Specifications include, but are not limited to: Facility Requirements: The Contractor shall: Be Americans with Disabilities (ADA) Compliant. Be handicapped accessible; all meeting, lodging, and dining areas. Any areas that are not handicapped accessible must be identified in the proposal. Be in full compliance with 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. Be located in the Richmond Metropolitan Area; i.e. Richmond City, Henrico County, Chesterfield County. Be well-lit at night and secure around the premises. It is DBHDS’s preference that the awarded contractor’s facility: Be a “Virginia Green” certified facility. For more information visit https://www.virginia.org/green. Have a fitness center and business center available for DBHDS guests to use, at no additional charge. Have adequate and free on-site parking. 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). Be furnished with a microwave, iron, coffee machine and refrigerator in each lodging room. Have an elevator, in working condition that is accessible from all floors. Have easy access to the meeting room areas for unloading and loading equipment. Have the American and Virginia state flags stationary in all meeting rooms that will be used by DBHDS. Be able to provide signage directing DBHDS attendees to the meeting room locations. Lodging Services: The Contractor shall: Provide lodging; check-in on September 9, 2024, and check-out on September 13, 2024. Be capable of blocking and providing a minimum of 30 rooms each night for DBHDS guests. Offer lodging not to exceed the Commonwealth of Virginia’s current lodging per diem rates, not including taxes. Allow direct billing; each DBHDS guest will be responsible for making his/her/their reservation. The exception will be two (2) room reservation for the Trainer to be included in the master bill to DBHDS. The guests will be made known to the Contractor in advance. DBHDS will only be liable for the room and tax for the Trainers lodging reservations. Other charges incurred by the Trainers will be his or her responsibility. Allow reservations to be charged using American Express, Visa, or Mastercard credit cards at minimum. Provide lodging rooms with single and double bed options. It is DBHDS’s preference that the awarded contractor: Provide DBHDS with a reservation/confirmation number that guests will use to reference when they make reservations. Provide DBHDS with the beginning and ending dates that guests can reserve blocked rooms. After the ending date, any unblocked rooms may be released. Keep track of all lodging rooms reserved for DBHDS’s guests and provide DBHDS with a list of the reservations upon request. The Contractor must allow and keep record of any name changes. Allow cancellation, at no additional charges, until 6 PM on the day of check-in. Have complimentary WiFi in each lodging room and in the conference meeting space. Have the option for express check-in and check-out. The Purchasing Agency will: Not be responsible for any damages caused by DBHDS guests. Not be responsible for any charges incurred by DBHDS guests: i.e. room charges such as room service, alcoholic beverages, pay-per-view television. Not be responsible for any unoccupied blocked rooms. Meeting Room Accommodations/AV Services: The Contractor shall: provide one (1) meeting room on September 11-12, 2024. Be available exclusively to DBHDS from 7 AM on September 11, 2024 to 6 PM on September 12, 2024. Be set up with enough tables and chairs to comfortably seat 110 people, at minimum. Set up one (1) head table to comfortably seat 6 people, panelist style. Have tablecloths on all tables. Have a podium and/or lectern with a microphone in front of the room. Have two (2) lavalier or other hands-free microphones. Have an overhead projector and screen in the front of the room. Provide one (1) laptop for September 11, 2024, through September 12, 2024. Have a rectangular six-foot (6’) table outside of the main meeting room with chairs, a nearby waste basket for registration purposes, and an additional six-foot (6’) work table set up behind the chairs. Be secured at night and not used by anyone other than DBHDS during the training
