Conference and Lodging Services IHS Nursing Summit

Statement of Work Indian Health Services (IHS), Division of Nursing Services (DNS), Office of Quality, and National Nurse Leadership Council (NNLC), 2026 Nursing & Quality Leadership Summit I. Introduction The Indian Health Service (IHS) Division of Nursing Services (DNS), Office of Quality, and National Nurse Leadership Council (NNLC) is planning the 2026 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: Accommodated 240 rooms – Block rooms at the Government Rate Date for Conference: August 31 through September 3rd, 2026. Alternate Dates in June, July, and August of 2026 will be considered. Meeting Room requirements outlined below are a minimum requirement No mandatory food requirement from the hotel in this agreement Potable Ice water shall be provided in each conference and break out room. II. Meeting Information The 2026 Nursing & Quality Leadership Summit to be held within the continental United States. Requested dates August 31 through September 3rd, 2026, Alternate dates in June, July & August of 2026 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 40 participants. The remaining three date will have approximately 275 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: Day 1: TBD Planning Meeting Two (2) meeting space/room: 40 participants, hollow square setup. Time: 8:00 am to 5:00 pm Space must include Free Wifi Internet Access Day 2: TBD Main Event Day 1 One (1) conference room: 275 participants, half-moon table set up. Time: 8:00 am to 5:00 pm Space must include the following: One (1) podium with microphone One (1) lapel microphone Two (2) floor microphones One (1) small AV table at front of room One (1) power package (power strip and 40 ft. extension cord) One (1) 4 channel mixer Head Table on riser, four chairs One (1) 10’x10’ AV screen Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping 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. Free Wi-Fi, Internet access Two (3) breakout rooms: 50 participants each, classroom setup. Time: 11:15 pm to 2:45 pm Space must include the following in each room: One (1) podium with microphone One (1) lapel microphone One (2) floor microphone One (1) small AV table at front of room One (1) power package (power strip and 20 ft. extension cord) One (1) 8’X8’ AV screen One (1) projector and laptop Free Wi-Fi, Internet access upon request One (1) space for exhibits: Set-Up Time: 8:00 am to 5:00 pm Space must include the following: Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request) Power packages to be paid by individual exhibitors One (1) space for poster sessions: Time: 8:00 am to 5:00 pm Space must include the following: Eight (8) poster boards, 4x8 with fabric (black or grey) panels to use velcro or push pins. One (1) Conference Committee Board/Storage Room. Time: 8:00 am to 5:00 pm (24hr hold) Space must include the following: Boardroom style seating for 25 near the session and/or registration area Free Wi-Fi, Internet access Day 3: TBD Main Event Day 2 One (1) conference room: 275 participants, half-moon table set up. Time: 8:00 am to 5:00 pm Space must include the following: One (1) podium with microphone One (1) lapel microphone Two (2) floor microphones One (1) small AV table at front of room One (1) power package (power strip and 40 ft. extension cord) One (1) 4 channel mixer Head Table on riser, four chairs One (1) 10’x10’ AV screen Two hi-powered video projectors with computer interface (approximately 4,000 lumens or greater), projector stand with draping 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. Free Wi-Fi, Internet access Two (3) breakout rooms: 50 participants each, half-moon table set up. Time: 9:15 am to 10:00 am Space must include the following in each room: One (1) podium with microphone One (1) lapel microphone One (2) floor microphone One (1) small AV table at front of room One (1) power package (power strip and 20 ft. extension cord) One (1) 8’X8’ AV screen One (1) projector and laptop Free Wi-Fi, Internet access upon request One (1) space for exhibits: 8:00 am to 5:00 pm Space must include the following: Twenty (20) skirted 8 ft. tables with 2 chairs and a wastebasket each. If no free Wi-Fi, Internet access (to be paid by individual exhibitors upon request) Power packages to be paid by individual exhibitors One (1) space for poster sessions: Time: 8:00 am to 5:00 pm Space must include …