Request for Bids - Hosting Venue for the Central Virginia Regional Housing Partnership 2025 Regional Housing Summit

Sep 16, 2026

Thomas Jefferson Planning District Commission (TJPDC) seeks qualified venues in Charlottesville, VA to host the 2025 Regional Housing Summit for the Central Virginia Regional Housing Partnership (CVRHP). The one-day event is scheduled for March 2025 (8:30 a.m.–4:00 p.m.) and is expected to draw over 200 attendees requiring bus access and two meals. Bidders must provide venue capacity, transportation access, breakfast and lunch with dietary accommodations, A/V equipment and technical support, adequate parking, and ADA-compliant accessibility, with bids due July 26, 2024 and contact details for inquiries.

LanguageEnglish

CategoryLetters

FormatPDF

Pages12

Reading Time4 min

AccessFree to download

1. Introduction

2. Scope of Services

3. Event Details

4. Submission Requirements

5. Evaluation Criteria

6. Submission Instructions

7. Deadline for Submission

8. Inquiries

9. Terms and Conditions

10. Legal Requirements

Request for Bids (RFB) for Hosting Venue for the Central Virginia Regional Housing Partnership 2025 Regional Housing Summit | 1. Introduction | | --- | | The Thomas JeƯerson Planning District Commission (TJPDC) is seeking bids from qualiﬁed venues to host the 2025 Regional Housing Summit in Charlottesville, VA, hosted by the Central Virginia Regional Housing Partnership (CVRHP) . This event is expected to draw over 200 attendees and will require bus access and two meals. The summit aims to bring together housing professionals, policymakers, housing developers, and community leaders to discuss and address housing issues in the region. The event will be held in one day, and is expected to begin at 8:30 a.m. and be
completed by 4:00 p. m. on a Friday in March of 2025. | | 2. Scope of Services | | The successful bidder will provide a venue and associated services for the 2025 Regional Housing Summit. The services required include:
􀂃 A venue in Charlottesville, VA, capable of accommodating over 200 attendees.
􀂃 Public transportation access for ease of attendee transportation.
􀂃 Provision of two meals (breakfast and lunch) .
􀂃 Availability of audio-visual equipment and technical support.
􀂃 Adequate parking facilities.
􀂃 Accessibility features compliant with the Americans with Disabilities Act (ADA) . | | 3. Event Details | Date: February or March of 2025 Location: Charlottesville, VA and the surrounding area Attendees: Over 200 Meals: Breakfast and lunch Transportation: Bus access required | 4. Submission Requirements | | --- | | Interested bidders must submit the following information:
Venue Information
􀂃 Name and address of the venue.
􀂃 Capacity and layout options for hosting over 200 attendees.
􀂃 Details on bus access and parking facilities.
􀂃 Accessibility features of the venue.
􀂃 Audio-visual equipment and technical support available.
Catering Services
􀂃 Menu options for breakfast and lunch.
􀂃 Pricing per meal per attendee.
􀂃 Capability to accommodate dietary restrictions and preferences.
Cost Proposal
􀂃 Detailed cost breakdown for venue rental, meals, A/V support, and any additional services.
􀂃 Any discounts or promotional oƯers available.
Experience and References
􀂃 Experience in hosting similar events.
􀂃 At least two references from past clients.
Compliance
􀂃 Conﬁrmation of compliance with all local, state, and federal regulations. | | 5. Evaluation Criteria | | Bids will be evaluated based on the following criteria:
􀂃 Capacity and suitability of the venue.
􀂃 Quality and variety of meal options.
􀂃 Overall cost.
􀂃 Experience in hosting similar events.
􀂃 References and reputation.
􀂃 Compliance with ADA and other relevant regulations. | | 6. Submission Instructions | All bids must be submitted by July 26, 2024 to the following address: Thomas JeƯerson Planning District Commission Attn: Laurie Jean Talun 401 E. Water St Charlottesville, VA 22902 Alternatively, electronic submissions can be sent to: [ljtalun@tjpdc.org](ljtalun@tjpdc.org) | 7. Deadline for Submission | | --- | | All bids must be received by noon on July 26, 2024. | | 8. Inquiries | | For any questions or additional information, please contact:
Laurie Jean Talun
Regional Program Manager
Regional Housing Authority
[ljtalun@tjpdc.org](ljtalun@tjpdc.org) | | 9. Terms and Conditions | | TJPDC reserves the right to accept or reject any or all bids, in whole or in part, and to waive any informalities or irregularities in the bid process.
TJPDC is not responsible for any costs incurred by bidders in preparing and submitting bids. Any contractor or subcontractor must abide by the Terms and Conditions that will be incorporated into all contracts, template attached.
General Assurance:
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the recipient hereby give

FAQs

What event does this Request for Bids cover, and where will it take place?

TJPDC is requesting bids to host the 2025 Regional Housing Summit in Charlottesville, VA, organized by CVRHP.

What services must the selected venue provide?

The successful bidder must provide a Charlottesville venue for 200+ attendees, bus/public transportation access, two meals (breakfast and lunch), audio-visual equipment and technical support, adequate parking, and ADA-compliant accessibility.

When are bids due and where should they be submitted?

Bids must be received by noon on July 26, 2024. Submissions are sent to TJPDC at 401 E. Water St, Charlottesville, VA 22902 (Attn: Laurie Jean Talun) or via email to ljtalun@tjpdc.org.

Sep 16, 2026

Upload by Felix Montgomery