DPOR-TRAINING

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Caegory:
  • U - Education and Training Services
Posted Date: Dec 13, 2018
Due Date: Jan 17, 2019
Solicitation No: URFP 222-2019-DPOR-TRAINING-1
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URFP 222-2019-DPOR-TRAINING-1
  • DPOR-TRAINING
  • Small Business Set-Aside Award Priority
  • Status: Open
  • Time Left:34 days
  • Closing: 1/17/19 10:00 AM
  • Issued: 12/13/18 11:45 AM
  • Last Amended:
  • Buyer:Pamela Logan
  • pamela.logan@dpor.virginia.gov
  • 804-367-8553

URFP 222-2019-DPOR-TRAINING-1
  • DPOR-TRAINING
  • Small Business Set-Aside Award Priority
  • Status: Open
  • Time Left:34 days
  • Closing: 1/17/19 10:00 AM
  • Issued: 12/13/18 11:45 AM
  • Last Amended:
  • Buyer:Pamela Logan
  • pamela.logan@dpor.virginia.gov
  • 804-367-8553

  • Issued By:Dept of Professional and Occupational Regulation
  • Type:Request for Unsealed Proposals (URFP)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Be located in the Richmond area; preferably within a 15 mile radius of DPOR.
  • Web Address:
  • Pre-Bid Conference:
  • Open Responses:
  • Description:Certified conference facility to provide overnight lodging, conference services; meeting rooms, catered meals and AV equipment.

Attachments
Attachment Size Description Posted On
222-2019-DPOR-TRAINING.pdf (355.97 KB) 222-2019 DPOR TRAINING 12/13/18
  • Conference Coordinating and Planning Services (91523)
  • Hotel/Motel Accommodations (Incl. Lodges, Resorts, Bed/Breakfast Inns, etc.) Rental or Lease (97130)
  • Room Rental or Lease for Conferences, Seminars, etc. (97165)
  • Meeting Room Equipment and Accessories, Rental or Lease (98152)
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    COMMONWEALTH OF VIRGINIA
    DEPARTMENT OF PROFESSIONAL & OCCUPATIONAL REGULATION (DPOR)
    9960 MAYLAND DRIVE, SUITE 400
    RICHMOND, VIRGINIA 23233
    UNSEALED REQUEST FOR PROPOSALS (URFP)
    Small Business Set-Aside Award Priority
    Virginia Green certified facility preferred
    Issue Date: December 13, 2018
    Title:
    Commodity Code(s):
    222-2019-DPOR-TRAINING
    91523 – Conference Coordinating & Planning Services
    97130 – Hotel/Motel Accommodations
    97165 – Room Rental or Lease for Conference, Seminars, etc.
    98152 – Meeting Room Equipment and Accessories, Rental or Lease
    Issuing & Using Agency: DPOR
    PROPOSALS MAY BE SUBMITTED BY:
    Fax (Attention: Pamela Logan): 866-350-7468
    Mail: Pamela Logan, Senior Buyer, Department of Professional and
    Occupational Regulation; Perimeter Center, Suite 400; 9960 Mayland
    Drive, Richmond, VA 23233
    Email: Pamela.logan@dpor.virginia.gov
    Proposals will be accepted until January 17, 2019 at 10:00 am local prevailing time for furnishing the
    goods/services described herein. Proposals received after this time and date will not be considered.
    Offerors have the sole responsibility for assuring that proposals are received by DPOR before the
    designated time and date.
    I.
    II.
    III.
    IV.
    V.
    VI.
    VII.
    VIII.
    IX.
    X.
    PURPOSE
    BACKGROUND
    STATEMENT OF NEEDS
    PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
    EVALUATION AND AWARD CRITERIA
    PRE-PROPOSAL CONFERENCE
    GENERAL TERMS AND CONDITIONS
    SPECIAL TERMS AND CONDITIONS
    METHOD OF PAYMENT
    ATTACHMENTS
    Note: This public body does not discriminate against faith-based organizations in accordance with the
    Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national
    origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other
    basis prohibited by state law relating to discrimination in employment. Faith-based organizations may
    request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a
    request shall be in writing and explain why an exception should be made in that invitation to bid or request
    for proposal.
    222-2019-DPOR-TRAINING
    Page 1 of 33
    I. PURPOSE: The purpose of this Unsealed Request for Proposals (URFP) is to solicit unsealed
    proposals from qualified offerors to establish a contract through competitive negotiation for a
    certified conference facility to provide overnight lodging, conference services; meeting rooms,
    catered meals and audiovisual (AV) equipment.
    II. BACKGROUND: The Department of Professional and Occupational Regulation (DPOR) is an
    agency of the Commonwealth of Virginia charged with issuing licenses, certifications, and
    registrations for more than 200 license types. In addition to its licensing responsibility, DPOR is
    also charged with investigating license, certificate, and registration holders to ensure their
    compliance with the Code of Virginia and applicable gubernatorial approved regulations.
    DPOR is planning a training session for all sitting members of the regulatory boards housed at
    DPOR. The training will include sessions on Conflict of Interest, the Administrative Process Act,
    FOIA, Investigations and Adjudication of Complaints, Anti-Trust and Other Case Decisions That
    Impact Regulatory Boards.
    The Training dates are May 8 – May 9, 2019.
    DPOR’s back up dates are May 22 – May 23, 2019; however the awarded Contractor shall respond
    to this solicitation with the expectation that goods/services shall be provided May 7-9, 2019. DPOR
    in its sole discretion will make the choice to change the dates, if necessary. If the dates are changed;
    lodging will be needed with check-in on May 21, 2019 and check-out on May 23, 2019. Conference
    services/the meeting rooms and catering services will be needed on May 21-May 23, 2019.
    III. STATEMENT OF NEEDS:
    The Contractor awarded a contract as a result of this solicitation shall be able to provide (A)
    Lodging, (B) Meeting Room Accommodations & Audio/Visual Services and (C) Catering Services
    to DPOR. It is DPOR’s expectation that the awarded Contractor will be able to provide lodging
    services, conference services and catering services in the same facility.
    A. Facility Requirements: The awarded Contractor’s facility shall:
    1. Be Americans with Disabilities (ADA) Compliant.
    2. Be handicapped accessible; all meeting, lodging and dining areas. Any areas that are not
    handicapped accessible must be identified in the proposal.
    3. Be in full compliance with applicable federal, state and local government health departments
    and agencies relative to safety requirements. The Contractor shall assume responsibility for
    compliance with safety and health laws and regulations, and shall enforce all governmental
    sanitation requirements and practices, and inspect regularly for compliance.
    4. Be located in the Richmond area; preferably located within a fifteen (15) mile radius of 9960
    Mayland Drive, Richmond, VA 23233.
    5. Be well-lit at night and secure around the premises.
    It is DPOR’s preference that the awarded contractor’s facility:
    1. Be a “Virginia Green” certified facility. For more information visit
    https://www.virginia.org/green.
    2. Have a fitness center and business center available for DPOR guests to use, at no additional
    charge.
    3. Have adequate and free on-site parking.
    4. Allow access into the facility (after hours), allow access to lodging rooms, and allow access
    to the business center with security measures in place (i.e. key card access only).
    5. Be furnished with a microwave, iron, coffee machine and refrigerator in each lodging room.
    6. Have an elevator, in working condition that is accessible from all floors.
    7. Have easy access to the meeting room areas for unloading and loading equipment.
    8. Have the American and Virginia state flags stationary in all meeting rooms that will be used
    by DPOR, including dining areas.
    222-2019-DPOR-TRAINING
    Page 2 of 33
    9. Be able to provide signage directing DPOR attendees to the meeting room locations.
    B. Lodging Services: The Contractor shall:
    1. Provide lodging; check-in on May 7, 2019 and check-out of May 9, 2019.
    2. Be capable of blocking and providing a minimum of 150 lodging rooms each night for
    DPOR guests.
    3. Offer lodging not to exceed the Commonwealth of Virginia’s current lodging per diem rates,
    not including taxes.
    4. Allow direct billing; each DPOR guest will be responsible for making his/her own
    reservation.
    5. Allow reservations to be charged using American Express, Visa or MasterCard credit cards
    (at a minimum).
    6. Provide lodging rooms with single and double bed options.
    It is DPOR’s preference that the awarded contractor:
    1. Provide DPOR with a reservation/confirmation number that guests will use to reference
    when they make reservations.
    2. Provide DPOR with the beginning and ending dates that guests can reserve blocked rooms.
    (After the ending date, any unblocked rooms may be released).
    3. Keep track of all lodging rooms reserved for DPOR’s guests and provide DPOR with a list
    of the reservations upon request. The Contractor must allow and keep record of any name
    changes.
    4. Allow cancellation, at no additional charges, until 6 PM on the day of check-in.
    5. Have complimentary Wi-Fi in each lodging room and in the conference meeting rooms.
    6. Have the option for express check-in and check-out.
    DPOR will:
    1. Not be responsible for any damages caused by DPOR guests.
    2. Not be responsible for any charges incurred by DPOR guests; i.e. room charges such as
    room service, alcoholic beverages, pay-per-view television.
    3. Not be responsible for any unoccupied blocked rooms.
    C. Meeting Room Accommodations/AV Services: The Contractor shall provide three (3)
    meeting rooms beginning on May 7, 2019 – May 9, 2019.
    Meeting Room #1 must (this room will be used for the training):
    1. Be available, exclusively to DPOR from 7 AM on May 8, 2019 – 3 PM on May 9, 2019.
    2. Be set-up with enough tables and chairs to comfortably seat 200 people, at a minimum.
    3. Have tablecloths on all tables.
    4. Have a podium and/or lectern in the front of the room.
    5. Have a rectangular skirted table with chairs in the front of the room, able to accommodate a
    panel of five (5) individuals (on May 8 only).
    6. Be set-up with a clear and unobstructed view of the podium and/or lectern.
    7. Have PC hookup with internet access in the room.
    8. Have a projector and screen in the room.
    9. Have two (2) wireless microphones available for use throughout the training.
    10. Have a rectangular skirted table with chairs set-up right outside of the meeting room, able to
    accommodate four (4) individuals. DPOR will use this table as a registration table. The
    table must have a wastebasket set-up behind it.
    11. Be secured at night and not used by anyone other than DPOR during the training.
    It is DPOR’s preference that Meeting Room #1:
    1. Be set-up with crescent half-round seating.
    2. Not have any columns in the room.
    222-2019-DPOR-TRAINING
    Page 3 of 33
    3. Have a continuous water station or pitchers of water at the back of the room. The water
    station must include ice, cold and hot water and cups.
    4. Have trash cans located in the front and in the back of the room.
    Meeting Room #2 must (this room will be used by DPOR staff):
    1. Be available and accessible exclusively to DPOR staff from 3 PM on May 7, 2019 – 3 PM on
    May 9, 2019.
    2. Be set-up with a conference table and chairs to comfortably seat 10-15 people.
    3. Be locked when not in use by DPOR; however, DPOR staff must be provided with a method
    to access the room through-out the training.
    4. Be secured at night and not used by anyone other than DPOR during the training.
    It is DPOR’s preference that Meeting Room #2:
    1. Be located in close proximity to Meeting Room #1.
    2. Have an adequate number of electrical outlets.
    3. Have a telephone capable of making free local calls.
    4. Have ample space for additional storage.
    Meeting Room #3 must (this room will be used for lunch and the evening reception):
    1. Be available, exclusively to DPOR from 7 AM on May 8, 2019 – 3 PM on May 9, 2019.
    2. Have covered tables and chairs to comfortably seat 200 people, at a minimum.
    3. Have a podium, a microphone and an A/V system/set-up.
    4. Be set-up so each table will have a clear and unobstructed view of the podium.
    It is DPOR’s preference that Meeting Room #3:
    1. Be set-up with crescent half-round seating.
    2. Be in close proximity to meeting rooms 1 and 2.
    3. Not have any columns in the room.
    It is DPOR’s expectation that:
    The podium/lectern, tables and chairs may have normal wear and tear; however, they will be
    sturdy, clean and presentable.
    The projector, screen and microphones will be in working condition; and the Contractor will
    test them each morning, before DPOR’s start time, to make certain they are working
    properly.
    An A/V technician will be on-site through-out the training, if needed, to handle any technical
    difficulties.
    The Contractor will immediately be able to provide back-up equipment in case there are any
    issues with equipment during DPOR’s training.
    The meeting rooms will be inspected and/or cleaned at the end of day one.
    D. Catering Services: The Contractor shall provide catering services for approximately 200
    guests.
    Breakfast: The Contractor shall provide breakfast on May 8 and May 9, 2019.
    It is DPOR’s preference that the Contractor:
    1. Serve breakfast each morning, beginning at 6 AM; in the hotel area designed for
    breakfast/dining.
    2. Provide breakfast complimentary to each DPOR lodging guest.
    3. Provide breakfast not to exceed the current breakfast per diem rate, all inclusive, for DPOR
    non-lodging guests that will be attending the training.
    4. Provide a buffet style breakfast.
    222-2019-DPOR-TRAINING
    Page 4 of 33
    Lunch: The Contractor shall:
    1. Provide lunch on May 8 and May 9, 2019 from 12:00 PM – 1:00 PM.
    2. Provide lunch not to exceed the current lunch per diem rate, all inclusive.
    Morning Break: It is DPOR’s preference that the Contractor:
    1. Provide a morning break on May 8, 2019 at 10:00 AM; and on May 9 at 9:45 AM.
    2. Provide pastries, juices, tea bags and coffee. Coffee shall be caffeinated and de-caffeinated.
    Assorted sugars and creamers shall be included.
    3. Set up tables immediately outside of meeting room #1 to hold the break items.
    4. Provide the break items not to exceed $2.50 per person.
    Afternoon Break: It is DPOR’s preference that that the Contractor:
    1. Provide an afternoon break on May 8, 2019 at 3:00 PM.
    2. Provide assorted cookies, cold beverages and coffee. Coffee shall be caffeinated and de-
    caffeinated. Assorted sugars and creamers shall be included.
    3. Set up tables immediately outside of meeting room #1 to hold the break items.
    4. Provide the break items not to exceed $2.50 per person.
    Evening Reception: The Contractor shall:
    1. Serve hord’oeuvre’s and non-alcoholic beverages on May 8, 2019 from 6:30 PM-8 PM.
    2. Provide hord’oeuvre’s and non-alcoholic beverages not to exceed the current dinner per
    diem rate, all inclusive, to each DPOR guest.
    E. Per Diem Rates: Per diem is the allowance for lodging (excluding taxes), meals and
    incidental expenses. All Commonwealth of Virginia per diem rates are governed by the U.S.
    General Services Administration (GSA) rates. These rates are used to determine the maximum
    reimbursement amounts.
    In order to determine the per diem rates for your location; (1) click on the hyperlink(s) above, (2)
    enter the zip code of your facility and select find rates. The page that returns displays the
    lodging per diem by month; and the meals and incidentals breakdown.
    IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS: GENERAL
    INSTRUCTIONS:
    A. URFP Response: In order to be considered for selection, offerors must submit a complete
    response to this URFP. One (1) original and one (1) original redacting any proprietary
    information of each proposal must be submitted to the issuing agency, if applicable, as stated on
    page #1. No other distribution of the proposal shall be made by the offeror.
    B. Proposal Preparation:
    1. Proposal shall include sample menus for breakfast, lunch, morning and afternoon
    breaks and the evening reception. Lunch menu shall include vegetarian and special
    dietary options. DPOR reserves the right to request changes to the final menu;
    however, DPOR will ensure that any requested changes remains within the respective
    per diem rate.
    2. Proposals shall be signed by an authorized representative of the offeror. All information
    requested should be submitted. Failure to submit all information requested may result in the
    purchasing agency requiring prompt submission of missing information and/or giving a
    lowered evaluation of the proposal. Proposals which are substantially incomplete or lack
    key information may be rejected by the purchasing agency. Mandatory requirements are
    those required by law or regulation or are such that they cannot be waived and are not
    subject to negotiation.
    3. Proposals should be prepared simply and economically, providing a straightforward, concise
    description of capabilities to satisfy the requirements of the URFP. Emphasis should be
    placed on completeness and clarity of content.
    222-2019-DPOR-TRAINING
    Page 5 of 33

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