SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 8/14/2007
- 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-0063
- Response Due
- 8/23/2007
- Archive Date
- 10/22/2007
- 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, Ohio. Request for Proposal VA-777-07-RP-0063 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 February 24, 2008 - February 29, 2008 (approximately 78 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference on the topic of Health Care Leadership Institute ECF Candidates, Week 1. The hotel shall accommodate 78 sleeping rooms (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 Government Per Diem rate of $104.00 for the Cincinnati, Ohio 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 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; Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The hotel facility shall accommodate an estimated 85 attendees with the following needs: Part A: Hotel Lodging - 78 sleeping rooms - approximately 78 participants will check in on Sunday, February 24, 2008 checking out on Friday, February 29, 2008. 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. Part B: (1a) One (1) Breakout Room needed Sunday, 2/24/08 at 4:00pm-8:00pm to accommodate 18ppl. in U-Shaped tables for Coaches Meeting; (1b) One (1) General Session Meeting Room needed on Monday, 2/25/08 at 8:00am - Friday, 2/29/08 ending at 12:00pm (must be on 24-hr basis) to accommodate 80ppl. in Rounds of 6 seating, without pillars and 9-ft. or greater ceiling (a minimum of 2000 square feet); Set up for General Session Room on Monday, 2/25/08 at 6:00 a.m.; One (1) 6' skirted table for faculty materials and Standing Lectern in the front of the General Session room with plenty of room for audiovisual equipment. (1c) Registration Area to be set-up outside General Session Room (3-6ft skirted tables and 2-small skirted tables behind against wall with 4-chairs and 2-waste baskets), beginning at 2:00pm on Sunday, 2/24/08 and ending at 1:00 pm on Friday, 2/29/08 (must be on 24-hour basis). (1d) Two (2) Breakout Rooms needed Monday, 2/25/08 - Thursday, 2/28/08 (a minimum of 500 square feet) for 25ppl. in Rounds of 8 from 8:00am-5:30pm for Coaching Groups. Each room must be on 24-hr basis. Prefer rooms to be in close proximity of each other and to general session room. (1e) One (1) Breakout Room needed for Wednesday, 2/27/08 - Thursday, 2/28/08 (a minimum of 1000 square feet) for approximately 12ppl. at a time (on a rotating basis every hour on Thurs) for Resource Room. Set up at 12:00pm on Wed. to 5:30pm on Thurs. Set up with Ten (10) six-foot skirted tables around the perimeter of the room against walls (will have several books/tapes displayed on tables and AV equipment - 2-TV/VCR/DVD units) and 1-small table with 1-chair for staff member and sign-in sheets. Set up with 15 comfortable chairs for participants. Good lighting necessary as participants will be reading the materials during the hour they are in the room. Room must be on 24-hr basis. This room to be on same floor as General Session room. (1f) Ten (10) Breakout Rooms to accommodate 2ppl. in the room, rotating every hour, on Thursday, 2/28/08 from 7:30am-6:00pm with set up of a small table and 2-chairs for 1:1 Coaching Sessions. A tape recorder will be used - table needs to be near electrical outlet. (Rooms can be Boardrooms/Large Suites with no bed visible). Rooms must be on 24-hr basis. (1g) One (1) Breakout Room needed for Thursday, 2/28/08 (a minimum of 500 square feet) for 25ppl in Rounds from 8:00am-5:30pm for Personal Mission Plan. Room must be on 24-hour basis. (1h) One (1) Breakout Room needed for Thursday, 2/28/08 (a minimum of 1000 square feet) for 25ppl. for Wellness Center. Set up with Ten (10) 6' skirted tables around the perimeter of room close to walls with 2-chairs behind each table and 1-chair in front of each table. Set up 10-chairs in middle of room, classroom style. Need one corner of room open for 2-massage chairs. Room must be on 24-hour basis. (1i) A Lockable Storage Room near Registration area for conference material boxes (a minimum of 200 square feet) beginning on Sunday, 2/24/08 - Friday, 2/29/08. Part C: 1. If there is a parking fee required at hotel, request 10-parking complimentary passes for Monday, 2/25/08, 10-parking passes for Wednesday, 2/27/08, 18-parking passes for Thursday, 2/28/08 and 10-parking passes for Friday, 2/29/08 to accommodate local faculty members and participants. 2. Anticipate light refreshments for morning and afternoon breaks, for approximately 80 ppl. on Monday, 2/25/08-Friday, 2/29/08, please provide menus. 3. Possible Welcome Reception/Networking Social for approximately 80ppl on Monday, 2/25/08 from 5:30pm-7:00 pm. 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 agree 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 VA-777-07-RP-0063 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, 2008". 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 23, 2007 @ 3PM CT.
- Record
- SN01371898-W 20070816/070814220905 (fbodaily.com)
- Source
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