URFP 201-27-005 Conference Planning Services

The Virginia Department of Education is soliciting proposals under URFP 201-27-005 for comprehensive conference planning services to support the IDEA/Special Education Fiscal Collaborative Forum. The selected contractor will be responsible for securing and coordinating a conference facility in the greater Richmond area for approximately 300 participants from March 17-18, 2027. Key requirements include the provision of ADA-compliant meeting rooms, audio/visual equipment and support, onsite lodging, and catering services for breakfast, lunch, and snacks. The scope also requires the provision of an Organizational Development Professional for program delivery and the setup of registration and exhibitor tables. This solicitation is a set-aside with award priority for DSBSD-certified micro and small businesses, including women-owned and minority-owned enterprises. The contract period runs from the date of award through March 30, 2027, with a best-value selection process where price is a factor but not the sole determinant. Contractors must adhere to state per diem rates for lodging and catering and maintain a 24-hour emergency point of contact starting one day before the event. Proposals must be submitted in searchable PDF format, including both an original and a redacted version, and must strictly follow formatting guidelines regarding font, organization, and signature requirements.