Proposal for Lodging, Catering, Conference Room, Audio-Visual Equipment

Location:	Arizona
Posted:	Nov 5, 2025
Due:	Dec 1, 2025
Agency:	Navajo Nation
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment V - Transportation, Travel and Relocation Services
Solicitation No:	BID No. 25-10-3900SB
Publication URL:	To access bid details, please log in.

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REQUEST FOR PROPOSAL

Bid Number: 25-10-3900SB

Date: October 22, 2025

Project Title:

Navajo Division of Behavioral and Mental Health Services Year-End Meeting –

Lodging, Catering, Conference Room, Audio/Visual Equipment

Project Schedule:

Advertisement of RFP

Requests for Information Due Date

Bid Due Date

November 03, 2025, to November 14, 2025

November 21, 2025, at 5:00pm MST

December 01, 2025, at 5:00pm MST

Proposal:

All interested parties are invited to review and respond to this Request for Proposal at their discretion. All

questions pertaining to the contents of this RFP as a respondent can contact via email Tanya Sheperd,

Senior Programs and Projects Specialist at tlsheperd@navajo-nsn.gov or at (928) 871-6240.

All parties responding to this bid are instructed to submit or send four (4) proposals (1 original and 3

copies) to the following address:

The Navajo Nation

Division of Finance – Purchasing

Attention: Sharon Belone, Buyer

Administration Building #1

2559 Tribal Hill Dr.

Window Rock, Arizona 86515

Responses to this bid shall be sent in a sealed envelope, including a return address, and clearly marked

on the outside of the envelope, the following:

BID # 25-10-390SB NDBMHS

YEAR-END MEETING

DO NOT OPEN-BID PROPOSAL

GENERAL INFORMATION AND GUIDELINES FOR THIS RFP

DESCRIPTION OF THE ORGANIZATION

The Navajo Division of Behavioral and Mental Health Services (DBMHS) coordinates and

develops quality, culturally responsive behavioral treatment services across the Navajo

Nation. The program specializes in comprehensive alcohol and substance use prevention,

education, treatment, and after-care services. DBMHS has outpatient and residential

treatment centers in Arizona and in New Mexico.

II. SCOPE OF THE CONTRACT

The Navajo Nation intends to enter into a professional services contract with one (1)

responsible, qualified, and independent vendor to complete all work as described in the

attached scope of work.

III. RESPONDENT REQUIREMENTS

All respondents must have the capabilities listed herein, including sufficient detailed

information with regard to experience and expertise in meeting the following requirements:

1. A legitimate and credible vendor with a minimum of three (3) years’ experience and

history with providing the described services.

2. The Navajo Business Opportunity Act 5 NNC § 201, 205 will apply.

3. Federal requirements, if applicable (i.e. Davis Bacon wage rates).

4. All workmanship and materials shall comply with applicable Safety Codes.

IV. SCOPE OF WORK (See attached)

V. REQUIREMENTS

The respondent will furnish all requested information as specified in the RFP.

VI. PROPOSAL CONTENT AND REQUIRED INFORMATION

Please utilize the outline described below with four (4) copies.

1. Organizational letter expressing your interest and a brief description of your proposed

services. Do not reveal or make reference to the cost in this letter.

2. Organization qualifications and hosting experience. Include references.

3. Sub-contractor Information, if applicable

a. Subcontractor work should not exceed 40% of entire project

4. Scope of Work

5. Design and/or hotel/conference room(s) layout, etc.

6. Copies of licenses, certifications, insurance certificates, and other relevant documents.

7. Costs to be submitted in a separate sealed envelope. (Detailed breakdown of costs:

Material, Labor, and other applicable costs; AZ State Tax and Navajo Nation Sales Tax.

8. Compliance: Any proposal that does not adhere to this format and does not address each

specification, requirement, or scope of work as outlined, may be deemed non-responsive

and rejected on that basis.

VII. EVALUATION PROCESS

1. Evaluation Criteria

a. Proposal Content and Organization (30%):

a. Organization letter and qualifications, implementation plan and schedule,

copies of licenses and certifications

b. Project Detailed (15%):

a. Detailed information on the approach to scope of work providing

methodology with description of services.

c. Project Schedule (15%)

a. Schedule and proposed time frame of services

d. Credentials and past performance (5%):

a. Licensures of Business

b. 1 year past performance with Navajo Nation Government

c. Detailed resume and experience

e. Cost (3%)

a. Itemized and in Separate sealed envelope

b. Include all applicable costs and taxes

2. The Navajo Division of Behavioral and Mental Health Services reserves the right to

interview respondents if deemed necessary due to tied scores or other legitimate

matters.

a. This may entail a presentation from the respondent for clarification and/or

details on services or other requirements. The presentation will be scheduled to

be presented in Window Rock, AZ (if necessary). It is NDBMHS’ intention to

award one (1) vendor to provide all services as specified.

VIII. TYPE OF CONTRACT

The Navajo Nation will utilize a standard Professional Services Contract for the procurement

of goods and services for this project.

IX. PERIOD OF PERFORMANCE

The period of performance will be determined and negotiated based on the schedule

proposed by the respondent and the contract implementation date.

X. TECHNICAL DIRECTION

The Navajo Division of Behavioral and Mental Health Services point of contact Tanya Sheperd,

Senior Programs & Projects Specialist, for inquiries related to the meeting and other matters.

Questions and responses will be shared with all respondents. Ms. Sheperd’s email address is

tlsheperd@navajo-nsn.gov.

XI. PAYMENT AND SUBMISSION OF INVOICES

The Navajo Nation Professional Services Contract will describe this section.

XII. RIGHTS

The Navajo Nation reserves the right to reject any and all proposals, in whole or in part based

on the requirements set forth in this RFP.

XIII. AGREEMENT TERMS AND CONDITIONS

The Navajo Nation is not bound to enter a contract under the RFP and may issue a subsequent

RFP for the same services, and

The Navajo Nation is a sovereign government, and all contracts entered into as a result for

the RFP shall comply with the Navajo Nation law, rules and regulations, including the Navajo

Preference in Employment Act, and applicable federal law, rules, and regulations. This

procurement and any RFP with respondents that may result shall be governed by the laws of

the Navajo Nation and applicable federal law. Nothing herein shall be constructed as a waiver

of the Navajo Nation’s sovereign immunity. In addition, the Navajo Nation Business

Opportunity Act will apply to the RFP.

The Navajo Nation Professional Services Contract will provide all other legal and contractual

obligations, terms, and requirements of this project.

XIV. OTHER

SCOPE OF WORK

Navajo Division of Behavioral & Mental Health Services Year-End Meeting –

Lodging, Catering, Conference Rooms, Audio/Visual Equipment

The Navajo Division of Behavioral and Mental Health Services is looking for proposals from vendors in the

Phoenix metropolitan areas or surrounding locations to host staff for the NDBMHS Year-End Meeting.

NDBMHS is seeking vendors to provide lodging, catering, conference room rental, audio/visual equipment

rental, and special discounted government room rates for this event to be held the week of January 26,

2026, to January 30, 2026.

Specifications for Lodging, Conference Room Requirements and Catering:

1) Number of Staff – there will be an estimated 180 staff

2) Lodging Accommodations for 30 individuals

a. Number of Single Rooms: 30

b. Check in will be on January 26, 2026, and Check out will be on January 30, 2026

c. Indicate if special discount or government rates are available

d. All rooms are to be non-smoking rooms and should be offered on site as event

e. The lodging rate per night should be the same for single rooms

f. Note: some participants have government purchase cards and will be making lodging

accommodation on their own and not paid under this contract; therefore, special

discounted rate or government rate should be offered

3) Catering

a. Welcome Reception on January 26, 2026, 6:00pm to 8:00pm, enough for 180 staff

members

i. Assorted finger foods and drinks

b. Continental Breakfast on January 27 – 29, 2026 enough for 180 staff members.

The breakfast menu must include different selections across all three days. Specifically:

• Day 2 should offer different items from Day 1 and Day 3.

• Day 3 should offer different items from Day 1 and Day 2.

Vendors are encouraged to rotate or vary warm items (e.g. switch bacon for ham or

sausage patties), pastries, and fruit selections to ensure variety for attendees

i. Day 1 – January 27, 2026, 7:00am to 8:00am

1. Menu: Continental Breakfast with Warm Options (bacon, eggs &

sausage), Coffee, Hot Tea, Assorted Juices, Assorted Fresh Fruit,

Assorted Pastries

ii. Day 2 – January 28, 2026, 7:00am to 8:00am

1. Menu: Continental Breakfast with Warm Options (bacon, eggs &

sausage), Coffee, Hot Tea, Assorted Juices, Assorted Fresh Fruit,

Assorted Pastries,

iii. Day 3 – January 29, 2026, 7:00am to 8:00am

1. Menu: Continental Breakfast with Warm Options (bacon, eggs &

sausage), Coffee, Hot Tea, Assorted Juices, Assorted Fresh Fruit,

Assorted Pastries

c. Lunch on January 27 – 29, 2026 enough for 180 staff members

i. Day 1 – January 27, 2026, 12:00pm to 1:00pm

1. Menu: Mexican Menu Plated – Enchiladas (Chicken & Beef), sides

(Spanish rice, beans) tortillas, dessert and beverages

ii. Day 2 – January 28, 2026, 12:00pm to 1:00pm

1. Menu: Soup & Sandwiches Plated – Various Sandwich options (ham,

turkey) with soup options (chicken noodle, chicken and rice, cheddar

broccoli, etc.), house/garden salad with dressing, dessert and beverages

iii. Day 3 – January 29, 2026, 12:00pm to 1:00pm

1. Menu: Traditional Hawaiian Luau Feast (Buffet Style)

d. Staff Banquet on January 28, 2026, 5:00pm to 7:00pm

i. Menu: Steak, (1) chicken and (1) beef enchiladas, sides (mashed potatoes, mac

n’ cheese, Spanish rice, etc.), house/garden salad with assorted dressing,

assorted dessert, bread, drink (plated)

ii. Banquet will have an estimated 360 people (staff plus 1 guest)

e. Morning and afternoon refreshments and water, juice, tea, soda, coffee stations on

January 27 – 29, 2026, Morning Refreshments 10:00am to 10:30am and Afternoon

Refreshments 3:00pm to 3:30pm

i. Selections will be based on options available by vendor

ii. Vendor shall provide ice water and drinking glasses for participants in all

conference rooms throughout each day on January 27-29, 2026

4) Conference Rooms and Facilities

a. Welcome Reception to be held on January 26, 2026, from 6:00pm to 8:00pm

i. Conference Room Standing Room Only Set up

b. General Sessions will be held on the following days:

i. Day 1 – January 27, 2026, 7:00am to 5:00pm

ii. Day 2 – January 28, 2026, 7:00am to 7:00pm

iii. Day 3 – January 29, 2026, 7:00am to 6:00pm

iv. Set up of room will be Ballroom Style

v. Podium with microphone available at front.

c. Staff Banquet will be held on January 27, 2026, from 5:00pm to 7:00pm

i. Set up of room will be ballroom style with stage including A/V equipment

d. One work room to be designated near the conference areas for four (4) days starting

January 26, 2026

e. One smaller room to be designated as a quiet debrief/reflection area for staff for three

(3) days starting January 27, 2026

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Proposal for Lodging, Catering, Conference Room, Audio-Visual Equipment

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