VBCA - MI and PI-C, Area 98: (Chesterfield County, Henrico County, and Hanover County)

The Virginia Department of Housing and Community Development is requesting quotes for event planning, lodging, meals, and facility services to support the Jack A. Proctor Virginia Building Code Academy training program scheduled August 25–27, 2026, in Area 98 (Chesterfield, Henrico, and Hanover Counties), with quotes due July 28, 2026. This is a set-aside procurement restricted to 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 only be considered if set-aside conditions cannot be met.

The scope includes two concurrent training courses—Maintenance Inspection (45 participants, 3 days) and Plumbing Inspection–Commercial (45 participants, 2 days)—requiring two separate meeting rooms of at least 1,800 square feet each, equipped with projectors (minimum 3,000 lumens, WXGA resolution), 100-inch projection screens, microphones, and high-speed internet. Lodging requirements total approximately 50 rooms for August 24–26 and 25 rooms for August 25. The scope includes full breakfast and lunch daily, morning and afternoon snacks, event coordination, 24-hour on-site availability with 15-minute telephone response capability, and an after-action report within seven days of program completion. Facility must meet minimum 3-star rating, provide accessible design, on-site parking, and proximity to dining options.

All pricing must comply with Commonwealth of Virginia State Travel Regulations per diem limits for lodging and meals. Event planner fees exceeding 15 percent of the total quote require itemized documentation. Award is based on lowest responsive and responsible bid with correct mathematical computations of line items: Event/Conference Space, Lodging Accommodations, Restaurant/Catering Provisions, and Event/Conference Planner Services. Bidders must conduct a site visit and facility inspection within 30 days prior to quote submission. Contractor must provide cancellation policy disclosures and submit invoices based on actual services delivered with supporting documentation. DHCD reserves the right to cancel within 10 calendar days of written notice without penalty. Quotes must be submitted electronically through the Virginia eVA Quick Quote system with the Quick Quote Worksheet completed. Contact David Wagoner at david.wagoner@dhcd.virginia.gov with questions.