Addendum 2.pdf

Commonwealth of Virginia

VIRGINIA DEPARTMENT OF ENVIRONMENTAL QUALITY

www.deq.virginia.gov

David L. Bulova Michael S. Rolband, PE, PWD, PWS Emeritus Secretary of Natural and Historic Resources Director

10/21/2026

ADDENDUM NO. 2 TO ALL OFFERORS:

Reference – Unsealed Request for Proposal: URFP #(27-03-CH) Commodity: Conference Facilities, Catering and Audio-Visual Services for Clean Water Finance-EPA All-States Meeting Dated: (October 14, 2026) For Delivery To: Department of Environmental Quality Proposal Due: November 12, 2026 Preproposal Conference: (N/A)

The above is hereby changed to read:

Reference to Cover page, Proposal Due – “November 19, 2026”

Change to Read:

Electronic Unsealed Proposals will be Received until 3:00pm EST. on November 12, 2026.

Reference to Page 3, Section I, Purpose – “Optional Conference Dates”

Change to Read:

The conference shall be held on one of the following optional date ranges:

April 19–21; April 20–22; April 26–28; April 27–29; May 3–5; or May 4–6.

Offerors shall provide availability for any and/or all dates listed.

2. Reference to Page 15, Statement of Needs – Lodging Accommodations Requirements

Change to Read:

A guaranteed block of fifty-five (55) sleeping rooms for one (1) night prior to the conference shall be provided at applicable federal/state per diem rates and taxes.

The Contractor shall allow DEQ a preregistration period during which the block of 55 sleeping rooms is held exclusively for DEQ attendees. DEQ will complete preregistration no later than thirty (30) calendar days prior to arrival. After this cut-off date, the Contractor may release any unused rooms back to the general public without penalty.

3. Reference to Page 15, Lodging Accommodations – Add the following new subsections:

A. Cancellation Policy

Offerors shall disclose the hotel’s full cancellation policy, including penalties for full or partial cancellation of the 55-room block and any available rebooking protections or penalty-waiver terms if the event is rescheduled at the same property.

B. Attrition Allowance and Formula

Offerors shall disclose the allowable attrition percentage and the formula used to calculate attrition charges if actual pickup falls below the allowable threshold for the 55-room block.

4. Reference to Page 9, TAB 2 – Property Section (Cancellation/Rescheduling Policies)

Change to Read:

Offerors must provide all cancellation, rescheduling, and attrition policies. Policies must incorporate DEQ’s preregistration requirement, including the thirty (30) calendar-day cut-off date.

5. Reference to Page 3 & Attachment E – Proposed Dates

Change to Read:

Attachment E and the Proposed Dates section shall reflect the optional date ranges listed in Item 1 of this

Addendum.

Note: A signed acknowledgment of this addendum must be received in eVA on this URFP either prior to the proposal due date and hour or attached to your proposal. Signature on this addendum does not substitute for your signature on the original proposal document. The original proposal also must be signed.

Sincerely, (Connie Hall) Contract Officer

Phone: (804) 659-2693 Name of Firm Signature/Title Date