URFP #27-03-CH Conference Facilities, Catering and Audio-Visual Services for Clean Water Finance-EPA All-States Meeting

The Virginia Department of Environmental Quality (DEQ) is requesting proposals for conference facilities, catering, and audio-visual services for a three-day Clean Water Finance-EPA All-States Meeting in the Virginia Beach oceanfront area, with proposals due November 12, 2026 at 3:00 p.m. EST via eVA. This solicitation is set-aside for DSBSD-certified micro businesses; if no micro businesses qualify, negotiations will proceed with DSBSD-certified small business offerors with a price ceiling of $100,000.

The scope encompasses a single co-located hotel, conference, and exposition facility (or adjacent facilities) in Virginia Beach with at least 2,000 square feet of meeting space configured for 60 participants in U-shaped or crescent seating; a guaranteed block of 55 sleeping rooms at federal and state per diem rates for one night prior to the conference; hot breakfast and lunch for 60 people on Days 2 and 3 with healthy options in boxed or buffet formats; break snacks for both days; and audio-visual equipment including wireless microphones, projectors, projection screens, and technical support. DEQ will conduct site visits at its discretion and hold a pre-conference planning meeting with selected contractors. Contractors must provide a Conference Manager available around-the-clock and submit a final Banquet Event Order 72 hours prior to the conference. All meals must comply with Commonwealth of Virginia per diem rates; catering is tax-exempt.

Conference dates are optional across six ranges: April 19–21, 20–22, 26–28, 27–29, May 3–5, or 4–6, 2027, operating 7:30 a.m. to 5:00 p.m. daily. Offerors must provide availability for any and all dates. DEQ retains a 30-calendar-day preregistration period during which the 55-room block is held exclusively for DEQ attendees; after the preregistration cut-off, unused rooms may be released without penalty. Offerors must disclose the hotel's full cancellation policy, attrition percentage and calculation formula, and rescheduling protections or penalty-waiver terms if the event is rescheduled at the same property.

Evaluation criteria: facility suitability and accommodations (70 points), adequacy of services including audio-visual and catering (20 points), and price (10 points). Contractors must maintain $1,000,000 commercial general liability insurance and comply with federal, state, and local health and safety regulations, anti-discrimination requirements, and Virginia procurement rules. Payment is due within 30 days of invoice receipt. Addenda 1 and 2, issued October 15 and 21, 2026, modified the room block from two nights to one night and revised conference dates and cancellation policy requirements; signed acknowledgments of both addenda are required by the November 12 proposal due date.