SOLICITATION NOTICE
V--V -- CONFERENCE SPACE RENTAL AND RELATED SERVICES
- Notice Date
- 2/12/2007
- 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
- 777-07-H501
- Response Due
- 2/16/2007
- Archive Date
- 3/18/2007
- 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 in Chicago, IL. Request for Proposal 777-07-H501 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 2005-14 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 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 April 24-27 (approximately 365 sleeping room nights and the required meeting space must be housed in the same facility). Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of Patient Safety. The hotel shall accommodate 365 sleeping room nights (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 Federal Government Per diem rate or lower for Chicago ($138). 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 365 total attendees with the following needs: Part A: Hotel Lodging- (1a) Monday, April 23, 65 sleeping rooms; Tuesday, April 24, 115 sleeping rooms; Wednesday, April 25, 115 sleeping rooms; Thursday, April 26, 65 sleeping rooms; Friday, April 27, 5 sleeping rooms. Some rooms may be needed pre and post conference dates. 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: General session room #1 needed Monday, April 23 through Friday, April 27, (must be on 24 hour hold) to accommodate 75 people set in crescent rounds 6 per table, without pillars and 15 ft or greater ceiling. Room must be large enough to accommodate crescent seating, rear screen projection, and 6-8 skirted display tables in back of room. Set up for General Session will start on Monday, April 23, 2007 approximately 12:00 noon. General Session room #2 is needed Wednesday, April 25 (must be on 24 hold) to accommodate 60 people set in crescent rounds 6 per tables, without pillars and 12 ft or greater ceiling. Room must be large enough to accommodate crescent seating and 6-8 skirted tables in the rear perimeter of room for table top displays. Set up for General Session #2 will start on Tuesday, April 24 approximately 12:00 noon. Two (2) Breakout Rooms to accommodate 35-40 people each in crescent rounds of 6 per table are needed Wednesday, April 25 and Thursday April 26, 2007 (must be on 24 hold.). Registration area for General Sessions #1 and 2 are to be set-up outside or in close proximity of the General Session meeting rooms (beginning at 12:00 noon Monday, April 23, 2007 and ending at 5:00 pm on Friday, April 27, 2007. One (1) secured Room to be used for storage (close to general session rooms) of materials from Monday, April 23 through Friday, January 26, 2007 (must be held on 24-hr basis); Part C: Anticipate light refreshments for morning and afternoon breaks for numbers of people indicated each day above. Please provide menus. 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 agree to the right of VA 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 232-19, 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. Availability of Funds During a Continuing Resolution: Funds are not presently available for performance under this contract beyond February 15, 2007. The Government's obligation for performance of this contract beyond the date identified above is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond February 15, 2007, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Barbara Gamble, 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-301, Fax 205-731-1821, or email barbara.gamble@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, February 16, 2007.
- Record
- SN01230442-W 20070214/070212220408 (fbodaily.com)
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