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

The Virginia Department of Housing and Community Development is soliciting bids for event planning, lodging, catering, and conference space services for the Jack A. Proctor Virginia Building Code Academy Core training program scheduled August 18–20, 2026, in Core Area 98 (Chesterfield, Henrico, and Hanover counties), with proposals due July 28, 2026 via eVA Quick Quote. This procurement is a set-aside for Virginia Department of Small Business and Supplier Diversity (SBSD) certified small businesses, including Small, Women- and Minority-Owned (SWAM) enterprises; bids from non-certified entities will be considered only if set-aside conditions cannot be met.

The scope encompasses a 3,600-square-foot educational conference space accommodating 65 daily participants, overnight lodging for approximately 40 participants for three nights (August 17–19), and meal and refreshment services throughout the three-day program. The facility must include specified audiovisual and technology equipment, parking, and internet connectivity. Pricing must comply with Commonwealth of Virginia State Travel Regulations for lodging and meal rates. Event/conference planner fees may not exceed 15 percent of the total bid without itemized documentation.

Award is to the lowest responsive and responsible bid calculated on total costs across four line items: event/conference space and technology, lodging accommodations, catering, and event/conference planner services. Final lodging and meal counts are provided upon class registration closure; DHCD reserves the right to cancel without penalty within 10 calendar days of the program start date. The contractor must submit an After-Action Report within seven days of program completion.

Bidders must conduct a site visit and inspection of the proposed facility within 30 days prior to bid submission and must disclose facility cancellation policies and penalties. All bids must be submitted electronically through eVA Quick Quote by 5:00 p.m. EST on July 28. Contact David Wagoner at david.wagoner@dhcd.virginia.gov with questions.