161160 Q & A2.pdf
PDF 228 KB Posted
- Attached to
- 161160 Right of Way & Utiltity Summit 2026
- Solicitation number
- QQ-126300
- Issued by
- Virginia Beach City, Virginia
About this file
This is a Question and Answer document issued by the Virginia Department of Transportation (VDOT) regarding UIFB 161160 for the Right of Way & Utilities Summit 2026. The solicitation requests a conference facilities package including conference facilities, overnight lodging, and meals for approximately 170 participants scheduled for October 26-28, 2026, in Virginia Beach, Virginia. The document clarifies that while Virginia Beach is the specified location, bidders may propose alternative locations such as Williamsburg for consideration. Key procedural questions addressed include clarification on pricing schedule submission through eVA line items, per diem compliance requirements, tax-exempt documentation procedures, and technical issues related to addendum submission through the eVA system. VDOT indicated it will partner with the selected contractor to establish a mutually agreed-upon final count date for room blocks and catering arrangements.
Regarding pricing terms, the solicitation requires all-inclusive pricing for lodging that should include applicable occupancy and local taxes, with VDOT providing tax-exemption documentation for qualifying items. The award will be based on Grand Total pricing as reflected in the eVA line items and contract pricing schedule. The document addresses cost allocation flexibility, noting that VDOT retains the right to increase, decrease, or eliminate estimated quantities under Section X.10, and clarifies that payment mechanisms and contractor responsibility for potential attrition charges will be determined through contractor-VDOT partnership discussions. Bidders must ensure compliance with FY2026 GSA per diem limits for applicable components, with specific limitations applying to lodging and meals separately, while excluding audiovisual, meeting-room rental, service charges, and gratuities from per diem caps.
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Other files
| File | Type | Posted |
|---|---|---|
| UIFB161160 ROW Summit 2026.pdf | ||
| 161160ADD2.pdf | ||
| 161160ADD1.pdf |
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Text version
WE KEEP VIRGINIA MOVING
DEPARTMENT OF TRANSPORTATION
Stephen C. Brich, P.E. 1221 East Broad Street (804) 482-5818 Commissioner Richmond, Virginia 23219
August 19, 2026
Question and Answer for UIFB 161160 – Right of Way & Utilities Summit 2026
1. I see Virginia Beach is listed and wanted to inquire if this was the only location being considered, or if we submit a bid that Williamsburg may be considered?
Answer: Reference IV. D. 1.
2. Please clarify which components of the bid are required to comply with FY2026 GSA per diem limits.
Does this requirement apply separately to lodging and meals, and are AV, meeting-room rental, service charges and gratuities excluded from the applicable per diem caps?
Answer: Reference eVA line items 1-4 and eVA line items 6-7
3. For purposes of the all-inclusive pricing requirement, should lodging rates include applicable occupancy/local taxes, or will VDOT provide applicable tax-exemption documentation?
Answer: VDOT will provide tax-exempt documentation for items that qualify for the exemption.
4. Since Section X.10 permits VDOT to increase, decrease or eliminate estimated quantities, will the Contractor be permitted to establish reasonable room-block and catering cutoff dates after which guaranteed quantities become financially binding?
Answer: VDOT will partner with the Contractor to provide a final count by a mutually agreed upon date.
5. In the event VDOT reduces room or meal quantities after the venue's contractual cutoff dates, is the Contractor expected to absorb any resulting hotel attrition or cancellation charges?
Answer:
6. Will VDOT consider direct payment of hotel master-account charges, or must all venue costs be paid by the Contractor and subsequently invoiced to VDOT following completion?
Answer:
7. The solicitation states that award will be based on Grand Total and refers to unit prices/contract pricing schedule, but I don't see an actual pricing schedule in the PDF. Where are bidders supposed to enter the individual unit prices and Grand Total?
Answer: Refer to the eVA line items also Reference VIII. 1.
8. I am unable to submit my Addendum in eVA.
Answer: Reference VIII. 1. Or call eVA Customer Care @ 1-866-289-7367 if you are having trouble submitting your bid, attachments or addendum(s).
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