Lease/Rental of Conference Space and Facilities
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) Office of Inspector General (OIG) intends to procure conference space, audio/visual (A/V) services, reliable Wi-Fi, and light refreshments for its Cohort A, B, C Meeting in Houston, TX. This presolicitation outlines requirements for the event scheduled from April 26 to May 1, 2026. Responses are due by February 9, 2026.
Scope of Work
The VA OIG requires a venue package covering room block, A/V, connectivity, and refreshments. Key specifications include:
- Meeting Dates: April 26 - May 1, 2026 (Monday-Thursday are meeting days, with setup/teardown around these dates).
- Venue Location: Houston, TX, within 0.2 miles of dining establishments in the Galleria area, ensuring walkability for attendees with mobility limitations.
- Room Specifications (Total 10 rooms):
- General Session: 1 room, classroom style, for ≥200 attendees, wide layout for sightlines.
- Cohort Breakouts: 3 rooms (may reuse General Session with reconfiguration), for ≥70 attendees each.
- Division Breakouts: 5 rooms (airwalls acceptable), for ≥25 attendees each.
- Quiet Room: 1 room, for ≈10 people (optional if no charge).
- A/V and Connectivity:
- A/V packages for all rooms, capable of accommodating virtual attendees.
- General Session: Mainstage podium, 2 lavalier mics, 4 handheld wireless mics, ≥2 screens.
- Cohort Breakouts: Podium, 1 lavalier mic, 2 handheld wireless mics, 1 presentation screen each.
- Division Rooms: Screen + 1 microphone.
- High-reliability Wi-Fi coverage in all rooms.
- Light Refreshments: AM & PM 30-minute breaks (Monday-Thursday), including coffee/tea, water, and standard light break items. Offerors should provide pricing tiers.
Contract & Timeline
- Contract Type: Presolicitation
- Product/Service Code (PSC): X1AB – Lease/Rental of Conference Space and Facilities
- Primary NAICS Code: 721110 – Hotels (except Casino Hotels) and Motels
- Period of Performance: April 26 – May 1, 2026
- Response Date: February 9, 2026, 3:00 PM EST
- Published Date: January 30, 2026
- Set-Aside: None
Submission & Evaluation
Offerors shall propose firm-fixed pricing at the CLIN level for rooms, A/V, connectivity, and refreshments. Delivery and acceptance will be onsite at the venue in Houston, TX.
Contact Information
- Primary: Antoinette Ingram (Antoinette.Ingram@va.gov, 202-714-7032)
- Secondary: Gerald Liddell (gerald.liddell1@va.gov)