SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 2/19/2008
- 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-0089
- Response Due
- 2/27/2008
- Archive Date
- 4/27/2008
- Point of Contact
- Elizabeth Buchholz Event Manager/Contracting Officer Dept. of Veterans Affairs, EES 950 22nd Street North - Suite 500 Birmingham, AL 35203-5300
- E-Mail Address
-
Email your questions to POC e-mail address
(Beth.Buchholz@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 Rental and Hotel Services located in one of the following geographic areas: San Antonio, TX or Dallas, TX or New Orleans, LA or St. Louis, MO. Request for Proposal VA-777-08-RP-0089 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, is to 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. (Again, 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 2005-23, Effective January 25, 2008 and VAAR 97-10. NAICS Code 721120 and 721110 and the small business size standard is $6.5 million. This eCMS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is one of the following dates: May 19-22, 2008 (approximately 280 sleeping rooms, and required meeting space). No other dates will be considered at this time. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference for ???Mental Health Access Collaborative Conference.??? The hotel must accommodate 280 sleeping rooms on peak nights (based on the timeframe), 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 Diem rate or lower for the area. A separate written 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 and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, menus. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. In accordance with FAR 52.204.7 ??? Central Contractor Registration (July 2006); contractors are Required To Register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. 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.). The hotel facility must accommodate an estimated 350 attendees with the following needs: Part A: Hotel Lodging- (1a) 5 sleeping rooms on Sunday, May 18, 2008; 280 sleeping rooms on Monday through Wednesday, May 19-21, 2008; 5 sleeping rooms on Thursday, May 22, 2008; group will check-out on Friday, May 23, 2008. Rooms must be individual/private sleeping rooms with toilet facilities at seasonal government per diem rate for the following cities: San Antonio, TX ($112)-first choice location; Dallas, TX ($109)-second choice; New Orleans, LA ($131)-third choice or St. Louis, MO ($106)-fourth choice. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Meeting Space: (1) Pre-conference meeting for 15 people in classroom style seating beginning at 2:00 pm until 8:00 pm on Monday, May 19, 2008. Approx 300 sq ft or larger room will be needed for this meeting. (2) General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday beginning at 8:00 am through Thursday at 6:00 pm. Set for 350 classroom seating style with 2 center aisles and 2 side aisles with rear projection screen plus other audiovisuals with a lighted podium plus head table for 6 people beside the podium on a stage riser with steps and a safety handrail. Stage must be wheelchair accessible for possible presenter. Approx. 6,900 sq ft room or larger with no pillars/posts to obstruct view. (3) Breakout Rooms: Three (3) breakouts needed. These rooms are needed in addition to the General Session mtg room (total of 4 meeting rooms combined). These three Breakout rooms are needed on a 24-hour basis from 12:00 noon on Monday (AV and room set-up) until 4:30 pm on Thursday. ??? Each room will need to accommodate no less than 75 attendees set in classroom seating with aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these breakout rooms should be no less than 1300 sq ft without pillars to obstruct the view. (4) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10-15 plus conference materials for 350 and placed on a 24 hour hold beginning Monday at 12 noon until 7 pm on Thursday. This room will need to be re-keyed to allow access by designated meeting staff only. (5) Registration Area ??? starting on Monday at 2:00 pm (set-up) through Thursday at 5:00 pm Preference for registration area is outside the General Session classroom. There should be four (4) 6 ft tables with skirting set in a U-shape or L-shape, two 6 ft skirted or draped tables for program and registration materials behind the 4 six foot tables and 4 chairs will be needed in this area plus an in-house only desk phone, DSL internet line connection and a large trash can. However, if there is an available registration desk near the general session room, this would also be acceptable, but, it will need to be keyed for designated meeting staff only. ALL meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate light refreshment for morning and afternoon breaks for Tuesday through Wednesday with one AM break on Thursday, please provide Menus and Prices. Part D: Location Requirements: 1. Variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area or by complimentary hotel shuttle service to restaurants. Proposal must indicate whether the 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 audiovisual company without any penalties incurred as part of the fair practice procurement regulations. 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 large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. 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. For a technical proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to 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 for the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offer that does not meet the solicitation requirements will be rejected as nonresponsive. 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://www.arnet.gov/far (FAR) and http://www.va.gov/oamm/acquisitions/ars/policyreg/vaar/index.htm (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 (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. (Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer); 52.212-4 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)(4); FAR 52.232-18 Availability of Funds; 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 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Elizabeth Buchholz, Event Manger/Contracting Officer, VA EES, 950 22nd Street North-Suite 500, Birmingham, AL 35203-5300. Phone: 205-731-1812 x 305, FAX: 205-731-1821, email: Beth.Buchholz@VA.GOV . Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, February 27, 2008 at 3:00 PM CT.
- Record
- SN01511584-W 20080221/080219223516 (fbodaily.com)
- Source
-
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