SOLICITATION NOTICE
R -- Hotel Accommodations and Conference Space
- Notice Date
- 5/14/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Acquisition Operations Service, Department of Veterans Affairs Acquisition Operations Service, Department of Veterans Affairs;VA Central Office;Cntr. for Acquisition Innovation (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-08-RQ-0176
- Response Due
- 5/28/2008
- Point of Contact
- Jennifer Shell202-461-4677
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for Hotel Accommodations and Conference Space prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The closing date and time for receipt of proposals is Wednesday, May 28, 2008 at 2:00PM ET (local time). The proposals shall be submitted electronically to Jennifer Shell at Jennifer.Shell@va.gov. This announcement incorporates FAR provisions and clauses in effect through Federal Acquisition Circular 2005-25. The NAICS Code is 721110 and the small business size standard is $6.5 million. The solicitation number is VA-101-08-RQ-0176 and is issued as a Request for Proposal (RFP). 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 offerors 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. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List to be eligible for award. The list can be found at www.usfa.fema.gov/hotel/search.cfm. Offers from proposed facilities that are not listed will be rejected as non-responsive. In addition, the offerors facility must be compliant with the requirements of the American with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Offerors must be registered on the Central Contractor Registration web-site www.ccr.gov.The period of performance for this requirement is seven days. The date ranges are as follows: first preference September 6-12, 2008; second preference September 13-19, 2008. The Department of Veteran Affairs (VA) Office of Inspector General (OIG) is sponsoring an all hands conference in September 2008. The hotel must accommodate approximately 1,497 total sleeping rooms (based on the timeframe), and shall provide all requirements specified for conference needs in Parts A-C below. The location for the conference is Orlando, FL. Proposals will not be accepted from hotels outside of Orlando, FL. The hotel facility must accommodate the following requirements: Part A: Hotel Lodgingapproximately 14 sleeping rooms on Saturday; approximately 91 sleeping rooms on Sunday; approximately 338 sleeping rooms on Monday; approximately 338 sleeping rooms on Tuesday; approximately 338 sleeping rooms on Wednesday; approximately 338 sleeping rooms on Thursday; and approximately 40 sleeping rooms on Friday. Rooms must be individual/private sleeping rooms with toilet facilities at or below the Government per diem rate. Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Individuals must call in with their own travel cards by a cut off date of approximately 3 weeks prior to check in. Part B: Meeting SpaceMonday: two meeting rooms totalone meeting room to accommodate 100 people in a classroom style set-up between the hours of 8AM-5PM; one meeting room to accommodate 50 people in a classroom style set-up between the hours of 8AM-5PM. Tuesday: fourteen meeting rooms totalone meeting room to accommodate 175 people in a theatre style set-up between the hours of 6AM-5PM; one meeting room to accommodate 175 people to hold a catered lunch between the hours of 12PM-1:30PM; nine separate meeting rooms to accommodate 75 people each between the hours of 8AM-5PM; one meeting room to accommodate 200 people in a classroom set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom set-up between the hours of 6AM-5PM. Wednesday: thirteen meeting rooms totalone meeting room to accommodate 175 people to hold a catered lunch between the hours of 12PM-1:30PM; one meeting room to accommodate 200 people in a classroom style set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 6AM-5PM; nine separate meeting rooms to accommodate 75 people each between the hours of 6AM-5PM. Thursday: twelve meeting rooms totalone meeting room to accommodate 200 people in a classroom style set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 6AM-5PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 6AM-5PM; nine separate meeting rooms to accommodate 75 people each between the hours of 6AM-5PM. Friday: five meeting rooms totalone meeting room to accommodate 350 people in a theatre style set-up between the hours of 8AM-12PM must include multiple large screens, AV support and microphone; one meeting room to accommodate 175 people in a classroom style set-up between the hours of 7:30AM-1PM; one meeting room to accommodate 200 people in a classroom style-set up between the hours of 8AM-12PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 8AM-12PM; one meeting room to accommodate 25 people in a classroom style set-up between the hours of 8AM-12PM. Part C: Other Requirementsthe following are required: two additional rooms with adjoining space beginning at check-in on Sunday until check-out on Friday; hotel must be able to accommodate 338 sleeping rooms per night and required meeting space in one building; registration desk from 7AM-4PM on Tuesday; wired and wireless internet connectivity; podium, easel, flip charts, microphone, and projector for each conference room; access to public transportation; variety of restaurants and shops within walking distance (within.5 mile of hotel) in a safe area; the following are desirable: ability to respond to medical emergencies or emergency medical facilities close proximity to the hotel; shuttle service to and from Orlando International Airport; easy access and close proximity to Orlando International Airport; pre-arrangement of federal tax exemption for sleeping rooms; late check-out at 1PM and storage of bags on Friday; business center support, when needed. The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This contract incorporates one or more of the clauses by reference, with the same force and effect as if they were given in full text. The Contracting Officer will make their full text available upon request. The full text of a clause may be accessed electronically at the following addresses: www.arnet.gov/far (FAR) and www.va.govoa&mm/vaar (VAAR). FAR 52.212-1 Instructions to Offerors-Commercial Items (Nov 2007) applies to this acquisition and is hereby incorporated by reference. Offerors shall submit two separate proposals: one technical and one cost. The Government contemplates a fixed price contract for this requirement. Offerors shall submit proposals to the government that clearly detail proposed technical capabilities to meet the requirements contained within this solicitation. The technical proposal shall be limited to 10 pages. A response to the requirements listed shall be submitted on letterhead and must address all requirements. 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 service, transportation to/from airport, menus. The technical proposal should address all of the requirements identified in Parts A-C. The technical proposal shall include three federal references which can be contacted for past performances to demonstrate offerors experience with large conferences. This should include the agency name, contact person, phone number and brief description of the effort. A separate pricing proposal should be submitted. The VA OIG is requesting prices for both date ranges provided in the solicitation. The lodging rates must be within the Government Per Diem rate or lower for the area. 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; FAR 52.212-2 Evaluation Commercial Items (Jan 1999) factors are listed in descending order of importance: 1) Size and quality of services and accommodations (including amenities such as, fitness center, complimentary continental breakfast, room up-grades, etc.) ; 2) Location; 3) Experience with large conferences; and 4) Price (cost of accommodations, services, meeting space, cancellation fees, attrition and refreshments). Size and quality of services and accommodations, location, and experience with large conferences when combined are significantly more important than price. The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous and the best value to the Government, price and other factors considered. VA reserves the right to conduct an on-site inspection of offered facility. The Government intends to evaluate quotations and award without discussions with contractors. Therefore, the contractors initial quotation should contain the contractors best terms. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary. The Government may reject any or all quotations if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. FAR 52.212-3 Representations and Certifications-Commercial Items Offerors must include a completed copy in their price proposal; FAR 52.212-4 Contract Terms and Conditions-Commercial Items (Feb. 2007); FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes of Executive Orders-Commercial Items (Feb. 2008) 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 a 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; VAAR 852.237-70 Contractor Responsibilities; and VAAR 852.270-1 Representatives of Contracting Officers.
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