SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 10/27/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, Department of Veterans Affairs;Cleveland Business Center;10000 Brecksville Road, Bldg. 3;Brecksville, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-09-RP-0012
- Response Due
- 11/3/2008
- Archive Date
- 1/2/2009
- Point of Contact
- DEBORAH COONEYEVENT MANAGER/CONTRACTING OFFICER<br />
- 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 and Hotel Services located in Orlando, FL, San Antonio, TX, or Dallas, TX area. Request for Proposal VA-777-09-RP-0012 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 or 3rd Party Event Planning Services. VA will not consider a proposal submitted by an offeror that is not a hotel. 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 2005-27, Effective 17 Oct 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5M, respectively. This BOS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be February 09-12, 2009 1st choice or (alternate dates February 02-05, 2009 2nd choice). An estimated 95 (peak night) sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Care Coordination Home Telehealth Leadership Forum The hotel must accommodate approximately 240 total sleeping room nights (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 completed Hotel Contract with non-commissionable meeting rates 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, and menus. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). VA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable. In addition, the offerors 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 125 attendees with the following needs: Part A: Hotel Lodging - 25 sleeping rooms for participants arrival on Monday, February 9, 2009 (or alternate date: Monday, February 2, 2009), 70 additional sleeping rooms for participants arrival on Tuesday, February 10, 2009 (or alternate date: Tuesday, February 3, 2009), with approximately 70 people checking out on Thursday, February 12, 2009 (or alternate date Thursday, February 5, 2009), and approximately 25 people checking out on Friday, February 13, 2009 (or alternate date Friday, February 6, 2009). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Orlando, Florida. ($133.) 1st choice location, San Antonio, Texas ($117.) 2nd choice location, and Dallas, Texas ($129.) 3rd choice location. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. 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 Lockable 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 Monday, 2/9/09 (or alternate date Monday, 2/2/09) through approximately 3:00 PM on Thursday, 2/12/09 (or alternate date Thursday, 2/6/09) and preferably within close proximity to the General Session Meeting Room. General Session Meeting Room (24 hour hold) for Tuesday, 2/10/09 (or alternate date Tuesday, 2/3/09) from 6:00 AM through 3:00 PM on Thursday, 2/12/09 (or alternate date Thursday, 2/5/09) to accommodate 125 people; room set in Crescent Rounds (6 people per table). Room to have side and center aisles, WITHOUT PILLARS and 9 ft or greater ceiling; Skirted Panel Table with 4 chairs and Standing lectern/podium in the front of the General Session room on a riser. One skirted Faculty/Staff Table in BACK of room with 4-Chairs each. Meeting room to be large enough to accommodate anticipated REAR SCREEN PROJECTION A/V equipment. Internet access required in General Session meeting room. Conference breakout rooms: (2 breakout rooms are required on 24 hour hold), available from 6:00 AM on Wednesday, 2/11/09 (or alternate date Wednesday, 2/4/09) through 1:00 PM Thursday, 2/12/09 (or alternate date 2/5/09). All 2 Breakout rooms set in Crescent Rounds (6 people per table) for 40 people, each with skirted Panel Table for (3) Members, Tabletop Lectern/ Podium in front of room, one skirted Faculty/Staff table with 4 chairs in BACK of room. Anticipate A/V in all breakout rooms. Registration Area (24 hour hold): Available Noon on Monday, 2/9/09 (or alternate date Monday, 2/2/09) through 3:00 PM on Thursday, 2/12/09 (or alternate date Thursday, 2/5/09). One L-shaped registration table (24 hour hold) to be set-up outside the General Session Meeting Room (three 8ft. skirted tables with four chairs and two waste baskets) with two (2) narrow tables behind for registration materials. Registration area to remain same throughout conference. Separate Exhibit Room: (24 hour hold) starting at 6:00 AM on Tuesday, 2/10/08 (or alternate date 2/3/09) through 1:00 PM on 2/12/09 (or alternate date 2/5/09). Room able to accommodate 20 8ft. x 36 inch tables (tablecloth and skirted) situated around perimeter of room. Room to be in close proximity to the general session and the room is to be secured each day upon closing and opened each morning by hotel security. Part C: Anticipate light refreshments for morning and/or afternoon breaks, 2/10/09 -2/12/09 (or alternate dates 2/3/09 2/5/09). Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. (Conference expected to end at Noon on Thursday, 2/12/09 or alternate date 2/5/09). Part D: Other requirements; must be within walking distance of a variety of restaurants and shops (not to exceed 4 city 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 fees, Attrition costs, 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. However, VA will not consider or accept a proposal submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party 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 (downtown location, distance from airport); 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, CGMP 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 Monday, November 3, 2008 at 5:00 PM, EST.
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