VBCA - CE-FSPR, Area 98: (Chesterfield County, Henrico County, and Hanover County)

The Virginia Department of Housing and Community Development is soliciting event and lodging services for the Jack A. Proctor Virginia Building Code Academy Fire Sprinkler System Plan Review program, scheduled for November 5, 2026, in Area 98, covering Chesterfield, Henrico, and Hanover Counties. This procurement is a set-aside for SBSD-certified small businesses, including Small, Women- and Minority-Owned (SWAM) businesses. The scope of work requires a facility capable of accommodating 65 participants with a minimum of 3,600 square feet of continuous meeting space, overnight lodging for 40 guests, and full catering services including breakfast, lunch, and snacks. The facility must be sanitary, safe, accessible to individuals with disabilities, and free of on-site construction, with all meeting spaces arranged by 3 p.m. the day prior to the event. Technical requirements include specific audio-visual equipment, such as a minimum 100-inch projection screen and a video projector with at least 3,000 lumens and WXGA resolution. Bidders must adhere to Commonwealth of Virginia State Travel Regulations regarding lodging and meal rates and must provide itemized documentation to substantiate all final invoices. The contract will be awarded to the lowest responsive and responsible vendor based on mathematical accuracy and technical compliance. All bids must be submitted electronically via the eVA Quick Quote application by the deadline of October 9, 2026, at 9:00 p.m. UTC. Vendors are required to maintain appropriate insurance and retain all contract-related records for five years following final payment.