The Contractor shall provide a conference facilities package for VDOT’s 2025 Statewide Structure & Bridge Maintenance Crew Training. The training conference is a three (3) day annual conference with attendees from various locations throughout the Commonwealth of Virginia. A. Location 1. The conference facility must be located in one of the following cities: Charlottesville, Harrisonburg, Staunton or Waynesboro, Virginia. Bids for any other city will not be considered. 2. The conference must be held at a single, centralized location that includes hotel accommodation, conference rooms, and onsite catering services, all located on the same premises. B. Conference Dates VDOT has identified the following dates for the 2025 Statewide Structure & Bridge Maintenance Crew Training. Bidders must indicate availability for one or both dates on Attachment C: Hotel Date Availability Form. Bids for any other dates will not be considered. 1. Option 1: October 28-30, 2025 2. Option 2: October 27-29, 2025 C. Lodging: Attendees for the 2025 Statewide Structure & Bridge Maintenance Crew Training will travel from various locations throughout the Commonwealth of Virginia. Bidders must provide bid pricing in accordance with the applicable 2025 GSA per diem rate. 1. Sixty-five (65) hotel rooms for October 28, 2025 (Conference Day 1) 2. Sixty-five (65) hotel rooms for October 29, 2025 (Conference Day 2) 3. Attendees will check-out of the hotel on October 30, 2025 (Conference Day 3). 4. Hotel accommodations must include King or Queen Bed/Single Occupancy rooms on premises. The use of an overflow hotel will not be accepted. 5. Hotel must provide a dedicated and secure space for luggage storage prior to check-in or offer early access to guest rooms to accommodate arriving conference guests. Bidders shall provide the check-in and checkout time on Attachment C: Hotel Date Availability Form. Bidder must indicate the availability of : a dedicated and secure space for luggage storage or availability of early check-in for arriving conference guests on Attachment C: Hotel Date Availability Form. D. Parking The hotel shall provide adequate onsite parking facilities sufficient to accommodate a minimum of eighty (80) conference guests, without reliance on overflow parking and without causing disruption to other hotel guests.
