2024 Right of Way/Utilities Summit

The Virginia Department of Transportation (VDOT) is seeking a conference facilities package, including conference facilities, overnight lodging for approximately 170 guests, and meals, for the 2024 Right of Way Summit scheduled for May 6-8, 2024 in Charlottesville, VA. The package must include conference rooms, audio/visual equipment, breakfast, lunch, and dinner for the attendees over the 3-day event. Lodging for 34 guests is required on May 6 and for 170 guests on May 7. The contract will be awarded to the lowest responsive and responsible bidder, with the contract term lasting from the date of award until the end of the summit. The solicitation outlines detailed specifications for the requested services, including room setup, A/V requirements, meal service, and beverages. Payment will be made within 30 days of receipt of a valid invoice.

The solicitation is set aside for award priority to DSBSD-certified micro or small businesses if their bid is determined to be fair and reasonable. The contract is subject to the Commonwealth of Virginia's Vendors Manual and associated laws and regulations. The solicitation is open to all qualified vendors, and there is no listed incumbent or current contractor.