SOLICITATION NOTICE
V -- Hotel Accommodations, Meeting Space, and Other Conference Related Services
- Notice Date
- 7/16/2009
- 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 Veteran Affairs;Employee Education System;#1 Jefferson Barracks Dr Bldg 50 RM 1N76;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-09-RP-0258
- Response Due
- 7/20/2009
- Archive Date
- 9/18/2009
- Point of Contact
- Georgene GranforsEvent Manager<br />
- E-Mail Address
-
POC email address
(georgene.granfors@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodation, Conference Space, and other conference related services located in the Park City, UT and surrounding areas. Request for proposal VA-777-09-0258 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 Service 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 2005-35, Effective July 14, 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 14-17, 2009. An estimated 98 sleeping rooms (peak nights) and required meeting space MUST be housed in the same facility. The Department of Veterans Affairs, Employee Education system (EES) is sponsoring a training conference on the topic of VA Dentistry Leadership Succession Planning for 2010 Conference. The hotel shall accommodate 98 sleeping rooms (peak night), check-in to begin Monday, September 14, 2009 and check-out Thursday, September 17, 2009; and, shall provide all requirements specified for conference needs in Parts A, B, C and D below. Lodging rates MUST be within 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 on amenities of hotel (availability/costs) i.e, parking, shuttle services; transportation to/from airport, and menus. Please reference the Solicitation Number and Event Name in your proposal package. To be eligible for award under this solicitation, the hotel facility MUST 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).; and, be listed with current status on the Central Contractor Registration website (www.ccr.gov). VA contracting officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training event. 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 85-95 attendees with the following needs. PART A: Hotel Lodging- 98 sleeping rooms for attendees arrival on Monday, September 14, 2009, departure Thursday, September 17, 2009. (Pattern/total per night: Monday=98, Tuesday=98, Wednesday=98, Thursday=0). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Park City, UT ($91). Payment for Part A shall be the sole responsibility of each attendee, to include no show fees. PART B: One (1) large meeting room for Tuesday, September 15, 2009, at 7:00 a.m. through Thursday, September 17, 2009, 5:00 p.m., at least 2500 square feet, set classroom for 98 people; and to accommodate a riser, LCD projector and screen. Set-up to begin Monday afternoon, September 14, 2009. Room to be on a 24 hour hold. Registration area outside of the meeting room for two people, on Tuesday, September 15 at 7:00 a.m. with Internet connectivity outside room. Actual conference begins 8:00a.m., Tuesday, September 15 and, ends on September 17 at 12:00pm. PART C: Anticipate lights refreshments for morning and afternoon breaks. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. PART D: Other requirements: property must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) in a safe area. Proposal must indicate whether the hotel agrees to the right of DVA to use its 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 offeror(s). The technical proposals will be evaluated for size, quality of services and accommodations, location and experience with conferences. VA reserves the right to conduct an on-site inspection of offered properties/facilities. Prices will be evaluated in terms of cost for accommodations and services. 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 hotelier shall be deemed technically unacceptable). The following provisions and clauses 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 accommodation, services, cancellation and attrition fees, 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 Certifications-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certifications along with his/her proposal; FAR 52.212-4 Contract terms and Conditions Commercial Items. FAR 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)(24, (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, information required in FAR 52.212-1 Schedule of Prices Offered, and a completed copy of provision 52.212-3. Submit all prices, descriptive literature, technical proposal, and a completed hotel contract to: Georgene Granfors Event Manager/Contracting Officer Department of Veterans Affairs VALU IT NT&EO 10000 Brecksville Road Brecksville, OH 44141 Phone: 440-526-3030, Ext. 6105 Email: georgene.granfors@va.gov FAX: 440-740-2372 Faxed proposals will be accepted. Closing date for receipt of proposals is Monday, July 20, 2009, 4:00 P.M. Eastern Time.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-09-RP-0258/listing.html)
- Record
- SN01877471-W 20090718/090717000034-dfa352031c00b85a387ef69118a80ce4 (fbodaily.com)
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