VBCA - BI-R, Area 99 and 100: (Fredericksburg, Prince William County, and Fairfax County)

The contract pertains to the Virginia Building Code Academy (VBCA) Building Inspection Residential (BI-R) course scheduled for January 27–29, 2026, targeting service areas 99 and 100, which include Fredericksburg, Prince William County, and Fairfax County in Virginia. The contract involves providing complete event planning and logistical support for approximately 45 participants per day over the three-day period. Services include securing and managing conference space with specific minimum square footage and technology requirements, arranging lodging accommodations compliant with Virginia State Travel Regulations, and providing meals and refreshments. The contractor is responsible for pre-bid and pre-event site inspections to ensure compliance with detailed facility specifications including accessibility, cleanliness, safety, internet access, and event space setup as outlined by sample classroom layouts. Continuous availability for emergency responses and issue resolution during the event is mandated, along with submission of supporting invoices and an After-Action Report within seven days post-event. This Quick Quote (QQ) solicitation issued by the Virginia Department of Housing and Community Development (DHCD) is a set-aside procurement exclusively for Virginia Department of Small Business and Supplier Diversity (SBSD) certified small businesses, including women- and minority-owned firms (SWaM). Bidders must complete a mandatory Quick Quote Worksheet detailing facility and service specifications, participant counts, and associated logistics. The contract is awarded on a Lowest Price, Technically Acceptable (LPTA) basis, emphasizing responsiveness to solicitation requirements, bidder responsibility, and technical compliance. It incorporates the Commonwealth of Virginia’s General and Special Terms and Conditions effective July 1, 2020, which include provisions governing non-discrimination, ethics in public contracting, immigration compliance, debarment certification, insurance requirements, subcontractor flowdown, and contract modification protocols. The contractor must comply with all state laws and regulations, and DHCD retains inspection and acceptance authority on-site. All bids must be submitted electronically via the Virginia eVA Quick Quote system by 5:00 p.m. EST on December 29, 2025, with communications directed to the designated point of contact, David Wagoner. The anticipated contract value is estimated between $50,000 and $150,000, covering fixed-price, requirements-based delivery of the outlined services in accordance with the specifications and terms provided.