SOLICITATION NOTICE
99--99 -- Hotel Accommodations, Conference Space, and Hotel Services
- Notice Date
- 12/19/2006
- 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
- 776-07-813
- Response Due
- 1/5/2007
- Archive Date
- 2/4/2007
- Small Business Set-Aside
- N/A
- 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: Pittsburgh, PA. Request for Quotation 776-06-813 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 2005-15 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. In accordance with FAR 52.204-7 ? Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. 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 6-10, 2007 (approximately 350-400 sleeping rooms and required meeting space). The Department of Veterans Affairs, Office of Information National Training and Education Office (OI NT&EO) is sponsoring the OneVA Project Manager Conference 2007. The hotel must accommodate 350-400 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, current menus. 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 101-366) (42U.S. C. 12101 et. Seq.). The hotel facility must accommodate an estimated 350-400 attendees with the following needs: Part A: Hotel Lodging ? 350-400 sleeping rooms for attendees to begin check-in on Sunday, May 6, 2007 with the majority of attendee check out on Thursday, May 10, 2007. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Pittsburgh, PA (currently $100). Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Meeting space shall be provided beginning Monday, May 7, 2007, 6:00 a.m. (space needed Monday for set up and pre-conference meetings) through Thursday, May 10, 2007, 4:00 p.m.-General Session dates/times: Tuesday, May 8, 2007, 7:00 a.m.-Thursday, May 10, 2007, 12:00 p.m. One (1) large meeting room to hold 400+ participants classroom style, 2-3 high intensity data projectors, 2-3 large screens, and wheelchair accessible riser with podium and head table set for 8-10 presenters, and AV technical control area. This room will be used each morning and afternoon. Conference office space: Sunday, May 6, 2007, 6:00 a.m. through Thursday, May 10, 2007, 3:00 p.m.-meeting room to serve as conference office-one (1) meeting room approximately 300-400 square feet. Pre-Conference Sessions: begin Monday, May 7, 2007, 11:00 a.m.-4:30 p.m.-Two (2) large meeting rooms each to fit 100 people classroom style, and audiovisual equipment (large screen, LCD projector, and podium). Registration: Monday, May, 7, 2007, 11:00a-5:00p and Tuesday, May 8, 2007, 7:00a-12:00 p.m. - conference registration area set with two (2)-6? x 30? tables. Registration area will need to have Internet access. Reception: Monday, May 7, 2007, 5:00 p.m.-7:00 p.m.-a private open area for a reception set with cocktail tables set for 150-200 and food/beverage tables. A podium with sound system may be used for award acknowledgements in this area. Possible Exhibit Area: Monday, May 7, 2007, 8:00 a.m.-Wednesday, May 9, 2007, 5:00 p.m.-One (1) large area to accommodate approximately 10 tabletop posters and space for 250 attendees to move about (this area can be near the registration area). Breakout Rooms: Tuesday, May 8, 2007, 7:00 a.m.-Wednesday, May 9, 2007, 5:00 p.m.-Three (3) breakout rooms to accommodate 80-90 people classroom style and audiovisual equipment; Two (2) breakout rooms to accommodate 50-60 people classroom style and audiovisual equipment; and, Two (2) breakout rooms to accommodate 30-40 people classroom style and audiovisual equipment. Part C: Food and Beverage: Anticipate PM break Monday, AM and PM breaks Tuesday and Wednesday; and AM break for Thursday; and a reception on Monday evening. Please provide menus and price list. Part D: Other requirements and concessions: Variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks); complimentary amenities for planning committee members-approximately 16; twelve (12) VIP upgrades at the government rate; 1 one-bedroom suite (separate parlor/sitting area) at the government rate; complimentary light refreshments for reception and/or AM/PM breaks. 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, food and beverage/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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is 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.) 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://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (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) experience with large conferences; 3) location, 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. 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; 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); if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4) apply; 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 proposal, and hotel contract to Georgene Granfors, Event Manager/Contracting Officer, OI NT&EO (196E), 10000 Brecksville Road, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-740-2372, email: georgene.granfors@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is January 5, 2007, 12:00 p.m. ET.
- Record
- SN01199416-W 20061221/061220094845 (fbodaily.com)
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