Lease/Rental of Conference Space and Facilities

Quick Summary

The Department of Veterans Affairs (VA) Office of Inspector General (OIG) is soliciting proposals for the Lease/Rental of Conference Space and Facilities in Houston, TX. This requirement supports the VA OIG Cohort A, B, and C Meeting, scheduled from April 26 to May 1, 2026. This opportunity is a Small Business Set-Aside. Proposals are due by March 17, 2026, at 2:00 PM ET.

Scope of Work

The contractor shall provide comprehensive meeting and conference support services for approximately 194 participants. Key requirements include:

• Meeting Spaces: One general session room (capacity ≥ 200, classroom style), three cohort breakout rooms (capacity ≥ 70 each), five division breakout rooms (capacity ≥ 25 each), and one quiet room (capacity ≥ 10, no A/V).
• Audio/Visual (A/V) Support: Full A/V packages for all rooms, including virtual participation capability. This involves podiums, lavalier and handheld microphones, projection screens, and continuous technical support throughout all sessions.
• Internet Connectivity: Reliable, high-bandwidth wireless internet access suitable for presentations and hybrid engagement in all meeting and breakout rooms.
• Refreshments: Light refreshments for participants during AM and PM breaks each day.
• Setup and Teardown: Complete room setup, furniture arrangement, A/V installation, reconfiguration between sessions, and post-event teardown for all contracted spaces. The location must be within 0.5 miles of dining facilities due to no authorized rental cars and weather considerations.

Contract & Timeline

• Contract Type: Firm Fixed Price for meeting space rental, A/V, and light refreshments.
• Period of Performance: April 26, 2026 – May 1, 2026.
• Response Due: March 17, 2026, 2:00 PM ET.
• Published Date: February 27, 2026.

Eligibility & Set-Aside

• Set-Aside: Small Business.
• NAICS Code: 721110 (Hotels and Motels) with a size standard of 500 employees.
• Registration: Contractors must be registered in the System for Award Management (SAM) and possess a Unique Entity ID (UEI).

Submission & Evaluation

• Submission Method: Electronic submissions must be emailed to Antoinette Ingram (Antoinette.Ingram@va.gov) and Gerald Liddell (gerald.liddell1@va.gov). Individual emails are limited to 5MB, but multiple emails are permitted.
• Format: Quotes must be readable using Microsoft Office or Adobe PDF. The submission must be divided into three separate PDF documents: Volume One – Technical Submission, Volume Two – Past Performance, and Volume Three – Price. All pages must be numbered.
• Evaluation Factors: Offers will undergo a comparative evaluation based on Technical capability, Past Performance, and Price. Technical and Past Performance combined are considered more important than price. The Government reserves the right to consider factors beyond the lowest price.
• Questions: All questions must be submitted via email to the listed contacts; verbal inquiries will not be addressed.