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Conference Audio-Visual Services

Active
State & Local

Contract Overview

Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.

Documents

This scope was carved out of QQ-129586.

The full solicitation package (2 documents), including the RFP, is on the prime solicitation, not on this scope.

View the prime solicitation

Williamsburg Hotel Lodging/Conference Facility/Meals - March 2027

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Organization & Contact Information

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AgencyVirginia → Commonwealth's Attorneys' Services Council
ContactsNo contacts available
OfficeN/A
Office AddressN/A
ContactsNo contact information available

Full Description

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Supplies and installs audiovisual equipment for prime contractors on Commonwealth's Attorneys' Services Council (CASC) projects. Installs PowerPoint/video viewing capabilities, HDMI/VGA/analog audio connections, microphones, and sound systems. Provides and supports Wi-Fi and Wired/Ethernet connectivity in meeting spaces. Delivers a fully functional, tested AV setup in the main conference room.

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The Commonwealth's Attorneys' Services Council is soliciting bids from hotels in Staunton, Virginia, to provide lodging, conference facilities, and meal services for a training program scheduled for May 12 through May 13, 2027. This procurement is strictly limited to hotels with on-site conference facilities; third-party event planners are prohibited. The selected facility must offer pedestrian access to local dining, recreation, and services. Requirements include approximately 10 rooms for the night of May 11 and 20 rooms for the night of May 12, along with a conference room for two days, a complimentary hospitality suite for networking on May 12, two lunch buffets, one hot breakfast on May 13, and continuous beverage service for approximately 20 attendees. This contract is contingent upon the confirmation of federal funding by December 11, 2026. Bids must be submitted via the eVA portal, with all individual item costs and the total amount clearly visible. Pricing for lodging and meals must be at or below the state per diem rate, resort fees are strictly prohibited, and any applicable service charges cannot exceed 20%. The agreement is governed by the General Terms and Conditions of the Commonwealth of Virginia, including requirements for a drug-free workplace for contracts over 10,000 dollars and compliance with the Virginia Fair Employment Contracting Act. Payment terms are set at 30 days after invoice or delivery, whichever occurs last.
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Williamsburg Hotel Lodging/Conference Facility/Meals - March 2027
Solicitation # QQ-129586
The Commonwealth's Attorneys' Services Council is soliciting bids for hotel lodging, conference facilities, and meal services in Williamsburg, Virginia, for a training program scheduled from March 1 to March 5, 2027. This procurement is contingent upon federal funding to be confirmed by December 11, 2026. The agency requires a facility capable of accommodating approximately 70 people, with specific nightly room requirements ranging from 10 rooms on February 28 to 60 rooms through March 3, and 40 rooms on March 4. Required amenities include a classroom-style conference room for five days, a designated registration area, a large private room for one evening, a complimentary hospitality suite, and daily beverage services. Bids are accepted exclusively from hotels; third-party event planners are prohibited. There is a strong preference for hotels in the greater Williamsburg area that offer resort-type amenities. All lodging and meal pricing must be at or below the GSA per diem rate, and resort fees are strictly prohibited, while service charges must not exceed 20 percent. Bidders must submit their proposals through the eVA portal by October 28, 2026, ensuring that a total US dollar amount is viewable. Awardees must comply with Commonwealth of Virginia regulations, including DSBSD certification for small business priority and adherence to the Virginia Fair Employment Contracting Act.
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