QQ-128405 Scope of Service 2029 Roanoke.pdf
PDF 355 KB Posted
- Solicitation number
- QQ-128405
- Issued by
- Portsmouth City, Roanoke City, Virginia
About this file
This is a Scope of Services document for a Quick Quote procurement issued by CASC (Consortium for Advanced Specialization Credentials) in Virginia for hotel lodging, conference facilities, and meal services in Roanoke, VA. The procurement seeks bids from hotels only—excluding third-party event planners—with on-site conference facilities to host a 3-day training program for approximately 160 attendees from November 28-30, 2029. The hotel must provide 135 rooms for two nights (November 28-29), a designated conference registration area, a secure office/storage room, three conference ballrooms with specific seating configurations and equipment, one meeting room for 16 people, a complimentary after-hours hospitality suite, eight vendor tables in the lobby/foyer area with power access, and parking for 160 attendees and staff. The hotel must also accommodate receipt and storage of training materials (2 pallets of boxes) up to three days before the event with no box handling fees. Additional requirements include complimentary Wi-Fi and wired/Ethernet access, ice water and refreshments throughout the conference, hot breakfasts on two days, and one lunch option. The location must be in Roanoke, VA with pedestrian access to dining, recreation, and services, preferably off heavily trafficked roads. All bids must be submitted electronically through eVA by the deadline stated in the electronic solicitation posting.
Lodging and all meals except the Wednesday dinner must be billed at or below GSA per diem rates, with resort fees prohibited and service charges not to exceed 20%. The Wednesday evening cocktail dinner for 130 people is not limited to per diem pricing and will be handled by a separate private association paying the hotel directly. Break beverages and refreshments are billed on a consumption basis for 150 people daily. A separate audiovisual bid will be posted on eVA at a later date, with the winning hotel facility providing complimentary access to power outlets and house sound at no extra cost. Bidders must provide the hotel name, address, and on-site contact person information in the eVA submission, with all bid responses including attachments and addendums submitted electronically through eVA with a viewable total cost in the online item list. Technical issues should be directed to eVA Customer Care at 1-866-289-7367 or eVACustomerCare@DGS.Virginia.gov.
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QQ – 128405
Scope of Services Required
This quick quote is for the procurement of lodging, conference rooms, and some meals for a CASC training program. Requirements mentioned below are for: Wednesday, November 28, 2029 - Friday, November 30, 2029.
CASC is seeking bids from hotels ONLY (no third-parties or event planners) with on-site conference facilities, including lodging, direct meal services, and conference rooms in the City of Roanoke, VA for a 3-day training program for approximately 160 people (estimated). The final attendee count will be confirmed prior to the event. Location in Roanoke, VA must have pedestrian access to dining venues, recreation activities, and services. It’s preferred that the location is off heavily trafficked roads.
Read this Scope of Services document carefully for details.
If you do not follow these instructions, your bid will not be considered. Bids must be submitted in eVA. Complete the online eVA item list providing the US dollar amount for each item and the TOTAL must be viewable in eVA. Provide the hotel name, address, contact information for the on-site contact person in the description/note area when submitting bid or in a separate submitted document.
Lodging and meals must be at or below per diem rate (resource: https://www.gsa.gov/travel/plan-book/per-diem-rates). Resort Fees are not permitted. Where applicable any service charges should not exceed 20%.
Requirements:
Hotel Accommodation Hotel accommodation for two (2) nights, billed at or below state per diem rate. Number of rooms is an estimate. The final attendee count will be confirmed prior to the event.
135 hotel rooms Night 1: Wednesday night, November 28, 2029 135 hotel rooms Night 2: Thursday night, November 29, 2029
Designated Conference Registration Area Designated training registration area throughout the conference with one 12 ft. table with cloth table cover (or equivalent), four (4) chairs, four (4) display easels, trash can, ice water, and drinking glasses.
Office/Secure Storage Area Near Training Registration Area Room (with 2 tables and chairs) contiguous or within short walking distance of the conference registration area for 4 people to use as an office and a secure storage. Room must be accessible to CASC staff throughout the conference.
https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates
Conference Room Day 1: Wednesday, November 28, 1:00 p.m. – 6:00 p. m.
Conference ballroom with tables and chairs arranged with hollow square for 60 people with perimeter seating for up to additional 50 people.
Conference Ballroom Day 2: Thursday, November 29, 8:00 a.m. – 6:00 p.m.
Conference ballroom with tables and chairs arranged in a classroom style with ample seating space for 160 people. Head table for 6 people on a riser.
Day 3: Friday, November 30, 8:00 a.m. – 2:00 p.m.
Conference ballroom with tables and chairs arranged in a classroom style with ample seating space for 160 people. Head table for 6 people on a riser.
Additional room requirements: cloth table coverings (or equivalent) on all tables, podium, space for AV & recording equipment, space for additional lighting and access to AV equipment, as needed. Ice water and drinking cups, note pads, and pens should be at each table.
Meeting Room Meeting room with tables & chairs for 16 people. Wednesday - Friday
Hospitality Suite for After-Hours Networking Complimentary after-hours hospitality suite for private networking with tables and chairs, on November 28 and November 29, 5:00 p.m. – 11:00 p.m.
Vendor Tables in Conference Lobby or Foyer Area Up to eight (8) separately skirted 6-foot tables with 2 chairs for vendors in the conference area lobby or foyer outside the main conference meeting spaces, with complimentary access to power outlets. Must be able to accept delivery and storage of vendor display materials up to 3 days before the event. Those items will need to be delivered to the vendor tables prior to 10:00 am Wednesday, November 28, 2029.
Day 1: Wednesday, November 28 Day 2: Thursday, November 29 Day 3: Friday, November 30
Beverages and Refreshments for Breaks Coffee/tea/soft drinks and refreshments available throughout the program for break, billed on a consumption basis.
150 people: Wednesday, November 28 150 people: Thursday, November 29 150 people: Friday, November 30
Dinner Cocktails and plated or buffet dinner Wednesday evening 6:00 p.m. – 10:00 p.m. The dinner is not limited to the per diem price. A separate private association will handle the cost directly with the hotel.
130 people: Wednesday, November 28
Hot Breakfast Hot Breakfast for two (2) days (8 :00 a.m.-9:00 a.m.), priced at or below per diem rate and billed on a per person basis.
150 people: Friday, November 30
Lunch Option for lunch for one (1) day, priced at or below per diem rate and billed on a per person basis.
Audiovisual On the evening of Wednesday, November 28, 2029, we will need one podium and microphone with access to house sound for the dinner ballroom event.
We will put out a separate audiovisual bid which will be handled separately. Your hotel facility and/or your contractors are welcome to bid on it through eVA (posted on eVA at a later date). At no extra cost, we will need the winning audiovisual vendor to have access to power outlets and house sound, when necessary. The audiovisual vendor will need access to the facility to set up prior to the conference and breakdown after the conference daily events.
Wi-Fi Complimentary Wi-Fi in conference rooms and meeting spaces. Access to Wired/Ethernet connection.
Parking Parking sufficient to accommodate 160 attendees and staff.
Receive and Store Materials Before the Event Ability to receive and store training materials (2 pallets of boxes containing 150+ binders) up to three days before the training program and the ability to move materials to conference registration area prior to 10:00 a.m. on the first day of the conference with no box handling fee. This designated secured (locked) storage space should be close to conference and accessible to CASC staff throughout the program.
Location City of Roanoke, VA – Hotel location should be off heavily trafficked roads (preferred) and have convenient pedestrian access to shops, restaurants and services. Guests should not need to drive a vehicle during the conference to visit shops and restaurants.
BID SUBMISSION – INSTRUCTIONS:
All bids must be submitted electronically online via eVA using the Bidder’s established eVA Supplier Account.
The entire bid response including attachments, and addendums must be submitted electronically in eVA no later than the closing date and time stated on the electronic solicitation posting. Faxed, emailed, mailed or hand-delivered bids will not be accepted.
To learn how to submit an online bid in eVA please refer to the online supplier training page at:
https://eva.virginia.gov/supplier-training-materials.html
In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov.
https://eva.virginia.gov/ https://eva.virginia.gov/supplier-training-materials.html mailto:eVACustomerCare@DGS.Virginia.gov
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