URFP159505 LPW Conference Registration Services

The Virginia Department of Transportation (VDOT) has issued Request for Proposals (RFP #159505) for Local Programs Workshop Conference Registration Services, seeking a contractor to manage comprehensive registration services for their upcoming conference. The event will be held September 16-18, 2025, in Norfolk, Virginia, and requires registration management for approximately 600 participants across three registration categories (Speaker/Staff, Local Public Agency, and Private Sector) and 45 sponsors. Key deliverables include developing and managing a fully functional registration system tested by May 5, 2025, with registration opening in early June 2025. The proposal requires a dedicated registration manager and must include detailed plans for event management, fee collection, and participant tracking. Evaluation criteria are structured with 35 points for methodology/approach, 25 points for firm experience, 25 points for key personnel qualifications, and 15 points for pricing. Proposals are due by 10:00 AM EST on February 18, 2025, with questions accepted until February 11, 2025. The contract term will be eight months from the date of award.

The solicitation does not specify explicit set-aside designations for disadvantaged businesses, though the required documentation includes forms for small, women-owned, and minority business certifications. Vendors must be registered in Virginia's eVA procurement system and will be responsible for paying associated vendor transaction fees. Insurance requirements are comprehensive, including Workers' Compensation, Employer's Liability ($100,000), and Commercial General Liability ($1M per occurrence, $2M aggregate). While no specific budget range is detailed, the pricing schedule includes fee structures for different attendee categories: 150 Speaker/Staff registrations, 220 Local Public Agency registrations, 220 Private Sector registrations, and 45 Sponsorship registrations. Successful bidders must provide at least three client references and demonstrate capability to manage a complex, multi-tier registration process. The solicitation allows for potential negotiations with two or more qualified offerors, suggesting flexibility in the final contract selection process.