QQ124893 Scope of Services.pdf

QQ – 124893

Commonwealth’s Attorneys’ Services Counsil (CASC)

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: Sunday, February 7, 2027 - Wednesday, February 10, CASC is seeking bids from hotels ONLY with on-site conference facilities (no event planners or other third-party vendors), including lodging, direct meal services, and conference rooms in Hampton Roads, VA for a 4-day training program for approximately 25 people (estimated). The final attendee count will be confirmed prior to the event. Resort type amenities are preferred.

Read this Scope of Services document carefully for details. Bids must be submitted in eVA. Complete the online eVA item list providing the US dollar amount for each item. Provide the hotel name, address, contact information for the on-site contact person in the description/note area when submitting bid. You are also encouraged to upload a separate document with bid details into eVA.

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 three (3) 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.

25 hotel rooms Night 1: Sunday night, February 7, 2027 25 hotel rooms Night 2: Monday night, February 8, 2027

25 hotel rooms Night 3: Tuesday night, February 9, 2027

Designated Conference Registration Area Designated training registration area for four (4) days to be supplied with one (1) 12 ft. table with cloth table cover (or equivalent), two chairs, two (2) display easels, trash can, ice water, and drinking glasses.

Conference Room Conference Room for four (4) days with tables & chairs arranged in a classroom style with ample room for 25 attendees.

https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

Day 1: Sunday, February 7 Day 2: Monday, February 8 Day 3: Tuesday, February 9 Day 4: Wednesday, February 10

Additional room requirements: cloth table coverings (or equivalent) on all tables, attendee tables must be large enough for a binder and reading materials, head table with 3 chairs, podium, microphones with wireless capabilities and/or cables to measure 6 feet in length, PowerPoint/video viewing capabilities, A/V connections to include HDMI, VGA, and analog audio with connection to speakers and access to power. Pads and pens for attendees. Ice water and drinking cups should be available in the room for attendees.

Hospitality Suite for Networking Complimentary after-hours hospitality suite for private networking with tables, chairs, glasses, bowl/bin with ice, 2 large trash cans, and ample space for 25 people each night Sunday, February 7 - Tuesday, February 9.

Space must permit guests to provide their own food and beverages.

Beverages for Breaks Coffee/tea/water/soft drinks available throughout the program for morning and afternoon breaks each day, billed on a consumption basis for 25 people.

Day 1: Sunday, February 7 Day 2: Monday, February 8

Day 4: Wednesday, February 10

Refreshments for Afternoon Breaks Snacks (cookies, brownies, or hot snack items) for afternoon breaks each day, billed on a consumption basis.

Day 1: Sunday, February 7 Day 2: Monday, February 8

Breakfast Buffet Hot Breakfast for three (3) days, served between 7:30 a.m. and 9:00 a.m. each morning, priced at or below per diem rate or included in hotel stay.

25 people on Day 1: Monday, February 8

25 people on Day 2: Tuesday, February 9 25 people on Day 3: Wednesday, February 10

Luncheon Luncheon for three (3) days, priced at or below per diem rate.

25 people on Day 1: Monday, February 8 25 people on Day 2: Tuesday, February 9

Audio Visual Complementary access to power and audiovisual equipment, including overhead digital projector, projector screen (measuring at least 6 feet in width), audio interface for computer audio with speakers, and microphones.

Wi-Fi Complimentary Wi-Fi in conference rooms and meeting spaces.

Parking Complimentary parking sufficient to accommodate 25 attendees and staff.

Receive and Store Materials Before the Event Ability to receive and store training materials (boxes containing 25+ binders) up to three days before the training program and the ability to move materials to conference registration area before conference opening on the first day of the conference with no box handling fee.

Location Hampton Roads Area of Virginia – Resort type amenities preferred. Hotel location should have convenient pedestrian access to restaurants, shops and services. Attendees should not need to cross any major roadways.

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