SAM #OIG-26-000003

Venue, Meeting Rooms, A/V, and Refreshments for VA OIG Operational Planning Meeting in Houston, TX

The Department of Veterans Affairs, Office of Inspector General, Office of Audits & Evaluations (QAE) is seeking a venue and related services in Houston, TX for its FY26 Operational Planning Meeting. - Government Buyer: - Department of Veterans Affairs (VA), Office of Inspector General (OIG), Office of Audits & Evaluations (QAE) - OEMs and Vendors: - No specific OEMs or vendors are named in the notice - Products/Services Requested: - Venue rental for seven rooms: - General session room for at least 106 attendees - Five breakout rooms for at least 25 attendees each - Quiet room for approximately 10 people - A/V packages for all rooms: - Podiums, lavalier and handheld wireless microphones, presentation screens - High-reliability Wi-Fi - Capability for virtual attendees - Light refreshments for AM and PM breaks (Monday–Thursday): - Coffee/tea, water, and standard break items - Room block for 106 attendees at government per diem rate (individual booking/payment) - Unique/Notable Requirements: - Venue must be within 0.5 miles of dining establishments in the Galleria area - All rooms must be accessible for individuals with mobility issues - Not a request for quote at this time; no specific products or part numbers listed

Description

The  Office of Inspector General, Office of Audits & Evaluations (QAE) plans to have a conference and meeting in Houston, TX It is their FY26 Operational Planning Meeting scheduled  August 23 – 28, 2026.

Minimum Venue & Room Specifications:

· General Session: 1 room, classroom style, ≥106 attendees; wide layout to maintain sightlines for the back of room.

· Breakouts: 5 rooms (airwalls acceptable), ≥25 attendees each.

· Quiet Room: 1 room, ≈10 people, no A/V required (optional if at no charge).

· Total Rooms Needed: 7.

A/V and Connectivity:

· A/V packages for all rooms, with capability to accommodate virtual attendees.

· General Session: Mainstage podium; 2 lavalier mics; 4 handheld wireless mics; ≥2 screens (final count based on layout).

· Breakouts: Podium; 1 lavalier mic; 2 handheld wireless mics; 1 presentation screen each.

· High-reliability Wi-Fi coverage in all rooms.

Light Refreshments:

· AM & PM 30-minute breaks, Monday–Thursday (meeting days). Include coffee/tea, water, and standard light break items; offer pricing tiers and service fees.

Event Location:

Locations with criteria set is to ensure walkability for individuals that may have mobility issues and not being authorized a rental car. 

· Houston, TX, within 0.5 miles from dining establishments in the Galleria area

Room Block:

· Room block for 106 attendees at the government per diem rate. Note: Attendees will be booking and paying for their rooms individually with their own government travel card.

Additional Information:

This is not a request for quote at this time 

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