SOLICITATION NOTICE
V -- V-LODGING AND CONFERENCE SPACE
- Notice Date
- 12/16/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- VA South Texas Health Care System - Department of Veterans Affairs South Texas Health Care System
- ZIP Code
- 00000
- Solicitation Number
- VA-257-09-RQ-0040
- Response Due
- 12/23/2008
- Archive Date
- 1/2/2009
- Point of Contact
- Sally LanoueContract Specialist<br />
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6. As supplemented with additional information included in this notice for the South Texas Veterans Health Care System intends to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services located within Austin, Texas city limits. This announcement constitutes the only solicitation. Quotes are being requested and a written solicitation will not be issued. This procurement is being issued as a Request for Quotations (RFQ), and the reference number is VA-257-09-RQ-0040. This solicitation document and incorporated provisions are those in effect through Federal Acquisition Circular 2005-29. This announcement/solicitation is solicited unrestricted. The NAICS code is 721110 and the size standard is $7M. 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. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The Period of Performance for this requirement will be the following dates, March 1-6, April 5-10, May 3-8, 2009. Contractor will provide accommodations and services in accordance with the following: An estimated 98 (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 LDI training. The hotel shall accommodate 98 sleeping rooms (peak nights), with majority of attendees checking in Sunday of each of the above training schedules. Accommodations and services will be for 44 participants, with additional seating and accommodation required for staff teaching at the event and staff seeing to the programs logistical requirements, estimated at 11 persons. During the first week of the program, Wednesday March 4, 2009, the mentors of the programs participants will be spending an afternoon, an overnight, and the next morning at the program. This will increase sleeping room requirements to 98 participants for one night of the program and 44 additional conference room accommodations for 3/4-5/2009. Contractor will be required to provide a full service hot buffet breakfast for an estimated 98 participants on one designated day. Morning and mid-afternoon light refreshments will be provided on each day of training. One large conference room is required to accommodate 54 participants. Attendees will be seating in semi-rounds or crescent rounds of not more than 6 per table. Audiovisual requirements will consist of contractor provided projection equipment, audio loudspeakers and 4 flipcharts. Lodging rates MUST be within the Government Per Diem rate or lower for the area. Payments for lodging shall be the sole responsibility of each participant, to include No-show fees. 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 listings 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.). 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. The VA will not consider or accept a proposal submitted by an offeror that is not a hotel. 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 offer/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 prices, descriptive literature, technical proposal, and a completed Hotel Contract no later than Noon CST, December 23, 2008. Oral Quotes will not be accepted, faxed quotes must be followed up with a verbal confirmation of receipt.
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