SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space, and Hotel Services
- Notice Date
- 8/25/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Office of Information Service Center, Cleveland Business Center, (19A), 10000 Brecksville Road, Brecksville, Ohio 44141
- ZIP Code
- 44141
- Solicitation Number
- 776-03-H0135
- Response Due
- 9/11/2003
- Archive Date
- 10/11/2003
- Point of Contact
- Point of Contact - Georgene Granfors, Event Manager, (440) 526-3030 ext. 6105, Contracting Officer - Chris Clark, Contract Specialist, (440) 746-2184
- E-Mail Address
-
Email your questions to Chris Clark
(chris.clark@med.va.gov)
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services located in the geographic area including the surrounding suburbs: Dallas, TX. Request for Quotation 776-03-H0135 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-14 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6 million. This BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is May 22-28, 2004 (approximately 1400 sleeping rooms, and required meeting space). The Department of Veterans Affairs, Office of Information National Training and Education Office (OI NT&EO) is sponsoring a training conference on the topic of Computerized Patient Record System (CPRS). The hotel must accommodate 1400 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within the stated Government Per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). The hotel facility must accommodate an estimated 1400 attendees with the following needs: Part A: Hotel Lodging - (1) 1300-1400 sleeping rooms for check-in to begin with staff on 05/21/04, the majority of attendees to check-in on May 23, 2004, with checkout on May 28, 2003 (approximately 20% of the reserved rooms will check out on May 29, 2004). Rooms must be individual/private-sleeping rooms with toilet facilities at Prevailing Government Per Diem Rate. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space (approximately 14 substantial size meeting rooms needed)-All meeting space will need to be on 24-hold; meeting rooms used for Computer Breakout sessions-installation will begin on Saturday morning, May 22, 2004; meeting space needs are based on past conference use, additional meeting space may be needed. General Session Meeting Room to accommodate 1400 ppl and complex set up of audiovisual equipment, classroom seating (aisles settings will depend on the room airwalls/divisions); the room will also be used as breakout rooms throughout the week of May 23-28, 2003; A large stage may need to be set so when the airwalls are pulled to divide the room, the stage will also divide. A section or two of this room may also be used as the computer training rooms as stated below. (2) In addition to the general session/breakout room(s), five (5) large meeting rooms (ranging from at least 500 square feet to approximately 9000 square feet) to hold 40-150 laptop computers with extended keyboards and mice (2 computers per 8_ x 30_ table) with 2-4 people per table (80-300 people), Monday-Thursday, May 24-27, and possibly one or two of these rooms will be used on Friday for optional training sessions. (3) four-six (4-6) breakout rooms (ranging from 500-9000 square feet) set classroom style, to accommodate approximately 200-500 participants, Monday-Thursday, May 24-27, 2004. (4) Three to five (3-5) rooms approximately 750-1200 square feet will be needed Friday through Friday, May 21-28, 2003, on a 24-hour hold to serve as an office/storage area, network room, a website room, 2-3 faculty ready rooms, and two storage rooms. (5) Exhibit area at least 15,000-20,000 square feet is required for poster session and reception for approximately 3-4 days. Days of the week are flexible for this room. (6) All meeting rooms will need to have permanent network connections with T1 connectivity; connections terminated on a router and distributed to each meeting room via Cat 5 cabling, to support Ethernet LAN connections. (7) Two large open areas to hold two separate registrations, Sunday late afternoon/evening May 23, 2004, Monday, May 24, 2004, and, Tuesday morning, May 25, 2004, to accommodate possibly 1000 people at any given time. Part C: Light refreshments for morning and afternoon breaks may be required May 23-28, 2004. And, one evening networking/training session to include hors d_oeuvres may be required. Evening training session day to be determined at a later date. Part D: 1.Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals, hotel contract and descriptive literature. The technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror's services as a prime contractor in order to be considered a complete technical proposal. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address (es): http://www.arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations; 2. Location; 3. Experience with large conferences, and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price; 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer; 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes on Executive Orders Commercial Items and in accordance with FAR 12.603(c )(2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); FAR 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Georgene Granfors, Event Manager, OI NT&EO, 10000 Brecksville Road, Brecksville, OH 44141. 440-526-3030 x6105, FAX 440-838-6059, Email: georgene.granfors@med.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is 09/11/2003 12:00PM EST.
- Web Link
-
RFP 776-03-H0135
(http://www.bos.oamm.va.gov/solicitation?number=776-03-H0135)
- Record
- SN00411303-W 20030827/030825213423 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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