SOLICITATION NOTICE
V -- VA NAC 2007 Industry Conference
- Notice Date
- 2/12/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- Department of Veterans Affairs;OA&MM / National Acquisition Center;Building 37;1st Avenue, One Block North of Cermak;Hines IL 60141
- ZIP Code
- 60141
- Solicitation Number
- VA-797-07-RP-0043
- Response Due
- 3/7/2007
- Archive Date
- 4/6/2007
- Description
- Synopsis/Solicitation 797-07-HB01 for Hotel/convention site Services 1. General Information Document Type: Combine Synopsis/Solicitation Solicitation Number: 797-07-HB01 Posted Date: 2/12/2007 Provide Proposal by: 3/7/2007 Classification Code:V -- Transportation, Travel, & Relocation Services Small Business Set Aside: N/A NAICS: 721110 2. Contracting Office Address Department of Veterans Affairs, National Acquisition Center, P.O. Box 76, Bldg 37, Hines Illinois, 60141. POC: John Eldridge, Contracting Officer Phone # 708-786-5185. 3. Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The resultant contract will be a Firm Fixed Price for hotel and convention site location for the Department of Veterans Affairs' (VA) 2007 Industry Conference. The facility must be located within the immediate vicinity of O'Hare Airport, Chicago, Illinois. (Note: This is not a solicitation for Event Planning Services.) This announcement/solicitation incorporates provisions and clauses in effect through FAR FAC 2001-25 and VAAR 97-10. It is solicited unrestricted and constitutes the only bid document that will be issued. The conference will be conducted during the 2nd or 3rd week of October 2007, requiring 1.5 days. The preference dates for the conference are October 17-18, 2007; one full day on Wednesday 10-17-07 and a half day on Thursday10-18-07. However, the VA NAC will entertain offers with alternative weekdays as long as they are consecutive (1.5 days) and fall into the above 2 week timeframe. This 1.5 day Federal government industry conference would require 1-3 night stay at conference hotel and/or surrounding hotels for presenters and participants. Conference and hotel facilities must be co-located. Conference days are expected to begin at 8 a.m. local time and conclude around 3 p.m. on the first day and 8 a.m. to 12 noon local time on the second day. Approximately 600-800 attendees are expected. Space is required for registration booth for each day of conference. Space is also required for an initial plenary session that can hold the total attendees for a period of 60 - 90 minutes. Beyond the plenary session and throughout the conference timeframe, space is required for five simultaneous break-out sessions lasting between 60 - 90 minute intervals. Although the amount of participants may vary within each break-out session (75, 100, 150, etc.), meeting rooms must be able to accommodate up to 400 participants. Additionally, one meeting room must be provided to facilitate 3 standard 10 x 10 booths with space for a meet and greet session. On-site lunch accommodations must be available with variety to serve 350 or more patrons within 90 minutes. 4. Technical and Price Proposal Submittal Provide a combined Technical and Price proposal that addresses the requirements listed in parts A through D below: Part A Hotel Lodging Accommodations Hotel Lodging- estimate 350 sleeping rooms during timeframe of 10/16 through 10/17/05 at the current government per diem rate or less. It is believed the vast majority of tenants will check out on the morning of 10/18/05 (the last day of the conference). However, hotel rates must be the same during the conference, one day before the conference, and one day after the conference. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for hotel rooms shall be the sole responsibility of each participant, to include no-show fees. Location must be 508 compliant (handicap accessible) and be listed on the USFA Hotel and Motel National Master List. The 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. Also, the hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) and (42 U.S.C. 12101). Part B Meeting Space Requirements The General Session meeting room for the Plenary shall be able to host 600-800 attendees. This facility will be held on a 24 hours basis starting with set-up for room and Audio Visual (AV) equipment on the day before the event beginning at 8:00 a.m. through the following day at 1:00 pm. This room will include a front projection screen plus other audiovisuals with a lighted podium and have 2 draped head tables beside the podium on a low stage riser with steps and a safety handrail. This room shall have at a minimum one house desk phone and three large trash cans. The Breakout areas will consist of 5 session rooms each with AV equipment requirements with a front screen projection. Head Tables shall be skirted to seat 4 per table. Availability and set-up for these rooms begins at 3:00 pm on the day before the event. In addition to standard set-up accommodations, each meeting room shall have at a minimum of one in-house desk phone and one large trash can. It is expected that based on the number of night rooms filled, subject conference spaces can be rendered at little or no cost to government. Submit your price list with a sliding scale for night rooms filled that predicates the reduction of cost for conference space. Also provide your pricing for the aforementioned audio-visual equipment (if it is an extra cost), and other items noted in the 'Instruction to Offerors' section. Part C Light Refreshments Light refreshments will be provided for morning and afternoon breaks; (e.g., October 17, 2007 morning and afternoon break, and October 18, 2007 morning break). Submit your price list for light refreshments to include assorted breakfast breads, pasty, coffee, tea and water. Part D On-site Lunch Arrangements On-site lunch accommodations must be available with variety to serve 350 or more patrons within 90 minutes. Submit your price list for three alternatives lunch package deals. Lunch cost will be the responsibility of each conference attendees. 5. Instructions to Offeror: a. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting a combined Technical and Price proposal, along with two references for past performance within the last two years; FAR 52.212-3 Reps and Certs, and hotel medium (with any descriptive literature on meeting room space, diagrams and square footage). Any offer that does not meet the solicitation requirements will be rejected as non-responsive. b. Proposals will be evaluated for price, location, services and accommodations and past performance. Price includes lodging, light refreshments, lunch, parking, and electronics rental. Location considers the proximity to O'Hare airport. Services and accommodations include space size, lunch capabilities, shuttle frequency, incentives for meeting room fill-rate goals; and related resources. Past Performance includes satisfactory performance on other accounts that showcase experience with large conferences. c. A response to all requirements in item nbr. 4, parts A through D shall be submitted on company letterhead and signed by an official that is authorized to commit the company. Note: VA reserves the right to conduct an on-site inspection of offered facilities. A separate written solicitation document will not be issued. 6. Contract Clauses, Representations and Certifications The following Federal Acquisition Regulations (FAR) clauses apply: 52.212-1 Instructions to Offerors -Commercial Items 52.252-2 Evaluation-Commercial Items 52.212-3 Offeror Representations and Certifications-Commercial Items 52.212-4 Contract Terms and Condition--Commercial Items 52.212-5 Contract Terms and conditions Required to Implement Statutes or 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) 52.232-18 Availability of Funds The following Veterans Affairs Acquisition Regulations (VAAR) clauses apply: 852.270-4 Commercial Advertising 852.237-70 Contractor Responsibilities 852.270-1 Representatives of Contracting Officers Note: This solicitation incorporates one or more clauses by reference with the same force and effect as if they were given in full text. The full text of a FAR and VAAR clauses may be accessed electronically at http://www.arnet.gov/far and http://www1.va.gov/oamm/vaar, respectively. (Upon request, the Contracting Officer can make available the full text of a clause.) Offerors must include a completed copy of Offeror Representations and Certifications along with their offers. 7. Evaluation Factors: a. Commercial Items (factors listed in descending order of importance: 1. Price (including lodging, light refreshments, lunch, parking, and electronics rental). 2. Location (proximity to airport) 3. Services and accommodations (including space size, lunch capabilities, shuttle frequency, incentives for meeting room fill-rate goals; related items, and; 4. Past Performance (including experience with large conferences). b. Location, Services and accommodations, and experience with large conferences, when combined are slightly less than price. b. 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). 8. Where to submit Proposal/Point of Contact: Submit proposal to John Eldridge via e-mail at john.eldridge@med.va.gov or Fax to 708-786-5148. The closing date for receipt of proposals is March 7, 2007 at 3:00 PM CT.
- Record
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