QQ - VBCA Property Maintenance 2.13-15.24 (WORKSHEET MUST BE COMPLETE).docx

TO: Virginia Event/Conference Planners, Hotels, and Caterers

FROM: Virginia Building Code Academy, Building and Fire Regulations

This solicitation is applicable to the required services associated with the Virginia Department of Housing and Community Development (DHCD) Jack A. Proctor Virginia Building Code Academy (JPVBCA), which operates a professional training program designated for the governmental code enforcement personnel of Virginia.

This solicitation is designated as a set-aside procurement for the Virginia Department of Small Business and Supplier Diversity (SBSD) certified small businesses, inclusive of Small, Women- and Minority-Owned (SWAM) businesses, in accordance with Special Terms and Conditions Z of the Agency Procurement and Surplus Property Manual. Bids submitted by a Bidder/Vendor who is not certified as a SBSD or SWAM entity through the Virginia Department of Small Business and Supplier Diversity (SBSD) may only be considered if conditions cannot be met per the Agency Procurement and Surplus Property Manual (APSPM) for set-asides.

This solicitation, including the specifications, requirements, terms, and conditions herein, shall be incorporated by reference into the bid award and contract. This solicitation establishes a standard of expectation for required services, functionality, quantity, and quality. Should a bid not provide for or vary from any of the specifications, requirements, terms, or conditions of this procurement herein, the Bidder may be considered non-responsive.

All bid responses shall be submitted electronically via the Virginia eVA Quick Quote application. All bid responses shall be received by 5:00 p.m. EST on the posted closing date, in order to be considered. Non-responses shall not be required.

Subsequent / Additional Bid / Proposal for Same Procurement Multiple bids/proposals Submission of a subsequent bid/proposal, unless specifically identified as an amendment to a previously submitted bid/proposal, shall constitute an additional bid/proposal submitted by the same bidder or offer or on the same solicitation. The latest date/time stamped bid/proposal will be the only accepted bid/proposal for the solicitation.

Department of Housing and Community Development Jack A. Proctor Virginia Code Academy Program

Property Maintenance - Lodging Area 100 (Fairfax) 2/13-15/2024

Minimum Program and Facility Specifications, Requirements, and Logistics

The detailed program and facility specifications, requirements, and logistics relative to this JPVBCA program are as provided below.

Program Participants:

· Hotel/lodging accommodations to be provided for 25 estimated overnight program participants, including registrants, instructors, and staff, determined upon final participant registration and hotel/lodging needs, and provided by DHCD 7 days prior to program.

· Overnight program participants, instructors, and staff to occupy single hotel/lodging rooms.

· Breakfast provisions to be provided for 25 program participants including registrants, instructors, and staff, based upon final hotel/lodging accommodation needs and provided by DHCD 7 days prior to program.

General Logistics:

· Program area/location, based upon 1 of 4 statewide regions as specified herein, and date to be non-negotiable.

· Hotel location:

· Preferable hotel location in proximity to the class location held at 12055 Government Center Parkway, Fairfax VA, 22035.

· A case-by-case consideration may be given to a lodging facility that is more than 3 miles distance from the class location.

· Facility to be of above average/standard quality in product and service, equivalent to minimum 3 star/diamond rating or above based upon ratings provided by Orbitz or Travelocity or similar, and to be verified through site visit and inspection within 30 days prior to the scheduled training.

· Facility to be conveniently located to interstate travel and a variety of restaurants.

· Facility to provide conveniently located parking on site or immediately adjacent to facility, inclusive in quote/bid.

· Facility and site to comply with accessibility standards to be accessible to physically disabled and impaired.

· Facility to be maintained in sanitary, safe, and operational order, with no on site construction in progress.

· For the safety and security of our participants, rooms shall be accessible from the interior of the hotel.

Hotel/Lodging Accommodations:

· To be equipped with cellular telephone service/coverage and high speed or wireless internet service/access

· To be equipped with telephone, cable or satellite television service, and clock in each hotel/lodging accommodation

· Lodging rates (excluding taxes and surcharges) shall not exceed the published Commonwealth of Virginia State Travel Regulations

Restaurant Provisions:

· To provide adequate kitchen facility available to prepare and/or heat meals on site.

· To provide dining space for meals.

· To provide per diem meal coupon or ability to charge per diem dinner meal to master bill the evening prior to the program for lodging instructors and/or staff.

· To provide full hot breakfast each training morning of program for ALL program participants, instructors, and staff at 7:00 a.m. to 8:00 a.m., including variety of selections such as eggs, breakfast meats, pancakes/waffles, breads/biscuits, fruits, yogurts, and beverages such as milks, juices, coffees, and teas, unless full or expansive continental breakfast included in hotel/lodging accommodation fee.

· Breakfast, lunch and dinner (including all taxes and fees) shall not exceed the published Commonwealth of Virginia State Travel Regulations for each category of meal.

Service Provider Responsibilities

Event/Conference Planner or Host Hotel:

· To conduct site visit and inspection of potential facility prior to and within 30 days of submittal of quote/bid for that facility to confirm fulfillment of all specifications, requirements, and standards.

· To arrange and secure all logistical requirements of program.

· To manage and oversee site facilitation/coordination services when providing such services under this contract.

· To resolve any hotel/lodging and restaurant/catering issues promptly

· To be available 24 hours per day to respond to telephone calls within 15 minutes and to onsite emergencies not resolved by telephone within reasonable amount of time based upon necessary travel distance.

· To ensure that DHCD or their designated staff has authority to make changes and modifications on site to contract with subcontractor or facility to address issues, with any resulting additional charges incurred to be included as change order to final contract amount.

· To provide DHCD with all substantiating documentation upon completion of program, including facility hotel/lodging folio, restaurant/catering/banquet order, and copies of all relevant invoices and receipts

· Quote/bid to include all incidental costs required to perform above responsibilities, overhead, and profit, however overnight hotel/lodging accommodations, restaurant/meal provisions, and transportation for event/conference planners not to be provided, incurred, or reimbursed by DHCD unless included in total quote/bid amount.

· Quote/bid to be based upon estimated program participants, however final contract to be based upon actual services delivered.

· Quote/bid for hotel/lodging accommodations and restaurant/catering provisions to be within allowable State per diem rates in accordance with current State Travel Regulations

SPECIAL TERMS AND CONDITIONS

1. AWARD OF BIDS: The bid shall be awarded to the lowest responsive and responsible Contractor/Vendor. The bid award shall be based upon the total sums arrived from the correct mathematical calculations and computations, including addition, subtraction, multiplication, and division.

2. AVAILABILITY OF FUNDS: It shall be understood and agreed between the parties herein that the Department of Housing and Community Development (DHCD) shall be bound hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this contract, at the sole determination and discretion of DHCD.

3. ABILITY TO PERFORM AND SATISFY TERMS OF CONTRACT: The Contractor/Vendor shall be prepared to conduct business in a professional manner as well as have the ability to legitimately enter into contracts/subcontracts, adequately perform within the requirements, terms, and conditions of this contract, and properly secure the specified and required deliverables, such as facilities, products, and/or services procured under this contract.

4. CONDITION OF FACILITIES: The Contractor/Vendor shall conduct a site visit and inspection of the subcontracted facility within thirty (30) days prior to submission of the quote/bid to confirm the condition of the facility and site. The Contractor/Vendor, upon awareness prior to or during the program, shall immediately notify the Department of Housing and Community Development (DHCD) in the event that the condition of the subcontracted facility changes, deteriorates, or any portion thereof undergoes construction, renovation, or repair. The Contractor/Vendor shall immediately report any such construction, renovation, or repair, as well as any operational or maintenance issues to DHCD. This contract may be rescinded, if upon the sole determination and discretion of DHCD, any such condition or construction activity may negatively impact the program. In the event that a contract is rescinded, DHCD shall have the option, based upon its sole discretion, to negotiate with the current Contractor/Vendor for use of a comparable facility, to offer the contract to the next lowest responsive and responsible Bidder/Vendor, or to void the quote/bid altogether and reissue the quote/bid in the Virginia eVA Quick Quote system.

5. CANCELLATION OF CONTRACTS: The Department of Housing and Community Development (DHCD) shall reserve the right to cancel and terminate this contract, typically due to causes such as funding constraints, instructor availability, or low enrollment, based upon its sole discretion, in whole or in part, without penalty, upon seven (7) days written notice to the Contractor/Vendor. Cancellation clauses and penalties shall be in accordance with Item 6 as provided by the Contractor/Vendor, unless waived by the Contractor/Vendor and/or subcontractor. Should postponement of the program be necessary due to acts of God and/or nature, the bid award/contract shall stand and remain with the successful Contractor/Vendor, unless such Contractor/Vendor is unable to accommodate rescheduled dates of program at bid award/contract amount and satisfy remaining terms and conditions of this procurement/contract.

6. DISCLOSURE OF CANCELLATION POLICY AND PENALTY: The Contractor/Vendor shall provide by attachment to this Quote/Bid the cancellation policy and disclose any applicable cancellation penalties or fees that would be applied by the subcontracted facility or incurred by DHCD in the event of cancellation of the program within 7 days of the begin date of program, excepting other than at the cause of acts of God and/or nature. Similarly, the Contractor/Vendor shall state when this policy and any penalty would be waived relative to this procurement and program.

7. CHANGES TO CONTRACTS: The Contractor/Vendor shall not elicit any substitutions, deletions, changes, or other modifications to the services provided under the provisions and terms of this contract that affect the contract amount and/or initiate a change order without the prior knowledge and express consent of the Department of Housing and Community Development (DHCD). DHCD and its designated staff may implement such modifications and affect such change orders as necessary to any subcontract of the Contractor/Vendor under this contract.

8. AFTER ACTION REPORTS: The Contractor/Vendor shall submit an After Action Report to the Department of Housing and Community Development (DHCD) upon submission of invoice and within seven (7) days after the completion of program/end date of contract. The After Action Report to summarize the program events, document actions taken to implement the contract, and evaluate the subcontractors, if any, shall be submitted on a form provided by DHCD.

9. INVOICES AND SUPPORTING DOCUMENTATION: The Contractor/Vendor shall promptly submit all invoices, which shall cite the Purchase Order/Contract number assigned to this contract, and supporting documentation associated with this contract to the Department of Housing and Community Development (DHCD) upon the completion of program/end date of contract. Regardless of contract amount for services estimated and reserved, the Contractor/Vendor shall invoice DHCD for actual services delivered and used and provide such supporting documentation to substantiate the final invoice amount, i.e. itemized folios from the host hotel, banquet orders/bills, invoices, receipts, etc.

10. AUDIT OF RECORDS: The Contractor/Vendor shall agree and retain all records and other documents relative to this contract for five (5) years after final payment, or until audited by the Department of Housing and Community Development (DHCD), whichever is sooner. DHCD, its authorized agents, and/or State auditors shall have full access and the right to examine any of said materials during said period.

JACK A. PROCTOR VIRGINIA BUILDING CODE ACADEMY

DATE OF BID:

MANDATORY USE OF THIS WORKSHEET AND TERMS AND CONDITIONS FOR ALL BIDDERS:

Failure to complete and submit the worksheet for this solicitation, or modifications of or additions to the General and/or Special Terms and Conditions of this solicitation, may be cause for rejection of the bid proposal. However, the Department of Housing and Community Development (DHCD) reserves the right to determine, on an individual basis, in its sole discretion, whether to accept or reject such bid proposal.

Property Maintenance - Lodging Area 100 (Fairfax) 2/13-15/2024

LINE ITEM 1 – EVENT/CONFERENCE SPACE

Hotel accommodations for 25 overnight guests, with breakfast provided each morning for the nights of 2/12, 2/13, and 2/14, 2024 in Fairfax, VA.

LINE ITEM 1 – HOTEL/LODGING ACCOMMODATIONS

Single rooms:

25 single lodging rooms X 3 nights X $ per night =

Tax, gratuity, and other fees, if not included in above:

All inclusive at % X lodging accommodations subtotal above =

LINE ITEM 2 – RESTAURANT PROVISIONS

Breakfast:

25 participants/instructors/staff X 3 days X $ per serving =

Tax, gratuity, and other fees:

All inclusive at % X restaurant/catering provisions subtotal above =

LINE ITEM 3 – EVENT / CONFERENCE PLANNER SERVICES

All event/conference planning services rendered herein, inclusive of overhead and profit Event/Conference Planner Fee =

TOTAL LINE ITEM 3:

I hereby agree and acknowledge that I, or staff of bidding company, have personally performed a site visit and inspection of the proposed subcontracted facility within thirty (30) days prior to submittal of this Quote/Bid and attest that it meets the requirements, terms, and standards herein at the time of this Quote/Bid.

☐ Agree ☐ Disagree

As the event/conference planner, I anticipate being present on site during this program, with the understanding that, if so, no additional costs shall be incurred by DHCD.

☐ Yes ☐ No

TOTAL LINE ITEMS:

LINE ITEM 2 – Restaurant Provisions

LINE ITEM 3 – Event/Conference Planner Fee

GRAND TOTAL QUOTE/BID:

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