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V -- Conference Space, Hotel Accomodations, Related Conference Services.

Notice Date
Notice Type
Award Notice
721110 — Hotels (except Casino Hotels) and Motels
Contracting Office
Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Linda SemeContracting Officer
E-Mail Address
POC email address
Small Business Set-Aside
Award Number
Award Date
Award Amount
Request for Quotation VA-777-10-RQ-0046 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, and Hotel Services located in Washington, DC and the surrounding area.This is not a solicitation for Event Planning Services or 3rd party event planning services. VA will not consider a quotation 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 vendor shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-35 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million. 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 February 22, 2010 through February 25, 2010 (approximately a total 405 sleeping rooms and required meeting space). The Department of Veterans Affairs, Senior Executive Services (SES) Orientation Program is sponsoring department-wide leadership orientation training. The hotel must accommodate a total of 405 sleeping rooms nightly, must provide all requirements specified for conference needs in Parts A, B, C, and D below, and must provide lodging rates within the stated Government Per Diem rate or lower for the area. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract, including Tax ID # and FEMA # shall be submitted with your technical and price 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, menus). 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. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). In accordance with FAR 52.204.7 Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. Offers proposed facilities that are not listed will be rejected as non-responsive. Part A: Hotel Lodging Total of 405 sleeping rooms for participants in the following sequence: 2/22/102/23/102/24/102/25/10 11011011075 Check-in to begin on 2/22/10 with checkout on 2/26/10. Rooms must be individual/private-sleeping rooms with toilet facilities at the prevailing 2010 government Per Diem rate for Washington, DC (currently $207). Payments for Part A shall be the sole responsibility of each participant, to include cancellation fees. Part B: (1) Meeting Space - General Session Meeting Room (ideally 45-50 by 60-65) beginning on 2/22/10 at 8:00am and to be held on a 24-hour basis on through 2/25/10 at 7:00pm with setup of room and audio visual equipment to accommodate 120 ppl in 20 crescent rounds without pillars and 12ft or greater ceiling; (with an aisle in the center); Cocktail roundtable on a riser next to the podium in the General Session room; 3 skirted 6' table and 8 chairs in the rear of the General Session for staff; 1 skirted 6' table in the rear of the General Session for conference materials. (2) Staff Office and Executive Office, both lockable, located in the vicinity of the General Session Room, for the use of the planning and coordinating staff. The Staff Office will be set up in a Hollow Square style with skirted tables. The Executive Office will be set up in an executive format with two skirted rounds, 1 couch, two stuffed chairs, and coffee table. Both rooms will need to be available beginning 2/22/10 at 8:00am to be held on a 24 hour basis through 2/25/10 at 7:00pm. All meeting space and public area of facility MUST be ADA complaint. Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order. Part C: Anticipated Light refreshments for morning and afternoon breaks will be beginning on 2/23/10 through 2/25/10. A reception will be required the evening of 2/22/10. A lunch will be required beginning 2/23/10 through 2/25/10. A formal dinner will be required the evening of 2/24/10. Menus are to be provided with the technical written proposal. Payments for Part C shall be processed by Government Purchase Card or Government Purchase Order or by the direct billing process via cashier's check. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Audio Visual The Department of Veterans Affairs reserves the right to bring in outside AV support at no additional charge to the government. Minor AV may be requested from Hotel AV Company. Minor AV is defined as flip charts, pipe and drape, podium, microphone, and wireless internet connection in the general session room. 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). 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 service, refreshments, and no cancellation and attrition. 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. Any quotation that does not meet the solicitation requirements will be rejected as non-responsive. 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. Meeting Space: Flexibility, Available of Space Required, Space as Requested, Quality of Meeting Space. 2. Provided Services (Cost Savings and Special Considerations): Complimentary/Discount AM/PM Breaks, F&B Discounts, Meeting Room Internet, Complimentary/Discount Shuttle Service, Room Upgrades, Discount to Attendees on Food Outlets, Complimentary/Discount Reception, Complimentary Rooms, Service Charge, Parking Discounts, Parking Passes, and Parking Prices. 3. Size and Quality of Accommodations: Full Service Hotel, Site Visit Observations/Past Experience, Fitness Center, Guest Room Internet Costs 4. Price: Cost of Accommodations, Services, Cancellation Fee, Attrition and Refreshments, Percent Back on Master Account, Discounts on Room Rates, Meeting Room Costs 5. Location: Exclusiveness, Proximity to Airport, Metro, and Outside Activities 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer; 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 52.232-19 Availability of Funds. The Government's obligation for performance of this contract beyond the date identified above is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. 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 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. FAR 52.232-18 Availability of Funds (Apr 1984). Submit all price, descriptive literature, technical proposals, and Hotel Contract to Tim Pleso, Event Manager/Contracting Officer, Department of Veterans Affairs, VA Learning University, 10000 Brecksville Road, Building 6, Suite 13, Brecksville, Ohio 44141. Phone: 440-526-3030 ext. 7788, FAX: 440-740-2372, email: timothy.pleso2@va.gov. Closing date for receipt of proposals is January 8, 2009 at 4:00 pm Eastern Time. Late proposals will not be evaluated or considered.
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