Conference Rooms, Audio-Visual Support for Dental Conference in Colorado Springs, CO
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Defense Health Agency (DHA) is soliciting proposals for conference room rentals and audio-visual (AV) support for its annual dental conference in Colorado Springs, CO. This requirement supports three annual conferences, with a base period and two option periods. The opportunity is a Total Small Business Set-Aside. Proposals are due February 11, 2026, at 07:30 AM Mountain Time.
Scope of Work
The DHA's Central Dental Lab (CDL) requires the rental of one general session conference room and nine breakout rooms, along with comprehensive AV support and services. Each annual conference will span four days (including one setup day) in March.
Key Requirements include:
- Conference Rooms: Integrated AV, sound, and microphone support for a large ballroom (200+ guests), nine classroom-style breakout rooms (20-30 attendees each), a lecture hall (30-40 students), and an executive meeting room (15-20 attendees).
- Facilities: On-site security (24-hour), locking doors, on-site meal options for purchase (250+ guests), sufficient electrical capacity (120-220 Volts) for 50+ dental laboratory equipment pieces and 10-50 laptops per breakout room.
- Connectivity: Wi-Fi for 250 guests (1-2 devices each).
- Vendor Support: Space and electrical support for 10-15 vendor booths.
- Hotel Accommodations: Ability to accommodate 250+ guests, accepting Government Travel Cards (GTC) and bookable via DTS (attendees pay individually).
- Audio-Visual: 3 days of on-site AV support for 250 participants, multiple breakout rooms, lecture hall, plenary session, and executive meetings. Includes hardline connections for virtual meetings and support for concurrent executive meetings with up to 10 remote participants.
Contract & Timeline
- Type: Combined Synopsis/Solicitation, Firm-Fixed Price.
- Set-Aside: Total Small Business (FAR 19.5).
- NAICS Code: 721110 – Hotels (Except Casino Hotels) and Motels, with a $40M size standard.
- Period of Performance:
- Base: March 23-26, 2026
- Option One: March 22-25, 2027
- Option Two: March 27-30, 2028
- Proposal Due: February 11, 2026, 07:30 AM Mountain Time.
- Published: January 29, 2026.
Evaluation & Submission
Proposals must include (1) pricing (on Attachment 01 or company letterhead with all CLINs priced) and (2) a technical submission detailing how the offeror will provide the services described in the Statement of Work (Attachment 02). Technical submissions should be detailed and may include product literature. Offerors must provide documentation of contractual authority if not the property owner. Proposals should be emailed to lance.a.holmes.civ@health.mil and destiny.e.jeffries.ctr@health.mil.
Additional Notes
Funding is subject to availability due to a continuing resolution but will be fully funded at award. The solicitation incorporates FAR clauses effective through FAC 2025-02.