Synopsis for VA OIG Cohort A B C Meeting_April 2026_Texas.docx
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- Attached to
- Lease/Rental of Conference Space and Facilities
- Solicitation number
- FF3610M-26-200009
- Issued by
-
Department of Veterans Affairs
About this file
This is a Notice of Proposed Contract Action (Synopsis) for a meeting and conference venue procurement by the Department of Veterans Affairs, Office of Inspector General. The VA OIG is soliciting proposals for meeting/conference space, audio/visual services, reliable WiFi coverage, and light refreshments to support the Cohort A, B, C Meeting scheduled for April 26-May 1, 2026 in Houston, Texas. The response closing date is February 9, 2026 at 3:00 p.m. EST, with contacts Gerald Liddell and Antoinette Ingram serving as the contracting officer points of contact. The product/service code is X1AB (Lease/Rental of Conference Space and Facilities) under NAICS code 721110 (Hotels and Motels), with no set-aside status.
The venue must be located within 0.2 miles of dining establishments in the Galleria area to accommodate attendees with mobility limitations and eliminate the need for rental cars. The procurement requires a total of 10 rooms: one general session room with classroom-style seating for 200 attendees with wide layout for back-of-room sightlines; three cohort breakout rooms for 70 attendees each; five division breakout rooms for 25 attendees each (airwalls acceptable); and one optional quiet room for 10 people with no A/V requirements. A/V specifications include mainstage podium and microphone capabilities for the general session, cohort breakouts, and division rooms, with capability to accommodate virtual attendees. High-reliability WiFi coverage is required in all rooms. Light refreshments must be provided during AM and PM 30-minute breaks Monday through Thursday, including coffee/tea, water, and standard break items with tiered pricing options. Offerors must propose firm-fixed pricing at the CLIN level for rooms, A/V, connectivity, and refreshments as a single event/venue package with delivery and acceptance at the Houston venue.
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Text version
Notice of Proposed Contract Action (Synopsis) Agency/Office: Department of Veterans Affairs, Office of Inspector General (VA OIG) Subject: Venue, A/V, Wi‑Fi, and Refreshments for VA OIG Cohort A, B, C Meeting (April 26–May 1, 2026) Closing Response Date: 09 February 2026, 3pm (est) Contact Point/Contracting Officer: Gerald Liddell and Antoinette Ingram Product or Service Code (PSC): X1AB – Lease/Rental of Conference Space and Facilities
NAICS Code & Size Standard:
· Primary NAICS (proposed): 721110 – Hotels (except Casino Hotels) and Motels (common for meeting‑space/venue buys)
· Set‑Aside Status: None
· Place of Contract Performance: Houston, TX—within 0.2 miles of dining establishments in the Galleria area to ensure walkability for attendees with mobility limitations (no rental cars authorized).
Requirement Overview: The VA OIG intends to procure meeting/conference space, audio/visual (A/V) services, reliable Wi‑Fi coverage, and light refreshments to support the Cohort A, B, C Meeting scheduled April 26 – May 1, 2026 (Mon–Thu meeting days; includes setup/teardown around these dates).
Minimum Venue & Room Specifications:
· General Session: 1 room, classroom style, ≥200 attendees; wide layout to maintain sightlines for the back of room.
· Cohort Breakouts: 3 rooms (may reuse General Session with reconfiguration), ≥70 attendees each.
· Division Breakouts: 5 rooms (airwalls acceptable), ≥25 attendees each.
· Quiet Room: 1 room, ≈10 people, no A/V required (optional if at no charge).
· Total Rooms Needed: 10.
A/V and Connectivity:
· A/V packages for all rooms, with capability to accommodate virtual attendees.
· General Session: Mainstage podium; 2 lavalier mics; 4 handheld wireless mics; ≥2 screens (final count based on layout).
· Cohort Breakouts: Podium; 1 lavalier mic; 2 handheld wireless mics; 1 presentation screen each.
· Division Rooms: A/V package (screen + 1 microphone).
· High‑reliability Wi‑Fi coverage in all rooms.
Light Refreshments:
· AM & PM 30‑minute breaks, Monday–Thursday (meeting days). Include coffee/tea, water, and standard light break items; offer pricing tiers and service fees.
Quantity/Units: One event/venue package covering the room block above, A/V, Wi‑Fi, and refreshments; offerors shall propose firm‑fixed pricing at CLIN level for rooms, A/V, connectivity, and refreshments.
Period of Performance: April 26 – May 1, 2026 Delivery/Acceptance & FOB: Onsite at venue (Houston, TX).
Sustainable Acquisition: Not construction; standard hospitality services.
File details come from the government source that posted it. Updated .