IHS Conference Room Norman, Oklahoma

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for commercial services for the OCAO Annual Dental Conference. The government is procuring meeting space, audio-visual equipment rental, and hotel service charges.

• Meeting space must accommodate at least 200 people daily.

• Audio Visual Equipment Rental.

• Hotel Service Charge.

• See attached Statement of Work for additional requirements.

• Contract type: Firm Fixed Price.

• 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.

• Submission Deadline: Not explicitly stated, but quotes are requested.

• Submission Method: Electronic submissions via email to laura.kasten@ihs.gov are the only acceptable method. No fax quotations.

• Evaluation Criteria: Lowest Price Technically Acceptable (LPTA). The offer must also meet location and capacity requirements.

• This acquisition is a set-aside for small business concerns.

• All contractors must be registered in the System for Award Management (SAM).

• The solicitation incorporates provisions and clauses by reference, accessible at www.acquisition.gov.

• Vendors must submit a completed price schedule, additional documents for technical capability, and past performance documentation.

• Required vendor information includes: Vendor Name, Cage Code, UEI, Tax ID, Prompt Payment Terms, Delivery Time, GSA Contract Number (if applicable), quote expiration date, warranty, and pricing details.

• Failure to provide sufficient technical details may result in quote rejection.

Statement of Work (SOW)

To procure meeting space, audio/visual equipment, and related services for the Oklahoma City Area Office (OCAO) of the Indian Health Service (IHS) to host its annual Dental Meeting. The meeting aims to discuss area and national oral health issues, support employee training, and provide continuing dental education.

• Provide a block of hotel rooms for up to 200 guests for 3 days and 4 nights.

• Provide meeting space for June 15-17, 2026.

• Provide audio/visual equipment rental for the meeting days.

• Set up meeting tables and chairs to accommodate up to 200 attendees.

• Provide a podium, wireless microphone, and headset.

• Provide two tables for meeting registration outside the meeting space.

• Furnish all necessary personnel, materials, supplies, and equipment.

• Hotel check-in: June 14, 2026

• Meeting dates: June 15-17, 2026

• The contractor must not disclose any information concerning the operations of the OCAO.

• All inquiries or complaints requiring dissemination of official information must be directed to the Contracting Officer Representative (COR).

• The Government will not provide facilities, equipment, or PPE.

• The contractor must provide a toll-free telephone number for service calls, answered during at least eight working hours (8:00 am - 4:30 pm, Monday-Friday).

• The contractor shall furnish one designated Point of Contact (POC) empowered to make daily decisions.

• Deliver all agreed-upon meeting support as specified in the contract.

• The contractor shall set up meeting room and audio/video equipment.

• The contractor shall set up tables and chairs.

• The contractor shall set up audio/video equipment.

• Any changes to this SOW must be authorized and approved through written correspondence from the Contracting Officer.