QQ 2024 DUID - Tidewater.docx
DOCX document 18 KB Posted
- Attached to
- DUID Program April 9-10, 2024, Virginia Beach
- Solicitation number
- 56630
- Issued by
- Virginia Beach City, Virginia
About this file
This document is a scope of services for a two-day event hosted by the Commonwealth's Attorneys' Services Council in Tidewater, Virginia on April 9-10, 2024. The scope requires the provision of 10 hotel rooms, a designated conference registration site, meeting rooms with capacity for 50 attendees, audiovisual equipment, a hospitality suite, refreshment breaks, breakfast and lunch services, and sufficient parking for up to 50 attendees. The event will run from 12:30 pm - 5:00 pm on April 9th and 8:00 am - 4:30 pm on April 10th. Responses to this solicitation must be received by noon on January 31, 2024.
Pricing for the services is to be based on state per diem rates for hotel rooms and meals. Refreshment breaks, audiovisual equipment, and other services are to be billed on a consumption basis. No specific set-aside requirements are noted. The document does not provide information on incumbents, funding sources, or contract renewal options.
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Text version
Commonwealth’s Attorneys’ Services Council DUID - Tidewater Tuesday, April 9, 2024 – Wednesday April 10, 2024
Scope of Services Required
10* hotel rooms for the night of Tuesday, April 9, 2024, at or below state per diem rate (*the number of hotel rooms needed could be higher or lower than 10 and we will confirm 3 days or closer to the conference)
Designated conference registration site, to be supplied with 12 ft. registration table, ice water and glasses, waste basket and 2 chairs.
Meeting room each day with ample space to provide seating for 50 classroom style on April 9, 2024 and April 10, 2024. Event registration will begin at 11:30 am on April 9th and presentation run 12:30 pm – 5:00 pm. The presentations on April 10, 2024, will run from 8:00 a.m. – 4:30 p.m.
A head table with microphones with wireless capabilities and/or cables to measure 6 feet in length with 3 chairs, along with room for a podium and PowerPoint/video viewing capabilities. A/V connections to include HDMI, VGA, and analog audio with connection to loudspeakers.
A room suitable for after-hours Hospitality Suite accommodating up to 35 attendees each night – Space must permit guests to provide own food and beverages.
Ice water and drinking cups in conference rooms for all attendees.
Coffee/tea/soft drinks and refreshment breaks throughout program, to be billed on a consumption basis.
A.M. Break 10:30 a.m. on the morning of April 10, 2024, including coffee, tea.
Afternoon breaks on April 9 and April 10, 2024, including coffee, tea, soft drinks and snacks (cookies, chips and salsa/dip, or hot snack items) to be billed on consumption basis for 40* (*this is an estimate - the number of attendees could be higher or lower and we will confirm the total 3 days or closer to the conference) Breakfast buffet (price to be set at or below state per diem rate inclusive of all taxes/fees) to be served between 7:30 a.m. and 9:00 a.m., April 10, 2024, billed on a per-person basis for those attendees staying at the hotel overnight.
Lunch daily (price to be set at or below state per diem rate inclusive of all taxes/fees) to be served between 11:45 a.m. and 1:15 p.m., April 10, 2024, to be billed on a per-person basis for 40* people (*this is an estimate - the number of attendees could be higher or lower and we will confirm 3 days or closer to the conference)
Cloth table covers wherever tables are needed. Attendees to have tables large enough to place a binder and readings materials. Pads of paper and pencils/pens.
Access to audiovisual equipment if Agency is unable to provide own, including overhead digital projector, audio interface for computer audio with speakers, and microphones.
Complimentary Wifi in Conference Room and Meeting spaces.
Parking sufficient to accommodate up to 50* attendees and staff (this number is an estimate).
Virginia Beach, Virginia location:
· Convenient pedestrian access to shops, restaurants and services. Guests should not need to drive a vehicle during the conference or cross a major roadway on foot.
· Special conditions: near Town Point Center
Responses much be received by noon January 31, 2024
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