RFP79905_ConferenceAndLodgingFacility.pdf

RFP-79905

Conference and Lodging Facility

DGS OFFICE OF PROCUREMENT SERVICES (OPS)

on behalf of

VIRGINIA DEPARTMENT OF ELECTIONS

1100 BANK STREET • SUITE 724 • RICHMOND, VIRGINIA 23219-3638

REQUEST FOR PROPOSAL RFP# 79905

CONFERENCE AND LODGING FACILITY FOR

VIRGINIA DEPARTMENT OF ELECTIONS (ELECT)

NIGP Commodity Codes:

97130 – Hotel / Motel Accommodations

97165 – Room Rental for Conferences, Seminars, Etc.

Issue Date: 12-11-2024 • Due Date/Time: 1-16-2025 / 2:00 PM

Contracting Officer: Mihaela (Ella) Coman, VCA • E-mail Address: procurement@dgs.virginia.gov

USING AGENCY AND/OR LOCATION WHERE WORK WILL BE PERFORMED: Delivery of services are to be performed at the physical location identified on each eVA purchase order issued by the Virginia Department of Elections.

CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the Contracting Officer whose name appears on the face of this solicitation, in writing, no later than January 2, 2025, (10) business days before the due date. All inquiries must be submitted in writing to Mihaela (Ella) Coman, VCA via e-mail at procurement@dgs.virginia.gov. Please include “RFP#79905.” in the title of the message. Any revisions to the solicitation will be made only by an addendum issued by the Contracting Officer named above.

OPTIONAL PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference.

PERIOD OF CONTRACT: Initial one (1) year term Contract shall begin on the negotiated service commencement date with four (4) additional successive one (1) year renewal options.

The undersigned hereby offers and agrees to furnish all services in accordance with the attached signed proposal and the mandatory requirements outlined herein, or as mutually agreed upon through subsequent negotiation.

Company Name: ______________________________

Address: ____________________________________

City/State/ZIP: ________________________________

Signature: ___________________________________

Printed Name: ________________________________

Title: _______________________________________

Date: _______________________________________

Contractor’s TIN: ________________________________ eVA Vendor ID or DUNS Number: ___________________

Telephone: ____________________________________

Fax: __________________________________________

Cell: __________________________________________

Email: ________________________________________

NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, §2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

mailto:procurement@dgs.virginia.gov mailto:procurement@dgs.virginia.gov

INDEX

SECTION PAGE

I. PURPOSE

II. BACKGROUND

III. STATEMENT OF NEEDS

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

V. EVALUATION AND AWARD CRITERIA

VI. REPORTING AND DELIVERY INSTRUCTIONS…………………………………………

VII. PRE-PROPOSAL CONFERENCE ……………………………………………………………..17

VIII. GENERAL TERMS AND CONDITIONS……………………………………………………….17

IX. SPECIAL TERMS AND CONDITIONS…………………………………………………………. 26

X. METHOD OF PAYMENT………………………………………………………………………... 29

XI. PRICING SCHEDULE…………………………………………………………………………

XII. ATTACHMENTS………………………………………………………………………………..… 32

Attachment A – Virginia State Corporation Commission (SCC) Form………………… Attachment B – Vendor Data Sheet…………………………………………………………….. 34 Attachment C – Small Business Subcontracting Plan………………………………………… 35 Attachment D – Tabletop Setup Diagram ………………………………………………………. 38 Attachment E – Exceptions to the RFP …………………………………………………………….. 39 Attachment F – Proprietary/Confidential Information Identification ……………………………

I. PURPOSE

The purpose of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for the purchase and lease/rental for conference facilities, to include overnight lodging and meals for approximately 175 - 375 individuals by the Virginia Department of Elections (ELECT).

II. BACKGROUND

ELECT must provide annual training for general registrars and electoral board members pursuant to § 24.2-103 C and § 24.2-106 D. As a result, ELECT supports and extends opportunities for these certification requirements by providing annual in-person training events that address legislative requirements, policy and procedure, as well as emergent challenges pertinent to the broader election community.

III. STATEMENT OF NEEDS

The Offeror shall provide a combined conference and hotel facility within 30 miles of Richmond preferably in the downtown Richmond area within close proximity to 1100 Bank Street, Richmond, VA 23219, utilizing various room configurations, lodging accommodations, catering, audiovisual services, and parking accommodations for the preferred date blocks and approximate conference participants:

July 15, 2025 – July 30, 2025

• 1st conference space- approximately 275 participants

• 2nd conference space- approximately 100 participants

July 15, 2026 – July 30, 2026

• 1st conference space- approximately 275 participants

• 2nd conference space- approximately 100 participants

July 15, 2027 – July 30, 2027

• 2nd conference space- approximately 100 participants

July 15, 2028 – July 30, 2028

• 2nd conference space- approximately 100 participants

July 15, 2029 – July 30, 2029

• 2nd conference space- approximately 100 participants

Conferences shall be held from 7:00 AM – 6:00 PM. ELECT staff will need access to the facilities for setup the day before the conference begins.

The Offeror shall furnish all labor, tools, supervision, equipment, materials and incidentals necessary to coordinate and provide all services within the terms, conditions, provisions, and schedules provided herein.

The Offeror shall make available a well-maintained, co-located hotel, conference and exposition facility that meets all federal, state and local fire, health, building and safety codes.

The facility shall utilize various room configurations as specified by ELECT.

ELECT prefers that all conference and training rooms be located in a single building, with on-site dining area for guests to use before and after the conference, a business center and recreational spaces such as a lounge, pool, and a fitness room.

All services are to be performed in an efficient, effective and skillful manner and at all times meet the highest standard for the type of services being performed to the satisfaction of

ELECT.

A. GENERAL REQUIREMENTS

1. ELECT reserves the right to hold this conference with the possibility of fewer or more attendees during the term of the contract.

2. Safety, security, cleanliness, comfort, and proper facility maintenance are imperative. The facility shall be 100% smoke free with rooms having own temperature controls, free of insects, pests and mold.

3. ELECT shall designate, in writing, three (3) Authorized Representatives who will be its contacts for the Offeror. Names, email addresses, and phone numbers will be provided to the Offeror. These staff members shall be the sole persons with the authority to answer questions, make changes as a result of unforeseen situations, resolve issues, etc. The Authorized Representatives shall have access to a copy machine for the duration of the conference. ELECT shall not be responsible for any expenses incurred by any person other than an Authorized Representative.

4. The Offeror shall provide event services and assign a Conference Manager to work with

ELECT’s Authorized Representatives throughout the conference to coordinate meals, activities, and other services. The Manager (or designees) shall be available around the clock for the duration of the conference and be responsible for promptly resolving any problems that may arise prior to and throughout the duration of the conference. Names and phone numbers of the Manager (or designees) will be provided to ELECT’s Authorized Representatives.

5. The Offeror’s Conference Manager shall possess and utilize a radio or compatible communication equipment and provide the same to ELECT’s Authorized Representatives.

6. A conference planning meeting shall be held between ELECT and the Offeror’s department managers responsible for catering, reservations, facilities management, A/V equipment and any other Offeror staff as deemed necessary prior to the opening of the conference at a mutually agreeable date and time. The purpose of the meeting will be to review and confirm conference daily event orders and make adjustments as necessary.

7. The Offeror shall ensure that ample staffing is provided to accommodate the requirements of this RFP in a timely and professional manner.

8. The Offeror shall have adequate internal procedures, training, and staffing for handling emergency situations and other irregularities, e.g., power failures, equipment failure, disruptions.

9. At its sole discretion, ELECT may conduct a site visit of the Offeror’s facilities to assist in determining the suitability of the facility. A site visit will include inspection of the facilities and a tasting of the catered food options prior to final selection and payment.

10. The Offeror shall provide a final Banquet Event Order (BEO) no later than 72 hours prior to the beginning of the conference event. All Offeror personnel assigned to this conference shall have a copy of the final executed BEO readily available at all times.

B. CONFERENCE FACILITY REQUIREMENTS

1. The Offeror shall be capable of serving the conference participants, including adequate lighting, ventilation, seating and easily accessible restrooms.

2. The conference facility shall provide acceptable accommodations for the physically challenged, in compliance with the Americans with Disabilities Act (ADA), and § 51.5- 1 of the Code of Virginia, "The Virginians with Disabilities Act". (See General Terms and Conditions, “Anti-Discrimination,” of this RFP). All facilities, including the surrounding common areas and restrooms, shall be available, and in useable, adequately prepared condition for ELECT staff from arrival until departure, including staff members with special medical or handicapped/disability needs.

3. All fully attended sessions and meals are required to have the American and the Virginia state flags stationary for those rooms.

4. The facility shall be free from unnecessary distractions or disruptions. The facility shall include the following spaces:

• Space for approximately 275 reception seating at VEW (1st conference space)

• Space for approximately 100 reception seating at Bootcamp (2nd conference space)

5. All public areas of the facility and all meeting areas and lodging rooms shall be non-smoking areas. A spacious hallway shall be available for up to 10 vendors booths during the conference.

6. The conference facility shall include private, secure wireless high-speed Internet access dedicated to the meeting space in the facility during the conference. Private means the wireless network is not shared by people/devices unaffiliated with the training conference.

7. The conference facility shall include adequate free day parking to the individual conference attendees in a lot, not a garage. The parking shall be convenient to the facility meaning available at the facility or within two (2) city blocks. If the facility charges for overnight parking, the cost shall be shown in unit prices as provided in Section XI entitled “Services and Pricing Schedule”.

8. ELECT will confirm the actual number of attendees to be accommodated with the Offeror within five (5) days prior to the event.

9. All conference rooms shall be inspected and cleaned between sessions and fully prepared and ready for the commencement of the next scheduled session. Cleaning and preparation of conference rooms shall not occur when sessions are active.

10. The Conference rooms shall not be used by any other groups or persons during the conference dates.

11. All conference rooms shall be setup as specified and made available to ELECT by 7:00

AM the day of the scheduled event.

C. LARGE CONFERENCE ROOM REQUIREMENTS

1. During the conference, the following events will need to accommodate the conference participants:

a. Opening session for entire group for thirty (30) minutes:

b. Closing session for entire group for one (1) hour.

c. Breakfast seating with tables/chairs.

d. Lunch seating with tables/chairs.

e. All sessions for entire group all day.

2. ELECT requires the above activities be held in a single room.

3. The large conference room must be seated banquet style during all conference sessions.

4. During breakfast and lunch, ELECT prefers the large conference room be set up in a dining style with multiple tables and chairs. However, ELECT is open to considering various configurations of the room used for the conference during breakfast and lunch.

5. Trash receptacles shall be cleaned/removed as appropriate during the events.

D. SMALL CONFERENCE ROOM REQUIREMENTS

1. The room shall have a projector, screen, and sound equipment including microphone for presentation purposes. See Section H. Audio Visual Requirements for specific requirements.

E. ELECT STAFF ROOM REQUIREMENTS

1. This room shall be for the sole use of ELECT staff and presenters for meeting preparation and shall be available around the clock beginning at 12:00 p.m. on the day prior to the conference and throughout the duration of the conference. The room shall be located in close proximity to the large conference room. The room shall comfortably accommodate fifteen (15) people. The room shall be secured with keyed access for ELECT and allow for multiple keys.

2. The room shall have multiple tables and seating to accommodate fifteen (15) people. The tables shall be large enough to accommodate working materials, laptops, etc.

3. The room shall also include the following:

a. A minimum of twenty (20) electrical outlets available within one (1) foot of a main rectangular table, preferably on the table.

b. A minimum of one (1) trash receptacle.

c. A minimum of two (2) water pitchers.

d. A minimum of fifteen (15) glasses for water.

e. Six (6) entry keys.

f. A sign on the door indicating that the room is for use by ELECT staff only.

g. Secured wireless internet availability.

F. REGISTRATION AREA REQUIREMENTS

1. The facility shall include a registration area for use by ELECT staff as well as an area for vendor participation immediately outside the large conference room for the purpose of conducting registration and conference support activities. This area shall be available for the duration of the conference beginning at 12:00 p.m. on the day prior to the day of the conference and throughout the duration of the conference.

2. This area shall include a minimum of ten (10) rectangular folding tables that are a minimum of six (6) feet long each. Each table shall be draped and include a minimum of five (5) electrical outlets in the space that can be accessed using extension cords.

3. For each table provided in this area, the following shall also be provided:

a. A minimum of two (2) chairs:

b. One (1) trash receptacle.

G. BREAKOUT TRAINING ROOMS

1. There shall be three (3) tabletop training rooms each to accommodate 75 participants.

2. Each room shall be configured as described in Attachment D “Tabletop Setup Diagram”.

There will be more people in the room than there are seats depicted in the diagram.

3. Each room shall have two (2) six-foot draped tables for additional staff use on opposite sides of the room as depicted in Attachment D.

4. Each room shall have one (1) six-foot draped table in the rear configured with at least seven (7) surge protectors strips to serve as a charging station for laptops and mobile devices.

H. AUDIO VISUAL REQUIREMENTS

1. Offeror shall have a minimum of one (1) technician exclusively available to assist with A/V equipment management throughout the conference.

2. The Offeror shall have an ample supply of extension cords and surge strips available for use at ELECT’s discretion.

3. The Offeror shall inspect the A/V equipment at the beginning of the day to assure functionality and reliability of the equipment. The equipment must remain in good working order throughout the duration of the conference. The Offeror shall replace any defective equipment within a maximum of ten (10) minutes after notification of a deficiency. The Offeror shall maintain backup equipment for use in case of equipment malfunction.

4. ELECT will provide laptops to be used by presenters. However, the Offeror shall provide cables and adapters to connect the laptops to projectors and audio systems.

5. ELECT, at its discretion, may use its own A/V and other electronic equipment at no additional cost.

6. All training rooms and the conference rooms (large and small) shall be configured as follows:

a. Projector(s), screen(s) and lighting to provide a clear and unobstructed view of presenters and presentations presenter courtesy monitor (tv, large computer screen or such).

b. Sound reinforcement to provide clear audio throughout the entire room, sufficient for persons with mild hearing impairment.

c. One (1) wireless lavaliere-style microphone and two (2) wireless hand-held microphones.

7. A minimum of two (2) large projection screens (one on each side of the elevated platform) sized, angled and elevated appropriately for comfortable viewing by all attendees in the large conference room only.

I. LODGING ACCOMMODATION REQUIREMENTS

The Offeror shall provide room rates that do not exceed the then current Commonwealth of Virginia guidelines for lodging. See Section XI, “Pricing Schedule” for city/county rates as per Federal GSA requirements.

It is anticipated that ELECT will reserve sleeping rooms (in singles, doubles, or other combinations in contiguous buildings or in coordination with nearby properties). Elevator access is required to all sleeping rooms that are not on the ground floor.

At least two-thirds of the rooms shall be available either at the venue or within two (2) city blocks. The remainder shall be available within 5 miles of the venue with free shuttle service provided throughout the day.

1. ELECT will NOT book and pay for hotel rooms for attendees, guests and staff. Individuals will book or pay for their own rooms.

2. The anticipated total number of guest rooms needed is: 150. This is an estimated number based on attendance at prior conferences. Therefore, ELECT does not guarantee this number. All rooms shall be held until two (2) weeks before the date of the conference.

July 15, 2025 – July 30, 2025 July 15, 2026 – July 30, 2026 July 15, 2027 – July 30, 2027 July 15, 2028 – July 30, 2028 July 15, 2029 – July 30, 2029

3. ELECT reserves the right to book rooms or block rooms at a discount rate (~50 rooms available for a block) and may add or delete rooms and/or facilities as required with the agreement of the Offeror.

4. In the event of the requirement of overflow guest accommodations, the Offeror shall make these arrangements and reservations directly with a comparable facility in close proximity to the Offeror’s location at no additional cost to ELECT. The Offeror shall arrange for transportation from the overflow facility to the Offeror’s location at no additional cost to

ELECT.

5. The Offeror shall allow changes to room blocks up to two (2) weeks prior to the conference.

6. The Offeror shall be responsible for tracking all sleeping room reservations made against the conference room block. The Offeror shall provide the ELECT Authorized Representatives conference guest room information (e.g. – room numbers of specific named guests, etc.) upon request.

7. The Offeror shall be prepared to allow late check-out on the day of the conference for designated ELECT conference support staff, not to exceed ten (10) rooms.

8. The Offeror shall provide free and secure high speed wireless Internet access in the guest rooms.

9. The Offeror shall ensure that all guests with special needs be accommodated, i.e., refrigerators for special medicine or dietary requirements.

10.The Offeror shall provide “green” options for guests in regard to changing the sheets, towels, etc. for the duration of their stay. For example, the guest could request that sheets, towels, etc. not be changed each day to reduce the need for washing. In addition, the Offeror may offer other environmentally friendly practices including reduce, reuse, and recycle initiatives in performance of the contract goods and services. See the following information on The Virginia Green Lodging Program.

The Virginia Green Lodging program is the Virginia Department of Environmental Quality’s (DEQ) initiative to promote pollution prevention practices in the tourism and hospitality industry. Green Lodging encourages hotels, resorts, and other hospitality operations to be aware of their impact on the environment and to take steps to reduce these impacts.

Additional information is available at “The Virginia Green Lodging Program” located at the following website:

https://www.deq.virginia.gov/our-programs/pollution-prevention/virginia-green

J. CATERING SERVICES

All food and beverage service shall offer healthy options. For example, fresh fruit and vegetables, lean meats, vegetarian, etc.

Vegetarian meals and other special dietary requests shall be available with minimum advance notice at no additional cost. Attendees will be surveyed prior to the event for dietary restrictions and responses will be provided to the awarded Offeror. These are likely to include but may not be limited to: gluten free, sugar free, vegetarian, vegan, specific allergies (e.g., nuts, dairy, wheat, etc.).

Catering services are required, as noted below. ELECT will confirm with the Offeror five (5) days prior to the conference the number of persons to be served each day. The cost of meals shall not exceed the prevailing state per diem rate for meals. See Section XI, “Pricing Schedule” for information regarding city/county rates.

The Offeror shall provide continuous ice water service in each room/area, breakfast, break food service, and to serve lunch for a minimum of 175 - 375 people as provided below. The times and meal selections shall be mutually agreed upon between the parties of the resulting contract.

An option for continuous beverage service (to include coffee and soda) shall be included in the proposal.

The specific needs for food services to accommodate attendees include the following:

1. Either continental or buffet breakfast.

2. Mid-morning snack.

3. Plated lunch buffet.

4. Mid-afternoon snack.

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. GENERAL INSTRUCTIONS:

1. RFP Response: To be considered for selection, Offerors should submit a complete response to this RFP. Offerors should submit the following documents with their response:

a. One (1) electronic proposal document

b. One (1) electronic redacted version (of any proprietary/confidential information)

Offerors shall submit proposals electronically through the eVA Procurement Portal at www.eva.virginia.gov.

If an Offeror needs assistance submitting an electronic response, the Offeror must contact https://www.deq.virginia.gov/our-programs/pollution-prevention/virginia-green http://www.eva.virginia.gov/ eVA Customer Care at 866-289-7367 or email at eVACustomerCare@dgs.virginia.gov.

The Offeror shall make no other distribution of the proposal.

It is the Offeror’s responsibility to assure that proposal is received by the time and date indicated.

2. Proposal Preparation:

Proposals shall be signed by an authorized representative of the offeror. All information requested should be submitted. If an Offeror fails to submit all information requested, the purchasing agency may require prompt submission of missing information after the receipt of vendor proposal. Failure to submit all requested information may result in a lowered evaluation score of the proposal. Proposals which are substantially incomplete or lack key information may be rejected by the purchasing agency. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. The Offeror is responsible for all costs of proposal preparation. The Commonwealth of Virginia is not liable for any costs incurred in preparing a response to the RFP. Emphasis should be placed on completeness and clarity of content.

Proposals should be organized in the order in which the requirements are presented in the RFP. Other proposal format requirements include:

a. All pages of the proposal should be numbered.

b. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP.

c. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page.

d. The proposal should contain a table of contents which cross-references the RFP requirements. Information which the offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material.

Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the RFP requirements are specifically addressed.

e. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that mailto:eVACustomerCare@dgs.virginia.gov

Offeror from consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

f. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume. One original copy and one redacted copy submitted (if applicable).

g. Ownership of all data, materials, and documentation originated and prepared for the

State pursuant to the RFP shall belong exclusively to DGS and shall be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line-item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. If, after being given reasonable time, the offeror refuses to withdraw an entire classification designation, the proposal will be rejected. [One original proposal shall be submitted along with a redacted copy (if applicable). Attachment F is the Proprietary/Confidential Information Identification form to use to identify all proprietary and confidential information.]

3. Oral Presentation:

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation of their proposal to the agency. This provides an opportunity for the offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The issuing agency will schedule the time and location of these presentations. Oral presentations are an option of the purchasing agency and may or may not be conducted. Therefore, proposals must be complete.

B. SPECIFIC PROPOSAL INSTRUCTIONS:

Proposals should be as thorough and detailed as possible so that the Evaluation Team may properly evaluate your capabilities to provide the required services.

Offerors are required to submit the following items, separated by sections within the proposal and in sequential order corresponding to the related sections of this RFP:

SECTION 1: RFP and Addendums

Return the RFP cover sheet and all Addendums acknowledgments, if any, signed and filled out as required.

SECTION 2: Qualifications and Experience of Offerors

Describe your firm’s background, experience, and qualification related to this type of project that should include, but not be limited to, the following:

A. Organizational Structure

Provide a written statement of qualifications and experience to include:

1. A detailed written narrative of the firm’s organizational structure and history, locations, including the principals and their background.

2. Details of the ownership structure and other relevant information regarding the firm.

3. The legal name and address and the legal form of company (partnership, corporation, joint venture, etc.)

4. If proposing in a joint venture, then identify all members of the joint venture and provide all information required within this section for each member of the venture.

5. If the company is a wholly owned subsidiary of a "parent” company, then it must provide all information required on both firms.

6. In all cases, provide address(es) of affiliates, subsidiaries or satellite service locations that will be used to support this project.

B. Demonstrated Knowledge and Experience

1. Provide a detailed narrative describing the firm’s qualifications and background in providing these types of services.

2. Provide detailed narrative describing the firm’s experience in providing services to other states and their localities.

3. Provide sample of purchase order for services, with prices as of the proposal date.

4. The Offeror shall provide documentation of all required certifications, licenses and permits current and up to date in coordination with federal, state, and local government and building officials necessary to operate and maintain the establishment.

5. The Offeror shall assume responsibility for compliance with safety and health laws and regulations, and shall enforce all governmental sanitation requirements and practices, and inspect regularly for compliance. Safe practices in the use, storage and maintenance of facilities equipment and materials shall be enforced. The Offeror shall provide any reports issued within the past twelve (12) months that reflect any violation and details of measures taken to rectify such violation.

SECTION 3: Specific Plans for Providing the Services

Offerors shall submit a comprehensive proposal that convincingly depicts all of their capabilities, qualifications, resources, plans, and processes, which can successfully enable the fulfillment of all the requirements delineated in Section III, entitled “Statement of Needs”. At a minimum, an Offeror should address each of the following topics to describe the company’s approach for providing the services and each of the requirements stated in the Statement of Needs herein:

a. Provide special reservation code, if any, which should be used by attendees to receive the guaranteed room rate.

b. Location of facility and ease of access to major highways.

c. Availability of airport transportation to and from the Richmond International Airport (RIC) or other airport in close proximity to the facility for the duration of the conference.

d. Adequacy of and configuration, number and quality of meeting, banquet, operations/staff rooms, and exhibit space.

e. Number of available guest rooms, quality and appropriate furnishing within the rooms, location of rooms and data connections.

f. Availability of rooms designated for special needs.

g. Availability of parking for guests and commuters.

h. Appropriateness of lighting, ventilation, sound quality in guest rooms, and all meeting rooms.

i. Description of catering services for meals, breaks, receptions, portion, variety, ability to meet special dietary requests, and refreshments in meeting rooms.

j. Proposed menus.

k. Number of trained staff for all the conference needs including wait staff, janitorial, maid service, front desk service, reservation, audio/visual services, special services, etc.

l. Description of indoor and outdoor security including personnel and equipment to ensure safety of guests.

m. Proposed reservation procedures, to include:

i.Earliest Check-In Time: A.M. / P.M.

ii.Latest Check-In Time: ______________________ A.M. / P.M.

iii.Latest Check-Out Time: A.M. / P.M.

n. Proposed billing procedures for both master account and individual guests.

o. List of available audio/visual equipment and services.

p. Availability of internet data connection in meeting rooms.

q. Any additional services offered not specifically mentioned in the Statement of

Needs contained herein.

r. Provide information on “green” options for lodgers regarding the changing of sheets, towels, etc. during their stay. For example, the lodger could request that sheets, towels, etc. not be changed each day to reduce the need for washing. In addition, provide information on any other environmentally friendly practices the Offeror may offer to be used in performance of the contract, including reduce, reuse, and recycle initiatives.

s. Identify by name, title, and location the individual(s) who will be responsible for implementing services and overall management of any possible contract.

t. Identify and describe the role of any other individuals involved, the individual who will be the primary day-to-day contact for the Commonwealth, together with resumes for key personnel.

SECTION 4: References

Complete and submit Attachment B, entitled “Vendor Data Sheet” with response for the primary and/or any proposed subcontractors. For each, provide a list of at least three (3) current or recent clients for whom the Offeror has provided services in the past. For each, provide the name of the client entity and a current contact name with telephone number and email address. Provide a minimum of three (3) references. Preferably, these references would have active accounts maintained over the past two (2) years.

SECTION 5: Proposed Price

Provide proposed pricing in the format provided in Section XI, entitled “Pricing Schedule”.

Proposed pricing must be complete and comprehensive for all proposed products, be comprised of leading-edge business processes and practices, comparably more effective and efficient than any current statewide process and consist of pricing that is extremely aggressive.

SECTION 6: Appendices, Data and Other Submissions

Include any other appendices, data and other information necessary to support your proposal. Provide the completed Small Business Subcontracting Plan and Virginia State Corporation Commission Form (Attachments A & C). Include any other submissions and information in this section.

V. EVALUATION AND AWARD CRITERIA

A. Evaluation Criteria

The Proposal Evaluation Team will review all proposals received by the proposal submission deadline. Proposals must be complete and responsive to all sections of the RFP. Proposals that do not fulfill all program requirements or omit any of the requested contents may receive a reduced evaluation score. Factors upon which proposals will be evaluated include:

EVALUATION CRITERIA

POINT

VALUE

1.

Qualifications/Suitability of the Facility and Accommodations

a. Availability of desired dates

b. Size and adequacy of training rooms

c. Ability to provide sufficient number of guest rooms

d. Availability of parking for guests and commuters

e. Safety, security, cleanliness

f. Quality, condition, and attributes of facility

g. Proximity to ELECT office

h. Audio/Visual equipment and support offered and suitable for use

i. Experience

2.

Adequacy of Services Offered

a. Menus of a good variety for meals, breaks and receptions

b. Additional goods/services offered at no extra cost

3. Price

4.

SWaM Participation Of Small, Women-Owned And Minority- Owned (SWaM) Certified Businesses

TOTAL 100

B. Calculation

1. The lowest price shall be scored the maximum number of evaluation points for price.

The lowest price is then divided by each of the higher Offeror’s proposed price in turn.

The quotient is then multiplied by the points assigned for price to determine the evaluation points to be assigned to each higher price proposal.

Lowest Price Offered = % Factor x Maximum Points Available = Points Assigned

Price of offer being Evaluated

* Point value shown is only an example and will vary with the RFP based on points assigned to price criteria.

2. Points for the Small Business Subcontracting Plan criteria, a DSBSD-certified small business, which shall not exclude women-owned and minority-owned businesses

Offeror/Price Lowest offeror’s price

Offeror’s Price

= % Factor x Max. Eval PTS

(25)*

= Points Assigned

A / $32,500 $24,250 $32,500

= 75 x 25 = 18.75

B / $24,250 $24,250 $24,250

= 100 x 25 = 25

C / $26,350 $24,250 $26,350

= 93 x 25 = 23.25

D / $27,600 $24,250 $27,600

= 88 x 25 = 22 when they have received DSBSD small business certification, who serves as the prime contractor, will receive the maximum number of evaluation points for this criterion. The weight for the small business subcontracting plan shall not be less than 20% of the total point value.

Example: 20 points available for Small Business Subcontracting and the Offeror is DSBSD-certified small business then that offeror would receive 20 points. No further subcontracting would be required.

Other businesses that are not DSBSD-certified small businesses will receive credit based on their Small Business Subcontracting Plan not to exceed 75% of the points assigned to this evaluation criterion i.e. 20 points x 75% = 15 maximum points when meeting the 42% agency goal. Small Business Subcontracting Plan submitted with less than the 42% shall be scored using the same formula.

Offeror’s proposed use of DSBSD-certified Small businesses as subcontractors = % Factor x Available = Points

VI. REPORTING AND DELIVERY INSTRUCTIONS

ELECT points of contact for delivery of services shall be Liz McNear, elizabeth.mcnear@elections.virginia.gov, 804-972-4365, and Buddy Murr, buddy.murr@elections.virginia.gov, 804-593-2271.

See Section IX. Special Terms and Conditions Paragraph 6. SUBMISSION OF SMALL

BUSINESS SUBCONTRACTING PLAN, EVIDENCE OF COMPLIANCE WITH SMALL

BUSINESS SUBCONTRACTING PLAN, AND SUBCONTRACTOR REPORTING for reporting requirements.

VII. PREPROPOSAL CONFERENCE: THERE WILL NOT BE A PREPROPOSAL CONFERENCE

VIII. GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at eva.virginia.gov under “I Sell To Virginia”.

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia, without regard to its choice of law provisions, and any litigation with respect thereto shall be brought in the circuit courts of the Commonwealth. The agency and the Offeror are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2- 4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The Offeror shall comply with all applicable federal, state and local laws, rules and regulations.

mailto:elizabeth.mcnear@elections.virginia.gov mailto:buddy.murr@elections.virginia.gov https://eva.virginia.gov/index.html

C. ANTI-DISCRIMINATION: By submitting their proposals, Offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

1. During the performance of this contract, the Offeror agrees as follows:

a. The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

d. If the Offeror employs more than five employees, the Offeror shall (i) provide annual training on the Offeror's sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such supervisors or employees that are required to complete sexual harassment training provided by the Department of Human Resource Management, and (ii) post the Offeror's sexual harassment policy in (a) a conspicuous public place in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the Offeror's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Offeror violates one of these provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether the specific contract is terminated.

f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin, religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated in this contract.

2. The Offeror will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth of Virginia, the Offeror certifies that the Offeror does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

F. DEBARMENT STATUS: By participating in this procurement, the Offeror certifies that they are not currently debarred by the Commonwealth of Virginia from submitting a response for the type of goods and/or services covered by this solicitation. Offeror further certifies that they are not debarred from filling any order or accepting any resulting order, or that they are an agent of any person or entity that is currently debarred by the Commonwealth of Virginia.

If an Offeror is created or used for the purpose of circumventing a debarment decision against another Offeror, the non-debarred Offeror will be debarred for the same time period as the debarred Offeror.

G. ANTITRUST: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the Commonwealth of Virginia under said contract.

H. MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS FOR RFPs Failure to submit a proposal on the official state form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the Commonwealth reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective offeror has questions about the specifications or other solicitation documents, the prospective offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT:

1. To Prime Offeror:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Offeror directly to the payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or purchase order number; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be billed by the contractor at the contract price, regardless of which public agency is being billed.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Offerors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be resolved in accordance with Code of Virginia, § 2.2-4363 and -4364. Upon determining that invoiced charges are not reasonable, the Commonwealth shall notify the Offeror of defects or improprieties in invoices within fifteen (15) days as required in Code of Virginia, § 2.2- 4351.,. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

2. To Subcontractors:

a. Within seven (7) days of the Offeror’s receipt of payment from the Commonwealth, an Offeror awarded a contract under this solicitation is hereby obligated:

1. To pay the subcontractor(s) for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or

2. To notify the agency and the…