25101AF Hotel Lodging/Conference Rooms/Lunch in St...
| Location: | Virginia |
|---|---|
| Posted: | Jan 23, 2025 |
| Due: | Feb 6, 2025 |
| Agency: | State Government of Virginia |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | QQ 86263 |
| Publication URL: | To access bid details, please log in. |
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Details
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QQ-86263
-
25101AF Hotel Lodging/Conference Rooms/Lunch in Staunton, VA
- Status: Open
- Time Left:13 days, 20 hours
- Closing:2/6/25 5:00 PM
- Issued:1/23/25 12:01 AM
- Last Updated:
- Buyer:A Lamm
-
alamm01@wm.edu - 757-253-4153
QQ-86263
-
25101AF Hotel Lodging/Conference Rooms/Lunch in Staunton, VA
- Status: Open
- Time Left:13 days, 20 hours
- Closing:2/6/25 5:00 PM
- Issued:1/23/25 12:01 AM
- Last Updated:
- Buyer:A Lamm
-
alamm01@wm.edu - 757-253-4153
Actions
- Issued By:Commonwealth's Attorneys' Services Council
- Opportunity Type:Quick Quote
- Category:Non-professional Services - Non-Technology
- Work Location:Staunton, Virginia preferred
- Website:
- Summary:This Request for Proposal (RFP) is seeking bids only from hotels with on-site conference facilities, including lodging, direct meal services, and conference rooms. Bids must include hotel name, address, contact information for the on-site contact person and cost for items requested. CASC is seeking bids for hotel rooms, conference rooms, refreshments, lunch, audiovisual access, wi-fi, and parking for a one-day training class on October 23, 2025 for 100 - 120 attendees. Preferred location is Staunton, Virginia. The venue should have convenient pedestrian access to shops, restaurants, and services. See attached document for more details.
Documents
| Document | Size | Description | Posted On | Type |
| AF-Oct2025_Staunton_Specs.pdf | (171.35 KB) | AF-Oct-2025_Staunton_Specs | 1/22/25 | RFx Document |
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I1_1. Master Room Block with 8 hotel rooms available Wednesday night, October 22, 2025.
All hotel rooms charged at or below state per diem rate. - NIGP Code:
- Quantity: 8.00000
- Delivery Date: 10/22/2025
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I1_2. Courtesy Block with 60 hotel rooms available Wednesday night, October 22, 2025.
Courtesy Block to expire no earlier than October 1, 2025.
All hotel rooms charged at or below state per diem rate.
- NIGP Code:
- Quantity: 60.00000
- Delivery Date: 10/22/2025
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I1_3. Master Room Block with 8 hotel rooms available Wednesday night, October 22, 2025.
Courtesy Block with 20 hotel rooms available Thursday night, October 23, 2025.
Courtesy Block to expire no earlier than October 1, 2025.
All hotel rooms charged at or below state per diem rate.
- NIGP Code:
- Quantity: 20.00000
- Delivery Date: 10/23/2025
- I1_4. Designated conference registration location, to be supplied with three (3) 12 ft. registration tables (or equivalent) with 3 chairs per table, telephone, 6 display easels, waste basket, ice water, and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/22/2025
- I1_5. Room contiguous or near the registration area for four (4) CASC staff members to us as an office. Room requirements: tables, chairs, waste basket, ice water, and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_6. One main conference room arranged in a classroom style to accommodate up to 120 people on October 23, 2025, 7:00 am – 6:00 pm. Additional room requirements: cloth table covers or equivalent on all tables, head table (with table cloth or modesty panel) for up to 5 guests on riser with steps on both sides, 6 foot skirted table on 2 separate risers in the back of the room for A/V equipment (if A/V is not built in). Room should be stocked with ice water and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_7. One smaller breakout conference room arranged in a classroom style to accommodate up to 40 people on October 23, 2025, 1:00 pm – 5:00 pm. Room requirements: cloth table covers or equivalent on all tables, head table (with cloth table covers or modesty panel) for up to 2 guests. Additional room requirements with either built-in audiovisual (AV) to include TV or projector visible to all attendees with HDMI connections and built-in microphones for 2 guests OR 6 ft. skirted table for AV equipment, if AV is not built in. Room should be stocked with ice water and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_8. Ice water and drinking glasses in the conference rooms for all attendees. Continuous coffee, tea, and sodas available throughout the program, to be billed on a consumption basis.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_9. Lunch for 100 to 120 people, priced at or below state per diem rate on Thursday, October 23, 2025
- NIGP Code:
- Quantity: 120.00000
- Delivery Date: 10/23/2025
- I1_10. Built-in audiovisual (AV) or access to facility for separately contracted audiovisual contractor, including access to power outlets and house sound, when necessary. Access for audiovisual contractor to facilities for setup and breakdown prior to and following daily events. (Facility may bid to provide audiovisual services using in-house contractor or staff). Built-in AV, if used, must include projector with screen(s) clearly visible to all attendees and house sound, along with HDMI connections for presentations.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_11. Complimentary Wi-Fi internet access throughout the facility, including meeting spaces and lodging.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/23/2025
- I1_12. Accept delivery of training material (6 pallets of boxes containing 150+ training binders) up to 3 days before the conference begins and provide easily accessible locked storage of the delivered items through Thursday, October 23, 2025. Conference center staff to provide delivery of those boxes to the registration area prior to 9:00 a.m. Wednesday, October 22, 2025. CASC staff needs access to the storage space during the event.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/21/2025
- I1_13. Parking sufficient to accommodate up to 150 attendees, speakers, and staff.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/22/2025
- I1_14. Hotel location needs to have convenient pedestrian access to shops, restaurants and services, preferably in Staunton, Virginia.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 10/22/2025
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