SOLICITATION NOTICE
V -- Conference Space Rental and HotelServices--08.ST.QS.SCIVIP.A
- Notice Date
- 2/2/2008
- 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-0088
- Response Due
- 7/7/2008
- Archive Date
- 9/5/2008
- Point of Contact
- Beau Chandler Contract Specialist/Event Manager 562.826.5505 x4999
- E-Mail Address
-
Email your questions to POC e-mail address
(Beau.Chandler@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services in order of desirability: Houston, TX, Dallas, TX, Seattle, WA, Miami, FL, Tampa, FL, & St. Louis, MO. Request for proposal 777-08H815 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/Management Services. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-13, effective September 28, 2006 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. The FedBizOpps announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is [[April 21, 2008 through April 23, 2008]], approximately 105 single sleeping room nights (see breakdown in Part A) and required meeting space. Department of Veterans Affairs, Employee Education System (EES) is sponsoring a conference; 2008 SCI-VIP Implementations and Outcomes Project. [[08.ST.SCIVIP.A]]. The hotel must accommodate approximately 35 sleeping room nights (based on timeframe) for a total of 165 room nights, must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within the stated Government per diems. A separate solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A hotel contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams, square footage, 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) (82 U.S.C. 12010 et. seq.). In accordance with FAR 52.208-7 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 is to be located in Houston, TX, Dallas, TX, Seattle, WA, Miami, FL, Tampa, FL, St. Louis, MO, and must accommodate attendees with the following needs: Part A: Hotel Lodging (all dates 2008) Monday: 4/21 ??? 35 sleeping rooms; Tuesday: 4/22 ??? 35 sleeping rooms; Wednesday: 4/23 ??? 35 sleeping rooms; Thursday: 4/24 ??? Group checks out Rooms must be individual/private ???sleeping rooms with toilet facilities at or below the current government per diem rate for Houston, TX-$102.00, Dallas, TX-$109.00, Seattle, WA-$152.00, Miami, FL-$119.00, Tampa, FL-$98.00, St. Louis, MO-$106.00. Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1) (a) Registration area (to remain same throughout conference) ??? registration area is to be set up outside/adjacent to general session room (two (2) 6 ft skirted tables, four (4) chairs, two (2) 18 inch, 6 ft skirted tables against wall for materials and two (2) waste baskets) beginning at noon on April 22, 2008. ** Registration area to remain the same April 22, 2008 through approximately 3pm on April 23, 2008. (b) General Session Room ??? noon on April 21, 2008 ??? 3pm on April 23, 2008??? room with no pillars, large enough to comfortably accommodate #65 ppl set in classroom style, one non-elevated, handicap accessible, panel table in front of room with seating for 4 ppl (2) 8ft tables skirted, and one (1) standing lectern and one (1) microphone. Room is to be set up and available at noon on April 21, 2008 and on 24-hour hold through conclusion of conference, approximately 3pm on April 23, 2008. (c) Breakout rooms, conveniently adjacent to General Session Room: two (2), the first breakout should be set to accomadate 35 people, room configured in a u-shape, with one (1) standing podium and one (1) microphone, available from 6am on 4/21/08 - 6pm. The second breakout should be set to accomodate 25 ppl, room configured in u-shape, with one (1) standing lectern and one (1) microphone, available on 24 hour hold from 6am on 4/22/08 - 6pm 4/23/08. Part C: Anticipate light refreshments for morning and afternoon breaks April 21???-April 23. Please provide menus and prices. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1. Other Requirements: variety of restaurants within walking distance (not to exceed 3 normal blocks) in safe area or there should be easily accessible transportation to restaurants. ??852.270-4 Commercial advertising. All VA contracts will include the following clause: COMMERCIAL ADVERTISING (NOV 1984) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) POSITIVE RESPONSES MUST INCLUDE: LETTER OF AVAILABILITY FOR REQUESTED DATES; FACILITY SPACE DIAGRAM WITH CAPACITIES; MENUS FOR VENUE CATERING; INFORMATION ABOUT HOTEL AND SURROUNDING AREA; OTHER PERTINENT INFO ABOUT HOTEL (remodeling, renovation, road work, etc.); DUNS #; CCR REGISTRATION EXPIRATION, OR VERIFICATION A CCR REG NUMBER HAS BEEN APPLIED FOR; TAX ID #; and, HOTEL CONTRACT [BEST OFFER]. Additional Information: Billing Protocol At conclusion of conference: Vendor sends Contracting Officer (CO) detailed invoices; CO confirms or meets with Program Manager (PM) for concurrence on accuracy of invoice; CO concurs, or we get things straightened out, reaching consensus; On coversheet, vendor divides the charges into 4 categories: A/V, Chow, Meeting room rental, and Hotel service charges. These 4 charges are all tax exempt. CO transfers funds appropriately, internally; CO sends vendor a message with amount vendor may charge government; Vendor and CO talk via phone; CO gives CC and CC Exp. Numbers; Vendor authorizes charge during phone conversation; Vendor not permitted to retain record of CC# or Exp date; Vendor sends CO final invoice indicating bill has been paid in full (showing zero balance). Desirable contract terms and conditions: attrition clause invoked at below 75% of roomblock; attrition paid at a rate of 75% of contracted rate--nothing paid if rooms are otherwise sold or occupied; no show [individual travelers] pay 75% of contracted room rate, for 1st night after which, there are no further penalties--nothing paid if group surpasses anticipated roomblock and/or sleeping rooms are otherwise sold or occupied; cancellation fee calculated at 75% of anticipated conference expenses (room rental, a/v, f&b, service charges); hotel restaurant(s) adequately staffed for group to get in and out in a timely manner; buffet lunch in hotel, at or below lunch per diem???inclusive of chow, tax and tip; Guest rooms not paid under contract???sleeping room expenses are to be paid by individual travelers; Additional 15% sleeping rooms available at conference rate, if necessary; and, Extended cutoff deadline dates. Attractive concessions: 15-25% discounts on refreshments and A/V; 1 comp per 40 credited, at per diem rate, to master account; comped group reception; comped breaks; comped meeting room rental/setup; upgrades to suites and/or club level; welcome amenities for VIP's; 20-30% discounts to retail outlets (restaurants/shops) in hotel; Complimentary breakfast; Complimentary bottled water in guestrooms; comped resort fee, if applicable; and, Complimentary high-speed internet access in public areas, sleeping and meeting rooms. Proposal must indicate whether hotel agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: 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 Beau.Chandler@va.gov and Euclid.Strayhorn@va.gov and shall remain valid for thirty (30) days to accommodate evaluation process and/or 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). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with similar conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. All responsible sources able to 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 the prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Therefore, that offeror must describe in its proposal the technical approach for the offeror???s services as a prime contactor 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/Management Services.) An offer that requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offeror who does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: 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://arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/(VAAR); 52-212-1 Instructions to Offerors Commercial Items; 52.212.-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations (80% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 8. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 80%. 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representation and Certification along with his/her offer); 52.212-8 Contract Terms and Conditions Commercial Items, 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)(8); FAR 52.232-18 Availability of Funds; VAAR 852.270-8 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52.212-3. Additional Information: Vendor sends Contracting Officer (CO) detailed invoices CO confirms or meets with Program Manager (PM) for concurrence on accuracy of invoice; CO concurs, or we get things straightened out, reaching consensus On coversheet, vendor divides the charges into 4 categories A/V; Chow; Meeting room rental; and, Hotel service charges. These charges are all tax exempt CO transfers funds appropriately, internally CO sends vendor a message with amount vendor may charge government Vendor and CO talk via phone CO gives CC and CC Exp. Numbers Vendor authorizes charge during phone conversation Vendor not permitted to retain record of CC# or Exp date. Vendor sends CO final invoice indicating bill has been paid in full (showing zero balance) Attractive concessions: 15-25% discounts on refreshments and A/V; 1 comp per 40 credited, at per diem rate, to master account; comped group reception; comped breaks; comped meeting room rental/setup; upgrades to suites and/or club level; welcome amenities for VIP's; 20-30% discounts to retail outlets (restaurants/shops) in hotel; Complimentary breakfast; Complimentary bottled water in guestrooms; comped resort fee, if applicable; and, Complimentary high-speed internet access in public areas, sleeping and meeting rooms. Attractive contract terms and conditions: attrition clause invoked at below 75% of roomblock; attrition paid at a rate of 75% of contracted rate--nothing paid if rooms are otherwise sold or occupied; no shows pay 75% of contracted room rate, for 1st night--nothing paid if group surpasses anticipated roomblock or rooms are otherwise sold or occupied; cancellation fee calculated at 75% of anticipated conference expenses (room rental, a/v, f&b, service charges); hotel restaurant(s) adequately staffed for group to get in and out in a timely manner; buffet lunch in hotel, at or below lunch per diem???inclusive of chow, tax and tip; Guest rooms are not paid under contract???sleeping room expenses are to be paid by individual travelers; Additional 25% sleeping rooms available at contract rate, if necessary; and, Extended cutoff deadline dates. Submit all price, descriptive literature, technical proposals, and hotel contract to: Beau Chandler US Contracting Officer/Event Manager EES, Long Beach Center (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 8999 FAX (562) 826-5986 Email: Beau.Chandler@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is 02/07/2008 10:00 am CT.
- Record
- SN01499125-W 20080204/080202223342 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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