IHS Conference Room Oklahoma City, OK Local Area

Closed Solicitation Posted

Solicitation number
IHS1521949
Agency
Responses due
Set-aside
Total Small Business

Opportunity facts

Place of performance
Oklahoma City, Oklahoma 73114, United States

Notice details come from SAM.gov. Updated .

About this opportunity

Written by GovTribe AI ·

The Indian Health Service, a civilian agency within the Department of Health and Human Services, is seeking quotations for conference space and related services to support the OCAO Annual Dental Conference through Request for Quotation (RFQ) IHS1521949. The procurement encompasses three line items: meeting space, audio-visual equipment rental, and hotel service charges for a five-day event scheduled June 14-18, 2026. The venue must accommodate a minimum of 200 attendees per day and include contractor-furnished equipment such as a podium, wireless microphone and headset, and registration tables. The government will award the contract to the responsible offeror submitting the lowest price technically acceptable offer, evaluating proposals based on price and technical acceptability in accordance with FAR 52.212-2. Quotations must be submitted electronically via email to Laura Kasten, Contract Specialist, at laura.kasten@ihs.gov no later than February 20, 2026 at 3:30 p.m. CST, with all vendors required to be registered in the System for Award Management (SAM) database prior to submission.

This solicitation is designated as a total small business set-aside, restricting competition to small business concerns under the applicable NAICS code 721110 (Hotels except Casino Hotels and Motels) with a $40.0 million size standard. The procurement contemplates award of a firm fixed price contract; no incumbent contractor or budget range has been identified in the solicitation documents. The event will take place over a four-night, three-day meeting period from June 14-17, 2026, with hotel accommodations for 200 guests and conference activities conducted June 15-17. The contractor must provide a designated point of contact empowered to make daily decisions and maintain a toll-free telephone number staffed during at least eight working hours between 8:00 a.m. and 4:30 p.m. Monday through Friday. The place of performance must be within 30 miles by road of the Oklahoma City Area Office located at 701 Market Drive, Oklahoma City, OK 73114.

Notice text

3 versions

Update #3 · Latest ·

MODIFIED 2/13/26 TO UPDATE DUE DATE TO 3:30PM FRIDAY FEBRUARY 20TH, 2026

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the Revolutionary FAR Overhaul (RFO) FAR part 12. This announcement constitutes the only solicitation. Quotes are being requested and a separate written solicitation will not be issued.

Solicitation number IHS1521949 is issued as a request for quotation (RFQ) for the OCAO Annual Dental Conference.

This acquisition is a set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The product service code (PSC) for this acquisition is X1AB Lease/Rental Of Conference Space And Facilities and the North American Industry Classification System (NAICS) code is 721110 Hotels (except Casino Hotels) and Motels, with a size standard of $40.0 million dollars.

This RFQ contains three (3) Line Items:

CLIN

ITEM

QUANTITY

UOM

UNIT PRICE

TOTAL PRICE

01

Meeting Space

         1

EA

02

Audio Visual Equipment Rental

         1

EA

03

Hotel Service Charge

         1

EA

TOTAL ALL LINE ITEMS                                   3

PERIOD OF PERFORMANCE: 06/14/2026-06/18/2026

LOCATION: Within 30 miles by road of Oklahoma City Area Office, 701 Market Drive, Oklahoma City, OK

Vendor Requirements:   The conference room must be able to support at least 200 people for each day of the event. SEE ATTACHED STATEMENT OF WORK FOR ADDITIONAL REQUIREMENTS.

Submit Quotes no later than: 02/20/2026 3:30p.m. CST  to the Following Point of Contact: Laura Kasten, Contract Specialist, via Email: laura.kasten@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Products and Commercial Services. (Deviation Date)

Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

*LOWEST PRICE TECHNICALLY ACCEPTABLE

*MUST BE WITHIN 30 MILES OF 701 MARKET DRIVE, OKLAHOMA CITY, OK 73114

*MUST BE ABLE TO ACCOMMODATE AT LEAST 200 PEOPLE EACH DAY OF EVENT

             

 Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government contemplates award of a firm fixed price contract resulting from this solicitation pursuant to the terms and conditions below.  Terms and conditions other than those stated will not be accepted.  The above pricing is all inclusive. 

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE

ADDITIONAL DOCUMENTS NEEDED IN ORDER TO DETERMINE ABILITY TO MEET THE TECHNICAL REQUIREMENTS

PAST PERFORMANCE DOCUMENTATION

  1. FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/faroverhaul or https://www.acquisition.gov/hhsar

(End of Clause)

  1. FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services (Deviation Date)
  2. FAR 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021)
  3. FAR 52.204-14, Service Contract Reporting Requirements (Deviation Date)
  4. FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Deviation Date)
  5. FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date)
  6. FAR 52.219-6, Notice of Total Small Business Set-Aside (Deviation Date)
  7. F(End of Clause)

(End of clause)

  1. FAR 52.222-3, Convict Labor (Deviation Date)
  2. FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Deviation Date)
  3. FAR 52.222-35, Equal Opportunity for Veterans (Deviation Date)
  4. FAR 52.222-36, Affirmative Action for Workers with Disabilities (Deviation Date)
  5. FAR 52.222-37 Employment Reports on Veterans (Deviation Date)
  6. FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)
  7. FAR 52.222-50, Combating Trafficking in Persons (Deviation Date)
  8. FAR 52.223-23, Sustainable Products and Services (Deviation Date)
  9. FAR 52.224-1 Privacy Act Notification (Apr 1984)
  10. FAR 52.224-2 Privacy Act (Apr 1984)
  11. FAR 52.224-3 Privacy Training (Jan 2017)
  12. FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024)
  13. FAR 52.232-33 Payment by Electronic Funds Transfer— System for Award Management (Oct 2018)
  14. FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
  15. FAR 52.233-3 Protest After Award (Deviation Date)
  16. FAR 52.233-4 - Applicable Law for Breach of Contract Claim (Deviation Date)
  17. FAR 52.240-91, Security Prohibitions and Exclusions (Deviation Date)
  18. FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems (Deviation Date)
  19. FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services (Deviation Date)

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in this solicitation. Contracting officers will rely on representations from offers based on provisions in the solicitation. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (laura.kasten@ihs.gov)

 All contractors must be registered in the System for Award Management database located at  https://www.sam.gov when submitting an offer or quotation.  Please submit the following information with each quote: Vendor Name, Cage Code, UEI, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation insufficient detail to determine technical acceptability.  Failure to provide sufficient technical details may result in rejection of your quote

Update #2 ·

MODIFIED 2/13/26 TO UPDATE DUE DATE TO 3:30PM MONDAY FEBRUARY 16TH, 2026

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the Revolutionary FAR Overhaul (RFO) FAR part 12. This announcement constitutes the only solicitation. Quotes are being requested and a separate written solicitation will not be issued.

Solicitation number IHS1521949 is issued as a request for quotation (RFQ) for the OCAO Annual Dental Conference.

This acquisition is a set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The product service code (PSC) for this acquisition is X1AB Lease/Rental Of Conference Space And Facilities and the North American Industry Classification System (NAICS) code is 721110 Hotels (except Casino Hotels) and Motels, with a size standard of $40.0 million dollars.

This RFQ contains three (3) Line Items:

CLIN

ITEM

QUANTITY

UOM

UNIT PRICE

TOTAL PRICE

01

Meeting Space

         1

EA

02

Audio Visual Equipment Rental

         1

EA

03

Hotel Service Charge

         1

EA

TOTAL ALL LINE ITEMS                                   3

PERIOD OF PERFORMANCE: 06/14/2026-06/18/2026

LOCATION: Within 30 miles by road of Oklahoma City Area Office, 701 Market Drive, Oklahoma City, OK

Vendor Requirements:   The conference room must be able to support at least 200 people for each day of the event. SEE ATTACHED STATEMENT OF WORK FOR ADDITIONAL REQUIREMENTS.

Submit Quotes no later than: 02/13/2026 2:00p.m. CST  to the Following Point of Contact: Laura Kasten, Contract Specialist, via Email: laura.kasten@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Products and Commercial Services. (Deviation Date)

Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

*LOWEST PRICE TECHNICALLY ACCEPTABLE

*MUST BE WITHIN 30 MILES OF 701 MARKET DRIVE, OKLAHOMA CITY, OK 73114

*MUST BE ABLE TO ACCOMMODATE AT LEAST 200 PEOPLE EACH DAY OF EVENT

             

 Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government contemplates award of a firm fixed price contract resulting from this solicitation pursuant to the terms and conditions below.  Terms and conditions other than those stated will not be accepted.  The above pricing is all inclusive. 

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE

ADDITIONAL DOCUMENTS NEEDED IN ORDER TO DETERMINE ABILITY TO MEET THE TECHNICAL REQUIREMENTS

PAST PERFORMANCE DOCUMENTATION

  1. FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/faroverhaul or https://www.acquisition.gov/hhsar

(End of Clause)

  1. FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services (Deviation Date)
  2. FAR 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021)
  3. FAR 52.204-14, Service Contract Reporting Requirements (Deviation Date)
  4. FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Deviation Date)
  5. FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date)
  6. FAR 52.219-6, Notice of Total Small Business Set-Aside (Deviation Date)
  7. F(End of Clause)

(End of clause)

  1. FAR 52.222-3, Convict Labor (Deviation Date)
  2. FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Deviation Date)
  3. FAR 52.222-35, Equal Opportunity for Veterans (Deviation Date)
  4. FAR 52.222-36, Affirmative Action for Workers with Disabilities (Deviation Date)
  5. FAR 52.222-37 Employment Reports on Veterans (Deviation Date)
  6. FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)
  7. FAR 52.222-50, Combating Trafficking in Persons (Deviation Date)
  8. FAR 52.223-23, Sustainable Products and Services (Deviation Date)
  9. FAR 52.224-1 Privacy Act Notification (Apr 1984)
  10. FAR 52.224-2 Privacy Act (Apr 1984)
  11. FAR 52.224-3 Privacy Training (Jan 2017)
  12. FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024)
  13. FAR 52.232-33 Payment by Electronic Funds Transfer— System for Award Management (Oct 2018)
  14. FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
  15. FAR 52.233-3 Protest After Award (Deviation Date)
  16. FAR 52.233-4 - Applicable Law for Breach of Contract Claim (Deviation Date)
  17. FAR 52.240-91, Security Prohibitions and Exclusions (Deviation Date)
  18. FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems (Deviation Date)
  19. FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services (Deviation Date)

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in this solicitation. Contracting officers will rely on representations from offers based on provisions in the solicitation. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (laura.kasten@ihs.gov)

 All contractors must be registered in the System for Award Management database located at  https://www.sam.gov when submitting an offer or quotation.  Please submit the following information with each quote: Vendor Name, Cage Code, UEI, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation insufficient detail to determine technical acceptability.  Failure to provide sufficient technical details may result in rejection of your quote

Update #1 ·

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the Revolutionary FAR Overhaul (RFO) FAR part 12. This announcement constitutes the only solicitation. Quotes are being requested and a separate written solicitation will not be issued.

Solicitation number IHS1521949 is issued as a request for quotation (RFQ) for the OCAO Annual Dental Conference.

This acquisition is a set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov.

The product service code (PSC) for this acquisition is X1AB Lease/Rental Of Conference Space And Facilities and the North American Industry Classification System (NAICS) code is 721110 Hotels (except Casino Hotels) and Motels, with a size standard of $40.0 million dollars.

This RFQ contains three (3) Line Items:

CLIN

ITEM

QUANTITY

UOM

UNIT PRICE

TOTAL PRICE

01

Meeting Space

         1

EA

02

Audio Visual Equipment Rental

         1

EA

03

Hotel Service Charge

         1

EA

TOTAL ALL LINE ITEMS                                   3

PERIOD OF PERFORMANCE: 06/14/2026-06/18/2026

LOCATION: Within 30 miles by road of Oklahoma City Area Office, 701 Market Drive, Oklahoma City, OK

Vendor Requirements:   The conference room must be able to support at least 200 people for each day of the event. SEE ATTACHED STATEMENT OF WORK FOR ADDITIONAL REQUIREMENTS.

Submit Quotes no later than: 02/13/2026 2:00p.m. CST  to the Following Point of Contact: Laura Kasten, Contract Specialist, via Email: laura.kasten@ihs.gov.

Evaluation: FAR 52.212-2 Evaluation -- Commercial Products and Commercial Services. (Deviation Date)

Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers:

*LOWEST PRICE TECHNICALLY ACCEPTABLE

*MUST BE WITHIN 30 MILES OF 701 MARKET DRIVE, OKLAHOMA CITY, OK 73114

*MUST BE ABLE TO ACCOMMODATE AT LEAST 200 PEOPLE EACH DAY OF EVENT

             

 Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

The Government contemplates award of a firm fixed price contract resulting from this solicitation pursuant to the terms and conditions below.  Terms and conditions other than those stated will not be accepted.  The above pricing is all inclusive. 

VENDORS SHALL SUBMIT THE FOLLOWING:

COMPLETED PRICE SCHEDULE

ADDITIONAL DOCUMENTS NEEDED IN ORDER TO DETERMINE ABILITY TO MEET THE TECHNICAL REQUIREMENTS

PAST PERFORMANCE DOCUMENTATION

  1. FAR 52.252-2 - Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/faroverhaul or https://www.acquisition.gov/hhsar

(End of Clause)

  1. FAR 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services (Deviation Date)
  2. FAR 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021)
  3. FAR 52.204-14, Service Contract Reporting Requirements (Deviation Date)
  4. FAR 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Deviation Date)
  5. FAR 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date)
  6. FAR 52.219-6, Notice of Total Small Business Set-Aside (Deviation Date)
  7. F(End of Clause)

(End of clause)

  1. FAR 52.222-3, Convict Labor (Deviation Date)
  2. FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies (Deviation Date)
  3. FAR 52.222-35, Equal Opportunity for Veterans (Deviation Date)
  4. FAR 52.222-36, Affirmative Action for Workers with Disabilities (Deviation Date)
  5. FAR 52.222-37 Employment Reports on Veterans (Deviation Date)
  6. FAR 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010)
  7. FAR 52.222-50, Combating Trafficking in Persons (Deviation Date)
  8. FAR 52.223-23, Sustainable Products and Services (Deviation Date)
  9. FAR 52.224-1 Privacy Act Notification (Apr 1984)
  10. FAR 52.224-2 Privacy Act (Apr 1984)
  11. FAR 52.224-3 Privacy Training (Jan 2017)
  12. FAR 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (May 2024)
  13. FAR 52.232-33 Payment by Electronic Funds Transfer— System for Award Management (Oct 2018)
  14. FAR 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)
  15. FAR 52.233-3 Protest After Award (Deviation Date)
  16. FAR 52.233-4 - Applicable Law for Breach of Contract Claim (Deviation Date)
  17. FAR 52.240-91, Security Prohibitions and Exclusions (Deviation Date)
  18. FAR 52.240-93, Basic Safeguarding of Covered Contractor Information Systems (Deviation Date)
  19. FAR 52.244-6, Subcontracts for Commercial Products and Commercial Services (Deviation Date)

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in this solicitation. Contracting officers will rely on representations from offers based on provisions in the solicitation. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

Miscellaneous:

NO FAX QUOTATIONS

ELECTRONIC SUBMISSIONS – SUBMISSION VIA EMAIL IS THE ONLY ACCEPTABLE ELECTRONIC SUBMISSION. (laura.kasten@ihs.gov)

 All contractors must be registered in the System for Award Management database located at  https://www.sam.gov when submitting an offer or quotation.  Please submit the following information with each quote: Vendor Name, Cage Code, UEI, Tax Identification Number, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), Date quote expires, warranty, total price for each line item, total quote price, and technical documentation insufficient detail to determine technical acceptability.  Failure to provide sufficient technical details may result in rejection of your quote

Files

File Type Posted
Dental Conference Solicitation 2 13 Update.docx DOCX document
Dental Conference Solicitation.docx DOCX document
SOW FY26 OCADSC Annual Dental Meeting.pdf PDF

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