Conference Rooms, Audio-Visual Support for Dental Conference in Colorado Springs, CO

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work outlines the requirements for vendor conference room and audio-visual (AV) services for the Defense Health Agency's (DHA) Annual Dental Conference over three years, including a base period and two option periods.

Period of Performance:

• Base: March 23-26, 2026
• Option One: March 22-25, 2027
• Option Two: March 27-30, 2028

Key Requirements:

• Conference Rooms (CLIN X001):
  • Integrated AV, sound, and microphone support for a large ballroom, 9 breakout rooms, a lecture hall, and an executive meeting room.
  • Ballroom setup for 200+ guests (general assembly), with separate space for a social event.
  • Breakout rooms configured classroom-style for 20-30 attendees.
  • Executive meeting room with a conference table for 15-20 attendees.
  • Lecture Hall with stadium seating for 30-40 students.
  • On-site security (24-hour support) and locking doors for meeting spaces.
  • On-site meal options for purchase (250+ guests), with breakfast available from 0630.
  • Sufficient electrical capacity (120-220 Volts) for 50+ dental laboratory equipment pieces simultaneously in breakout rooms.
  • Wi-Fi for 250 guests (1-2 devices each).
  • 9 additional projectors/screens for breakout rooms.
  • Electrical capacity for 10-50 laptops in EACH breakout room.
  • Space and electrical support for 10-15 vendor booths (rectangular tables with chairs).
  • Conference rooms utilized 0730-1700 daily.
  • Hotel accommodations for 250+ guests (attendees pay individually via GTC; lodging must accept GTC and be bookable via DTS).
• Audio-Visual Requirements (CLIN 0002):
  • AV support for the executive meeting room, including hardline connections for virtual meetings.
  • 3 days of on-site AV support for 250 participants, multiple breakout rooms, lecture hall, plenary session, and executive meetings.
  • 3 days of Wi-Fi support for 250 members.
  • Direct support for concurrent executive meetings with up to 10 remote participants.
  • Familiarity with venue floorplan, integrated with hotel preferred.
  • Support for projectors, microphones, sound, and ancillary equipment across all meeting spaces.

Note: Attendees are responsible for their own lodging and meals. Coffee and water provision is acceptable. Attendees are encouraged to use their Government Travel Card (GTC) for meals and lodging.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Proposals (RFP) in accordance with FAR subpart 13, Simplified Acquisition Procedures. The Defense Health Agency (DHA) Healthcare Contracting Division – Central (HCD-C) requires hotel conference rooms and audio-visual (AV) services in Colorado Springs, CO, to support a three-day dental conference annually for three years.

• One general session conference room and nine break-out conference rooms.

• Audio-visual (AV) support and services.

• Services required for a three-day dental conference each year in March, plus a one-day set-up day (total of four days per year).

• Contract Type: Firm-Fixed Price.

• Period of Performance: Includes a base period and two option periods.

  • Base: March 23-26, 2026
  • Option One: March 22-25, 2027
  • Option Two: March 27-30, 2028

• Place of Performance: Colorado Springs, CO.

• Proposals are due by 0730 Mountain Time on February 11, 2026.

• Proposals must include (1) pricing and (2) a technical submission detailing how the offeror will provide the services described in the Statement of Work (Attachment 02).

• Pricing can be submitted on Attachment 01 or company letterhead, ensuring all CLINs are priced.

• Technical submissions should provide sufficient detail for evaluation and may include product literature.

• Offerors must provide documentation of contractual authority from the property owner if not the owner themselves.

• Proposals should be emailed to lance.a.holmes.civ@health.mil and destiny.e.jeffries.ctr@health.mil.

• Total Small Business Set-Aside (FAR 19.5).

• NAICS Code: 721110 – Hotels (Except Casino Hotels) and Motels, with a small business size standard of $40M.

• Funding is subject to availability due to a continuing resolution, but the contract will be fully funded at award.

• The solicitation incorporates provisions and clauses effective through Federal Acquisition Circular (FAC) 2025-02.

• Referenced Attachments: Attachment 01 (Solicitation), Attachment 02 (Statement of Work).

Solicitation / RFP / RFQ

This document is a solicitation for the Annual DHA Dental Lab Workshop, which requires conference room rentals and Audio-Visual (AV) equipment support. The solicitation is issued by the Defense Health Agency (DHA) and is set aside for Small Business.

• Conference Room Rentals

• Audio-Visual (AV) Equipment Support

• The North American Industry Classification System (NAICS) code is 721110.

• The estimated size standard is USD 40,000,000.00.

• The contract includes option line items for these services.

• Offer Due Date: February 11, 2026, at 07:30 AM.

• The solicitation incorporates FAR clauses 52.212-1, 52.212-4, and 52.212-5 by reference.

• Specific instructions for submission and evaluation are detailed within the solicitation document.

• This acquisition is set aside for Small Business.

• The document includes detailed information on inspection and acceptance locations, delivery schedules, and contract administration data, including WAWF payment instructions.

• Points of contact for inquiries are provided for various option line items.