VBCA Core QQ Worksheet (Aug 18-20, 2026).docx

VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

Jack A. Proctor Virginia Building Code Academy Program

VIRGINIA DEPARTMENT OF HOUSING AND COMMUNITY DEVELOPMENT

Jack A. Proctor Virginia Building Code Academy Program

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

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

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

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

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

CORE

AREA: 98 (CHESTERFIELD COUNTY, HENRICO COUNTY, AND HANOVER COUNTY)

Tuesday, August 18 – Thursday, August 20, 2026

Minimum Program and Facility Specifications, Requirements, and Logistics The detailed program and facility specifications, requirements, and logistics relative to this JPVBCA program are as provided below:

Program Participants:

Totals Per Day

· One educational event/conference space(s) provided to accommodate all estimated program participants, including registrants, instructors, and staff, for the duration of each instructional day. Final program participant count, determined upon final participant registration, to be provided upon the close of class registration.

· Hotel/lodging accommodations to be provided for all estimated overnight lodging participants. Final lodging list, determined upon final participant registration, to be provided upon the close of class registration. Overnight program participants, to occupy single hotel/lodging rooms.

· Breakfast meals, lunch meals, AM/PM snacks, and refreshment/beverage services to be provided for all program participants. Final meal count, determined upon final participant registration, to be provided upon the close of class registration.

General Logistics:

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

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

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

· Facility to be conveniently located near interstate access and must be within walking or short driving distance to establishments offering a variety of dining choices, without the need to drive long distances.

· Facility to provide conveniently located parking on site or immediately adjacent to facility, inclusive in quote/bid. Parking to be provided to all program participants, including commuters. Parking fees must not be assessed to individual program participants. (See line item 1 – Event/Conference Space: below)

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

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

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

General Facility:

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

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

· To be equipped with automatic fire detection, notification, and suppression systems throughout and all systems to be maintained in operational order.

· To provide business center with high speed or wireless internet service/access, fax machine, and printer.

· To be equipped and provided as part of the contract with cellular telephone service/coverage throughout and high speed or wireless internet service/access in hotel/lodging accommodations and educational event/conference facility and space, inclusive in quote/bid.

Educational Event/Conference Facility, Space, and Arrangements:

Meeting Space 1 Square Footage must be large enough to accommodate:

65 [ACTIVE PROGRAM PARTICIPANTS]

TO ACCOMMODATE 65 PARTICIPANTS.

· Meeting Space sq. ft MUST be documented in the QQ Worksheet. Please see LINE ITEM 1 – EVENT/CONFERENCE SPACE in QQ Worksheet below.

· *Meeting Space sq. ft. needs are determined based on program participant count.

· Absolute minimum sq. ft. per meeting space for up to 45 participants is 1,800 sq. ft.

· Absolute minimum sq. ft. per meeting space for 46 to 65 participants is 3,600 sq. ft.

· Individual consideration of acceptable meeting space sq. ft. size is determined on a case-by-case basis and is determined by specific event needs.

· To be continuous throughout program, with no other scheduled or conflicting program located in same facility space throughout the duration of program.

· To be set up and arranged by 3 p.m. the day prior to program per attached diagram.

· To be equipped with rectangular table with privacy panels/skirts and lectern with adequate seating for 3 staff located at front of space.

· To be equipped with rectangular tables with privacy panels/skirts and chairs, with adequate surface space width and depth for participant `training materials, including code books, 2-3 inch three-ring binders, and writing paper.

· To be equipped with rectangular table with privacy panels/skirts with adequate seating for 3 staff located at rear of space.

· To be equipped with small table and extension cord for audio/visual equipment.

· To be accessible by elevator if located on other than ground level.

· To be equipped with high-speed internet service/access, inclusive in quote/bid.

· Meeting spaces to each be equipped with appropriate technology, audio/visual, and communication equipment listed below INCLUSIVE OF THE QUOTE/BID. Please see LINE ITEM 1 – EVENT/CONFERENCE SPACE in QQ Worksheet below.

· Easily visible projection screen, (100-inch diagonal minimum) of adequate size to be easily visible in each meeting space.

· Video projector of adequate quality (3,000 lumens minimum AND WXGA resolution (1280x800) minimum, WUXGA (1920x1200) or higher preferred) to be easily visible in each meeting space.

· Microphones, to include lavalier/lapel microphones, available on request.

· Speakers, in adequate location to be easily audible in each meeting space.

· Flip chart stand.

Hotel/Lodging Accommodations:

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

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

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

Restaurant/Catering Provisions:

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

· To provide dining space for meals that is separate from meeting space(s).

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

· Full-day coffee, hot tea, and water service each day of the program for each educational space.

· To provide full hot breakfast each training morning of program, for all program participants, from 7:00 a.m. to 8:00 a.m. Breakfast meals must be varied for each day of the program and include a wide variety of selections and beverage options, unless full or expansive continental breakfast is included in the hotel/lodging accommodation fee.

· Breakfast selections to include options such as eggs, breakfast meats, pancakes, waffles, french toast, breads/biscuits, jellies, donuts, cereals, fresh fruits, yogurts, etc.

· Breakfast beverages to include options such as milks, juices, coffees, and teas.

· To provide full-plated or buffet lunch meals, each training afternoon, for all program participants, from 12:00 p.m. noon to 1:00 p.m. Lunch meals must be varied for each day of the program and include an entrée, sides, desserts, and beverage options.

· Lunch entrees to include at least one source of protein (beef, chicken, pork) with options such as specialty meats, delicatessen sandwiches, subs, tacos, pastas, lasagna, etc.

· Lunch sides to include options such as vegetables, chips, fries, soups, hot or cold salads, baked goods, etc.

· Lunch deserts to include options such as pastries, cakes, cookies, fresh fruit, etc.

· Lunch beverages to include options such as soft drinks, lemonade, coffees, and teas.

· To provide AM and PM snacks for all program participants.

· AM snacks to include a variety of selections of pastries, baked goods, fresh fruit, breakfast bars, etc., as well as coffees and teas.

· PM snacks to include a variety of selections of chips, cookies, baked goods, snack bars, etc., as well as soft drinks, lemonade, coffees, and teas.

Service Provider Responsibilities Event/Conference Planner or Host Hotel:

· Quote/bid to be based upon estimated program participants, however, final contract to be based upon ACTUAL SERVICES DELIVERED.

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

· To arrange and secure all logistical requirements of program.

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

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

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

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

· To provide DHCD with all substantiating documentation upon completion of program, including an invoice with documentation of all relevant charges and a hotel/facility lodging folio.

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

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

· Meeting Planner Fees greater than 15% of the final Quote/bid amount will require an itemized list of the meeting planner services provided for the event. (See LINE ITEM 4 - EVENT/CONFERENCE PLANNER SERVICES in the QQ Worksheet below.)

SPECIAL TERMS AND CONDITIONS

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

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

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

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

1. CANCELLATION OF CONTRACTS: The Department of Housing and Community Development (DHCD) shall reserve the right to cancel and terminate this contract, typically due to causes such as funding constraints, instructor availability, or low enrollment, based upon its sole discretion, in whole or in part, without penalty, within ten (10) calendar days written notice to the Contractor/Vendor. The Contractor/Vendor shall provide by attachment to this Quote/Bid the hotel policy showing the timeline of DHCD incurring potential cancelation fees. Cancellation clauses and penalties shall be in accordance with Item 6 as provided by the Contractor/Vendor, unless waived by the Contractor/Vendor and/or subcontractor. Should postponement of the program be necessary due to acts of God and/or nature, the bid award/contract shall stand and remain with the successful Contractor/Vendor, unless such Contractor/Vendor is unable to accommodate rescheduled dates of program, at the bid award/contract amount and satisfy remaining terms and conditions of this procurement/contract.

1. DISCLOSURE OF CANCELLATION POLICY AND PENALTY: The Contractor/Vendor shall provide by attachment to this Quote/Bid the cancellation policy and disclose any applicable cancellation penalties or fees that would be applied by the subcontracted facility or incurred by DHCD in the event of cancellation of the program within ten (10) calendar days of the begin date of program. Failure to provide disclosures of cancellation policy and penalties may result in the QQ bid being considered non-responsible. Similarly, the Contractor/Vendor shall state when this policy and any penalty would be waived relative to this procurement and program.

1. CHANGES TO LODGING AND MEAL COUNT: The Department of Housing and Community Development (DHCD) shall provide a lodging and meal count listing at the close of class registration. Revisions to the lodging and meal count listing, typically due to participant cancelation in cases of emergency, will be communicated to the Contractor/Vendor up to twenty-four (24) hours prior to the start of the program. In the event of a no-show lodging fee being incurred by DHCD, only the first night of lodging shall be reimbursed, unless the no-show lodging fees are waived by the Contractor/Vendor. An official hotel folio showing a listing of incurred no-show lodging fees must be provided to DHCD.

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

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

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

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

DATE OF BID: ____/____/____

Business Name:

Business Address:

City/State/Zip Code:

Telephone Number:

Email Address:

Bidder/Contact:

Host Hotel/Subcontracted Facility:

Hotel/Facility Address:

City/State/Zip Code:

Sales Manager/Contact:

Department of Small Business and Supplier Diversity’s

SWaM Certification Number:

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

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

CORE

AREA: 98 (CHESTERFIELD COUNTY, HENRICO COUNTY, AND HANOVER COUNTY)

Tuesday, August 18 – Thursday, August 20, 2026 Minimum Program and Facility Specifications, Requirements, and Logistics The detailed program and facility specifications, requirements, and logistics relative to this JPVBCA program are as provided below:

Program Participants:

Totals Per Day

LINE ITEM 1 – EVENT/CONFERENCE SPACE:

Educational Event Conference Space(s) Details:

1. Core

Technology, A/V and communications equipment service package(s), if not included in above:

SPECIFY EQUIPMENT AND/OR AV SERVICES INCLUDED WITH TECHNOLOGY, A/V AND COMMUNICATIONS EQUIPMENT SERVICE PACKAGE(S) ABOVE THAT IS NOT INCLUSIVE OF THE QUOTE/BID.

Parking Fees

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

LINE ITEM 2 – LODGING ACCOMMODATIONS:

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

LINE ITEM 3 - RESTAURANT/CATERING PROVISIONS:

BREAKFAST:

LUNCH:

MORNING AND AFTERNOON SNACK AND FULL-DAY REFRESHMENT/BEVERAGE SERVICE:

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

LINE ITEM 4 - EVENT/CONFERENCE PLANNER SERVICES:

ALL EVENT/CONFERENCE PLANNING SERVICES RENDERED HEREIN, INCLUSIVE OF OVERHEAD AND PROFIT:

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

☐ Agree ☐ Disagree

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

☐ Yes ☐ No

TOTAL LINE ITEMS:

LINE ITEM 1 – Event/Conference Arrangements

LINE ITEM 2 – Hotel/Lodging Accommodations

LINE ITEM 3 – Restaurant/Catering Provisions

LINE ITEM 4 – Event/Conference Planner Services

GRAND TOTAL QUOTE/BID:

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