Specifications include, but are not limited to:. The successful Bidder shall provide all labor, materials, services and supervision to provide Lodging, Meals, and a Conference Facility to be held October 6 –7, 2020, for an Office of Drinking Water (ODW) All Staff Meeting. Preferred Area within 60 miles of Lexington, VA. The Contractor shall provide a conference facility that is in full compliance with the Americans with Disabilities (ADA) and the Virginians with Disabilities Acts (VDA). The facility shall provide various room configurations, and restaurant/lounge onsite for approximately 120 people for two consecutive business days, Tue-Wed, The desired dates of the conference are October 6 -7, 2020. CONFERENCE FACILITY: General Session Room The conference facility shall be able to facilitate one general session room capable of seating approximately 120 people. The general session shall have at a minimum, one podium, microphone, LCD Projector and screen, WIFI, banquet style round tables with linen to seat 8 people, pitchers of ice water and cups. Same general session room must be for both days (7:00 a.m. to 10:00 p.m. day one, 7:00 a.m. to 5:00 p.m. day two). Break out Rooms The conference facility shall provide three (3) separate breakout rooms with seating capacity of at least 40 people in a classroom style setting. The breakout rooms shall have at a minimum, one podium, microphone, LCD Projector and screen, WIFI, pitchers of ice water and cups. Same breakout rooms for both days (7am to 5:00 p.m. day one, 7:00 a.m. to 3:00 p.m. day two). The break out rooms shall be reasonably free from distractions, contain trash and recycling receptacles and have good lighting and ventilation. Also needed, a small room to be used as storage for the meeting supplies, the facility shall provide one table and two chairs. LODGING: 1. Contractor shall provide lodging capabilities within GSA per diem rate for 120 rooms on Monday and Tuesday nights in singles, doubles, or other combinations in contiguous buildings. All guest rooms shall be at the same location as the meeting rooms. Sleeping rooms should have a coffee maker, refrigerator and microwave. If the lodging facilities do not include refrigerators in each guest room, please describe your solution to provide them upon request. Accommodations will include handicap/medical needs, floor preference, allergen free, pet/non-pet friendly rooms, suite preference. 2. The Contractor shall only charge for rooms occupied. Final room quantities required will be provided 7 days before the first lodging night. 3. The Contractor shall provide direct billing to the VDH for all conference facility, hotel/lodging, and meals charges. VDH will provide an advance reservation list of selected participants for whom lodging and tax only will be direct billed. All other incidentals will be the responsibility of the individual. All individuals not listed as self-pay by VDH will be responsible for paying all charges for room accommodations, incidentals and non-planned meals upon checkout. VDH will provide a list of self-pay attendees, if any. 4. The Contractor shall have adequate parking for the conference participants and parking shall be convenient to the facility. The parking should be free to participants. MEALS: The Contractor shall provide breakfast, lunch, and dinner within GSA per diem rates on site with selections suitable for dietary restrictions, on October 6, 2020, as well as breakfast and lunch on October 7, 2020 for approximately 120 people. Actual times and menu selections shall be mutually agreed upon between the parties of the contract. Facility will provide menu selections on all provided meals that have non-restrictive selections and selections suitable for dietary restrictions to include but not limited to vegetarian, vegan, gluten free, and dairy free. One menu selection for all requirements will be suitable. Contractor shall provide a menu selection with a minimal of three entrée options. a. Breakfast Buffet – Tuesday and Wednesday, b. Lunch Buffet – Tuesday and Wednesday c. Dinner Buffet – Tuesday evening only Cost of meals, shall not exceed the state per diem for the local area. III. PRICING SCHEDULE LINE ITEM 1 – Conference Facility: *PLEASE PROVIDE THE NAME OF THE MEETING ROOM AND SQUARE FOOTAGE Conference space: 1 large event/general conference space X 2 days X $ per day = $ 3 Break out rooms (40 people each room) X 2 days X $ per day = $ SUBTOTAL: