SOLICITATION NOTICE
U -- 2007 VBA LEADERSHIP CONFERENCE REQUIREMENT
- Notice Date
- 2/27/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-07-RP-0189
- Response Due
- 3/13/2007
- Archive Date
- 5/12/2007
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in Seattle, WA. The Department of Veterans Affairs, Veterans Benefits Administration is sponsoring the "2007 VBA Leadership Conference." The hotel must accommodate up to 135 sleeping rooms per night Sunday August 12, 2007 through Thursday August 16, 2007, and must provide all requirements specified for conference needs below, and must provide lodging rates at or below the rate of $136.00. Hotel Lodging: Up to 135 sleeping rooms per night during the following dates: Sunday August 12, 2007, and checking out on Friday August 17, 2007. Fifteen rooms are also requested for the night of August 11, 2007, and ten rooms the night of August 17, 2007. Also, seven VIP upgrades are requested for the week to include 3 one-bedroom suites and 4 regular suites or junior suites. Also, 15 junior suites, concierge level or equivalent rooms are requested. (Approximate total rooms for the week = 650) Rooms must be individual/private-sleeping rooms at the federal government per diem rate. The same special rate is also requested for three days prior and three days following the conference. The group should not be penalized for rooms not used. 8/11: 15 Rooms 8/12: 103 Rooms, 7 VIP Rooms, and 15 Upgraded Rooms 8/13: 113 Rooms, 7 VIP Rooms, and 15 Upgraded Rooms 8/14: 113 Rooms, 7 VIP Rooms, and 15 Upgraded Rooms 8/15: 93 Rooms, 7 VIP Rooms, and 15 Upgraded Rooms 8/16: 93 Rooms, 7 VIP Rooms, and 15 Upgraded Rooms 8/17: 10 Rooms General Session: One general session room is required, approximately 3400 square feet. Meeting space for the General Session should be held on a 24 hours basis (some exclusions may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed by 1:00 PM on Sunday August 12, 2007. General session requirements begin at 7:00 am on Monday August 13, 2007 through Friday August 17, 2007, ending at 12:00 pm. Set for 135 in round table seating for 6 (crescent); there should be a head table on the riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided on each table with writing pads and pens. General Session room must be without pillars/posts to obstruct view. Breakout Rooms: Four breakout rooms are needed Monday August 13, 2007 through Friday August 17, 2007, ending at 12:00 pm, approximately 900 square feet each. These rooms are in addition to the General Session meeting room (total of five meeting rooms throughout the week). Each room must accommodate no less than 40 people, set in rounds (crescents) with seating for 6 people per table. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. Ice water and glasses should be provided on each table with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered welcome reception is requested for the evening of August 12, 2007. Continental breakfast, mid morning refresh, and light PM refreshments are required for 135 attendees on Monday and Tuesday August 13-14, 2007, and for 115 attendees Wednesday and Thursday, August 15-16, 2007. AM coffee service is required on Friday August 17, 2007. A luncheon OR dinner may be catered by the hotel one day during the week. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: Ten laptop computers, six LCD projectors, six large screens, five podium microphones, five remote controls for the laptops/projectors, two lavaliere microphones, ten handheld microphones, one fax machine, one photocopier, two printers, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones that can connect to an outside line. A T-1 line is needed in the general session, the four breakout rooms, and the communications room. Also requested are two radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. All five rooms must be set with a sound system. The general session room must be set with the laptop computer at a table at the side of the room (not at the podium). Office Space/Communications Room: One room to be used for office/storage space is requested that is in close proximity to the meeting space, preferably very close to the general session room. The room is needed from 12:00 PM on Saturday August 11, 2007, through Friday August 17, 2007 at 2:00 PM. Board Room: One room to be used as a meeting room for no more than 10 people, set board room style is requested, in close proximity to the meeting space. The room is needed from 12:00 PM on Sunday August 12, 2007, through Friday August 17, 2007 at 12:00 PM. Registration Area: A registration area is needed on Sunday August 12, 2007, from 4:00 to 6:00 PM. Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six ft tables with skirting, four to six chairs, and an in-house only desk phone and a large trash can. Reception Room: A reception room is requested for Sunday evening, August 12, 2007, from 6:00 - 9:00 PM. Hospitality/Networking Room: A hospitality/networking room is requested on 24 hour hold Sunday through Thursday evenings (August 12 - 16). Point of Contract: The point of contract (POC) for this solicitation is Gladys Burns at (202)273-6907 (Office), (202)275-5606 (Fax), email: gladys.burns@va.gov or Rosa Asencio, (202)273-6915. All submissions of proposals must be electronically using the email address in the previous sentence. The electronic copies shall be compatible with Microsoft Office 2000. All electronic proposals are due, March 13, 2006 by 4:00PM, Eastern Standard Time. Electronic copies not delivered by the time and date specified may be eliminated from further consideration. The Contractor shall certify that all files and electronic media have been checked for and are free of viruses. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. In developing the quotation, the Offeror shall comply with the requirements stated in this solicitation by answering yes or no to each requirement as listed above. Please complete and submit 52.212-3 Offeror Representations and Certifications-Commercial Items with your proposal. Hotel Requirements: 1. Within 1 mile of historic Pike Place Market, Seattle Art Museum, the Space Needle, Experience Music Project, Seattle Center, etc. 2. Regular rooms at or below the federal government per diem rate of $136/night. 3. ADA compliant. 4. Hotel must have a DUNS and BRADSTREET number. 5. Hotel must be registered and registration must be active in Central Contractor Registration (CCR). 6. Hospitality/networking room. 7. Direct access to onsite hotel representative during business hours. 8. Several restaurant choices within 5 blocks of the hotel. 9. Onsite 24-hour security. 10. High speed internet access. 11. Onsite indoor swimming pool and fitness center. 12. No penalty for rooms not used.
- Record
- SN01239746-W 20070301/070227220717 (fbodaily.com)
- Source
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