VBCA - CE-FSPR, Area 98: (Chesterfield County, Henrico County, and Hanover County)

The Virginia Department of Housing and Community Development is seeking event planning, hotel accommodations, and catering services for a Fire Sprinkler System Plan Review training course on November 5, 2026, in Area 98 (Chesterfield County, Henrico County, and Hanover County) via Quick Quote, with proposals due October 9, 2026. This solicitation is a set-aside exclusively for Small, Women- and Minority-Owned (SWAM) businesses certified by the Virginia Department of Small Business and Supplier Diversity (SBSD) as of the bid due date; non-certified bids will be considered only if set-aside conditions cannot be met.

The scope includes hotel accommodations with a minimum 3-star rating, 40 overnight lodging rooms for November 4, full meal service (breakfast, lunch, AM/PM snacks), and one educational conference space of at least 3,600 square feet with audio/visual technology for 65 estimated participants. Vendors must complete the mandatory Quick Quote Worksheet, review the provided sample room layout, and conduct a site visit within 30 days prior to bid submission to verify facility compliance.

Pricing must comply with Commonwealth of Virginia State Travel Regulations for lodging rates (excluding taxes and surcharges) and meal costs. Meeting planner fees exceeding 15% of the total bid amount require itemized documentation. All event coordination, overhead, and profit costs must be included in the quote with no additional reimbursement for event planner accommodations or transportation unless expressly included in the total bid. Contractors must invoice only for actual services delivered and provide supporting documentation, including hotel folios and itemized catering invoices, within seven days of program completion. DHCD reserves the right to cancel the contract without penalty with ten days' written notice.

Award will be made to the lowest cost responsive and responsible bidder. All bids must be submitted via the Virginia eVA Quick Quote application by 5:00 p.m. EST on October 9, 2026. Inquiries should be directed to David Wagoner at david.wagoner@dhcd.virginia.gov.