SOLICITATION NOTICE
99 -- 2009 VA SAN DIEGO HEALTHCARE SYSTEM SUMMER SPORT CLINIC
- Notice Date
- 3/26/2009
- Notice Type
- Modification/Amendment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Center for Acquisition Innovation (Washington), VA CAI Washington, Department of Veterans Affairs;VA Central Office;Cntr. for Acquisition Innovation (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-09-RQ-0123
- Response Due
- 3/30/2009
- Archive Date
- 4/4/2009
- Point of Contact
- Henry FisherContract Specialist/ Support<br />
- Small Business Set-Aside
- N/A
- Description
- RFQ VA-101-09-RQ-0123 Combined Synopsis/Solicitation Hotel Conference FacilitiesThe Department of Veterans Affairs (DVA) has a requirement for Hotel/Conference Room facilities for participants of the Summer Sports Clinic. The clinic is a week scheduled for the following dates: September 19 26, 2009. The simplified acquisition procedures set forth in FAR Parts 12 and 13 shall be used. This is a combined synopsis/solicitation notice and constitutes the only solicitation/written request for quotation that will be issued. The clinic is scheduled for September 19 26, 2009. The conference attendees may arrive as early as September 17, 2009 and depart as late as September 27, 2009. The following is a detailed List of Requirements (1) Location: Hotels must be located within the San Diego, Marina metro area. The hotel shall have accessible transportation for airports and other events. Parking shall available for approximately 20 staff cars and 4-5 vans (no larger than 15 passengers). Parking costs are the responsibility of the vehicle owners and shall not be charged on the VA Master Account. Properties located on the Marina will receive highest evaluation. Quick and easy transportation and accessibility to hotel location for VA personnel is required. (2) Guest Accommodations: It is estimated that ninety-five (195) guest rooms will be utilized during for each of the aforementioned weeks. While the Government will not be responsible for payment of unused rooms, there must guarantee that the number of rooms listed above will be available for the dates listed. Conference attendees are responsible for payment of their individual room fees which must not exceed the Government per diem rate. (3) Conference room space: Space will be needed for the following: (a) 4 Executive Room Suites (3) conference rooms will be set up to seat thirty (30) people, classroom style with two (2) individuals per six (6) foot table, one (1) instructor podium in front and one (1) facilitator table in back of conference space on all meeting dates. The Contractor shall provide estimated cost on a separate line item to deal with the closing Banquet Ceremony. The hotel shall set-up for seating over 325+ people, display signs for National Veterans Summer Sports Clinic Dinner Setup. The Contractor shall provide Cash Bar from 6:00pm-7:30pm. The contractor shall provide Dinner Buffet with menu options on cost per person and pricing on all logistics for engineering requirements for light and labor. VA facilitators will provide their own audiovisual (AV) equipment for the night of Banquet only. On-site Audiovisual support vendor preferred. Therefore, the Point of Contact (POC) from Acquisition Training & Career Development Division will submit audio-visual requirements directly to the Hotel. Food/Beverage Refreshments will be required each morning and evening on all meeting dates from 8:00am until 10:00am (morning break) and 5:00 pm until 9pm (afternoon dinner). A reception session will be held from 6:00 am to 9 pm on September 21, 2009. Billing: The Contractor must provide one master billing to include all services provided per the aforementioned List of Requirements at the conclusion of the conference. This billing shall NOT include any fees for participants rooms and incidentals incurred in connection with their rooms. Participants are responsible for payment of their own hotel room bills. An on-site business center is preferred. The clauses 52.212-1 Instructions to Offerors Commercial Items, 52.212-3 Offeror Representations and Certifications Commercial Items, 52.212-4 Contract Terms and Conditions Commercial Items and 52.212-5 Contract Terms and Conditions to Implement Statutes or Executive Orders Commercial Items apply to all items in this acquisition and are attached for your review. The North American Industry Classification system (NAICS) code is 531120, with a small business size standard of $6 million. The resulting purchase order shall be firm fixed price. All interested businesses are requested to submit a written quotation. Quotations may be submitted on a SF 1449, SF18 or company letterhead but must include the unit cost as well as extended total cost for all line items on the attached List of Requirements. The quotations shall also include the date that rooms must be reserved by to guarantee availability for the conference dates. The closing date of the RFQ is Monday, March 30, 2009 at 2:00 p.m. Firms may fax or e-mail their quotations to (202) 461-6834 or Henry.fisheriii@va.gov and phyllis.Jackson@va.gov. STATEMENT OF WORK A. GENERAL OBJECTIVES AND REQUIREMENTS 1. Title of Project: 2009 VA SAN DIEGO HEALTHCARE SYSTEM SUMMER SPORT CLINIC 2. Purpose: The Department of Veterans Affairs Office of National Programs & Special Events requires hotel accommodations, conference meeting rooms, and audiovisual services in support of the upcoming Summer Sport Clinic scheduled to be held in San Diego, CA, September 19 -27, 2009. The required services are identified below. 3. Background: B. TASK AND ASSOCIATED DELIVERABLES - The following task descriptions will be performed commencing upon award of Order and completed by September 28, 2009. Guest Accommodations It is estimated that 5 guest rooms will be utilized on Thursday, September 17, and approximately Four (4) Executive Suite, Two (2) Deluxe Suites 189 rooms will be utilized on September 18 - 27, 2009. On September 19, 2009, approximately 195 rooms will be utilized. Government per diem rate is required. 1. Dates: The Summer Sports Clinic is scheduled for September 19 27, 2009. The hotel shall provide sleeping rooms at the government per diem rate in effect at the time of the reservations. The arrival/departure pattern is: Arrival:Thursday, September 17, 2009 for approximately 5 VA Staff Arrival:Friday, September 18, 2009 for the remaining participants (approximately 100 veterans) Departure:Saturday, September 26th, 2009 Late Departure: Sunday, September 27, 2009 for approximately 4 VA Staff 2.Hotel Location: The hotel selected shall be within the San Diego Marina metro area. The hotel shall have accessible transportation for airports and other events. Parking shall be available for approximately 20 staff cars and 4-5 vans (no larger than 15 passengers). Parking costs are the responsibility of the vehicle owners and shall not be charged to the VA Master Account. 3. Meeting Space: Meeting space will be required as follows: DateDaysStarting Time End TimeFunction Type Setup#People Function Room 9/20/200916am(24) hoursMeetings(TBA)10Deluxe Suite 1-3 9/20/200926am(24) hoursMeetings(TBA)10Deluxe Suite 1-3 9/20/200926am9pmReceptions(TBA)50Deluxe Suite 1 9/20/200936am(24) hoursMeetings(TBA)10Deluxe Suite 1-3 9/21/200936am (24) hoursRegistration(TBA)25Executive Suite 1-3 9/21/200936am(24) hoursMeetings(TBA)30Executive Suite 1-3 9/22/200935pm10pmOpening CeremonyTheater300Executive Suite 1-3 9/23/20094-76an(24) hoursMeetings(TBA)30Executive Suite 1-3 9/21/20094-76am(24) hoursMeetings(TBA)10Deluxe Suite (1-2)Days (4-5) 9/23/200986am(24) hoursMeetings(TBA)30Deluxe Suite 1-3 9/27/200985pm7pmClosing CeremonyTheater200Executive Suite 1-3 9/27/200985pm10pmMeetingsFlow300Executive Suite1-3 4. Audiovisual: Audiovisual (AV) equipment will be required for the Banquet only. On-site AV support vendor is required. The hotel shall provide a itemized listing of all AV equipment utilized for this event. Costs for this event shall be charged to the VA Master Account. 5.Food and Beverage: The hotel shall establish an agreement with all on-site restaurants to accept VA provided meal vouchers. The hotel shall provide catering for the closing Banquet and provide estimated cost for this event and cost. All restaurants shall submit signed vouchers and receipts to the hotel to be added to the VA Master Account. Failure to include signed vouchers by participants shall result in non-payment. 6. Optional Task Closing Banquet Ceremony: The hotel shall provide estimated cost on a separate line item to deal with the closing Banquet Ceremony. The hotel shall set-up for seating over 325+ people, display signs for National Veterans Summer Sports Clinic Dinner Setup. The Contractor shall provide Cash Bar from 6:00pm-7:30pm. The contractor shall provide Dinner Buffet with menu options on cost per person and pricing on all logistics for engineering requirements for light and labor. A.) Room Arrangements: Contractor shall provide ramp, standing lectern-(Place on Stage), 1(6x30 Display Table- Draped and Skirted with (1) Chair-(Place on Stage for Materials) (1) US Flag-(Place on Stage) (1) California Flag-(Place on Stage), Grandees of (10) Linen-(Blue) (7) Station(s)- Food Stations and white Theater Style. 7. Billing: The hotel shall establish a Master Account to include payment of participants sleeping rooms, meal vouchers, audio visual equipment, and conference space. The Master Account shall not include any charges for parking or room service. Other On-site business center preferred. 8. Hotel/Motel Fire Safety Act: In accordance with IL 90-01-9 all training facilities shall meet the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) and the Americans with Disabilities Act (Public Law 101-336). Federal Travel Regulations, Part 301-74 and Appendix Chapter 301 are followed when sponsoring training events. 9. AMERICAN WITH DISABILITIES ACT: Both the Group and Hotel shall be responsible for compliance with the public accommodation requirements of the Americans with Disabilities Act as defined by law. The Hotel shall provide, to the extent required by the act, such auxiliary aids and/or services as may be reasonably requested by Group for use in sleeping rooms and public areas of the hotel, provided that Group gives reasonable advance written notice to the Hotel of such needs. Group shall be responsible for the cost of any auxiliary aids and services (including engagement of and payment to specialized service providers, such as sign language interpreters), necessary for use in the meeting space used by the Group, other than those types and quantities typically maintained by the Hotel. 10. FORCE MAJEURE: Force Majeure shall mean any act of God, fire, earthquake, national disaster, accident, act of government, terrorist activity, civil disorder, curtailment of transportation facilities or services necessary in order to hold the meeting, any delay in necessary and essential construction or renovation of the hotel; strike, lockout, or work stoppage or other restraint of labor, either partial or general, from whatever cause, or an act that is beyond the reasonable control of either party. For purposes hereof, a force majeure event shall be deemed to exist if 25% of the flights arriving and departing from the Greater Orlando International Airport have been cancelled for any one or more of the foregoing reasons. Neither party will be deemed in default of this Agreement to the extent that performance of the subject party's obligations is delayed or prevented by reason of a Force Majeure event, provided that the affected party shall give the other party written notice of the Force Majeure event promptly and, in any event and shall use its best efforts to continue to perform its obligations hereunder in spite of such Force Majeure event. 11. The United States Hotel and Motel Fire Safety Act of 1990 The Hotel and Motel Fire Safety Act of 1990 (PL101-391) was passed into law by Congress to save lives and protect property by promoting fire and life safety in hotels, motels and other places of public accommodation. The law mandates that federal employees on travel must stay in public accommodations that adhere to the life safety requirements in the legislation guidelines. PL101-391 also states that federally funded meetings and conferences cannot be held in properties that do not comply with the law. PL101-391 is applicable to all places of public accommodation, and requires that such properties are equipped with: 1.hard-wired, single-station smoke detectors in each guestroom in accordance with the National Fire Protection Association (NFPA) standard 72; 2.an automatic sprinkler system, with a sprinkler head in each guest room in compliance with NFPA standards 13 or 13R. Properties three stories or lower in height are exempt from the sprinkler requirement. The United States Fire Administration (USFA) has been charged with carrying out FEMA's responsibilities with respect to the Hotel and Motel Fire Safety Act of 1990. In addition to compiling, maintaining and publishing the National Master List, USFA is also responsible for taking steps to encourage states to promote the use of automatic sprinkler systems and automatic smoke detection systems. 12.Place of Performance The Contractor/ Hotel shall support this effort either at the San Diego Marriott Hotel and Marina at the San Diego Harbor Healthcare as directed by the Contracting Officers Technical Representative (COTR) and mutually agreed to by the Contractor. If the work is performed at the Department of Veterans Affairs, the COTR will provide adequate on-site workspace for contractor personnel. 12. Period of Performance: The period of performance is: Base Period shall be from date of award through September 30, 2009) Option 1 (October1, 2010 thru September 30, 2010), Option 2 (October 1, 2011 thru September 30, 2011) Option 3 (October 1, 2012 thru September 30, 2012) Option 4 (October 1, 2013 thru September 30, 2013) Note: 120 days notice of Intent shall be provided in each Option Year. 13. Type of Contract: Firm-Fixed-Price C. CONTRACTING AND ADMINISTRATION AUTHORITY Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The following individuals will be the Government's points of contact during the performance of this contract: 1.Contracting Officer:Phyllis Jackson Contract Specialist: Henry Fisher, III All contract administration shall be performed by Henry Fisher, III, Contract Specialist, Acquisition Operations Service, 810 Vermont Ave., NW, Room 765BB, Washington, DC, 20420 Telephone: (202) 461-6834, Email: henry.fisherIII@va.gov. All communications pertaining to contractual and/or administrative matters under the contract should be addressed to Henry Fisher, III. Henry Fisher, III shall be responsible for forwarding all contractual concerns to the Contracting Officer. 2. Contracting Officers Technical Representative (COTR): To be designated at the time of contract award. The COTR shall be designated on the authority of the Contracting Officer at the time of contract award to monitor all technical aspects of the contract. In no event is the COTR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COTRs authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COTR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COTR. D. CHANGES TO STATEMENT OF WORK Any changes to this Statement of Work shall be authorized and approved only through either written or e-mail correspondence from the Contracting Officer. A copy of each change will be kept in a project folder along with all other products of this effort. Costs incurred by the contractor through the actions of the parties other then the Contracting Officer shall be borne by the contractor. E.INVOICE REQUIREMENTS The Contractor shall submit an original copy of all invoices to the following address for payment: Department of Veterans Affairs Financial Services Center (FSC) P.O. Box 149971 Austin, TX 78714 (887) 353-9791 In order to expedite payment, the contractors invoice shall include: invoice date; contractors name, address and telephone number; order number (101-, etc.); contract line items; performance period; VACO Project Officers name, office symbol, telephone number; and name and address of payee. F.CONFIDENTIALITY AND NONDISCLOSURE It is agreed that press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the Contracting Officer. G. Travel and Expenses Not applicable H. PERTINENT INFORMATION The contractor must indicate the Federal Tax ID and Data Universal Numbers System (DUNS) numbers in the contract proposal. I. CLAUSES The full text of any FAR clauses which are incorporated by reference may be obtained at http://www.arnet.gov/far. FAR: http://www.arnet.gov/far 52.204-7CENTRAL CONTRACTOR RGISTRATION APR 2008 52.204-9PERSONAL IDENITIY VERFICATION OF SEP 2007 CONTRACTOR PERSONNEL 52.212-1INSTRUCTIONS TO OFFEROERS-APR2008 52.212-4CONTRACT TERMS AND CONDITIONS-JAN 2005 COMMERICAL ITEMS 52.212-5CONTRACT TERMS AND CONDITIONS TO SET 2006 IMPLEMENT STATUES OR EXECUTIVE ORDERS 52.227-14RIGHTS IN DATAGENERALDEC 2007 52.232-34PAYMENT BY ELECTRONIC FUND TRANSFR-- MAY1999 OTHER THAN CENTRAL CONTRACTOR REGISTRATION 52.217-6OPTION TO INCREASE QUANITY (MAR 1989) The Government may increase the quantity of supplies and called for in the Schedule at the unit price specified. The Contracting Officer may exercise the option by written notice to the Contractor within sixty days in which the Contracting Officer has to exercise the Option. Delivery of the added items shall continue at the same rate as the like items called for under the contract, unless the parties otherwise agree. (End of Clause) 52-217-8OPTION TO EXTEND SERVICES (NOV 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contracting within 14 days of task order expiration. (End of Clause) 852.203-71COMMERCIAL ADVERTISING (JAN 2008) The bidder or Offeror agrees that if a contract is awarded to him/ her, as a result of this solicitation, he/she will not advertise the award of the contract in his/ her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) 852.203-71DISPLAY OF VA HOTLINE POSTER (DEC 1992) (a) Except as provided in paragraph (c) below, the Contractor shall display prominently in common work areas within business segments performing work under VA contracts, VA Hotline posters prepared by the VA Office of the Inspector General. (b) VA Hotline posters may be obtained from VA Office of Inspector General (53E), P.O. Box 34647, Washington, DC 20043-4647. (c) The Contractor need not comply with paragraph (a) above, if the Contractor has established a mechanism, such as a hotline, by which employees may report suspected instances of proper conduct, and instructions that encourage employees to make such report. (End of Clause) 752.237-70CONTRACTOR RESPONSIBLILITIES (APR 1984) The contractor shall obtain all necessary licenses and/ or permits required to perform this work. He/she shall take all reasonable precautions necessary to protect persons and property from injury or damages during the performance of this contract. He/ she shall be responsible for any injury to himself/ herself, his/ her employees, is caused by his/ her employees fault or negligence, and shall maintain personal liability and property damage insurance having coverage for a limit as required by the laws of the District of Columbia. Further, it is agreed that any negligence of the Government, its officers, agents, servants and employees, shall not be the responsibility of the contractor hereunder with the regard to any claims, loss, damages, injury and liability resulting there from. (End of Clause)
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