URFP # 27-03-CH Conference Facilities -10-14-2026.pdf

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UNSEALED REQUEST FOR PROPOSAL

SET-ASIDE FOR SMALL BUSINESSES (Including Micro-businesses)

Issue Date: October 14, 2026 URFP # 27-03-CH

Title: Conference Facilities, Catering and Audio-Visual Services for Clean Water Finance-EPA All-States Meeting

Commodity Code: 97130, 97165 Conference Services

Issuing Agency: Commonwealth of Virginia/Department of Environmental Quality (DEQ) Attn: Connie Hall

P.O. Box 1105 Richmond, VA 23218

Using Agency And/Or Location: Department of Environmental Quality

Where Work Will Be Performed:

Electronic Unsealed Proposals Will Be Received Until 3:00 P.M. Est. on November 12, 2026 For Furnishing The Goods/Services Described Herein (Note: There is no “Public Bid Opening”; the date referenced in the VBO refers to the due date/time for the Unsealed Request for Proposals).

All Inquiries For Information Should Be Directed To: Connie Hall, Procurement Officer, Phone: (804) 659-2693 or E-mail: Connie.Hall@deq.virginia.gov

In Compliance With This Unsealed Request for Proposals And To All The Conditions Imposed Therein And Hereby Incorporated By Reference, The Undersigned Offers And Agrees To Furnish The Goods/Services In Accordance With The Attached Signed Proposal Or As Mutually Agreed Upon By Subsequent Negotiation.

Name And Address Of Firm:

_____________________________________________Date: ________________________________________

_____________________________________________By: _________________________________________

_____________________________________________ (Signature In Ink)

__________________________Zip Code: ___________Name: ________________________________________ eVA Vendor ID or DUNS Number: _______________ (Please Print)

Fax Number: (___) ____________________________Title: _________________________________________ E-mail Address: _______________________________Telephone Number:(___) _________________________

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, or expression political affiliation, or veteran status, status as a military family, or any other basis prohibited by state law relating to discrimination in employment (Code of Virginia, § 2.2-4310A; Faith-based organizations may request that the issuing agency not include subparagraph A.(6) 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:Connie.Hall@deq.virginia.gov

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TABLE OF CONTENTS

I. PURPOSE

II. STATEMENT OF NEEDS …………………………………………………………

III. REQUEST FOR UNSEALED PROPOSAL PREPARATION AND SUBMISSION

INSTRUCTIONS ……………………………………………………………………….10

IV. EVALUATION AND AWARD CRITERIA

V. GENERAL TERMS AND CONDITIONS ……………………………………………..15

VI. SPECIAL TERMS AND CONDITIONS

VII. METHOD OF PAYMENT ……………………………………………………………..26

VIII. PRICE PROPOSAL……………………………………………………………………..26

IX. PROPOSED DATES …………………………………………………………………...27

X. ATTACHMENTS……………………………………………………………………

ATTACHMENT A: ANTI-DISCRIMINATION CHECKLIST ……………………...28

ATTACHMENT B: PROPRIETARY / TRADE SECRET INFORMATION

IDENTIFICATION …………………………………………

ATTACHMENT C: SMALL BUSINESS SUBCONTRACTING PLAN ……………30

ATTACHMENT D: PRICE PROPOSAL (Excel Spreadsheet) ……………………...32 ATTACHMENT E: PROPOSED DATES (Word Document) ………………………..33

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I. PURPOSE:

The purpose of this Request for Unsealed Proposal (URFP) is to solicit sealed proposals from qualified vendors to establish a contract, through competitive negotiation, for conference facilities, overnight lodging for approximately sixty (60), and meals for approximately 60 individuals preferably in the Virginia Beach, Virginia area.

The conference is hosted by the Department of Environmental Quality (DEQ) (collectively “DEQ”) and shall be a three-day conference for the “Clean Water Finance-EPA All States Meeting. “held in April 2026 or May of, 2026, excluding weekends and state holidays in the Virginia Beach, Virginia area. Please provide availability for any and /or all dates available in the Month of April 2026 or May 2026.

Any contract that may result from this solicitation will be established and managed by the Commonwealth of Virginia, Department of Environmental Quality.

Note: Optional Conference Dates:

April 19-21, April 20-22., April 26-28, April 27-29, May 3-5 or May 4-6

From 7:30 a.m. until 5 p.m. daily. The maximum attendees anticipated are sixty (60).

II. STATEMENT OF NEEDS:

A. DEFINISTIONS – for the purposes of this solicitation, the following definitions should apply:

1. The Contractor shall reserve and guarantee availability for the identified dates upon contract award

2. Conference Services: The provision of, to include, but not limited to: conference/meeting/training facility space; lodging accommodations at Federal/State Per Diem Rate (room block for 55) will be paid individually; Catering services; and audio-visual equipment and services (see Attachment D Price proposal). The location of the meeting space must be Virginia Beach, Virginia.

3. A (Oceanfront Area Only) Furnish all (as applicable): labor, supervision, equipment, materials, supplies and incidentals, etc., necessary to provide all Services within the terms and conditions, provisions and schedule provided herein.

4. The Contract 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 DEQ.

5. The DEQ prefers that all conference and event rooms must be located in a single building but will consider proposals that offer separate adjacent facilities. Historically, the conference has utilized approximately 2000 square feet of space.

6. 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 DEQ.

B. GENERAL REQUIREMENTS – the Contractor shall:

1. Safety, security, cleanliness, comfort, and proper facility maintenance are imperative.

2. The Contractor shall provide event services and assign a Conference Manager to work with DEQ’ Authorized Representatives throughout the conference to coordinate meals, activities, and other

4 | P a g e services. The Manager (or designee) shall be available around the clock and be responsible for resolving any problems that may arise prior to and throughout the duration of the conference.

3. Number of Meeting Rooms: One (1).

A. Dates: On the date(s) and times listed above.

1. First preference of dates shall be to a meeting space with windows/views B. Room:

1. Size: A minimum of 2,000 square feet.

2. Availability:

(a) Meeting Space Available: From 7:30 AM through 5:00 PM

(b) Meeting Set-up/Breakdown: Access prior to 7:30 AM and after 5:00 PM

C. Configuration:

(a) 60 participants, seated in U shaped style or crescent shaped tables

4. DEQ shall designate, in writing, two (2) Authorized Representatives who will be its contacts for the Contractor. Names, email addresses, and phone numbers will be provided to the Contractor. 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.

5. The Authorized Representatives shall have access to a copy machine for the duration of the conference.

DEQ’ shall not be responsible for any expenses incurred by any person other than an Authorized Representative.

6. The Contractor shall provide event services and assign a Conference Manager to work with DEQ’ 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 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 DEQ’ Authorized Representatives.

7. The Contractor’s Conference Manager shall possess and utilize a radio or compatible communication equipment and provide the same to DEQ’ Authorized Representatives.

8. A conference planning meeting shall be held between DEQ and the Contractor’s department managers responsible for catering, reservations, facilities management, A/V equipment and any other Contractor 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.

9. The Contractor shall ensure that ample staffing is provided to accommodate the requirements of this URFP in a timely and professional manner.

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

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11. At its sole discretion, DEQ may conduct a site visit of the Offerors facilities to assist in determining the suitability of the facility. A site visit will include inspection of the facilities and a testing of the catered food options.

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

C. PLANNING AND PREPARATION

The Contractor shall, at a minimum, with input from DEQ, be responsible for the following:

1. The Contractor shall designate two (2) individuals to serve as the event liaison and who shall be available for planning at all times during the event. DEQ will provide a minimum of two (2) individuals who will be the sole person responsible for answering questions, making decisions and resolving problems.

2. Offerors shall contract directly with DEQ to provide the required services. Proposals from third-party vendors, to include, but not limited to event planners, shall be rejected.

D. CONFERENCE FACILITY REQUIREMENTS

1. Shall be within the Virginia Beach, VA Oceanfront area.

2. Should be a "Green" facility (refer to http://www.deq.virginia.gov/Programs/Pollution- Prevention/VirginiaGreen/AboutVirginiaGreen.aspx

3. The conference facility shall be capable of serving approximately sixty (60) people, including adequate lighting, ventilation, seating and easily accessible restrooms.

4. Should be fully compliant with all requirements of the Americans with Disability Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.); and with the Hotel & Motel Fire Safety Act of 1990 (Public Law 101-391 (15 U.S.C. 2201 et Seq.) and be included on the U.S. Fire Administration Hotel and Motel National Master List (refer to List of Approved Hotels and Motels for Federal Travelers and the Central Contractor Registration website (Federal Register :: Central Contractor Registration (CCR).

5. All facilities, including the surrounding common areas and restrooms, must be available, and in useable, adequately prepared conditions for DEQ staff from arrival until departure, including staff members with special medical or handicapped/disability needs.

6. The facility must be free from unnecessary distractions or disruptions.

7. All public areas of the facility and all meeting areas and lodging rooms shall be designated as non-smoking areas for the duration of the conference. All ashtrays and other smoking-related materials are to be removed from the areas at least twelve (12) hours before the conference begins. The only exception to this condition will be the guest rooms not used by DEQ staff.

8. The conference facility shall include wireless high-speed Internet access for all attendees throughout the facility.

http://www.deq.virginia.gov/Programs/Pollution-Prevention/VirginiaGreen/AboutVirginiaGreen.aspx http://www.deq.virginia.gov/Programs/Pollution-Prevention/VirginiaGreen/AboutVirginiaGreen.aspx https://apps.usfa.fema.gov/hotel/ https://apps.usfa.fema.gov/hotel/ https://www.federalregister.gov/documents/2000/08/17/00-20989/central-contractor-registration-ccr https://www.federalregister.gov/documents/2000/08/17/00-20989/central-contractor-registration-ccr

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9. The conference facility shall include adequate parking to the individual conference participants.

Parking should be convenient to the facility. If the facility charges for parking, the cost shall be shown in unit prices as provided in Attachment D, entitled “Pricing Proposal.”

10. The DEQ may add or delete rooms and/or facilities as required with agreement of the Contractor.

11. The DEQ will confirm the actual number of attendees to be accommodated with the Contractor within five (5) days prior to the event.

12. 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.

13. The conference rooms shall not be used by any other groups or people during the conference dates.

14. All rooms shall be set up as specified and made available to DEQ by 7:00 AM on the day of the scheduled events. DEQ staff shall have a minimum of two (2) hours after the event ends in its entirety to remove items from the room/area, not including lodging rooms.

15. The Contractor shall have an ample supply of extension cords and surge strips available for use at DEQ’ discretion.

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

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

18. At its sole discretion, DEQ may conduct a site visit of the facility to assist in determining the suitability of the facility. A site visit will include inspection of the facilities and sample of the catered food options may be requested. The contractor shall inform DEQ of any other conferences or activities being helped during the same date and time of the conference.

E. LODGING ACCOMMODATIONS REQUIREMENTS

1. Guaranteed block of sleeping rooms (55) for one (1) night prior to the conference that adhere to the applicable federal/state rates and state and local taxes. The Contractor should require payment from each individual and should accept all major credit cards. Reservations and payment for lodging will be handled directly between the individual attendees reserving/occupying said rooms and the Contractor.

2. Lodging room, applicable taxes, surcharges and any incidental charges shall be paid by the individual guest before check-out. The Contractor should be prepared to allow late check-out on the last day of the conference for designated DEQ Authorized Representatives.

3. Upon request, a storage area for DEQ Authorized Representatives luggage and other items arriving prior to check-in and upon check-out at no additional charge.

4. DEQ strongly prefers that the 55 sleeping rooms are located within the conference facility. If

7 | P a g e the Offerors facility cannot accommodate the number of sleeping rooms, the Offeror must indicate what “overflow” lodging subcontractors the offeror is proposing. The overflow lodging must be in the city or county in which the conference is physically located.

If a subcontractor is being utilized for accommodating overnight guests the Contractor shall provide transportation to the conference location as well as detail of the subcontractor’s hotel, type of rooms, etc. DEQ prefers 100 percent of the attendees to stay overnight at the event facility.

5. It is anticipated, although not guaranteed, that conference attendees 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.

6. The anticipated total number of guest rooms needed is: 55. This is an estimated number based on attendance at prior conference. Therefore, the Commonwealth does not guarantee this number.

7. Guest accommodations shall be Queen or King Bed (non-smoking rooms) and Double or Queen Beds (2 each – non-smoking rooms).

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

9. The Contractor should be able to provide breakfast services for lodging guests, preferably included with the cost of lodging, at no additional cost. The proximity of the restaurant, lounge, and food service area should be far enough from the sleeping rooms to allow the area near the sleeping rooms to be quiet during the evening hours.

10. On-site parking Free or negotiated, for up to 60 participants. The cost of parking shall be the responsibility of each participant of the conference.

11. Charge only guests for rooms occupied. DEQ shall not be responsible for unaccommodated rooms within the guaranteed block of sleeping rooms. The rate for the sleeping rooms, including taxes and surcharges shall not exceed rates established by the U.S. General Services Administration (GSA) Per Diem Rates. FY 2027 per diem rates for Virginia beach, Virginia | GSA

12. Bill individual participants for sleeping rooms, Incidentals shall also be billed to each participant separately. The Contractor may release the room back to the room block, if the participant cancels his/her reservation.

13. The Contractor shall provide free high-speed wireless internet access in the guest rooms.

14. The Contractor should 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 Contractor may offer other environmentally friendly practices including reduce, reuse, and recycle initiatives in performance of the contract goods and services.

The Virginia Green Lodging program is the Virginia Department of Environmental Quality’s https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2027&state=VA&city=virginia%20beach&zip=

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(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: Should be a "Green" facility (refer to http://www.deq.virginia.gov/Programs/Pollution Prevention/VirginiaGreen/AboutVirginiaGreen.aspx

F. LARGE BANQUET

All meeting areas shall include a banquet room and shall be designated as non-smoking areas for the duration of the conference. Meeting areas shall be free from distractions and have good lighting and ventilation. All ashtrays and other smoking-related materials are to be removed from these areas at least twelve (12) hours prior to the date of the conference. All meeting areas, as described above, shall be inspected and/or cleaned prior to the conference. All contractual meeting areas shall be for the exclusive use of DEQ attendees.

a. LARGE BANQUET ROOM

During the conference, there will be the following events that need to accommodate a minimum of 60 people each:

Morning General Session Lunch

b. The DEQ is open to considering various configurations of the room(s) used for the events in the room(s) must be able to accommodate a minimum of 60 people.

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

d. One (1) appropriate audio system with speakers to manage the microphones.

e. Trash receptacles which should be cleaned/removed as appropriate during the conference.

f. A minimum of four (4) draped rectangular folding tables six (6) feet in length each in the back of the room with a minimum of three (3) chairs per table for use by DEQ staff. A sign on this table should be provided indicating that they are for DEQ staff use only. A minimum of four (4) electrical outlets per table should be available within one (1) foot of each table, preferably on the table.

g. A minimum of four (4) draped folding tables six (6) feet in length each in the back of the room without chairs for use by attendees to charge electronic devices. A sign on these table should be provided indicating that they are for this use. A minimum of four (4) electrical outlets per table should be available within one (1) foot of each table, preferably on the table.

G. CATERING

The Contractor shall be in full compliance with applicable federal, state and local government health departments and agencies relative to safety requirements. The Contractor 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 http://www.deq.virginia.gov/Programs/Pollution%20Prevention/VirginiaGreen/AboutVirginiaGreen.aspx http://www.deq.virginia.gov/Programs/Pollution%20Prevention/VirginiaGreen/AboutVirginiaGreen.aspx

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Catering services are required, as noted below, throughout the conference. All meals shall conform to the Commonwealth of Virginia per diem rates, including taxes and surcharges. Current guidelines are available from Department of Accounts’ Commonwealth Accounting Policies and Procedures (CAPP) – Cardinal Manual, Section 20300, Topic Number 20335, according to current revised policy. The final count for meals and refreshments shall be agreed upon between the Contractor and DEQ within the available price structure. FY 2027 per diem rates for Virginia beach, Virginia | GSA

The Contractor shall have the ability to provide continuous ice water service in each room/area, provide break food service, and to serve lunch for a minimum of 60 people as provided below throughout the conference. The times and meal selections shall be mutually agreed upon between the parties to the resulting contract.

An option for continuous beverage service (water, coffee and tea (iced and hot) from 8:30AM - 5:00PM.

should be included in the proposal.

The specific needs for food services include the following: (See attachment D price proposal)

1. A hot buffet breakfast for sixty (60) people that includes coffee, hot or cold tea, soda and ice/cold water refreshed as needed and upon request.

2. A hot buffet lunch for sixty (60) people in the Large Banquet Room. Lunch shall consist of a minimum of one entrée with two sides and a desert.

3. Beverages shall include coffee, hot or cold tea, soda and ice/cold water refreshed as needed and upon request.

4. All food shall include “healthy meal options,” such as diabetic, vegetarian, kosher, low sodium, etc.

Meals can be served as a buffet or boxed.

5. A mid-afternoon snack with coffee, hot or cold tea, soda and ice/cold water for sixty (60) people in the Reception Area or other comparable area in or near the Large Banquet Room(s) that includes ice water, decaffeinated and regular coffee and a selection of hot tea.

6. Break Service Snack Options-Snack options should be presented on a per person basis with varied types/costs.

7. The Contractor shall provide ample staffing to adequately and promptly accommodate the attendees and provide meals in a timely manner.

8. The purchase of alcoholic beverages is prohibited during this conference and shall not be served.

Note:

Catering for government is tax exempt.

Executive Order 77 prohibits state agencies from purchasing single use plastics.

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results?action=perdiems_report&fiscal_year=2027&state=VA&city=virginia%20beach&zip=

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The Contractor should allow DEQ to utilize an outside catering service, if the Contractor cannot accommodate the catering requirements specified herein this URFP.

H. AUDIO-VISUAL EQUIPMENT & INTERNET/WI-FI CONNECTION

The Contractor shall have the ability to provide, at a minimum, the following audiovisual equipment/services in each meeting area (including banquet and break-out spaces):

1. The conference center shall provide experienced and knowledgeable readily available technical staff to assist in setting up and resolving any technical problems throughout the conference.

2. High-speed internet data connection for each room

Note: DEQ will provide the laptop

III. PROPOSAL (URFP) PREPARATION AND SUBMISSION INSTRUCTIONS:

A. GENERAL INSTRUCTIONS:

1. Submission of proposal: In order to be considered for selection, Offerors shall submit a complete Proposal response to this URFP electronically through eVA (i.e., a mailed, faxed or E-mailed proposal will not be accepted); and Offerors shall:

a. Be registered in eVA.

b. Submit their entire Proposal electronically through eVA, to include all Attachments.

c. Proprietary Information: If an Offeror’s Proposal contains proprietary or trade secret information (proprietary information”), the Offeror shall submit each as follows:

(1) A complete electronic version of the entire Proposal, including all Attachments, excluding any proprietary information, and clearly labeled as “NON-PROPRIETARY”; and

(2) A complete electronic version of the entire Proposal, including all Attachments, including proprietary information, and clearly labeled as “PROPRIETARY”.

Note: This electronic submission must clearly identify if it excludes or includes proprietary information;

DEQ will not be responsible for the Offeror’s failure to exclude proprietary information.

d. Sign the electronic submissions(s) (i.e., the signature page shall be submitted as a “PDF” document with the electronic submission; a typewritten or stamped signature is not acceptable).

e. Submit all Proposal documents in Adobe Acrobat Portable Document format:

Note: If the URFP price Proposal provided to Offerors with the URFP is in an Excel format, Offerors may upload the completed price Proposal on the Excel document provided by DEQ with the URFP.

f. Be solely responsible for:

(1) All efforts to submit their Proposal electronically, to include obtaining any necessary assistance from eVA Customer care; eVA Customer Care requests must be submitted on a “Supplier Assistance Request Form”: eVA Supplier Assistance Request Form (virginia.gov).

https://dgs.virginia.gov/procurement/eva---virginias-eprocurement-portal/eva-customer-care-forms/supplier-hypercare-support-for-the-eva-transition/

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(2) Assuring that their Proposal is received in eVA by the time and date indicated. Proposals submitted after the Proposal submission deadline will not be accepted; and Proposals submitted elsewhere, including to other state or federal agencies will not be accepted. Refer to the cover page of this document for the Proposal submission deadline:

In no event will the Agency (i.e., DEQ) be responsible for any technical issues that the Offeror may encounter with eVA; nor will DEQ accept any Proposal that is received in eVA after the due date and time established for this URFP.

Note – Offerors:

Are strongly encouraged to submit their Proposal sufficiently early to allow for any delays they may encounter with obtaining assistance from eVA Customer Care or with any technical issues.

Should:

URFP Status: Check the status of the solicitation on eVA at www.eva.virginia.gov by clicking on Business Opportunities and then click on Virginia Business Opportunities (VBO)(Virginia Business Opportunities (cgieva.com)) for any updates, changes, amendments, cancellations, etc.; and

Electronic submission guidance:

- Visit: eVA - Virginia's eProcurement Marketplace

- Click “I Sell To Virginia” (I Sell to Virginia)

- Click “eVA Supplier Training” (Supplier Training Materials (virginia.gov));

- And No other distribution of the Proposal shall be made by the Offeror.

2. The version of the solicitation issued by DEQ, as amended by any addenda, is the mandatory controlling version of the document. Any modification of or additions to the solicitation by the Offeror shall not modify the official version of the solicitation issued by DEQ unless accepted in writing by DEQ. Such modifications or additions to the solicitation by the Offeror may be cause for rejection of the Proposal; however, DEQ reserves the right to decide on a case-by-case basis, in its sole discretion, whether to reject such a Proposal.

If the modifications or additions are not identified until after the award of the contract, the controlling version of the solicitation document shall still be the official state form issued by DEQ.

3. Communications regarding this Request for Proposal (URFP) shall be formal from the date of issue for this URFP, until either a Contractor has been selected or DEQ rejects all Proposals. Formal communications shall be directed to the DEQ Office of Procurement Services (OPS). Informal communications, including but not limited to, request for information, comments or speculations regarding this URFP to any DEQ employee other than an Office of Procurement Services representative may result in the offending Offeror’s Proposal being rejected.

4. Proposal Preparation:

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested should be submitted. Failure to submit all information requested may result in the purchasing agency requiring prompt submission of missing information and/or giving a lowered evaluation 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.

http://www.eva.virginia.gov/ https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://mvendor.cgieva.com/Vendor/public/AllOpportunities.jsp https://eva.virginia.gov/index.html https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html

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All information requested by this Unsealed Request for Proposal on the ownership, utilization and planned involvement of small businesses, women-owned businesses and minority-owned businesses must be submitted. If an Offeror fails to submit all information requested, the issuing agency may require prompt submission of missing information after the receipt of Contractors’ Proposals.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the URFP. Emphasis should be placed on completeness and clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the URFP, to include the same “TAB” headings (the electronic version of the Proposal for Section IV.B should be divided into a separate section (folder) per “TAB”). All pages of the Proposal should be numbered.

Each paragraph in the Proposal should reference the paragraph number of the corresponding section of the URFP. It is also helpful to cite the paragraph number, subletter, and repeat the text of the requirement as it appears in the URFP. If a response covers more than one page, the paragraph number and subletter should be repeated at the top of the next page.

The Proposal should contain a table of contents which cross-references the URFP requirements.

Information which the Offeror desires to present that does not fall within any of the requirements of the URFP 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 URFP requirements are specifically addressed.

d. As used in this URFP, 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 URFP, 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 Offeror from consideration;

however, it may seriously affect the overall rating of the Offeror’s Proposal.

e. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to the URFP shall belong exclusively to the State and 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 and must identify the data or other materials to be protected and state the reasons why protection is necessary. If applicable, the outside of the Proposal must be marked to denote proprietary or trade secret information is contained in the document and written notice of proprietary or trade secret information must be submitted on “ATTACHMENT C” / “Proprietary / Trade Secret Information Identification”. In addition, the specific (i.e. specific words, figures or paragraphs) 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. If, after being given a reasonable time, as solely determined by the Purchasing Agency, the Offeror refuses to withdraw an entire classification designation, the Proposal will be rejected.

E-mail correspondence containing a ‘boilerplate’ notice stating that the correspondence and/or attached materials is proprietary and/or trade secret information will not be recognized by the Purchasing Agency; Offerors must specifically invoke the protections of § 2.2-4342F of the Code of

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Virginia and identify the specific proprietary or trade secret information associated with the E-mail and/or attached materials, as instructed above.

5. Oral Presentation: Offerors who submit a Proposal in response to this URFP 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.

Oral presentations are an option of the purchasing agency and may or may not be conducted.

DEQ expects Offerors who are invited to give an oral presentation will utilize the person or persons who will be working on the project to make the presentation so quality and experience of the Offeror’s staff can be evaluated prior to making selection. Should presentations be required they will be scheduled by the issuing agency for specific dates. These dates are critical, and alternative dates may not be available.

B. SPECIFIC PROPOSAL INSTRUCTIONS: Proposals should be as thorough and detailed as possible so that DEQ may properly evaluate your capabilities to provide the required goods/services. Offerors are required to submit the following items as a complete Proposal:

1. A written narrative statement specifically addressing each point under Section IV.B, the “PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS,” “TAB 2” through “TAB 6”:

a. Any reference by the Offeror to a supplemental Attachment submitted by the Offeror, should identify the title of the supplemental Attachment, and the specific page number of a multipage supplemental Attachment, on which the response to “TAB 2” through “TAB 6” (as applicable) is located (e.g., refer to pages 1 through 2 of Attachment A – TAB 2.A.1, “The scope and nature of your firm “).

b. Supplemental Attachments should identify the title of the Attachment, and the specific “TAB” / “TAB” subsection to which the supplemental Attachment applies (e.g. “Attachment A - Capacity” / “TAB 2.B”).

TAB 1 - Cover Page:

Signed URFP cover sheet Signed addenda (as applicable); and “Attachment C/Proprietary/Trade Secret Information Identification”

TAB 2 - Property – identify/describe in detail:

1. The location of the conference facility.

2. The availability of free parking (or cost of parking) on the required dates and the proximity to the conference facility; and available shuttle service for training participants.

3. How the conference facility:

a. Accommodates disabled participants; and confirm compliance with all applicable federal, state and local laws and regulations.

b. Can comfortably accommodate other hotel guests and DEQ’s training participants.

c. Is prepared for addressing emergency situations and other irregularities (e.g. power failures, internet/wi-fi failures, equipment failures, disruptions, etc.).

4. All cancellation / rescheduling and attrition policies.

TAB 3 Training Space – identify/include:

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1. The available dates and times the format provided in Section VIII Attachment E, entitled “Proposed Dates”.

2. A floorplan of the:

a. Proposed training room (to include the room dimensions).

b. Room configuration.

3. The size of the proposed tables for the instructors and training participants.

TAB 4 Catering – submit:

1. Catering options Accommodate dietary restrictions (e.g. gluten-free and vegetarian)

TAB 5 Audio / Visual Equipment and Service – describe the audio-visual equipment to be used for DEQ’s training; and identify what entity is furnishing the equipment (i.e. the Contractor or a third-party hired by the Contractor).

TAB 6 Price Proposal: Provide proposed pricing in the format provided in Section VII Attachment D, entitled “Pricing Schedule.” Proposed pricing must be complete and comprehensive for all proposed products and solutions, 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.

TAB 7 Sustainability: Provide information to demonstrate how the conference facility is a “green” facility.

IV. EVALUATION AND AWARD CRITERIA:

A. EVALUATION CRITERIA: Proposals shall be evaluated by the Department of Environmental Quality using the following criteria:

Evaluation Criteria Point Value

1.

Suitability of the Facility and Accommodations Location in proximity to meeting space

Availability of required dates

Size and adequacy of room for:

o Training needs and room configurations

Availability of parking for guests and commuters

Safety, security, cleanliness

Quality, condition, and attributes of facility

Catering options

2.

Adequacy of Services Offered

Audio/visual equipment offered and suitable for use

Additional goods/services offered at no extra cost

Catering options

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3.

Price Conference/Training Facility

Audiovisual equipment

Catering

Total 100

B. AWARD: Selection shall be made of two or more DSBSD-certified micro business offerors deemed to be fully qualified and best suited among those submitting Proposals on the basis of the evaluation factors included in the Request for Proposal, including price, if so stated in the Request for Proposal, provided that the price Proposal is up to and including $10,000. Negotiations shall be conducted with the offerors so selected. Price shall be considered but need not be the sole determining factor. After negotiations have been conducted with each offeror selected, the agency shall select the offeror which, in its opinion, has made the best Proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposal or reject Proposals at any time prior to an award and is not required to furnish a statement of the reasons why a particular Proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one DSBSD-certified micro business offeror is fully qualified, or that one such offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. Any award to a DSBSD-certified micro business offeror pursuant to the above process may be made only if the price as negotiated remains under $10,000. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s Proposal as negotiated. If the agency in its sole discretion determines that the above criteria for limiting the negotiation to micro businesses are not present, the agency shall follow the same process as specified above, but restricting the negotiation instead to DSBSD-certified small business offerors, provided that the price Proposal is not more than $100,000. If the agency determines that the above criteria for limiting the negotiation to small businesses are not present, the agency shall follow the same process as specified above, but without restricting the negotiation to small or micro business offerors.

V. 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 contractor 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 contractor shall comply with all applicable federal, state and local laws, rules and regulations.

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 https://eva.virginia.gov/index.html

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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).

In every contract over $10,000 the provisions in 1. and 2. below apply:

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

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or 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 contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, 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 contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor'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 contractor'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 contractor's employee handbook.

e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor 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) and Executive Order 9 (2026), 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 or expression, age, political affiliation, disability, or veteran status is hereby incorporated in this contract.

2. The contractor 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.

Note: With regard to the above “ANTI-DISCRIMINATION” provision, the Contractor shall use this checklist (attached) to determine if your employees are required to complete the DHRM sexual harassment training. If required, contractors should provide the Preventing Sexual Harassment Training that focuses on understanding and preventing sexual harassment in the workplace https://www.dhrm.virginia.gov/docs/default-source/hrpolicy/checklist-for-contract-workers'-required-to-complete-dhrm-sexual-harassment-training.pdf?sfvrsn=2d5160ae_0 https://www.dhrm.virginia.gov/videos/default-source/sexualharassmenttraining/preventing-sexual-harassment.mp4

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More information is available on the DHRM website at https://www.dhrm.virginia.gov/public-interest/contractor-sexual-harassment-training

D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their bid, 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: Applicable for all contracts over $10,000:

By entering into a written contract with the Commonwealth of Virginia, the Contractor certifies that the Contractor 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 vendor 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.