SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 3/18/2008
- 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-0128
- Response Due
- 3/25/2008
- Archive Date
- 5/24/2008
- Point of Contact
- DEBORAH COONEY EVENT MANAGER/CONTRACTING OFFICER 631.754.7914 x2905
- E-Mail Address
-
Email your questions to POC e-mail address
(deborah.cooney@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 and Conference Space, located in the San Diego, CA, Las Vegas, NV, OR Dallas, TX area. Request for Proposal VA-777-08-RP-0128 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 2005-24, Effective 28 Feb 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6,5 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 (approximately 95 sleeping rooms (peak night), and the required meeting space for approximately 95). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of ???Infection Control Practitioners???. The hotel must accommodate approximately 285 total sleeping rooms (based on the timeframe), and 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 or lower for the area. A response to requirements listed shall be submitted on letterhead and must 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, menus. To be eligible for award under this solicitation, 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 and also on the Central Contractor Registration website (www.ccr.gov). Offers proposed 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.). The hotel facility must accommodate an estimated 95 attendees with the following needs: Part A: Hotel Lodging ??? Approximately 95 sleeping rooms for arrival on Monday, 5/19/08, all checking out Thursday, 5/22/08. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for the San Diego, CA area (currently $139.)- 1st Choice Location, government per diem rate for Las Vegas, NV area (currently $124)- 2nd Choice Location, OR Dallas, TX area (currently $109)- 3rd Choice Location. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Individuals to call in with their own credit cards by a cut off date (approximately 3-4 weeks prior to check in.) Part B: Meeting Space ??? Office/Storage Space: (24 hour hold) set conference style for 10, large enough for small meetings plus storage for conference materials, room must be available from Noon on 5/19/08 through approximately 3:00 PM on 5/22/08. General Session Meeting Room (24 hour hold) for Tuesday, 5/20/08 from 6:00 AM through 3:00 PM on Thursday, 5/22/08.to accommodate 95 ppl classroom style with side and center aisles, without pillars and 9 ft or greater ceiling; Head Table for Panel Members (4) with standing lectern in the front of the General Session room on Riser. Two Faculty/Staff Tables in BACK of room with 4-Chairs each. Meeting room to be large enough to accommodate anticipated A/V equipment. Registration to be set-up outside and in close proximity to the conference room (two 6??? skirted tables with four chairs and two waste baskets, beginning 5/19/08 at Noon and ending 5/22/08 at 3:00 PM (24-hour hold). Part C: Anticipate Light refreshments for morning and/or afternoon breaks, 5/20/08-5/22/08 (conference ends at Noon on 5/22/08). Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. 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). The 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 services, cancellation, attrition and 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 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 the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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; 2. Location; 3. Experience with large conferences, and 4. Price (cost of accommodations, services, cancellation fee, attrition and refreshments). 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 the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to: Deborah Cooney Event Manager/Contracting Officer Department of Veterans Affairs Employee Education System Northport Employee Education Resource Center 79 Middleville Road, Bldg. 7 (141D) Northport, NY 11768 Phone (631) 754-7914, X2905 Fax (631) 266-6095, or email deborah.cooney@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, March 25, 2008 at 5:00 PM, EST.
- Record
- SN01535099-W 20080320/080318223723 (fbodaily.com)
- Source
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