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Contract Opportunity

Sources Sought Notice: 2024 Meeting Hotel IHS SASP-DVP Grantee Meeting & Training

MARKET RESEARCH PURPOSES ONLY

NOT A REQUEST FOR QUOTE, PROPOSAL OR SOLICITATION

The Indian Health Service (IHS) is conducting market research to support the IHS’ Division of Behavioral Health to obtain hotel meeting space in Nashville, TN to provide meeting space for a two-day, in person meeting and training on the grant funding cycle requirements. IHS is interested in obtaining capability responses from venues with availability for hosting the event between February 19th through March 15, 2024 (any 3 night 2/day combination).

This is a Sources Sought notice to determine the availability of small businesses (inclusive of VOSB, SDVOSB, HUBZone SB, SDB, WOSB, LB), and Indian Economic Enterprises (IEE) and Indian Small Business Economic Enterprises (ISBEE) capable of supplying the required solution and support services.

This notice is for planning purposes only, and does not constitute an invitation for Bids, Request for Proposal or Request for Quotation or an indication the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible.

I. Scope of Work / Capabilities Sought:

The Indian Health Service is seeking sources capable of providing the following:

1. Geographical Requirements:

To be considered a capable source for this requirement, responsive sources shall meet the following geographic requirements:

• Be located in Nashville, Tennessee.


• Be located within a 3-block radius of Broadway Street in downtown Nashville in order to provide dining options for a diverse community of participants with diverse dietary needs and restrictions.

2. Event Meeting Space Requirements:

Given the expected attendance, respondents to this notice shall be capable of providing the following meeting space requirements need to be met by the hotel despite final number of sleeping rooms:

• Plenary/Ballroom x 1: Classroom style (or combination of styles) to accommodate up to 200 people and to be used as a breakout room and/or meeting session room.


• Breakout Rooms x 4: Classroom style to accommodate at least 25-30 people each.


• Small room space with a table for 10 for IHS staff to meet, work, and hold meeting supplies.


• Registration area available the evening before Meeting Day 1 through Meeting Day 2 with at least a skirted table and chairs


• Ability to place signage/posters throughout meeting areas.


• Total meeting space and Audio/Visual combined should not exceed $24,999.
  
  
  
  1. Plenary and breakout rooms available for two days
  
  
  2. A/V
     
     
     
     1. Prefer in-house audio/visual for immediate technical assistance needs;
     
     
     2. Plenary/Ballroom (x 1): 1 screen, LCD projector package and laptop;
     
     
     3. Each Breakout Room (x 4): 1 screen, LCD projector package and laptop;
     
     
     4. Plenary/Ballroom: standing podium w/wireless handheld mic;
     
     
     5. Plenary/Ballroom: wireless handheld mic or stand w/mic to field audience questions;
     
     
     6. Each Breakout Room (x 4): Table podium and mic.
     
     
     
     
  
  
  
  

3. Lodging Requirements:

To be considered as a capable source respondents to this notice shall offer the following:

• Offer the Federal Government per diem lodging rate of $233 (or less) for length of stay.


• Provide no attrition clause in the meeting contract as attendees will be personally responsible for making their own reservations and paying their bill.


• Offer to hold a room block for at least 150 of the expected attendees for a reasonable amount of time prior to start date:
  
  
  
  • Sleeping night 1 (night before meeting): 150 rooms
  
  
  • Sleeping night 2 (day 1 of meeting): 150 rooms
  
  
  • Sleeping night 3 (day 2 of meeting): 150 rooms
  
  
  
  

4. Other Requirements

• Provide complimentary, secure internet in the registration area, plenary, and breakout rooms.


• Have no limitations for the IHS to bring personal laptops to perform other job duties while on-site, projects, and other IT equipment to use for the meeting.


• Provide audio-visual support, including screens and laptops.


• Offer on-site dining options or be within close walking distance.

II. Capability Statements:

Responses to this sources sought shall unequivocally demonstrate the respondent's capabilities to provide the services above. At a minimum, responses shall include the following:

1. Cover Page: Business name and bio, EIN number, business address, business website, business size status (i.e., SB, VOSB, SDVOSB, HUBZone SB, SDB, WOSB, IEE, or ISBEE), point of contact name, mailing address (if different from business address), phone number and email address. Provide this same information again if responding to provide a service offered by another firm.

2. Descriptive literature, brochures, marketing material, etc. detailing the capabilities of the firm and their relevance to those sought, detailed above, so that the Government may make a determination that the firm is potentially capable if a future solicitation is released.

III. Response Instructions:

Interested parties shall respond with capability statements; no larger than 20 pages (not inclusive of the cover letter) via e-mail in PDF or Word format before 4:00 PM Eastern Time on December 28th, 2023 to Christopher.McGucken@ihs.gov.

In your response, please use "IHS-24-SS-1484814” followed by your organizations name as the subject line.

Additionally, if your firm is an Indian Economic Enterprise (IEE) or Indian Small Business Economic Enterprise (ISBEE)- Please include a completed and signed copy of attached form “IHS IEE Form.pdf” with your response. This form will not be counted towards the total page limit.

Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre‐solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non‐proprietary technical information in any resultant solicitation(s).

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