What the buyer needs
AI summaryThe government authority in Arlington, VA seeks a vendor to provide American Society of Civil Engineers Earth and Space Conference services. The buyer anticipates a need for approximately 175 sleeping rooms and requires a proposed guest room block based on anticipated conference dates and projected attendee demand. Food and beverage services are required during the three full conference days, including continental breakfast each morning, morning refreshment breaks, daily lunch, and afternoon refreshment breaks. Performance of the work will be offsite, and the contract period will be for two years. Only onshore USA organizations are eligible to bid, and the buyer is currently looking for proposals. All questions must be submitted no later than November 23, 2026.
Scope of work
- Approximately 175 sleeping rooms with peak night on April 18, 2028
- General session room for approximately 300 attendees with stage and audiovisual support
- Eight concurrent breakout rooms for at least 35 attendees each
- Exhibit hall on Day 3 for at least 10 vendors
- Dedicated office/workroom for 10 people and executive committee meeting rooms
- Continental breakfast, breaks, lunch, all-day beverage service, and evening reception/dinners
- Audiovisual equipment, technical support, and internet access throughout meeting and exhibit spaces
- Parking for approximately 200 attendees, plus staff, vendor, and speaker parking
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Quality of products/services offered and suitability for the intended purposes | 25 |
| Qualifications and experiences of Offeror in providing the goods/services | 20 |
| Specific plans or methodology to be used to provide the Services | 25 |
| Cost (or Price) | 20 |
| Participation of Small, Women-Owned and Minority (SWAM) Businesses as primary vendor or subcontractors in order to provide the services required. | 10 |
Minimum qualifications
- Must register as a vendor within the Commonwealth of Virginia eVA system
- Must register through Virginia Tech's procurement portal, hosted by Jaggaer
- Meeting space, dining location, and lodging must be handicap accessible
- Property must be within 0.25 mi proximity to a Metro Station
- Onshore (USA Organization Only)
Documents to include with your response
- Signed proposal by an authorized representative of the Offeror
- Completed and signed Company Information Form (Page 9)
- Signed Authorized Signature page (Page 6)
- Proposed guest room block, availability, rates, and attrition/cancellation policies
- Proposed menus, per-person pricing, and cost estimates
How to submit
- Method
- Electronic via Virginia Tech's procurement portal (Jaggaer)
- Instructions
- Submit at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=VATech. Attachments must be smaller than 50MB. Hard copy, hand-delivered, or email proposals are not accepted.