MODIFICATION
99 -- VBA LEADERSHIP CONFERENCE 2008
- Notice Date
- 3/13/2008
- Notice Type
- Modification
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-08-RQ-0131
- Response Due
- 3/25/2008
- Archive Date
- 4/9/2008
- Point of Contact
- Cassandra Hickman
- E-Mail Address
-
Cassandra.Hickman@va.gov
(cassandra.hickman@va.gov)
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs has a requirement for Hotel Accommodations and Hotel services located in the geographic area of Chicago, IL. The Department of Veterans Affairs is a federal agency and therefore exempt from any taxes. The tax exemption document will be provided upon award of the contract. The Department of Veterans Affairs, Veterans Benefit Administration (VBA), will be participating in the 2008 VBA Leadership Conference. The breakdown for hotel accommodations are estimated as follows; Saturday 08/23 (15); Sunday 08/24 (135); Monday 08/25(135); Tuesday 08/26 (135); Wednesday 08/27 (110); Thursday 08/28 (110); Friday 08/29 (10) and Saturday 08/30 checkout. Based on the breakdown described, the total rooms requested are 650 each. General Session: One general session room is required, approximately 4,000 square feet. Meeting space for the General Session should be held on a 24 hours basis (some exclusions may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed by 1:00 PM on Sunday August 24, 2008. General session requirements begin at 7:00 am on Monday August 25, 2008, through Friday August 29, 2008, ending at 12:00 pm. Set for 135 in round table seating for 6 (crescent); there should be a head table on the riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided on each table with writing pads and pens. General Session room must be without pillars/posts to obstruct view. Breakout Rooms: Four breakout rooms are needed Monday August 25, 2008 through Friday August 29, 2008, ending at 12:00 pm, approximately 900 square feet each. These rooms are in addition to the General Session meeting room (total of five meeting rooms throughout the week). Each room must accommodate no less than 35 people, set in rounds (crescents) with seating for 6 people per table. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. Ice water and glasses should be provided on each table with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered welcome reception is requested for the evening of August 24, 2008. Continental breakfast, mid morning refreshments, and light PM refreshments are required for 135 attendees on Monday and Tuesday August 25-26, 2008, and for 110 attendees on Wednesday and Thursday August 27-28, 2008. AM coffee service is required on Friday August 29, 2008. A luncheon OR dinner may be catered by the hotel one day during the week. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: Ten laptop computers, six LCD projectors, six large screens, five podium microphones, five remote controls for the laptops/projectors, two lavaliere microphones, ten handheld microphones, one fax machine, one photocopier, two printers, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones that can connect to an outside line. A T-1 line is needed in the general session, the four breakout rooms, and the communications room. Also requested are two radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. All five rooms must be set with a sound system. The general session room must be set with the laptop computer at a table at the side of the room (not at the podium). Office Space/Communications Room: One room to be used for office/storage space is requested that is in close proximity to the meeting space, preferably very close to the general session room. The room is needed from 12:00 PM on Saturday August 23, 2008, through Friday August 29, 2008 at 2:00 PM. Board Room: One room to be used as a meeting room for no more than 10 people, set board room style is requested, in close proximity to the meeting space. The room is needed from 12:00 PM on Sunday August 24, 2008, through Friday August 29, 2008 at 12:00 PM. Registration Area: A registration area is needed on Sunday August 24, 2008, from 4:00 to 6:00 PM. Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six ft tables with skirting, four to six chairs, and an in-house only desk phone and a large trash can. Reception Room: A reception room is requested for Sunday evening, August 24, 2008, from 6:00 - 9:00 PM. Hospitality/Networking Room: A hospitality/networking room is requested on 24 hour hold Sunday through Thursday evenings (August 24 - 28). PAYMENTS FOR ROOMS SHALL BE VIA PURCHASE ORDER. These are the requirements for this solicitation; all rooms must be individual/private sleeping rooms with toilet facilities smoke free and at government per diem rate or lower for Chicago, IL. ALL offerors submitting quotes for this requirement must include Duns and Bradstreet Number and indicate whether or not their agency is registered and active in the Central Contractor Registration (CCR). All, the offerors must include the RFQ number on their quote; otherwise your quote will be considered unresponsive. The website for CCR is www.ccr.gov. Also, the offeror must be in compliance with the American Disability Act (ADA). Additional hotel requirements are No penalty for rooms not used; Hotel must have availability to lodge all participants in one hotel; All meeting space shall be available on-site. Hotel shall be within walking distance (4-5 blocks) of the Magnificent Mile. Multiple restaurants options (not fast food) within 5 blocks of the hotel; Onsite indoor swimming pool and fitness center. Hospitality/networking room, All meeting space available on-site. Direct access to onsite hotel representative during business hours. Onsite 24-hour security. High Speed internet access. The specific instructions contained herein are intended to serve as a guideline for the preparation of the quotation. In developing the quotation, the Offeror shall comply with the requirements stated in the description. Hotel agreements shall use the best value procurement method in the acquisition of hotel accommodations, commodities and services. The contracting group issuing the solicitation document shall, in cooperation with the user or using office(s), determine what criteria shall be used in the evaluation of offers received for the award of contract. The award contract shall be a contracting officers decision based on varying factors such as price, location, etc. The Department of Veterans Affairs will only accept proposals from hotels. Proposals from third parties, brokers, or event planners cannot be considered. In developing the proposal, the Offeror shall comply with the requirements stated in this solicitation by answering yes or no to each requirement as listed above. THE GOVERNMENT INTENDS TO AWARD WITHOUT DISCUSSIONS. Therefore, each offeror is urged to examine this request for quote in its entirety and to ensure that their quote contains all necessary information, required documentation, and is complete in all aspects. The point of contact for this solicitation is Cassandra Hickman at (202) 461-6848 (Office), (202)273-7884 (Fax), email: cassandra.hickman@va.gov and Ida Green at (202) 461-6843 email ida.green@va.gov. All submissions of quotations must be electronically using the email address in the previous sentence. The electronic copies shall be compatible with Microsoft Office 2003. All electronic quotations are due March 25, 2008 by 10:30AM, Eastern Standard Time. Electronic copies not delivered by the time and date specified may be eliminated from further consideration. The Offeror shall certify that all files and electronic media have been checked for and are free of viruses. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. Please complete and submit 52.212-3 Offeror Representations and Certifications - Commercial Items. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (13-MAR-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/VAAOAS/VADC/VA-101-08-RQ-0131/listing.html)
- Record
- SN01532535-F 20080315/080313231701 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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