Q518--523-25-3-3137-0021: VA New England 2025 Adaptive Sports Clinics Contract

The Department of Veterans Affairs intends to award a firm-fixed contract to provide event planning services for the VA New England Adaptive Sports Clinics. The contract requires the vendor to provide complete, wholistic event coordination for lodging, meals, opening and closing ceremony setup, and all other physical, on-site liaison coordination. The vendor must have an established track record with the adaptive sports program manager, hotel management, and staff, and most importantly, the Veterans who participate. The vendor must also ensure that all available ADA compliance or mobility compliant rooms are included in the reservation block for potential clinic use. Key responsibilities include: • Providing adequate conference room space to accommodate up to 150 participants with wheelchair access and ADA accessibility • Coordinating with the hotel directly to provide catered breakfasts and dinners and contingency lunches for volunteer personnel • Ensuring that all pre-arrangements for lodging and meals on-site are directly coordinated with the hotels • Providing on-site, direct hotel coordination and trouble shooting during the entirety of the events in summer • Ensuring that room rates do not exceed the max lodging per diem rates for the locations and time periods in which each clinic will take place.