SOLICITATION NOTICE
V--V -- CONFERENCE SPACE AND HOTEL SERVICES
- Notice Date
- 3/27/2006
- 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-H012
- Response Due
- 4/3/2006
- Archive Date
- 5/3/2006
- 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 Portland, OR.) Request for Proposal 777-06-H012 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. 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 2005-08 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 September 6 ? September 8, 2006 (approximately 125 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 Mental Health, Best Practices. The hotel shall accommodate 125 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 or lower for selected area. A response to requirements listed below shall be submitted on hotel 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.). The hotel facility shall accommodate an estimated 200 attendees with the following needs: Part A: Hotel Lodging- (1a) 125 sleeping rooms ? 60 participants will check in on Tuesday, September 5, 2006, checking out on Friday, September 8, 2006; 65 participants will check-in on Wednesday, September 6, 2006, checking out on Friday, September 8. 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) Meeting Space: One (1) General Session Meeting Room needed Thursday, September 7 ? Friday, September 8, 2006 (must be on 24-hr basis) to accommodate 200 people set in round seating, without pillars and 12 ft or greater ceiling; Set up for General Session Room will start on Wednesday, September 6, 2006 at 6:00PM; room must be large enough to accommodate 200 people set in rounds with crescent seating of 6 to 7 per table; a Raiser, a head table for 4 people and standing lectern in the front of the General Session room with plenty of room for audiovisual equipment (rear screen projection anticipated). Registration to be set-up outside or in close proximity of the General Session meeting room (beginning at 7:00am on Wednesday, September 6, 2006 and ending at 4:30PM on Friday, September 8, 2006 (must be on 24-hour basis and area large enough to accommodate registration tables (4 six feet tables set U-shaped ) and anticipated refreshment breaks. One (1) secured Breakout Room for office/meeting materials on Wednesday, September 6 ? Friday September 8, 2006 (on 24-hr basis); Two Breakout Rooms needed Wednesday, September 6, 2006, one to accommodate 30 people each set classroom style and one to accommodate 75 people set classroom style. One Poster Session room needed Thursday, September 7 ? Friday, September 8, 2006 to accommodate free standing and/or table top Displays (number of displays to be determined at later date) Part C: Anticipate light refreshments for morning and afternoon breaks for 150 to 200 people on Wednesday, September 6 ? Friday, September 8, 2006 (please provide menus.) The Department of Veterans Affairs Procurement Policy will not guarantee a minimum amount of food and beverage revenue. Part D: 1. Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. Proposal must indicate whether the hotel agrees 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. Note: Federal Government reserves the right to hire an outside AV company without any penalties incurred as part of the Fair Practice Procurement regulations. 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; 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. FAR 52. 232-18 is incorporated by reference Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 950 22nd Street North, Suite 500, Birmingham, AL 35203 . Phone 205-731-1812 x-321, Fax 205-731-0320, or email linda.starks1@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Monday, April 3, 2006 at 4:00pm CST
- Record
- SN01015336-W 20060329/060327211837 (fbodaily.com)
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