NRCS Easement Conference Indianapolis, IN

The U.S. Department of Agriculture's Natural Resources Conservation Service (NRCS) is soliciting quotes for comprehensive conference services to support its FY 2026 Programs In-Person Training meeting in Indianapolis, Indiana. The procurement requires a single hotel facility to provide lodging accommodations, conference space, audio-visual equipment, and light beverage refreshments for approximately 350 participants. Key technical requirements include a minimum 3,500 square foot general session room, five breakout rooms, guest rooms at the federal per diem rate of $133, standard conference-grade Wi-Fi, technical support, and fire safety certification. The government will award the contract to the lowest-price, technically acceptable quote that meets all minimum requirements outlined in the Statement of Work. The deadline for vendors to submit quotes is January 12, 2026, at 12:00 Noon Eastern Time, with submission directed to crystal.baird@usda.gov. An amendment issued on January 6, 2026, provided clarifications to 14 vendor questions regarding specific requirements such as single occupancy rooms, inclusive pricing, and beverage-only refreshments.

This solicitation is set aside exclusively for small businesses, with a small business size standard of $40 million in annual revenue. No incumbent contractor or current award value is identified in the notice. The event will occur from January 26-30, 2026, with the actual conference sessions running January 27-29, 2026, requiring hotel check-in on January 26 and check-out on January 30. The hotel must be capable of accommodating all 350 lodging rooms within the same property where conference activities will take place, and vendors must submit a Hotel Intent Letter confirming room block availability and storage capacity for meeting materials. The place of performance is Indianapolis, Indiana, and the government intends to issue a firm fixed-price purchase order upon contract award.