This Combined Synopsis/Solicitation opportunity from Department Of Veterans Affairs was posted on July 9, 2026. The submission period has ended. Browse the details below for market research, or find similar active opportunities.

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Office of Veterans Affairs, Office of Inspector General, Office of Audits & Evaluations Operational Planning Meeting FY26 from August 23 – 28, 2026

Closed

F363130-26-2000243Federal

Submission Closed07/15/2026, 07:00:00 PM UTC

Contract Overview

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

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AI Contract Overview

The Office of Veterans Affairs Office of Inspector General, Office of Audits & Evaluations, is soliciting proposals for the lease and rental of conference space and associated facilities to host the FY26 Operational Planning Meeting in Houston, Texas, from August 23 through August 28, 2026, including setup and teardown. The event will accommodate at least 106 attendees and requires one primary conference room configured in classroom style for the full group, five breakout rooms each capable of seating 25 people, and one optional quiet room for at least 10 individuals. All seven rooms must be equipped with comprehensive audiovisual capabilities, including podiums, lavalier and handheld wireless microphones, projection screens, and high-reliability Wi-Fi spanning all areas. Am and PM breaks Monday through Thursday must be provided with coffee, tea, water, and light refreshments. The facility must be located within half a mile of the Galleria area in Houston to ensure accessibility, particularly since rental cars are not authorized for attendees, and nearby dining options are essential. Proposals must include a detailed capabilities statement with floor plans, photos, itemized pricing by CLIN for A/V, meeting space, and catering, business size and socio-economic certifications such as Small Business, WOSB, SDVOSB, HUBZone, or SDB, as well as past performance references for similar events. The solicitation is structured as a 100% Small Business Set-Aside under FAR 19.5, although all responsible sources may submit, and evaluation will be based on technical capability, past performance, and price to determine the most advantageous offer to the government. Submission is required via email to Antoinette Ingram and Gerald Liddell no later than 1:00 PM EST on July 15, 2026, and must include the company profile with SAM UEID, socio-economic status certification, corporate experience documentation, venue brochures, and refreshment menus. All vendors must comply with VAAR clauses on organizational conflicts of interest, personal identity verification, key personnel, electronic payment submission, and compliance with Executive Order 13899, and must ensure that contractor personnel are properly verified and that all deliverables are executed in accordance with standard commercial practices. The contract will cover the full period of performance with no lodging provision, and all services must be delivered in person at the Houston location specified.

General Info

Lease Houston conference space near Galleria for 106 attendees August 23–28, 2026, with AV, catering, and strict security.

Agency

Department Of Veterans Affairs → Office Of Inspector General Oig (36C10M)

NAICS

721110 - Hotels (except Casino Hotels) and Motels

Place of Performance

Houston, TX, 77056, USA

Set-Aside

SBA

Documents

Solicitation F363130-26-2000243 Lease/Rental of Conference Space and Facilities

rfp

High

Statement of Work for OAE Operational Planning Meeting FY26

sow

High

QA for OAE FY26 Planning Event Houston Texas

q-and-a

Low

AI Contract Breakdown

Uniform Contract Format

Timeline

1 update

PhaseClosed

PostedJul 7

Combined Synopsis

Notice updatedJul 9

The notice description changed.

Response DeadlineJul 15

Deadline has passed

Submission Closed

07/15/2026, 07:00:00 PM UTC

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Organization & Contact Information

AgencyDepartment Of Veterans Affairs → Office Of Inspector General Oig (36C10M)

Contacts2 people available

OfficeWASHINGTON, DC, 20001, USA

Organization / AgencyDepartment Of Veterans Affairs → Office Of Inspector General Oig (36C10M)

Office AddressWASHINGTON, DC, 20001, USA

Contacts

Antoinette Ingram

Gerald Liddell

Full Description

No more question will be taken as of 7/9/2026

Solicitation Title: Lease/Rental of Conference Space and Facilities – The Office of Inspector General, Office of Audits & Evaluations (OAE) plans to have a conference and meeting in Houston, TX. FY26 Operational Planning Meeting August 23-28, 2026

Solicitation Number: [F363130-26-2000243]

Notice Type: Combined Synopsis/Solicitation

NAICS Code: 531120 – Lessors of Nonresidential Buildings (except Mini warehouses)

PSC Code: X1AB – Lease/Rental of Conference Space and Facilities

1. Description of Requirement

Office of Veteran Affairs Office of Inspector General (VAOIG) requires the lease/rental of conference space and associated facilities to host the [FY26 Operational Planning Meeting]

[23 August - 28 August 2026 (Mon-Thurs meeting days; includes setup/teardown] in [Houston, Texas]. The event will accommodate at least [106] attendees, and will include plenary sessions, breakout rooms, and catering services.

2. Minimum Requirements

The facility must:

Be located within [0.5] miles of [Houston, TX / Galleria].

Meeting Space

Provide [1 each] General Session (all attendees together) main conference room with seating for [106 people] in [classroom] style that must be wide and not narrow to ensure people sitting at the back of the room are able to view the presentations.

Include [5 each] breakout rooms (airwalls acceptable) to hold at least 25 people each.

Include [1 each] Quiet room, holds at least 10 (no Av needed for this room) – optional if free.

Total of 7 rooms are needed.

A/V

A/V packages for all rooms (able to accommodate virtual attendees).

General Session – mainstage podium, 2 lavalier microphones, 4 handheld wireless microphones, at least 2 screens (depending on room layout)

Breakouts -podium, 1 lavalier microphone, 2 handheld wireless microphones, 1 screen for presentations

High-reliability WIFI coverage for ALL rooms

Light Refreshments

AM and PM Breaks for 30 minutes each day of the meetings, Monday – Thursday (meeting days). Include coffee/tea, water, and standard light break items; offer pricing tiers and service fees.

3. Period of Performance

From [August 23, 2026] to [August 28, 2026], including setup and teardown time.

4. Deliverables

Reserved conference space per specifications.

Setup and breakdown of rooms per event schedule.

Technical support for AV equipment during event hours.

Catering service per agreed menu and schedule.

5. Submission Instructions

Interested vendors shall submit a capabilities statement including:

Facility location and capacity details.

Floor plans and photos.

Pricing (itemized by space, services, and equipment).

Business size and socio-economic status (e.g., Small Business, WOSB, SDVOSB).

Past performance references for similar events.

Submissions must be sent via email to [Contracting Officer Antoinette Ingram contact@example.gov and Contract Specialist Gerald Liddell contact@example.gov no later than [15 July 2026 1PM EST].

6. Evaluation Criteria

Award will be made to the offeror responsible whose proposal is most advantageous to the Government, considering:

Technical capability to meet requirements.

Past performance.

Price.

7. Additional Information

This solicitation is issued as a 100% Small Business Set-Aside. However, all responsible sources may submit a quotation which shall be considered by the agency.

NAICS code 531120 (Lease/Rental of Conference Space and Facilities).

Instructions to Offerors:

At a minimum, the quotation package should include:

Company Profile: Name, address, Point of Contact (POC), and SAM UEID number.

Socio-economic Status: Statement regarding small business certifications (e.g., SDB, HUBZone, SDVOSB).

Corporate Experience: Evidence of prior performance in efforts of similar size and scope.

Venue Details: Hotel brochure, floor plans, and a menu for refreshments/meals.

Sample Line-Item Structure (CLINs)

The following Contract Line Item Numbers (CLINs) are standard for conference rental solicitations:

CLIN

Description

Unit of Measure

0001

Audiovisual (A/V) Equipment and Connectivity (Wi-Fi)

0002

Rental of Conference Meeting Space

0003

Food and Beverage Services (Refreshments)

0004

Lodging (if overnight stays are required)

Rooms Nights

Standard Facility Requirements

Solicitations generally specify the following minimum technical needs:

Space Capacity: Meeting rooms must accommodate the total estimated number of attendees (106 people) with specific classroom-style seating arrangements.

Security & Access: For sensitive meetings, space should be in a dedicated area not shared with outside guests. Some requirements may specify a minimum Facility Security Level (FSL).

A/V Support: Dedicated on-site A/V support, typically required from 07:00 am to 5:00 pm, including projectors, screens, microphones, and sound distribution.

Refreshments: Continuous self-service water and scheduled AM/PM breaks (coffee, tea, and light items).

Evaluation and Pricing Considerations

Cancellation Policy: Government agencies often require the contractor's cancellation policy as a specific evaluation criterion.

Per Diem Alignment: For requirements involving lodging, initial location selection is typically based on established per diem rates. Agencies may allow the lodging portion to be exceeded by up to 25 percent to ensure advantageous locations.

Proximity: Solicitations often define a specific "delineated area" or distance (e.g., within .2 miles of a specific zip code 77204).

Solicitation Provisions and Contract Clauses

52.212-1 Instructions to Quoters-Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025)

52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025)

(End of clause)

VAAR Provisions Provisions

852.209-70 Organizational Conflicts of Interest (OCT 2020)

852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)

852.233-71 Alternate Protest Procedure (OCT 2018)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008

VAAR Clauses

852.201-70 Contracting Officer’s Representative (DEC 2022)

852.203-70 Commercial Advertising (MAY 2018)

852.204-70 Personal Identity Verification of Contractor Personnel (MAY 2020)

Small Businesses (JAN 2023) (DEVIATION)

852.222-71 Compliance with Executive Order 13899(DEVIATION)(APR 2025)

852.232-72 Electronic Submission of Payment Requests (NOV 2018)

852.237-75 Key Personnel (OCT 2019)

852.242-71 Administrative Contracting Officer (OCT 2020)

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