RFB- ACCOMMODATION TO HOST ANNUAL IN-PERSON RTOC CONFERENCE-NEW MEXICO-AREA- NATURAL RESOURCES

The Cherokee Nation is seeking qualified vendors to provide hotel and meeting venue services in Albuquerque, NM, for the Annual In-Person RTOC and Tribal Caucus Conference scheduled for July 7–8, 2026. Bidders must submit a complete proposal including a signed and dated W-9 form, a detailed cost breakdown, a catering menu with pricing, a floor plan showing proposed meeting layouts, an AV price list, and proof of Cherokee Nation Tribal Employment Rights Office (TERO) certification if claiming Indian preference. Only physical submissions are accepted, and all materials must be delivered by 5:00 p.m. on May 5, 2026, to the designated Cherokee Nation Acquisition Management office. Bidders are required to complete a mandatory Bid Response Sheet that includes certifications regarding debarment status, absence of prior contract defaults or fraud convictions within the last three years, and disclosure of any conflicts of interest. No electronic submissions, UEI codes, or federal socioeconomic classifications are required or recognized; the sole preference is for Indian-owned businesses holding current TERO certification. The award will be made to the lowest priced, most responsive, and responsible bidder under a Lowest-Prized Technically Acceptable (LPTA) methodology, with TERO-certified and Indian-owned entities given preference. The contract does not specify a fixed value, and all pricing remains provisional until bid evaluation. Contractors must adhere to strict communication protocols, allowing only written correspondence with the designated point of contact, Janice Vaughan, and are prohibited from withdrawing their bids within 30 days of the submission deadline. Upon award, vendors must pay all suppliers within 10 days of receiving payment from the Cherokee Nation. The place of performance is exclusively in Albuquerque, NM, with no physical inspection criteria or packaging specifications outlined beyond administrative compliance.