Description
I. Introduction The Indian Health Service (IHS) Division of Nursing Services (DNS) and National Nurse Leadership Council (NNLC) is planning the 2025 Nursing Leadership Summit. The conference is to facilitate an educational forum that increases nursing knowledge, skills and attitudes across a broad spectrum of health care issues that focus on current, practical, and clinically-oriented evidence-based practice information addressing nursing leadership, advanced practice nursing, inpatient nursing, ambulatory nursing, and public health nursing. Key Items: A. Accommodated 240 rooms – Block rooms at the Government Rate B. Date for Conference: September 08-11, 2025, Alternate Dates in July and August of 2025 will be considered. C. Meeting Room requirements outlined below are a minimum requirement D. No mandatory food requirement from the hotel in this agreement E. A/V and data requirements must be addressed and priced F. Potable Ice water shall be provided in each conference and breakout room. II. Meeting Information The 2025 Nursing Leadership Summit to be held September 8-11, 2025 within the continental United States. Alternate dates in July & August of 2025 will be considered. The host facility must be located within walking distance to local amenities, restaurants, and public transportation. Walking distance is defined as 0.14 miles or less. The host facility must be in an area that is safe for pedestrian activity and with a low crime rate (low crime rate is defined as within the national average for violent and property crime). Four working days will be dedicated to achieving the goals and objectives established by DNS and NNLC. The first date will be utilized by the Division of Nursing Services and the National Nurse Leadership Council for planning, this date will have 30 participants. The remaining three date will have approximately 240 participants in attendance. The attendees will be arriving the day before events and depart day after events. III. Scope of Work / Deliverables CONFERENCE & LODGING SPACE: A. Day 1: TBD Planning Meeting a. One (1) meeting space/room: 30 participants, hollow square setup. Time: 8:00 am to 5:00 pm i. Space must include 1. Free Wifi Internet Access B. Day 2: TBD Main Event Day 1 a. One (1) conference room: 240 participants, half-moon table setup b. Time: 8:00 am to 5:00 pm i. Space must include the following: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. Two (2) floor microphones 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 40 ft. extension cord) 6. One (1) 4 channel mixer 7. Head Table on riser, four chairs 8. One (1) 10’x10’ AV screen 9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping 10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium. 11. Free Wi-Fi, Internet access c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 11:15 pm to 2:45 pm i. Space must include the following in each room: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. One (1) floor microphone 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 20 ft. extension cord) 6. One (1) 8’X8’ AV screen 7. One (1) projector and laptop 8. Free Wi-Fi, Internet access upon request d. One (1) space for exhibits: Set-Up Time: 8:00 am to 5:00 pm i. Space must include the following: 1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each. 2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request) 3. Power packages to be paid by individual exhibitors e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm i. Space must include the following: 1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or push pins. f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm (24hr hold) i. Space must include the following: 1. Boardroom style seating for 20, near the session and/or registration area 2. Free Wi-Fi, Internet access C. Day 3: TBD Main Event Day 2 a. One (1) conference room: 240 participants, half-moon tables b. Time: 8:00 am to 5:00 pm i. Space must include the following: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. Two (2) floor microphones 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 40 ft. extension cord) 6. One (1) 4 channel mixer 7. Head Table on riser, four chairs 8. One (1) 10’x10’ AV screen 9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping 10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium. 11. Free Wi-Fi, Internet access c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 10:00 am i. Space must include the following in each room: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. One (1) floor microphone 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 20 ft. extension cord) 6. One (1) 8’X8’ AV screen 7. One (1) projector and laptop 8. Free Wi-Fi, Internet access upon request d. One (1) space for exhibits: 8:00 am to 5:00 pm i. Space must include the following: 1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each. 2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request) 3. Power packages to be paid by individual exhibitors e. One (1) space for poster sessions: Time: 8:00 am to 5:00 pm i. Space must include the following: 1. Eight (8) standing poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins. f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm i. Space must include the following: 1. Boardroom style seating for 20, near the session and/or registration area 2. Free Wi-Fi, Internet access upon request D. Day 4: TBD Main Event Day 3 a. One (1) conference room: 240 participants, half-moon tables. b. Time: 8:00 am to 5:00 pm i. Space must include the following: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. Two (2) floor microphones 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 40 ft. extension cord) 6. One (1) 4 channel mixer 7. Head Table on riser, four chairs 8. One (1) 10’x10’ AV screen 9. Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping 10. One Windows based PC using Windows XP operating system with the capability to accept CD, DVD, Internet and USB data sources (or equivalent current program). PC to be setup at podium. 11. Free Wi-Fi, Internet access c. Two (2) breakout rooms: 85 participants each, classroom setup. Time: 9:15 am to 3:00 pm i. Space must include the following in each room: 1. One (1) podium with microphone 2. One (1) lapel microphone 3. One (1) floor microphone 4. One (1) small AV table at front of room 5. One (1) power package (power strip and 20 ft. extension cord) 6. One (1) 8’X8’ AV screen 7. One (1) projector and laptop 8. Free Wi-Fi, Internet access upon request d. One (1) space for exhibits: 8:00 am to 1:30 pm i. Space must include the following: 1. Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each. 2. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request) 3. Power packages to be paid by individual exhibitors e. One (1) space for poster sessions: Time: 8:00 am to 1:30 pm i. Space must include the following: 1. Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or pushpins. f. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm i. Space must include the following: 1. Boardroom style seating for 20, near the session and/or registration area Free Wi-Fi, Internet access upon request E. OTHER: All days a. Two (2) registration tables, skirted, 2 chairs. Tuesday thru Thursday, 7:00 am to 5:00 pm. b. Free airport transportation/shuttle (preferred) c. Free hotel parking (preferred) d. Free wireless and/or internet connectivity in facility and guest rooms (preferred) e. One (1) lockable storage room for equipment and supplies f. Ability to receive and store conference items one week prior to arrival. g. Photocopy services for incidental executive correspondence for up to 50 copy jobs at an average of 10 pages per request. h. Hotel site will identify and coordinate any overflow sleeping rooms if needed at nearby (within walking distance of .2 miles preferably) hotels and coordinate with CSC for informational purposes to attendees. SLEEPING ROOMS: Contractor shall set aside at no cost to the government sleeping rooms for the participants (Block at the Government Rate). Each traveler shall reserve and be financially responsible for their own hotel rooms. Contractor shall release rooms at a date and time most advantageous to the government. Contractor shall note the date that rooms will be released by the hotel. Hotel rooms shall not exceed the Fiscal Year 2025 Federal Travel Rate. Estimated Sleeping Rooms: Check-in for 30 Participants on the evening before the planning day and 240 rooms the evening of the planning day. Check-out day after the last day of event. PLEASE NOTE: We would like to tack on 3 days before and after conference for those wanting to extend their stay at the same contracted room rate (up to 10 participants each night). ADDITIONAL INFORMATION: Contractor is notified that the Government shall not authorize or release payment for food and beverage under this purchase order. IV. Requirements Summarized: G. Accommodated 240 rooms – Block rooms at the Government Rate H. Date for Conference: September 08-11, 2025, Alternate Dates in July and August of 2025 will be considered. I. Meeting Rooms requirements outlined above are a minimum requirement J. No mandatory food requirement from the hotel in this agreement K. A/V and data requirements must be addressed and priced L. Potable Ice water shall be provided in each conference and break out room.