IHS1503470 - Behavioral Health Conference   2

TO RECEIVE UP TO DATE INFORMATION ON THIS REQUIREMENT, INCLUDING ANSWERS TO VENDOR QUESTIONS, MODIFICATIONS TO THE REQUIREMENT OR EXTENSIONS TO THE OFFER DUE DATE, USE THE FOLLOW THIS REQUIREMENT FEATURE TO ENSURE SYSTEM NOTIFICATIONS.

Modification 2: Extension of due date to 1/21/25.

Modification 1: This requirement is open for a base year, and two (2) one-year options. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpar 12.6, as supplemented with additional information in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. See updated RFQ and Pricing documents.

Solicitation RFQ-25-PHX-009 and this notice is issued as a Request for Quotation (RFQ). This is a combined synopsis/solicitation for commercial service. Submit written offers only, oral offers will not be accepted. All firms or individuals responding must be registered with the System for Award Management (SAM).

This combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2025-01 dated November 12, 2024. This requirement is unrestricted under North American Industrial Classification Standard (NAICS) code: 721110; Small Business Size Standard: $32.5 million; however, a tiered evaluation preference will be used to first evaluate quotes from Indian Economic Enterprise (IEE). If no awards can be made to an IEE, then all other offers will be considered. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) firm fixed price contract award will be made as result of this combined synopsis/solicitation.

Definition(s): INDIAN ECONOMIC ENTERPRISE (IEE) - Any business activity owned by one or more Indians, Federally Recognized Indian Tribes, or Alaska Native Corporations provided that:

• The combined Indian, Federally Recognized Indian Tribe or Alaska Native Corporation ownership of the enterprise constitutes not less than 51%;
• The Indian, Federal Recognized Indian Tribes, or Alaska Native Corporations must, together, receive at least 51% of the earnings from the contract; and
• The management and daily business operations must be controlled by one or more individuals who are Indians.

STATEMENT OF WORK

REQUIREMENTS: Indian Health Service (IHS) Phoenix Area Office (PAO), 40 North Central Ave., Phoenix, Arizona 85004-4424 has a requirement for lodging, parking, and meeting space in the Phoenix, Arizona metropolitan area for a meeting being held April 22-24, 2025. Proposed hotel location must be within walking distance of local amenities and public transportation.

The contractor must be able to provide all requirements specified for conference needs contained in the attached Statement of Work. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area. Wireless internet access will need to be available for all conference attendees. IHS PAO Acquisition Management reserves the right to conduct an on-site inspection of offered facilities.

Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. Contractor shall release rooms at a date and time most advantageous to the Government. Contractor shall clearly state on what date the rooms will be released from the reservation block. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the System for Award Management (www.sam.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts.

The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long-distance phone calls, movie rentals, internet fees and room service charges. Additionally, potential contractors are notified that the Government shall not authorize or release payment for any food or beverage under this potential Contract or provided purchase order. Awarded contractor agrees to receive and store conference items one week prior to arrival. Contractor is asked to provide a lockable storage room for equipment and supplies. If the selected contractor must accommodate the lodging rooms at multiple hotels this must be identified in their proposal and coordinated with the Government before the conference date.

All offers must either be accompanied by Representations and Certifications and the offeror must be currently registered in the System for Award Management (https://www.sam.gov)

The dates for this conference are April 22 24, 2025. No alternate dates will be considered.

Additional Information: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order.

CLAUSES INCORPORATED BY REFERENCE:

The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): https://www.acquisition.gov/far/ (FAR) and (HHSAR);

52.212-1 Instructions to Offerors Commercial Items (OCT 2015)

52.212-2 Evaluation -- Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The evaluation and award procedures in FAR 13.106 apply. This is a best value decision and award may be made to other than the lowest priced offeror. The following factors shall be used to evaluate offers:
Pass / Fail Factors

1. Availability of preferred date(s)/timeframe
2. Availability of Government per diem rate or lower
3. Inclusion on U.S. Fire Administration Hotel and Motel National Master List
4. Registered in the System for Award Management (SAM)

If an offer is found to fail any of the above factors their offer will not be evaluated further as the response will be considered to be unresponsive .

1. Technical Capabilities

A. Location;

B. Accommodations, to include conference room space, and parking for attendees;

C. A/V capabilities;

D. Reservation cutoff date;

2. Past Performance (This factor considers the quality of the contractor's past performance services of similar nature. Contractor's without relevant past performance will not be evaluated favorably or unfavorably in regards to the past performance. Offer must provide at least three (3) samples of past performance experience to include customer satisfaction, quality of work, cost control); and

3. Available Amenities

A. Free airport transportation / shuttle from Phoenix International Airport (PHX);

B. Free wireless and/or internet connectivity in conference facility and guest rooms;

C. Free or reduced rate for hotel parking;

D. Free or reduced resort fees, if applicable;

4. Price

A. Availability of per diem rates or lower discount.

B. Total Overall Price

The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price.

52.212-3 Offeror Representations and Certification - Commercial Items (MAR 2016);

52.212-4 Contract Terms and Conditions Commercial Items (MAY 2015);
52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (MAR 2016);

52.222-3 Convict Labor (JUN 2003);

52.222-21 Prohibition of Segregated Facilities (APR 2015);

52.222-26 Equal Opportunity (APR 2015);

52.222-36 Equal Opportunity For Workers With Disabilities (JUL 2014);

52.222-41 Service Contract Labor Standards (MAY 2014);

52.225-1 Buy American Act Supplies (FEB 2009);

52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008);

52.232-33 Payment by Electronic Funds Transfer System for Award Management (JUL 2013) (31 U.S.C. 3332);

52.232-34 Payment by Electronic Funds Transfer Other than System for Award Management (MAY 1999);
52.233-2 Service of Protest (SEP 2006)
52.252-1 Solicitation Provisions Incorporated by Reference
52.204-7 System for Award Management (JUL 2013);

13.5 ADDENDUM ADDENDUM to FAR 52.212-5 Instructions to Offerors Commercial Items Sub-Part 13.5 Simplified Procedures for Certain Commercial Items
PROPOSAL REQUESTS:
52.212-1 Instructions to Offerors Commercial Items (OCT 2015) Addendum:

A fully responsive offer will include the following items, at a minimum:

• Map of conference meeting space layout illustrating proximity to breakout rooms, elevators and restrooms
• Detailed A/V proposal
• Minimum of 3 Past Performance References
• Completed Pricing Sheet (as provided)

Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 3:00 PM MST on 1/10/2025. Any questions should be submitted in writing via e-mail to Ashley.Velasquez@ihs.gov by 1/7/2025 at 3:00 PM MST.

A calendar year 2025 tax exemption letter will be provided at the time of award.