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

The Indian Health Service (IHS), a civilian agency within the Department of Health and Human Services, is seeking conference services for its 2025 National Cancer Prevention, Screening, and Care Conference. The solicitation focuses on securing comprehensive conference management services, including meeting and lodging space, website development, registration systems, and event coordination. The conference will be held in one of three cities (Minneapolis, Denver, or Salt Lake City) during potential date ranges in June-August 2025, with approximately 250 participants expected to attend. Interested vendors must submit responses by April 1, 2025, at 11:59 PM EST, demonstrating their capabilities through a detailed capability statement and completing the Indian Economic Enterprise Representation Form. The conference objectives include hosting a one-day pre-conference and two-and-a-half-day main conference focused on cancer prevention, screening, and care topics.

This procurement is designated as a Buy Indian Act set-aside, specifically targeting Indian Economic Enterprises (IEEs) and Indian Small Business Economic Enterprises (ISBEEs). While no specific incumbent contractor is mentioned, the solicitation requires vendors to meet strict eligibility criteria, including certification from a Federally Recognized Tribal Entity. The conference budget includes specific limitations, such as speaker fees not exceeding $3,500 per speaker and a total of $20,000 for speakers, and pre-conference training costs capped at $10,000 per training and $40,000 total. The contract will require comprehensive services including agenda planning, speaker selection, onsite support, Section 508 compliance, and post-conference reporting within 60 days of the event. The procurement falls under the NAICS category 721110 for Hotels and Motels, indicating the primary service requirement involves securing appropriate conference and lodging facilities.