P01 - Wheelchair Games Space-Service Detroit MI -FY26.docx

National Veterans Wheelchair Games – Event Space and Support Services

TASK REQUEST

Title of Project: 45th National Veterans Wheelchair Games Adaptive Sports Events Space & Support Services Date of Event: July 9 - 14, 2026 with move-in on Tuesday, July 7 - Wednesday, July 8, 2026, and move-out Wednesday, July 15, 2026 This is a combined order request to negotiate a Firm Fixed Price type contract for Conference Space and related Conference Services. The meeting facility shall provide all requirements specified for conference needs in Part A. A master account shall be established for Group costs (meeting and other room costs in Part A below and food and other related conference facility expenses.

1.1 Task Description: Contractor shall provide minimum of 225,000 Square Feet of Continuous Indoor, Wheelchair Accessible Convention Center/Exhibition Space to support simultaneous sporting events such as table tennis, slalom, wheelchair basketball, quad rugby etc. Conference Space must be able to accommodate up to 500 Veterans in wheelchairs and 400 non-wheelchair users (able bodied caregivers / participants) and adaptive sporting events. Convention Center must be near contracted hotel(s) to provide appropriate access for individuals in wheelchairs.

1.2 Period of Performance:

· Planning Meetings – dates to be determined

· Move-in/Set Up: Tuesday, July 7 - Wednesday, July 8, 2026

· Event: July 9 - 14, 2026

· Move-out: Wednesday, July 15, 2026

1.3 Preferred Locations: Detroit, Michigan

DETROIT REGIONAL CONVENTION FACILITY AUTHORITY

1.4 Submit all price Proposals, descriptive literature, and technical proposal via email to:

Bernadette Bodzenta, Contract Specialist, Bernadette.Bodzenta@va.gov Michelle Rhodes, Contracting Officer, Michelle.Rhodes@va.gov U.S. Department of Veterans Affairs Program Contracting Activity Central (PCAC) 6100 Oak Tree Blvd., Suite 490 Independence, OH 44131

Requirement: The Department of Veteran Affairs, National Veterans Wheelchair Games (NVWG) and the Detroit VA Healthcare System and the Paralyzed Veterans of America, are co-presenting the 45th National Veterans Wheelchair Games. The NVWG represents the largest annual wheelchair sports and rehabilitation event in the world. Participation in the NVWG is open to Veterans with spinal cord injuries and other physical disabilities that require the use of a wheelchair for competitive sports. The NVWG has 23 official events which include adaptive fitness, air rifle, air pistol, archery, basketball, boccia, bowling, corn hole, field, cycling, disc golf, e-sports, motor rally, nine ball, pickleball, power soccer, rugby, slalom, softball, swimming, table tennis, trap shooting and weightlifting for over 500 Veterans in wheelchairs and 400 non-wheelchair users (able bodied caregivers / participants).

A preliminary event schedule is included herein. See attached.

The conference facility shall accommodate and shall provide all requirements specified for conference needs in Parts A, B and C below. A master account shall be established for Group costs (meeting and other room costs in Parts A and B below).

Proposal must allow Department of Veterans Affairs to use their own audio-visual equipment and clearly state whether there are additional charges required for the connection of Government provided equipment to Meeting Facility sound system.

TECHNICAL PROPOSAL: A technical proposal shall be submitted addressing the requirements listed and pricing. Your technical proposal should include descriptive literature and commercial list prices of meeting room space, meeting space diagrams and square footage and capacity charts, information (availability/cost) on any amenities of meeting/conference facility, i.e., parking, shuttle services; transportation to/from airport, audio visual equipment and menus, and other amenities offered. Pricing information in this section is part of the technical proposal, not the price proposal.

PRICE PROPOSAL: A price proposal in accordance with the following CLINS must be provided.

CLIN 0001 – Meeting Space/General Session Room(s)/Break Out Room(s) and Exhibit Hall Areas CLIN 0002 – Billable: Internet CLIN 0003 – Billable: Security Services CLIN 0004 – Billable: Parking CLIN 0005 – Billable: Keys CLIN 0006 – Billable: Set Up CLIN 0007 – Billable: Fire Plan Review CLIN 0008 – Special Service – Ceremonial Stage

All pricing must be included in the above CLINs.

Part A: Schedule/Meeting Facility Lodging – N/A

Part B: Task 1.1 Meeting Space CLIN 0001 – Meeting Space General Session Rooms Ballroom space for events and opening and closing ceremonies, may be located on a different Floor than the exhibit halls. Each of these areas will have individual set up and furniture layouts based on individual area’s needs. Meeting rooms must be at a minimum of 500 sq .ft., preferably located on the same floor as the exhibition all space, maybe located on a different floor than the exhibit halls. Each of these rooms will have individual set-ups and furniture layouts based on the individual room needs (media center, volunteer check-in, operations center, etc.) These rooms will need to be able to be re-keyed for event staff.

Exhibit Hall Area - The objective is to secure approximately two hundred and twenty-five thousand continuous sq. feet of convention center exhibit hall space to host wheelchair sporting events, ceremonies, and banquet facilities for the National Veterans Wheelchair Games. An estimated 500-650 disabled Veteran participants all using wheelchairs or power chairs, along with their family members/ coaches/ special event staff and volunteers will be participating in NVWG events in the Facility during the NVWG. This Facility must be near contracted hotel to provide appropriate access for individuals in wheelchairs with minimal need for transportation.

Part C: Task 2.1 Other Requirements (if applicable) Total price of each CLIN required. Pricing to include all taxes and fees. (Billables) CLIN 0002 – Internet will be included in the contract, contract / pricing.

CLIN 0003 – Security Services – per final event schedule

CLIN 0004 – Parking

CLIN 0005 – Keys

CLIN 0006 – Set Up

CLIN 0007 – Fire Plan Review - Detroit Fire Department

CLIN 0008 – Wheelchair Accessible Stage

Ramped / ADA compliant stage - 12’ x 24’ x 16” H *Ramp can be 24, 36 or 48 (a diagram will be provided.)

Ceremonies and Events