RFP#25093CIIFER Hotel/Conference/Meals in Staunton...
| Location: | Virginia |
|---|---|
| Posted: | Nov 15, 2024 |
| Due: | Dec 3, 2024 |
| Agency: | State Government of Virginia |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | QQ 81720 |
| Publication URL: | To access bid details, please log in. |
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QQ-81720
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RFP#25093CIIFER Hotel/Conference/Meals in Staunton, VA September 2025
- Status: Open
- Time Left:17 days
- Closing:12/3/24 4:00 PM
- Issued:11/14/24 2:56 AM
- Last Updated:
- Buyer:A Lamm
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alamm01@wm.edu - 757-253-4153
QQ-81720
-
RFP#25093CIIFER Hotel/Conference/Meals in Staunton, VA September 2025
- Status: Open
- Time Left:17 days
- Closing:12/3/24 4:00 PM
- Issued:11/14/24 2:56 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 location preferred
- Website:
- Summary:CASC is seeking bids for hotel rooms, conference space, beverages/refreshments, breakfasts, lunches, wi-fi, and parking for training class in Staunton, Virginia (preferred location), on September 16-18, 2025. The venue must have pedestrian access to shops, restaurants, and services. See included document and eVA Item list.
Documents
| Document | Size | Description | Posted On | Type |
| RFP Specs 25093CIIFER.pdf | (83.02 KB) | RFP Spec 25093CIIFER | 11/14/24 | RFx Document |
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I1_1. 25 hotel rooms for Monday night, September 15, 2025.
85 hotel rooms for Tuesday night, September 16, 2025.
85 hotel rooms for Wednesday night, September 17, 2025.
10 hotel rooms Thursday night, September 18, 2025.
All hotel rooms at state per diem rate. - NIGP Code:
- Quantity: 205.00000
- Delivery Date: 09/15/2025
- I1_2. Designated conference registration site, to be supplied with three (3) 12-foot registration tables (or equivalent), 3 chairs per table, telephone, 6 display easels, waste basket, ice water, and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_3. Room contiguous or within 40 feet of the registration area to be used as a staff office for four (4) CASC staff. Room requirements: tables, chairs, waste basket, ice water, and drinking glasses.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_4. Up to 10 separately skirted 8-foot tables with 2 chairs for vendor in Lobby/Foyer space outside main conference meeting spaces, with convenient and complimentary access to power outlets. Acceptance of delivery and storage for up to 3 days of vendor display materials. Delivery of those boxes to vendor tables prior to 1:00 p.m. Tuesday, September 16, 2025
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
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I1_5. Tuesday - One Conference Room for 40 People
Conference room to accommodate 40 people arranged in classroom style, with additional space for up to 5 instructors. Coffee, Tea, and Soda served continuously. Refreshment break to include pretzels, cookies, or similar. Tuesday, September 16, 2025 from 7:00 am to 6:00
Wednesday - One Conference room for 18 people
One Conference room to accommodate 18 people arranged in classroom style. Wednesday, September 17, 2025 from 7:00 am to 7:00 pm.
Wednesday - One Conference Rooms for 180 People
One conference space to accommodate 180 people, arranged in class-room style. Room requirements: Coffee, Tea, and Soda served continuously. Cloth table covers wherever tables are needed. Head table in the front of the room for up to 8 guests on riser with steps on both sides. In the back of the room, 2 separate risers with a 6 ft. skirted table for A/V staff and equipment. Wednesday, September 17, 2025 from 7:00 am to 5:30 pm
Thursday – One Conference room for 18 people
One Conference room to accommodate 18 people arranged in classroom style. Thursday, September 18, 2025 from 7:00 am to 7:00 pm
Thursday - Two Conference Rooms for 100 People in each
Two conference space to accommodate 100 people in each room, arranged in class-room style. Room requirements: Coffee, Tea, and Soda served continuously. Cloth table covers wherever tables are needed. Head table in the front of the room for up to 6 guests on riser with steps on both sides. In the back of the room, 2 separate risers with a 6 ft. skirted table for A/V staff and equipment. Wednesday, September 17, 2025 from 7:00 am to 5:30 pm - NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
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I1_6. Reception Space for 60 guests on Tuesday, September 16, 2025 from 4:00 pm to 12:00 am.
Reception Space for 100 guests on Wednesday, September 17, 2025 from 6:00 PM – 12:00 AM. Room requirements: Up to 10 separately skirted 8-foot tables with 2 chairs each for vendors in reception space, with convenient and complimentary access to power outlets. Note: Ability for private association to contract directly with facility for F&B. - NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
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I1_7. Ice water and drinking cups in conference space for all attendees throughout the program.
Coffee/tea and sodas available to attendees throughout program, to be billed on a consumption basis.
Refreshment break to include pretzels, cookies, or similar food on Tuesday, September 16, 2025. - NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
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I1_8. Breakfast for 45 people, at per diem rate, on Tuesday, September 16, 2025
Breakfast items for 140 - 180 persons to be served between 7:00 a.m. and 10:00 a.m. on Wednesday, September 17, 2025.
Breakfast items for 140 - 180 persons to be served between 7:00 a.m. and 10:00 a.m. on Thursday, September 18, 2025. - NIGP Code:
- Quantity: 405.00000
- Delivery Date: 09/16/2025
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I1_9. Lunch for 45 people, at per diem rate, on Tuesday, September 16, 2025.
Lunch for 140 - 180 people to be served between 11:45 a.m. and 1:30 p.m. on Wednesday, September 17, 2025.
Lunch for 140 - 180 people to be served between 11:45 a.m. and 1:30 p.m. Thursday, September 18, 2025. - NIGP Code:
- Quantity: 405.00000
- Delivery Date: 09/16/2025
- I1_10. Access to facility for separately contracted Audiovisual contractor, including access to power outlets and house sound, when necessary. Access for Audio-Visual contractor to facilities for setup and breakdown prior to and following daily events. (Facility may bid to provide Audio-Visual services using in-house contractor or staff).
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_11. Complimentary Wi-Fi Internet Access throughout the facility, including meeting spaces and lodging.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_12. Easily accessible storage space for boxes of 200+ binders is required. Acceptance of delivery and storage for up to 3 days of 6 pallets of boxes. Delivery of those boxes to registration site prior to 9:00 a.m. Tuesday, September 16, 2025. Designated secured (locked) storage space from Saturday, September 13, 2025 through Thursday, September 18, 2025 for materials. CASC to have access to storage space during event.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_13. Parking sufficient to accommodate up to 180 attendees, speakers and staff.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
- I1_14. Staunton, Virginia location preferred. Venue should have convenient pedestrian access to shops, restaurants and services.
- NIGP Code:
- Quantity: 1.00000
- Delivery Date: 09/16/2025
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