SOLICITATION NOTICE
V -- Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 3/18/2009
- 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;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-09-RP-0123
- Response Due
- 3/25/2009
- Archive Date
- 5/24/2009
- Point of Contact
- Susie L. RiedthalerEvent 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, Conference Space and Hotel Services, located in the Nashville, TN area. Request for Proposal VA-777-09-RP-0123 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, will 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 2005-05 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million 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 is Wednesday Thursday, April 29-30, 2009. An estimated 45 sleeping rooms (peak night) and the required meeting space MUST be housed in the same facility. The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference entitled CARF 101: Employment & Community Standards for CWT, CWT/TR and Healthcare for Homeless Veterans. The hotel shall accommodate approximately 96 sleeping rooms, checking in on Tuesday, 4/28/09, and majority checking out on Thursday, 4/30/09 (see block breakout below); and shall provide all requirements specified for conference needs in Parts A, B, C, and D below, and lodging rates MUST be within the Government Per Diem rate (or lower) of $117/night (currently) for the Nashville, TN area. A response to requirements listed below shall be submitted on letterhead and shall 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, AV equipment 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.). Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The hotel facility shall accommodate an estimated 50 attendees with the following needs: Part A: Hotel Lodging 96 sleeping rooms for majority of participants arrival Tuesday, 4/28/09, and majority checking out on Thursday, 4/30/09 (see block breakout below); Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Nashville, TN area (currently $117/night). Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Tuesday, 4/28 96 sleeping rooms Wednesday, 4/29 96 sleeping rooms Thursday, 4/30 4 sleeping rooms Part B: (1a) Registration Area to be set-up outside General Session Room with three (3) six foot skirted tables, three (3) schoolroom style draped tables behind against wall with 3-chairs and 1-waste basket, beginning at 6:00am (set up) on Wednesday, 4/29/09 Thursday, 4/30/09 at 12:00pm. (Must be available 24-hours). (1b) One (1) General Session Meeting Room needed at 3:00pm (for AV set up) on Tuesday, 4/28/09 Thursday, 4/30/09 ending at 12:00pm ending at 12:00pm (must be on 24-hr basis) to accommodate 99ppl in Classroom Style, without pillars and 9-ft. or greater ceiling (2000 square feet or larger with enough room for AV equipment, faculty table up front and at back of room, and a Podium). (1c) Three (3) Breakout Rooms - Thursday, 4/30 at 7:00am - 12 noon set Classroom Style for 30ppl. General Session may be used as one breakout. Need enough room for AV. Part C: (1a) Anticipate light refreshments for morning and afternoon breaks on Wednesday, 4/29/09 Thursday, 4/30/09, please provide menus. Part D: (1a) Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. (1b) Proposal must indicate whether the hotel agrees to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Government reserves the right to hire an outside audio visual 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. 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 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; 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 a full Hotel Contract to: Susie L. Riedthaler Event Manager/Contracting Officer Department of Veterans Affairs, Employee Education System 550 Foothill Drive, Suite 100 Salt Lake City, UT, 84113 Phone 801-924-6842 Fax 801-924-6806 or 6811 Email Susie.Riedthaler@va.gov Closing date for receipt of proposals is Wednesday, March 24, 2009 @ 3pm CT.
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