Hotel Lodging/Meals/Conference Space for Training in Staunton, VA - 2028 Nov 29-Dec 1

The Commonwealth of Virginia's CASC (Commonwealth Agencies Services Council) is seeking bids from hotels only with on-site conference facilities for lodging, meals, and conference space in Staunton, Virginia for a three-day training program on November 29–December 1, 2028, with bids due June 22, 2026.

The scope includes 124 hotel rooms for two nights, a conference registration area with specified furnishings and equipment, a secure office and storage room, three days of ballroom space in multiple configurations, a hospitality suite, vendor tables with power access, hot breakfasts and lunches for all three days, break refreshments, complimentary Wi-Fi, and parking for approximately 160 attendees. The hotel must be located off heavily trafficked roads with pedestrian access to dining, shopping, and recreational venues. Hotels must provide audiovisual support access and receive and store training materials on-site. All pricing must comply with GSA per diem rates for lodging and meals; resort fees are prohibited and service charges may not exceed 20 percent.

Bids must be submitted electronically through eVA with US dollar amounts for each line item. Vendors must include the hotel name, address, and on-site contact information in the submission description, and may upload a separate bid-detail document. This procurement is open to all qualified vendors meeting capability standards. Vendors must register in eVA and pay applicable transaction fees: 1 percent (capped at $500 for DSBSD-certified small businesses or $1,500 for other vendors). The Commonwealth reserves the right to conduct facility inspections and reject bids if vendors cannot demonstrate adequate capability.

Awards are subject to Virginia's Public Procurement Act, federal and state anti-discrimination and ethics laws, Commercial General Liability insurance of $1 million per occurrence, and drug-free workplace compliance. Payment to the prime contractor will be made within 30 days of invoice; subcontractors must be paid within seven days of the contractor's receipt of Commonwealth funds or face one percent monthly interest on unpaid amounts.