST, with questions due by May 23, 2025, at 3:00 PM EST.

The solicitation is a 100% Indian Small Business Economic Enterprise set-aside under NAICS code 561920, with a small business size standard of $20.0 million. The fixed-price contract will cover comprehensive conference support services, including direct labor, IT/AV rental, speaker fees, training fees, venue rental, marketing, registration, website development, and graphic design. The base period of performance runs from approximately June 1, 2025, through October 9, 2025. Contractors must provide key conference elements such as a conference website, mobile application, speaker management (with a maximum budget of $3,500 per speaker and $20,000 total), and pre-conference training (not to exceed $10,000 per training and $40,000 total). The place of performance is initially designated as Rockville, MD, with the actual conference location to be determined among the three potential cities. The solicitation requires contractors to adhere to specific logistical requirements, including respecting Native American customs and ensuring Section 508 compliance for all conference materials.