Event Logistical and Management Support Services - Regional Meeting Locations
Closed Solicitation Posted
- Solicitation number
- 75H70425Q00034
- Agency
-
Indian Health Service
Department of Health and Human Services
- Responses due
- Set-aside
- Indian Economic Enterprise
Opportunity facts
- NAICS code
- 561920 Convention and Trade Show Organizers
- Place of performance
- Rockville, Maryland, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Indian Health Service is seeking Event Logistical and Management Support Services for their Director's Workgroup on Improving Purchased/Referred Care through this comprehensive solicitation. The contractor will coordinate all logistical activities for up to six in-person meetings and six virtual meetings during each twelve-month performance period, with two in-person meetings guaranteed and the remainder as optional tasks. Services include comprehensive event planning such as venue selection, meeting space arrangements, registration management, audiovisual integration, accessibility services, hotel room blocks, meeting packet preparation, branding, sponsorship, marketing, and post-conference support including transcription and detailed meeting summaries. The evaluation will use a two-phase best-value tradeoff process, with Phase I assessing Technical Approach, Prior Demonstrated Experience, and Key Personnel Resumes, while Phase II evaluates Oral Presentations and Pricing. The quote submission deadline is August 7, 2025 at 12:00 PM EST, with questions accepted until July 28, 2025 at 12:00 PM EST.
This opportunity is set aside as a 100% Indian Economic Enterprise under NAICS code 561920 for Convention and Trade Show Organizers, with a small business size standard of $12 million. The contract structure combines firm-fixed pricing for labor and tasks with cost-reimbursable components not to exceed $40,000 per meeting for items such as travel, meeting rooms, audiovisual equipment rental, and printing materials. The contract includes one base year and four option periods, with meetings accommodating up to 50 in-person attendees and 100 virtual participants, requiring hybrid meeting capabilities with closed captioning, recording, and transcription services. Meeting locations will be in central or western United States hub cities, with the contractor responsible for coordinating federal-tribal workgroup sessions comprising tribal leaders, subject matter experts, program staff, and technical advisors. The place of performance is listed as Rockville, Maryland, though meetings will occur at various locations throughout the United States.
Notice text
4 versions
Update #4 · Latest ·
Amendment 0003 - The purpose of this amendment is to answer addition questions and to update the Performance Work Statement.
Amendment 0002 - The purpose of this amendment is to extend the quote submission deadline to August 7, 2025, at 12:00 PM EST, and to extend the deadline for submitting questions to July 28, 2025, at 12:00 PM EST.
Amendment 0001 - The Purpose of this Amendment is to answer questions and to update the Solicitation Evaluation Criterias. See updated attachments.
These support services will require the contractor to coordinate all logistical activities for two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks for each twelve (12) month performance period. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.
See please attachments for more details.
Update #3 ·
Amendment 0002 - The purpose of this amendment is to extend the quote submission deadline to August 7, 2025, at 12:00 PM EST, and to extend the deadline for submitting questions to July 28, 2025, at 12:00 PM EST.
Amendment 0001 - The Purpose of this Amendment is to answer questions and to update the Solicitation Evaluation Criterias. See updated attachments.
These support services will require the contractor to coordinate all logistical activities for two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks for each twelve (12) month performance period. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.
See please attachments for more details.
Update #2 ·
Amendment 0001 - The Purpose of this Amendment is to answer questions and to update the Solicitation Evaluation Criterias. See updated attachments.
These support services will require the contractor to coordinate all logistical activities for two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks for each twelve (12) month performance period. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.
See please attachments for more details.
Update #1 ·
These support services will require the contractor to coordinate all logistical activities for two (2) in-person meetings, while the remaining four (4) in-person meetings and all six (6) virtual meetings will be optional tasks for each twelve (12) month performance period. The Contractor will be expected to fulfill branding, sponsorship, marketing, planning and execution of the conference. This will include providing attendee registration, on-site coordination and conference execution services during the event and provide post-conference support services after the conclusion of each event.
See please attachments for more details.
Files
Show all 11
Similar open opportunities
| Opportunity | Agency | Set-aside | Responses due |
|---|---|---|---|
| Non-Personal Healthcare Services-Physicians & Other Professional Ambulatory Services for PRC Program | Indian Health Service | Buy Indian | |
| Preventative Maintenance & Inspection Services of biomedical equipment | Indian Health Service | Indian Small Business Economic Enterprise |
On GovTribe
Work this opportunity
- Track it in your pipeline
- Find teaming partners
- Similar opportunities
- Ask GovTribe AI about this opportunity