ERO-Conference/ Banquet Room Rental for Eastern Region Service Awards

The Virginia Department of Corrections Eastern Region Annex is requesting Quick Quote bids for conference and banquet room rental to host the Annual Eastern Region Service Awards event for approximately 600 employees, with bids due August 6, 2026 at 10:00 a.m. Award will be made to a DSBSD-certified micro business if the bid does not exceed $10,000, a DSBSD-certified small business if the bid does not exceed $100,000, or otherwise to the lowest responsive and responsible bidder of any size — a tiered set-aside structure that favors certified disadvantaged businesses within stated price caps.

The facility must be located in the Chesapeake/Suffolk, Hampton City/Newport News/Williamsburg, or Norfolk/Portsmouth area with convenient access to I-58, I-460, I-64, and I-95. The inaugural event is Friday, October 2, 2026 (nonnegotiable) from 7:30 a.m. to 3:30 p.m., with event dates varying annually upon renewal. The facility must provide exclusive use of conference and ballroom space (minimum 7,370 square feet / 67 x 110 feet) for 600 individuals; parking for 600–650 vehicles; locked storage; registration space with eight skirted six-foot tables; round tables seating ten persons each; three display tables; lectern, projector, projection screen, and cordless microphone systems; complimentary internet; and per diem buffet lunch service between 11:30 a.m. and 12:00 noon. The facility must be Virginia Green certified and comply with ADA and VDA requirements.

The bid price is all-inclusive of sales tax, use tax, meal taxes, audio/visual support with on-site technician, and ballroom rental with tables, chairs, centerpieces, and setup. Parking is free for all attendees and presenters. The contract term is five years with four successive optional one-year renewals at mutually agreed terms. The Commonwealth reserves the right to cancel without penalty upon 60 days written notice. Bids remain valid for 60 days from submission. Bidders must register in eVA and are subject to vendor transaction fees of 1 percent capped at $500 (DSBSD-certified) or $1,500 (non-certified). Bid submissions, including a company brochure, must be submitted electronically through eVA or to April Hlinovsky, Procurement Specialist Sr., by the deadline.