The USDA NRCS is seeking lodging, meeting space, and related services for approximately 350 employees in Indianapolis, IN, from January ****, 2026. The hotel must meet specific requirements, including being on the FEMA-approved list or having fire safety certifications, and must be ADA compliant. The hotel must provide a room block for 350 rooms, and employees will make their own reservations. The hotel must provide AV equipment, light refreshments, and meeting space as outlined in Appendix A. The government will look at the available options for a single location in indianapolis, in.
The conference workshop dates are Tuesday, January 27 – Thursday, January 29, 2026. Hotel room check-in on Monday, January 26, 2026, and hotel room checkout on Friday, January 30, 2026.
Each employee will make their own lodging reservations using the room block name and pay for lodging rate using their government issued travel card or private credit card. The card will not be charged until the day of checkout. Lodging will not be paid for through the purchase order payment process.
The hotel provided equipment must be in good working order for the duration of the meeting. If the equipment fails, the hotel is responsible for immediately resolving the issue and providing working equipment e. g. , fix or replace.
The hotel and meeting facility shall meet the following requirements: be in a secure location and all guest rooms shall have interior entry. entrance doors that are not manned by hotel personnel are locked for security. be on the federal emergency management agency fema list of approved hotels and motels for federal travelers https:apps. usfa. fema. govhotel or provide certification that it offers the minimum level of fire safety by 1 having at least one, singlestation, hardwired smoke alarm in each guest room and 2 each room having additional protection provided by an automatic fire sprinkler system, if the building is four or more stories tall. compliant with the requirements of the americans with disabilities act ada 42 **** et seq. throughout the event. the hotelmeeting facility must be in the indianapolis, in area. sleeping room block and meeting space must be located on the same premise. the hotel must have at least three eating facilities within a fiveminute walk for lunch break.
If the employee does not cancel within the cancellation period, the employee is responsible for paying any cancellation fee and it will not be paid by usda through a resultant contract for the services defined in this statement of work. The cancellation period shall not exceed three calendar days prior to arrival.
