SOLICITATION NOTICE
V -- Hotel accommodations, conference space and hotel services
- Notice Date
- 3/23/2009
- 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-0131
- Response Due
- 3/27/2009
- Archive Date
- 5/26/2009
- Point of Contact
- Robin WilsonEvent Manager/Contract Officer<br />
- Small Business Set-Aside
- N/A
- Description
- DescriptionThis is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in downtown (within 3-city blocks of restaurants) of the Minneapolis MN (1st choice) or Dallas TX area. Request for Proposal VA-777-09-RP-0131 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 FAR FAC 2005-31 effective March 19, 2009 & FAC 2005-30 effective Jan 15, 2009, and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7M, 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 September 24-25, 2009 with an additional meeting to be contracted separately by AVAHO on Sept. 25-26, 2009. An estimated 200 (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 VHA Oncology Conference The hotel shall accommodate 200 sleeping rooms (peak night), checking in Thursday, Sept. 24, 2009, with the AVAHO (second meeting) attendees checking out Saturday, Sept. 26, 2009; 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 225 attendees with the following needs: Part A: Hotel Lodging - 200 sleeping room nights for VHA Oncology participants arrival on Thursday, Sept 24, checking out Friday, Sept 25, 2009. Second meeting AVAHO: 200 sleeping room nights with participants checking in Friday, Sept 25, checking out Saturday, Sept 26, 2009. (Estimated Pattern/totals per night: Wednesday= 4, Thursday=200, Friday=200). Many of the participants for the VHA Oncology conference will stay for the AVAHO conference. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Minneapolis MN ($130) or Dallas TX ($115). Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: VHA ONCOLOGY Thursday Sept 24-Friday Sept 25 1. ONE Large General Session Meeting Space for Thursday at 12:00pm, thru Friday, 5:00pm (24-hour Hold) to accommodate 200 ppl in classroom seating (2/table), without pillars and 15-ft or greater ceiling; 2-Skirted Head Tables for Panel Members with standing lectern between the 2-Tables on Riser with Stairs in the front of the General Session room. Faculty table with 4 chairs in the back of the room. AV setup Thursday, starting at 9:00am, through Friday at 5:00pm (24-hour hold). Actual conference starting Thursday, 7:00PM thru Friday at 5:00 pm. 2. REGISTRATION Area (Skirted Tables with 4-Chairs) starting at 4:00pm on Thursday, thru Friday at 5:00 pm (24-hour hold). 3. ONE large meeting room for working lunch, Friday, Sept. 25, 12:00-1:00 pm set crescent rounds of 6 for 200 people. Standing lectern on a riser with stairs in the front of the room. AV setup. AVAHO Conference Friday, Sept 25-Saturday, Sept 26, 2009 1. ONE Large General Session Meeting Space for Friday at 10:00pm, thru Saturday, 2:00pm (24-hour Hold) to accommodate 200 ppl in classroom seating (2/table), without pillars and 15-ft or greater ceiling; 2-Skirted Head Tables for Panel Members with standing lectern between the 2-Tables on Riser with Stairs in the front of the General Session room. Faculty table with 4 chairs in the back of the room. AV setup Friday, starting at 10:00am, through Saturday at 2:00pm (24-hour hold). Actual conference starting Friday, 5:00PM thru Saturday at 2:00 pm. 2. REGISTRATION Area (Skirted Tables with 4-Chairs) starting at 12:00pm on Friday, thru Saturday at 2:00 pm (24-hour hold). 3. ONE Large room for Annual Dinner program. Friday, Sept. 25, 7:00pm-9:00PM. Set crescent rounds of 6 for 200 people. 4. ONE large room for Exhibit display, 20 exhibit tables, Friday, Sept. 25, 12:00 pm Saturday, Sept 26, 1:00 pm 5. ONE large room for Poster displays, 20 4x8 ft free standing posterboards (hotel to provide), Friday, Sept. 25, 12:00 pm Saturday, Sept 26, 1:00 pm. This room needs to be large enough to hold posters and to hold a reception for 200, Friday, Sept 25, 6:00-7:00 pm 6. ONE conference room for AVAHO Board meeting, Friday, Sept. 25 4:00-5:00 pm, set conference style for 10 people. 7. FOUR (4) Breakout Rooms for Saturday, Sept 26, 10:00 am-12:00 pm to accommodate 50 ppl each, Set in classroom with 2 ppl per table. 8. ONE Large room for Lunch/business meeting. Saturday, Sept. 26, 12:00pm-1:00PM. Set rounds of 8 for 150 people. Part C: VHA ONCOLOGY: Anticipate light refreshments for morning and afternoon breaks and a working lunch on Sept 25. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. AVAHO CONFERENCE: Anticipate reception and dinner for 200 on Friday, Sept 25; breakfast buffet, morning break, working lunch for 150 on Saturday, Sept. 26. All AVAHO sleeping rooms, attrition, conference space, AV, and meals will be contracted separately. The Veterans Affairs takes no responsibility for their conference other than to offer the hotel information to hold space for AVAHO to negotiate their own contract. Part D: Other requirements; must be within walking distance of a variety of restaurants and shops (not to exceed 3 city blocks) in a safe area. Complimentary shuttle service. ADA compliant. FEMA certified. 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, ADA 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 prices, descriptive literature, technical proposal, and a completed Hotel Contract for the VHA Oncology Conference to: Robin Wilson, CMP, CGMP Event Manager/Contracting Officer Department of Veterans Affairs Employee Education Center 5901 E. 7th Street (OOE) Long Beach, CA 90822. Phone (562) 826-5505, Ext. 2192 Fax (562) 826-5453, or email robin.wilson@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, March 27, 2009 at 3:00 PM PDT
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