URFP 201-27-005 Conference Planning Services

The Virginia Department of Education is requesting proposals for conference planning services to arrange and coordinate logistics for the IDEA/Special Education Fiscal Collaborative Forum scheduled for March 17–18, 2027 in the greater Richmond area under URFP 201-27-005, with proposals due October 9, 2026 at 3:00 p.m. EST. This solicitation is set-aside for award priority to DSBSD-certified micro businesses (price cap $10,000) or small businesses (price cap $100,000) if micro business criteria are not met.

The scope requires securing a conference facility with one main ballroom accommodating up to 300 people, six breakout rooms with theater-style seating for 50-plus attendees each, comprehensive audio/visual setup including projectors, screens, microphones, and onsite technician support, registration and exhibitor tables, and lodging for 80 rooms on March 17–18 at or below GSA government rates. The contractor must provide continental breakfast and working lunch buffets for 300 participants on both days, maintain a 24-hour emergency point of contact beginning 24 hours prior to conference completion, negotiate favorable cancellation and attrition provisions, monitor room-block utilization with pickup reports, and ensure ADA accessibility compliance. All pricing must reflect government-rate hotel and meal provisions within established state per diem rates.

Meeting planner fees exceeding 15 percent of the final quote require itemized documentation. The contractor must disclose all commissions, rebates, referral fees, incentives, complimentary rooms, and other compensation from subcontractors and may not retain undisclosed compensation from VDOE expenditures.

Evaluation criteria are specific plans or methodology (25 percent), experience and qualifications of assigned personnel (20 percent), client references (20 percent), and price (15 percent). The contract runs from award through March 30, 2027. Invoices are due monthly by the 10th day following service delivery, with payment within 30 days of receipt.