SOLICITATION NOTICE
V -- Conference Space Rental
- Notice Date
- 8/6/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-07-RP-0057
- Response Due
- 8/15/2007
- Archive Date
- 10/14/2007
- 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 Cincinnati, OH (preferred city), Columbus, OH, Indianapolis, IN, San Diego, CA and San Antonio, TX. Request for Proposal ? 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. (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.) This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-05 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 January 28-31, 2008 (approximately 190 sleeping rooms if in Cincinnati - 205 sleeping rooms otherwise) 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 (first meeting) on the topic of "ECF Feedback & Critical Skills Assessment Center (2007 Class)". The hotel shall accommodate 190-205 sleeping rooms (based on the location) 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 of $86 for the Cincinnati, OH area, $93 for the Columbus, OH area, $93 for the Indianapolis, IN area, $131 for the San Diego, CA area and $103 for the San Antonio, TX area. A response to requirements listed below shall be submitted on 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 and 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. 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.). In accordance with FAR 52.204-7 Central Contract Registration (Oct 2003) contractors are required to register in the Central Contract Registration (CCR) database http://www.ccr.gov prior to award of any contract. Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or on contract. The hotel facility shall accommodate the attendees with the following needs for: Part A: Hotel Lodging: (1a) 70 or 85 sleeping rooms - approximately 70 or 85 participants will check in on Sunday, January 27, 2008 checking out on Thursday, January 31, 2008. (1b) 190 or 205 sleeping rooms total - approximately 70 or 85 participants will check in on Monday, January 28, 2008 checking out on Thursday, January 31, 2008; approximately 120 participants will check in on Tuesday, January 28th, checking out on Thursday, January 31st. 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-show' fee. (1c) Breakdown of Sleeping Rooms: Sunday (1/27) - 70 or 85 sleeping rooms (70 if in Cincinnati, 85 if in another) Monday (1/28) - 190 or 205 sleeping rooms Tuesday (1/29) - 190 or 205 sleeping rooms Wednesday (1/30) - 190 or 205 sleeping rooms Thursday (1/31) - 20 sleeping rooms (majority checks out) Part B: Meeting Space: (1a) One (1) Breakout Room needed Sunday, 6/24/07 at 6:30pm-8:30pm to accommodate 17 ppl. in U-Shaped table. (1b) One (1) General Session Meeting Room needed Monday, January 28, 2008 - Thursday, January 31, 2008 (must be on 24-hr basis) to accommodate 224 ppl. in 28 rounds of 8 seating, without pillars and 9-ft or greater ceiling (a minimum of 3000 square feet). Set up for General Session Room on Monday, 1/28/08 at 6:00 a.m.; Head Table for faculty materials and water station; Standing lectern in the front of the General Session room with plenty of room for audiovisual equipment (2-Screens). (1c) Registration Area - to be set-up outside General Session Room with three (3) 6'skirted tables with 4-chairs, two (2) schoolroom style skirted tables behind registration tables, against the wall, 2-waste baskets and a water station beginning at 7:00 am on Monday, 1/28/08 and ending at 4:00 pm on Thursday, 1/31/08 (must be on 24-hour basis). (1d) Office/Storage Room - to be set-up with one (1) 6-ft. non-skirted table and two (2) chairs and to secure equipment/supplies on either Friday, 1/25/08 at 12:00pm (if in Cincy hotel) or on Sunday, 1/27/08 at 12:00pm - Thursday, 1/31/08 at 4:00pm. (1e) One (1) Breakout Room - needed Monday, 1/28/08 - Thursday, 1/31/08 (a minimum of 1500 sq. ft.) for 100 ppl. in Rounds from 7:30am-5:30pm. Room must be on 24-hr basis. (1f) Fourteen (14) Breakout Rooms - needed Monday, 1/28/08 (a minimum of 500 sq. ft.) for 20 ppl. each in in Rounds from 1:30pm-4:00pm. Rooms must be on 24-hr basis. (1g) Twelve (12) Breakout Rooms - needed Tuesday, 1/29/08 - Wednesday, 1/30/08 (a minimum of 350 sq. ft.) for 20 ppl. each in Boardroom style from 7:30am - 5:00pm. Rooms must be on 24-hr basis. (1h) Three (3) Breakout Rooms - needed Tuesday, 1/29/08 - Wednesday, 1/30/08 (a minimum of 250 sq. ft.) for 10 ppl. each in Rounds from 7:30am-5:00pm. Rooms must be on 24-hr basis. (1i) Six (6) Breakout Rooms - needed Tuesday, 1/29/08 - Wednesday, 1/30/08 for 2 ppl. with 1-small table and 2-chairs from 7:30am - 5:00pm (can be Boardrooms or Parlor Suites with no bed visible) for interviewing purposes. Rooms must be on 24-hr basis. (1j) Two (2) Breakout Rooms - needed Tuesday, 1/29/08 - Wednesday, 1/30/08 (a minimum of 650 sq. ft.) for 30 ppl. each in Classroom style from 7:30am - 5:00 pm. Rooms must be on 24-hr basis. (1k) Seven (7) Breakout Rooms - needed Tuesday, 1/29/08 (a minimum of 500 sq. ft.) for 20 ppl. each in Rounds from 7:30am - 5:00pm. Rooms must be on 24-hr basis. (1l) Four (4) Breakout Rooms - needed Wednesday, 1/30/08 (a minimum of 500 sq. ft.) for 20 ppl. each in Rounds from 7:30am - 5:00pm. Rooms must be on 24-hr basis. (1m) Three (3) Breakout Rooms - needed Wednesday, 1/30/08 (a minimum of 400 sq. ft.) for 24 ppl. each in Press Conference style (1-6ft. table with 6-chairs facing audience, and 19 audience chairs facing table) from 7:30am - 6:00pm. Rooms must be on 24-hr basis. Part C: 1) Anticipate light refreshments for morning and afternoon breaks, for approximately 224 people on Monday, 1/28/08 -Thursday, 1/31/08, please provide menus. 2) Possible Welcome Reception on Monday, 1/28/08 from 6:00pm - 7:00pm for approximately 200 ppl. Part D: 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. Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the Fair Practice Procurement Regulations. All proposals submitted in response to Solicitation #? shall remain valid for thirty days to accommodate possible legal reviews. 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 for evaluation purposes. This is not a solicitation for Event Planning Services. 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 Year; 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 "Funds Are Not Presently Available For Performance Under This Contract Beyond September 30, 2007". Submit all price, descriptive literature, technical proposals, and Hotel Contract to Susie L. Riedthaler, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 550 Foothill Drive, Suite 100, Salt Lake City, UT, 84113 . Phone 801-924-6842, Fax 801-924-6806 or 6811, or email Susie.Riedthaler@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, August 15, 2007 at 3pm CT.
- Record
- SN01363169-W 20070808/070806220654 (fbodaily.com)
- Source
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