UIFB160866 2026 ROW & Utilities Appraisal Workshop

The Commonwealth of Virginia Department of Transportation (VDOT) Administrative Services and Procurement Right of Way Division has issued an Unsealed Invitation for Bids (UIFB #160866) for a comprehensive conference facilities package to support the 2026 Statewide Right of Way Appraisal Workshop in Roanoke, Virginia. The procurement seeks a single vendor to provide an integrated facilities package including overnight lodging for 25 attendees, conference facilities, and full-service catering for a four-day workshop scheduled for either July 6-9, 2026 (Option 1) or July 13-16, 2026 (Option 2). Required deliverables include a main conference room with classroom-style setup for 25 attendees featuring round cloth-covered tables, audio/visual equipment (two large projection screens, podium, wireless microphone, LCD projector, speakers, Wi-Fi, and flip chart), hot breakfast service (7:00-8:00 AM), lunch buffet service (12:00-1:30 PM), all-day beverage service (7:00 AM to 5:00 PM), and lodging pricing compliant with 2026 GSA per diem rates. Bidders must indicate availability for one or both workshop dates, submit at least three references demonstrating similar service delivery experience, and comply with specified insurance requirements including Workers' Compensation, Employer's Liability ($100,000), Commercial General Liability ($1,000,000 per occurrence, $2,000,000 aggregate), and Automobile Liability ($1,000,000 combined single limit). The solicitation closing date is 10:00 AM EST on May 8, 2026, with questions due by 2:00 PM EST on May 7, 2026. Award will be made to the lowest responsive and responsible bidder, and the contract period runs from the date of award through August 15, 2026 (nonrenewable).

This procurement is designated as a Small Business Set-Aside with award priority given to DSBSD-certified micro businesses and small businesses, including women-owned and minority-owned businesses with DSBSD small business certification. Vendor transaction fees apply at 1 percent of the contract value, capped at $500 for DSBSD-certified small businesses and $1,500 for other businesses. No incumbent contractor or current infrastructure integration requirements are specified in the solicitation documents. The Commonwealth retains the right to reject any or all bids and to cancel the contract with 60 days' written notice. Special terms and conditions include emergency event pricing provisions allowing cancellation with 25 percent payment of affected services upon declaration of emergency, advertising restrictions prohibiting any reference to VDOT in promotional materials, and comprehensive audit rights permitting VDOT to retain and inspect all contract-related records for five years following final payment. Specific award values or budget ranges are not disclosed in the available solicitation materials.