MODIFICATION
V -- CONFERENCE SPACE RENTAL AND HOTEL SERVICES
- Notice Date
- 2/26/2008
- Notice Type
- Modification
- 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-0106
- Response Due
- 3/13/2008
- Archive Date
- 5/12/2008
- Point of Contact
- Robin Wilson Event Manager (562) 826-5505 x2192
- E-Mail Address
-
POC email address
(robin.wilson@va.gov)
- Small Business Set-Aside
- N/A
- Description
- Description - Amendment HR Cluster Conference (Northeast) 08.HRNE.RLC.A Solicitation V777-08-H1015 RFP VA-777-08-RP-0106 This is an amendment to change date of performance to May 19-22, 2008 for a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space Rental and Hotel Services located in the geographic areas: Baltimore County, MD, Annapolis, MD, Williamsburg, VA or Norfolk, VA. Request for Proposal VA-777-08-RP-0106-1 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 2005-19, Effective August 17, 2007 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6 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 May 19-22, 2008 (estimated 70-99 sleeping rooms for 3 nights, 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 entitled &&&HR Cluster Conference Northeast&&&. The hotel must accommodate an estimated 210-297 sleeping room 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. 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 (Oct 2003); 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 99 attendees with the following needs: Part A: Hotel Lodging- (1a) 90 sleeping rooms on Monday, May 19, 2008; 90 sleep rooms Tuesday, May 20, 2008; 90 sleep rooms on Wednesday May 21, 2008; group will check out on Thursday, May 22, 2008. Rooms must be individual/private sleeping rooms with toilet facilities at government seasonal per diem rate for Baltimore County ($99-$155.00) &&& 1st choice location or government per diem rate for other listed locations. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space-General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday, May 19, 2008 beginning at 1:00 pm through Thursday, May 22, 2008 at 1:30 pm. Set for 100 crescent round seating style or 6 people per round with 1 center and 2 side aisles with front projection screen plus other audiovisuals with a lighted podium plus panel table for 4 people beside the podium on a low stage riser with steps and a safety handrail. There also needs to be a designated staff table for 3 people in the back of the room. No less than 1400 sq ft room with no pillars/posts to obstruct view. Room needs to also hold exhibit poster session on Day 2. (2) Breakout Rooms: Six (6) breakouts needed. These rooms are needed in addition to the General Session mtg room (total of 7 meeting rooms combined). These 6 Breakout rooms are needed on a 24-hour basis from Tuesday, May 20, 2008 beginning at 7:00 am through Thursday, May 22, 2008 at 1:30 pm. &&& Each room will need to accommodate no less than 30 attendees set in classroom table 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 500 sq ft without pillars to obstruct the view. (3) Registration Area &&& starting on Monday at 3:00 pm (set-up) through Thursday at 1:30 pm. Preference for registration area is outside the General Session classroom. There should be three or four {3 or 4} 6-ft tables with skirting set in a U-shape, one 6 ft skirted table for materials behind the four six foot tables and 2-3 chairs will be needed in this area plus 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 and Wednesday and a morning break only on Thursday, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Facilities that are located near the downtown area will receive the highest consideration as these are the most desirable location areas for this event. 2. Variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. 3. Complimentary shuttle to nearby eating facilities and airport. 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 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://www.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 (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 Robin Wilson, CMP, CGMP, Event Manger/Contracting Officer, VA EES, 5901 E. Seventh St., (OOE), Long Beach CA 90822. Phone: (562) 826-5505 ext. 2192, FAX: (562) 826-5453, email: robin.wilson@va.gov . Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, March 13, 2008 at 4:30 PM PT. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (26-FEB-2008); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-08-RP-0106/listing.html)
- Record
- SN01517690-F 20080228/080226225824 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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