Office of Veterans Affairs, Office of Inspector General, Office of Audits & Evaluations Operational Planning Meeting FY26 from August 23 – 28, 2026
Contract Overview
Solicitation details, issuing organization, response deadlines, documents, and interested companies for this government contract opportunity.
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
Agency
NAICS
Place of Performance
Houston, TX, 77056, USASet-Aside
Timeline
Response Deadline
Organization & Contact Information
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 antoinette.ingram@va.gov and Contract Specialist Gerald Liddell gerald.liddell1@va.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)
JB
0002
Rental of Conference Meeting Space
EA
0003
Food and Beverage Services (Refreshments)
EA
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)