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

The Virginia Department of Housing and Community Development is soliciting bids for event and lodging services to support the Jack A. Proctor Virginia Building Code Academy's Fire Sprinkler System Plan Review program. Scheduled for November 5, 2026, in Service Area 98, covering Chesterfield, Henrico, and Hanover Counties, the event requires a conference space for 65 participants and overnight lodging for 40 guests. The selected vendor must provide full catering, including breakfast, lunch, and snacks, as well as a meeting room of at least 3,600 square feet. The facility must be equipped with a 100-inch minimum projection screen, a video projector with at least 3,000 lumens and WXGA resolution, and high-speed internet access. Room setup must be completed by 3 p.m. the day prior to the event, following a specific pods layout to accommodate training materials like code books and binders. This procurement is a set-aside for SBSD-certified small businesses, including Small, Women- and Minority-Owned (SWAM) firms. Bids must be submitted electronically via the eVA Quick Quote portal, and the award will be granted to the lowest responsive and responsible contractor based on total mathematical calculations. Vendors are required to complete the mandatory Quick Quote Worksheet and adhere to all Commonwealth of Virginia General Terms and Conditions, including accessibility standards and drug-free workplace policies. Payment is based on actual services delivered and used, with standard terms of 30 days after invoice. Facility quality will be verified through a site inspection conducted within 30 days of the training date to ensure the venue is safe, sanitary, and free of active construction.