Specifications include, but are not limited to: The intent and purpose of this solicitation is to obtain the services of qualified Contractors to provide complete comprehensive event planning services to the Virginia Department of Education (VDOE) for upcoming meetings. Meetings are to take place in various locations within the state of Virginia (i.e., City of Roanoke, Charlottesville, or Bristol County) on the following dates: September 5, 2018, September 6, 2018, October 17, 2018 and October 18, 2018. A. Working with the VDOE primary point-of-contact to verify and finalize all meeting facility and service needs (e.g., menus, meal and lodging headcounts, meeting space set-up etc.). B. Negotiating and obtaining competitive written proposals/quotes from hotels that can provide the facilities and services for each of the meetings dates described in the Scope of Work tables below. Proposals/quotes pricing for meals shall be at or below the United States General Services Administration (GSA) prevailing per diem rates for the date and location of each meeting, inclusive of all applicable taxes and fees. C. Providing the negotiated and written hotel proposals/quotes to the VDOE point-of-contact for review and approval of the hotels and negotiated rates. D. Establishing a contract or contracts with a single hotel or as agreed to by the VDOE pointof-contact for each meeting. E. Negotiating hotel on-site parking for meeting attendees free of charge or at a minimum, a negotiated reduced rate. F. Acting as a liaison for all communications between VDOE and the approved hotel site(s). G. Reconciling all hotel charges for facilities and services to ensure accuracy of hotel negotiated and established rates prior to submitting an invoice to VDOE. Contractor’s invoice shall include all associated hotel facilities and services charges and the event planning fee for each meeting. Contractor shall be responsible for payment of all charges to the hotel.