VBCA - Core and BI-C, Area 98: Chesterfield County, Henrico County, and Hanover County

The contract involves providing facilities, lodging, meals, and logistical support for the Virginia Department of Housing and Community Development’s Virginia Building Code Academy (VBCA) Core and Building Inspection - Commercial training scheduled for December 2-4, 2025, in Service Area 98, which includes Chesterfield, Henrico, or Hanover Counties. The event is estimated to host around 110 participants daily, requiring two meeting spaces (for 65 and 45 attendees), a separate dining area, lodging for overnight attendees, and supporting services such as meals, internet, and AV equipment. The procurement is set aside for Virginia SBSD-certified small businesses, including SWAM entities, with bids to be submitted electronically via the Virginia eVA Quick Quote system by October 30, 2025. The award will be made to the lowest responsible and responsive bidder meeting all specifications, with final participant and lodging counts confirmed seven days prior. The contract emphasizes strict compliance with detailed logistical, facility, and service standards, including accessibility, safety, and quality (minimum 3-star rating). Bidders must conduct a site visit within 30 days prior to submission to verify facility standards and attest to their suitability. The scope includes providing conference spaces, lodging, meals, and technical support, with the final performance period spanning three days. The procurement documents incorporate various referenced attachments, such as sample room layouts, quick quote worksheets, and special terms and conditions, which govern the contractual obligations. The contract is awarded on a Lowest Price, Technically Acceptable basis, with all bids evaluated for responsiveness, responsibility, and price, and no specific federal FAR clauses are referenced—only state and contract-specific provisions. Payment procedures require invoices to be submitted with supporting documentation, citing the contract number, and are payable within 30 days, with electronic and credit card payments encouraged. The contract includes comprehensive provisions on ethics, nondiscrimination, debarment, and insurance, with special terms taking precedence over general conditions, and mandates site inspections and ongoing compliance monitoring to ensure standards are met throughout performance.