Lease/Rental of Conference Space and Facilities
Closed Pre-Solicitation Posted
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- Solicitation number
- FF3610M-26-200009
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 721110 Hotels (except Casino Hotels) and Motels
- Place of performance
- Houston, Texas 77056, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Office of Inspector General is procuring meeting and conference space, audio/visual services, reliable Wi-Fi connectivity, and light refreshments to support the Cohort A, B, C Meeting scheduled for April 26-May 1, 2026 in Houston, Texas. The venue must be located within 0.2 miles of dining establishments in the Galleria area to accommodate attendees with mobility limitations. Key requirements include 10 total rooms configured for various meeting formats, comprehensive A/V capabilities to support virtual attendees, high-reliability Wi-Fi coverage throughout the facility, and tiered refreshment service options during 30-minute breaks on Monday through Thursday. Offerors must submit firm-fixed pricing proposals at the CLIN level covering rooms, A/V services, connectivity, and refreshments as a single integrated package. The response deadline is February 9, 2026 at 3:00 p.m. EST, with contracting officer points of contact identified as Gerald Liddell and Antoinette Ingram.
This procurement carries no set-aside designation and no incumbent contractor is identified in the pre-solicitation notice. The contract covers a single event/venue package with no stated award value or budget range disclosed at this pre-solicitation stage. The venue specifications require one general session room configured classroom-style for 200 attendees, three cohort breakout rooms accommodating 70 attendees each, five division breakout rooms for 25 attendees each (with airwalls acceptable as a cost-saving option), and one optional quiet room for 10 people. The general session requires mainstage podium facilities with two lavalier microphones and four handheld wireless microphones, while cohort and division breakout rooms require proportionally scaled A/V packages with presentation screens and microphone capabilities.
Notice text
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 schedule April 26 - May 1, 2026 (Mon-Thur meeting days; includes setup/teardown around thes 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: Three (3) rooms (may reuse General Session with reconfiguration), > 70 attendees each
- 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 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.
Files
| File | Type | Posted |
|---|---|---|
| Synopsis for VA OIG Cohort A B C Meeting_April 2026_Texas.docx | DOCX document |
Notice history
| Notice | Type | Posted |
|---|---|---|
| Lease/Rental of Conference Space and Facilities | Solicitation | |
| This notice | Pre-Solicitation |
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