161160 Right of Way & Utiltity Summit 2026

The Virginia Department of Transportation (VDOT) is requesting bids on a conference facilities package including lodging, meals, and meeting space for approximately 170 participants at the Right of Way & Utilities Summit 2026, scheduled October 26–28, 2026, in Virginia Beach, Virginia, under UIFB 161160, with bids due August 20, 2026 at 9:00 AM EST. The solicitation carries a set-aside for award priority to DSBSD-certified micro businesses or small businesses (including women-owned and minority-owned businesses) provided the micro business bid is under $10,000 or the small business bid does not exceed $100,000 and the agency determines the price is fair and reasonable; otherwise, award goes to the lowest responsive and responsible bidder of any size.

The scope requires a single Virginia Beach facility (with alternative proposals such as Williamsburg eligible for consideration) providing 120 hotel rooms for October 26 and 170 rooms for October 27; a main conference room for 170 in classroom/theater style on October 27 from 7:00 AM to 7:30 PM; four breakout rooms accommodating 30–50 people each; preferred round-table seating (10 per table) on October 28; A/V equipment packages; all-day beverage service both days; buffet meals (breakfast, lunch, dinner on October 27; breakfast on October 28); and adequate onsite parking for at least 170 vehicles without overflow. All pricing must be all-inclusive and comply with FY2026 GSA per diem rates for Virginia Beach; audiovisual, meeting-room rental, service charges, and gratuities are excluded from per diem caps. The contract period runs from award through December 1, 2026. VDOT reserves the right to increase, decrease, or eliminate estimated quantities and may cancel up to 25% of services if a state of emergency is declared within five days of the event, with the contractor receiving 25% of affected contract prices.

Addendum 1 (August 17) extended the bid due date to August 20 at 9:00 AM EST. Addendum 2 (August 19) required per diem rates to align with GSA standards. Both addenda require bidders to acknowledge receipt or face bid rejection as non-responsive. No pre-bid conference is scheduled. Questions were due August 14, 2026. All bids must be submitted electronically through eVA; vendor transaction fees of 1% capped at $500 (DSBSD small businesses) or 1% capped at $1,500 (other businesses) apply. Contact Officer Deanna Wayland at Deanna.Wayland@vdot.virginia.gov.