SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 3/25/2009
- 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;Cleveland Business Center;10,000 Brecksville Road, Building 3;Brecksville, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-09-RP-0032
- Response Due
- 4/1/2009
- Archive Date
- 5/31/2009
- Point of Contact
- Elizabeth Buchholz,Event Manager/Contracting Officer<br />
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in one of the following geographic areas listed in order of preference: Seattle, WA or Minneapolis, MN. Request for Proposal VA-777-09-RP-0032 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 2005-30, Effective February 17, 2009 and VAAR. NAICS Code 721110 and the small business size standard is $7 million, respectively. This eCMS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be the following dates ONLY: June 21-26, 2009. There are NO OTHER DATES of consideration for this conference at this time. An estimated 150 (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 Amputation System of Care Conference. The hotel shall accommodate 150 sleeping rooms (peak 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 150 attendees with the following needs: Part A Sleep Rooms: Hotel Lodging - 10 sleeping rooms required for staff and participants arrival on Sunday, June 21, 2009 with additional attendees checking in on Monday, June 22, 2009 and most of group checking out on Thursday, June 25, 2009 with the reminder of the group departing on Friday, June 26, 2009. (Pattern/totals per night: Sunday=10, Monday=150, Tuesday=150, Wednesday=150, Thursday=10, Friday =Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Seattle, WA ($158 seasonal rate) 1st choice location; or Minneapolis, MN ($130 seasonal rate) 2nd choice location. There are no additional city location considerations. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B Meeting Rooms: Item 1) GENERAL SESSION Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday, June 22 beginning at 8:00 am until Thursday, June 25 at 8:30 pm. Set for 150 ppl in classroom style seating, 2 people per 6ft table preferred, with 1 or 2 center aisles and 2 side aisles, rear or front projection screen plus other audiovisuals with a lighted podium plus two 6-ft skirted head tables for panel members plus 6 chairs beside the podium/lectern this General Session room. No less than 3,200 sq ft room with 12 ft or greater ceiling and with no pillars/posts to obstruct view. ** AV setup Monday, starting at 8:00 am, through Thursday at 8:30 pm (24-hour hold). Actual conference starting Tuesday, 8:00 am thru Thursday at 1:00 pm. Item 2) Four Breakout Rooms: For use on Wednesday, June 24, 2009. These four breakout rooms should be located near General Session room and are needed in addition to this meetings General Session room (5 rooms total). Each of these breakout room should be able to accommodate seating for 50 people in classroom style seating, 2 people per 6ft table preferred, with 1 center aisle and 2 side aisles, front projection screen plus other audiovisuals with a lighted podium plus head table for two people will be needed. These four breakout rooms will be needed beginning at 6:00 am for AV set-up until 7:00 pm for AV tear down. A minimum of 850 sq ft per breakout room is required. Item 3) Seven Group Breakout Rooms: For use on Thursday, June 25, 2009 only. These Seven breakout rooms should be located near General Session room and are needed in addition to this meetings General Session room (8 rooms total for Thursday). Each of these breakout room should be able to accommodate seating for no less than 30 people in classroom style seating, 2 people per 6ft table preferred, with 1 center aisle, front projection screen plus other audiovisuals with a lighted podium plus head table for two people will be needed. These seven breakout rooms will be needed beginning at 6:00 am for AV set-up until 7:00 pm for AV tear down. A minimum of 550 sq ft per breakout room is required. Item 4) Staff Office/Faculty Prep Room - Room should be located near general session room. This room should accommodate a conference table for 6-8 plus tables along the sides of the room to use as work space and placed on a 24 hour hold beginning Monday, June 22 at 7:00 am until 7 pm on Thursday, June 25, 2009. This room will need to be re-keyed to allow access by designated meeting staff only. Item 5) Registration Area starting on Monday, June 22nd at 12:00 noon (set-up) through Thursday at 7:00 pm. Preference for registration area is outside the General Session classroom. There should be four (4) 6-ft tables with skirting set in a U-shape, two 6 ft skirted tables for materials behind the 4 six foot u-shape tables and 4-5 chairs will be needed in this area plus an in-house only desk phone and a large trash can. However, if there is an available registration desk near the general session room, this would also be acceptable, but it will need to be keyed for designated meeting staff only. All meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate Light refreshment for morning and afternoon breaks for Tuesday through Thursday, please provide Menus and Prices. NOTE: The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; Item 1) Hotel must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) in a safe area. Item 2) Hotels with a complimentary shuttle to restaurant and other areas nearby the hotel are also desirable. 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 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 to: Elizabeth Buchholz, CGMP; Event Manager/Contracting Officer; Department of Veterans Affairs; Employee Education Center; 950 22nd Street North Suite 500; Birmingham, AL 35203-5300; Phone (205) 731-1812, Ext. 305; Fax (205) 731-1821 or 1820, or email Beth.Buchholz@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, April 1, 2009 by close of business at 4:30 pm CT.
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