SOLICITATION NOTICE
V -- Conference Space Rental& Hotel Services
- Notice Date
- 12/18/2007
- 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-777-08-RP-0057
- Response Due
- 12/27/2007
- Archive Date
- 2/25/2008
- Point of Contact
- Susie L. Riedthaler Event Manager/Contracting Officer Dept. of Veterans Affairs/EES 550 Foothill Drive, Suite 100 Salt Lake City, UT 84113
- E-Mail Address
-
Email your questions to POC email address
(Susie.Riedthaler@va.gov)
- 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, locations in: Washington, DC Metropolitan Area.. Request for VA-777-08-RP-0057 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 2005-15 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. This BOS/eCMS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is July 21??? July 24, 2008 (approximately 500 sleeping rooms on peak night 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 on the topic of National Mental Health Care Transformation and Best Practices. The hotel shall accommodate 500 sleeping rooms on peak night (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 ($154) or lower for selected 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. Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. 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. The hotel facility shall accommodate an estimated 600 attendees with the following needs: Part A: Hotel Lodging (1a) 1650 sleeping rooms ??? 100 participants will check in on Sunday, July 20, 2008, checking out on Thursday, July 24, 2008. 400 participants will check in on Monday, July 21, 2008 with 450 participants checking out on Thursday, July 24, 2008 and 50 participants checking out on Friday, July 25, 2008. Some rooms may be needed pre and post conference dates. (1b) Rooms must be individual/private sleeping rooms with toilet facilities. (1c) Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Sunday, July 20 ??? 100 sleeping rooms Monday, July 21 ??? 500 sleeping rooms Tuesday, July 22 ??? 500 sleeping rooms Wednesday, July 23 ??? 500 sleeping rooms Thursday, July 24 ??? 50 sleeping rooms Part B: Meeting Rooms (1) Five (5) Breakout Rooms to accommodate 25 people each set U-shaped for Monday, July 21 from 1:00pm-4:30pm (pre-conference meeting). (2) A General Session Room needed Tuesday, July 22 - Thursday, July 24, 2008 (must be on 24-hr. hold) to accommodate 600 people set in Rounds with crescent seating of 7 per table, without pillars and 15 ft. or greater ceiling. Room must be large enough to accommodate seating and rear screen projection (approximately 8000 sq. ft. or larger). Set up for General Session will start on Monday, July 21, 2008 at 12:00 noon. (3) Six (6) Breakout Rooms to accommodate 84 people each set in Rounds (of 8) from Tuesday, July 22 ??? Wednesday, July 23 (24-hr. hold). Breakout rooms must be large enough to accommodate seating and AV equipment. Registration area for General Session is to be set-up outside or in close proximity of the General Session meeting room (beginning at 8:00am, Monday, July 21 and ending at 2:00pm on Thursday, July 24, 2008. Registration area must be large enough to accommodate four 6???x 30??? tables set in U-shaped with two 6??? tables in back against the wall. (4) A Poster Session Room to accommodate 60 or more displays on Tuesday, July 22 from 5pm ??? 7pm. Room must be large enough to accommodate 6???tables along the perimeter of the room and double side storyboards in center plus AM and PM refreshments for 600 people. (5) A Faculty Ready Room/Storage Room to accommodate 20 people set in U-shaped or conference style with 6???x 30??? tables along the perimeter of the room for conference materials and 2-laptops with internet access for Monday, July 21 ??? Thursday, July 24 (24-hr. hold). This room must be in close proximity of the General Session room. Part C: Food and Beverage Anticipate light refreshments for morning and afternoon breaks for 500 people on Monday, July 21 - Thursday, July 24, 2008, please provide menus. The Department of Veterans Affairs Procurement Policy will not guarantee a minimum amount of food and beverage revenue. Part D: Other Requirements (1) A variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. (2) 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. Note: Federal Government reserves the right to hire an outside AV company without any penalties incurred as part of the Fair Practice Procurement regulations. All proposals submitted in response to VA-777-08-RP-0057 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. 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; 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 December 21, 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 December 21, 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: Susie 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 email Susie.Riedthaler@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, December 27, 2007 at 3:00pm CT.
- Record
- SN01472009-W 20071220/071218223708 (fbodaily.com)
- Source
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