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V--V -- Conference Space Rental & Hotel Services

Notice Date
Notice Type
Solicitation Notice
Contracting Office
Attn: Department of Veterans Affairs Austin Automation Center, (00D), 1615 Woodward Street, Austin, Texas 78772
ZIP Code
Solicitation Number
Response Due
Archive Date
Small Business Set-Aside
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 Phoenix, Arizona. Request for Proposal 777-06-H107 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 FAR provisions and clauses in effect through FAC 2005-06 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6 million. The BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is March 14-15, 2006 (approximately 190 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference on Advanced Clinical Access in Business Practice. The hotel must accommodate approximately 190 sleeping room nights (based on 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 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 technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, and menus. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror?s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). In accordance with FAR 52.204-7? Central Contract Registration (Oct 203), contractors are required to register in the Central Contract Registration (CCR) database http://www.ccr.gov prior to award of any contract. The hotel facility must accommodate attendees with the following needs: Part A: Hotel Lodging 3/13/06 95 sleeping rooms, 3/14/06 95 sleeping rooms. Rooms must be individual/private ?sleeping rooms with toilet facilities at the FY06 government per diem rate for Phoenix ($127). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space ? (1) (a) Office/storage room large enough for small meetings plus storage for conference materials must be available 3/13/06 through approximately 3pm on 3/15/06. (b) Registration will be held on 3/14/06 from 6:00am ? 8am and should be set up outside general session room (three (3) 6? skirted tables, four (4) chairs, two (2) skirted tables against wall for materials and two (2) waste baskets). Registration area to remain the same 3/14/06 through 3/15/06. (2) Meeting Space for 3/14/06 through 3/15/06: (a) GENERAL SESSION room to accommodate 95 ppl, set up in rounds, 5 ppl per table, additionally need raised platform with podium/microphone and table with seating for five (5). Room must be large enough to accommodate rear screen projection and must be available for setup no later than 12:00pm on 3/13/06 and held on a 24-hour basis through the end of the conference. (b) Two (2) breakout rooms to accommodate 40 ppl, set up in rounds. Rooms must be available for set up on 3/13/06 and held on a 24-hour basis through 2:00pm on 3/15/06. Part C: Light refreshments for morning and afternoon breaks may be required 3/14/06-3/15/06. Please provide menus and prices. Part D: 1. Other Requirements: variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area or there should be easily accessible transportation to restaurants. Proposal must indicate whether the hotels agrees to the right of VA to use an audio visual vendor of its choice and whether there is a cost incurred for connection to hotel PA system with use of outside equipment. All proposals submitted in response to 777-06-H106 should remain valid for thirty (30) days to accommodate possible legal and technical reviews. 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 separately from the technical proposal and 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 and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Any offeror who 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://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 (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 40%. 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representation 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 Kimberley Kapica, Event Manager/Contracting Officer, EES (00E), 5901 E. 7th Street, Long Beach, CA 90822. Phone: (562) 826-5505, ext. 2334, FAX: (562) 826-5453 or (562) 826-5785; email: Kimberley.kapica@LRN.VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, December 13, 2005, 3:00p.m. Pacific Standard Time. Point of Contact: Point of Contact ? Kimberley Kapica, Event Manager, Ph: (562) 826-5505 ext. 2334 Fax: (562) 826-5453 or (562) 826-5785, Contacting Officer ? Kimberley Kapica, Event Manager, Ph. (562) 826-5505 ext. 2334, Fx. (562) 826-5453 or (562) 826-5785 Email your questions to Kimberley Kapica at kimberley.kapica@lrn.va.gov
SN00943590-W 20051204/051202211855 (fbodaily.com)
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