Hotel Lodging/Conference/Meals for 6 Days in September 2026

The contract involves securing hotel services in Williamsburg, VA, for a six-day training conference scheduled from September 13 to 18, 2026, organized by the Commonwealth’s Attorneys’ Services Council. Bidders must be hotels with on-site conference facilities capable of providing 45 rooms for five nights, a main conference room for six days, four breakout rooms for five days, and supporting amenities such as complimentary Wi-Fi, parking, and audio-visual equipment. The venue should be conveniently located near Williamsburg’s historic area, with resort-type amenities preferred. All lodging and meal services must adhere to or be below the federal GSA per diem rates, with resort fees prohibited and service charges capped at 20%. The scope includes breakfast, lunch, one dinner, beverages, refreshment breaks, and a hospitality suite for networking, accommodating approximately 50 attendees, with a possibility of slight fluctuations in attendance. Bids are to be submitted electronically through the Virginia eVA system by October 30, 2025. The evaluation will primarily focus on price, responsiveness, and the ability to meet technical requirements, with award going to the lowest responsible bidder that complies with all specifications. The contract is governed by the Commonwealth of Virginia’s Vendors Manual and General Terms and Conditions, which include clauses on nondiscrimination, ethics, immigration compliance, debarment, and dispute resolution. No specific FAR clauses are referenced; instead, state-level regulations and policies apply. The contract emphasizes compliance with these policies, flow-down requirements for subcontractors, and adherence to procurement procedures, with no explicit mention of additional attachments beyond the scope and bid instructions.