SOLICITATION NOTICE
V--V -- Conference Space Rental & Hotel Services
- Notice Date
- 2/28/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (00D), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-06-H221
- Response Due
- 3/10/2006
- Archive Date
- 4/9/2006
- Small Business Set-Aside
- N/A
- Description
- 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 Orlando, FL. Request for Proposal 777-06-H221 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, will be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. (This is not a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-05 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 9-11, 2006 (approximately 150 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of National Women Veterans Health Program. The hotel shall accommodate 120 sleeping rooms (based on the timeframe), shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Government Per Diem rate of $83.00 for the Orlando, FL area. A response to requirements listed below shall be submitted on letterhead and shall 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, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, AV equipment, 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 and the Central Contractor Registration website (www.ccr.gov). 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. 12101 et. Seq.). Please note that the Program Manager for this conference is handicapped and uses a motorized scooter to get around the hotel; conference rooms and sleeping room. The hotel facility shall accommodate an estimated 175 attendees with the following needs: Part A: Hotel Lodging- (1a) 30 sleeping rooms ? approximately 30 participants will check in on Monday, May 8, 2006, checking out on Friday, May 11, 2006. (1b) 120 sleeping rooms ? approximately 120 participants will check in on Tuesday, May 9, 2006 (approximately 75% of attendees) checking out on Friday, May 12, 2006 and Saturday, May 13, 2006 (25% attendees). Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: One (1) Breakout Room needed Tuesday, 5/9/06 at 8:00am ? 5:00pm (must be on 24-hour basis) to accommodate 30 ppl. in Rounds of 6 (a minimum of 600 square feet); One (1) General Session Meeting Room needed on Wednesday, 5/10/06 at 8:00am ? Thursday, 5/1/06 ending at 5:00pm (must be on 24-hr basis) to accommodate 175 ppl. in Classroom style seating (30? tables), without pillars and 12-ft. or greater ceiling (a minimum of 2200 square feet); Set up for General Session Room on Wednesday, 5/10/06 at 6:00 a.m.; Head Table for faculty materials off to side of room and Standing Lectern in the front of the General Session room with plenty of room for audiovisual equipment. Registration Area to be set-up outside General Session Room (Four) 4-6?skirted tables with (four) 4-chairs and (two) 2-waste baskets), beginning at 8:00 am on Wednesday, 5/10/06 and ending at 5:00 pm on Thursday, 5/11/06 (must be on 24-hour basis). Two (2) Breakout Rooms needed for Wednesday, 5/10/06 from 8:00 am ? 5:00 pm (must be on 24-hour basis) to accommodate 60 ppl. each room in Rounds of 6 (a minimum of 950 square feet); One (1) Breakout Room (Poster Exhibit Room) needed for Wednesday, 5/10/06 from 12:00 pm (for poster set up) to 10:00pm (poster board tear down) to accommodate twenty-five (25) 4X8 Poster Boards and 175 ppl with several small tables with chairs and seven (7) cocktail tables throughout the room (a minimum of 3000 square feet) and two (2) chairs placed by each of the poster boards; A Welcome Reception will be held on Wednesday, 5/10/06 for approximately 175 ppl. from 5:30pm-7:30 pm. Part C: Anticipate light refreshments for morning and afternoon breaks for approximately 30ppl on Tuesday, 5/9/06 and for approximately 120 ppl. on Wednesday, 5/10/06 ? Thursday, 5/11/06, please provide menus. Part D: 1. Other requirements; variety of restaurants and shops within walking distance (not to exceed 5 normal blocks) in a safe area. Proposal must indicate whether the hotel agree to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. 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). VA reserves the right to conduct an on-site inspection of offered facilities. 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 offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: FAR 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); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: Item 1. Size, quality of services, and accommodations. Item 2. Location. Item 3. Experience with large conferences, and Item. 4. Price, cost for accommodations, services, cancellation fee, attrition and refreshments. Size, quality of services, accommodations, location and experience with large conferences, when combined are more important than price); FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; In accordance with FAR 52.204.7 ? Central Contractor Registration (Oct. 2003); by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award of any contract: contractors register in the Central Contractor Registration (CCR) database at http://www.ccr.gov; FAR 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; FAR 232-10 Availability of Funds for the Next Fiscal; 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Susie L. Riedthaler, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 550 Foothill Drive, Suite 100, Salt Lake City, UT, 84113 . Phone 801-924-6842, Fax 801-924-6806 or 6811, or email Susie.Riedthaler@LRN.VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, March 10, 2006 at 2pm CT
- Record
- SN00996075-W 20060302/060228212301 (fbodaily.com)
- Source
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