VBCA - PR-S and MFGI-C, Area 98: (Chesterfield County, Henrico County, and Hanover County)

The Virginia Department of Housing and Community Development is soliciting bids for event planning, hotel accommodations, and catering services for two concurrent Virginia Building Code Academy training courses (Plans Review - Structural and Mechanical & Fuel Gas Inspection - Commercial) scheduled October 27–29, 2026 in Area 98 (Chesterfield, Henrico, and Hanover Counties), with bids due October 9, 2026. This is a set-aside procurement for Virginia SBSD-certified small businesses, including SWAM entities; bids from non-certified vendors are considered only if set-aside conditions cannot be met.

The scope encompasses two separate meeting spaces of at least 1,800 square feet each (configured in a pod-based layout with projectors, lecterns, and flip charts), accommodations for 50 rooms on October 26–27 and 25 rooms on October 28, and full meal service (breakfast, lunch, and snacks) for approximately 90 participants daily. Bidders must complete the mandatory Quick Quote Worksheet and conduct a site visit and facility inspection within 30 days prior to bid submission.

Pricing must comply with Commonwealth of Virginia State Travel Regulations for lodging and meal per diem rates. Costs must be itemized across four line items: Event/Conference Space (including technology and A/V), Lodging, Catering, and Event Planner Services. Event planner fees exceeding 15 percent of total bid require itemized justification. The contractor must maintain 24-hour availability during the program, submit an After-Action Report within seven days of completion, and provide detailed invoices based on actual services delivered. DHCD reserves the right to cancel the contract within ten days of program start without penalty. The contract will be awarded to the lowest responsive and responsible bidder. Questions should be directed to David Wagoner at david.wagoner@dhcd.virginia.gov.