Lease/Rental of Conference Space and Facilities

The Department of Veterans Affairs Office of Inspector General is soliciting offers for comprehensive meeting and conference support services for the VA OIG Cohort A, B, and C Meeting scheduled for April 26 through May 1, 2026. The contractor must provide fully equipped meeting spaces (one general session room for approximately 200 attendees, three cohort breakout rooms for 70 attendees each, five division breakout rooms for 25 attendees each, and one quiet room), complete audio/visual support with delivery and continuous technical support throughout all sessions, reliable high-bandwidth wireless internet connectivity in all spaces with hybrid participation capability, light refreshments during scheduled breaks, and comprehensive setup and teardown services. The government will evaluate proposals using FAR Part 12 comparative evaluation procedures based on three primary factors: technical capability, past performance, and competitive pricing, with the government reserving the right to award to any offer and conduct discussions with offerors if determined advantageous. The deadline for proposal submission is March 17, 2026, at 2:00 PM ET, and no additional questions will be accepted after March 4, 2026. All contractors must be registered in the System for Award Management (SAM) and submit proposals electronically in three separate volumes (Technical Submission, Past Performance, and Price) to the contracting officer Antoinette Ingram and point of contact Gerald Liddell.

This procurement carries no small business set-aside designation and is unrestricted to all qualified vendors. The contract is structured as a fixed-price acquisition with three line items under NAICS code 721110 (accommodation services), though no specific budget range or award value is disclosed in the solicitation documents. The event will accommodate approximately 194 in-person attendees with operations running from 7:30 AM to 5:00 PM Monday through Thursday, requiring 200 hotel rooms nightly for attendees from April 26 through May 1, 2026. The place of performance is the Westin Galleria in Houston, Texas, with all meeting space, dining facilities, and hotel accommodations required to be within 0.5 miles of the venue to accommodate attendees with mobility restrictions. Government attendees will pay for lodging directly using government travel cards at prevailing per diem rates, and rental cars are not authorized for this event.