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

The Virginia Department of Housing and Community Development is requesting proposals for event planning and facility services for the Jack A. Proctor Virginia Building Code Academy Fire Protection Systems Inspection training program scheduled for November 17–19, 2026, in Area 98 (Chesterfield County, Henrico County, and Hanover County), with responses due October 16, 2026 by 5:00 p.m. EST via Virginia 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 one educational meeting space of at least 1,800 square feet (with preference for 3,600 square feet if attendance exceeds 45 participants daily), hotel lodging for an estimated 25 overnight participants for three nights (November 16–18), full meal service including breakfast, lunch, and morning and afternoon snacks for all participants across the three-day program, and technology and audio-visual equipment (100-inch minimum projection screens, 3,000-lumen video projectors, microphones, speakers, and high-speed internet). Facility setup must be complete by 3:00 p.m. on November 16. Bidders must submit four separate line items: event/conference space and technology/AV services; lodging accommodations; restaurant and catering provisions; and event/conference planner services (with fees exceeding 15 percent of total bid requiring itemized documentation). All quoted rates for hotel lodging and meals must comply with Commonwealth of Virginia State Travel Regulations.

A mandatory site visit and facility inspection must be conducted within 30 days prior to bid submission. Award will be made to the lowest responsive and responsible bid based on correct mathematical calculations of total costs. DHCD reserves the right to cancel the contract within 10 calendar days of program start without penalty. Bidders must disclose cancellation policies, provide proof of site visit completion, and agree to retain supporting documentation for five years and submit an After-Action Report within seven days of program completion. Questions should be directed to David Wagoner at david.wagoner@dhcd.virginia.gov.