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Notice Date
Notice Type
Combined Synopsis/Solicitation
721110 — Hotels (except Casino Hotels) and Motels
Contracting Office
Department of Veterans Affairs;Atlanta VA Regional Office;1700 Clairmont Road;Decatur GA 30033
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Elaine PorterContract Specialist
E-Mail Address
Contract Specialist
Small Business Set-Aside
This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services located in the following geographic area: Washington, DC. Request for Proposal VA-316-10-RP-0005 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. The NAICS Code for this requirement is 721110 and the small business size standard is $7 million, respectively. This announcement/solicitation is solicited unrestricted, and constitutes the only solicitation document that will be issued. The Requirements are as follows: The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in the Washington, DC, metro region. The Department of Veterans Affairs is sponsoring the Under Secretary for Benefits Search Commission. The hotel must accommodate up to 37 sleeping rooms for March 24-26, 2010. The hotel must provide all requirements specified for event needs below, and must provide lodging rates within the stated federal government per diem rate for FY 2010 of $226. Hotel Lodging: The hotel must accommodate up to 37 sleeping rooms March 24-25, 2010. Rooms must be individual/private-sleeping rooms at the federal government per diem rate for FY 2010 of $226. The group should not be penalized for rooms not used. 03/24/10: Up to 37 Rooms 03/25/10: Up to 37 Rooms General Session: One general session room is required for March 25-26, 2010. On March 25, 2010, the room should be set with five rounds of five. On March 26, 2010, it should be set "U" shaped for 17-20 participants, with two rounds set apart from the "U" shape. Space should be allotted for a standing projector screen at the front of the room. Ice water and glasses should be provided at a water station to the side of the room. General session room must be without pillars/posts to obstruct view. Breakout Rooms: Three breakout rooms are needed for March 25-26, 2010, with two five foot round tables set for 7-10 participants in each room. Ice water and glasses should be provided at a water station at the side of the room. Food/Beverage Requirements: Light morning refreshments, mid morning refresh, and light PM refreshments are required for 25 attendees on March 25, 2010. A buffet-style lunch for 25 attendees is required on March 25, 2010. Reception and plated dinner for 50 is also requested for March 25, 2010. Light morning refreshments and mid-morning refresh is required for 25 attendees on March 26, 2010. Meal tickets for lunch may be requested for up to 25 on March 26, 2010. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: screen, projector, and a podium with microphone for the general session and the dinner. A T-1 line is requested for the business center/office with drops for six computers. Four dry-erase boards/easels with markers are needed. Also, four digital clocks are requested. A telephone with outside phone access is needed for the business center/office, and a phone line is needed for a fax machine. One conference telephone with international calling capability is needed for the plenary session, along with six tabletop microphones with stands. Business Center/Office: One room to be used for office/storage space is requested that is in close proximity to the meeting space March 24-26, 2010. One round set for eight and two rounds set for two is requested. Dinner Room: One private room for a plated dinner of up to 50 attendees set in rounds of eight, with two bars and room for flow is requested for March 25, 2010. Break Area: An area is needed for light refreshments in close proximity to the meeting space. "Reception" Area: A reception area to welcome interviewees is needed in close proximity to the meeting space, with seating for 5-10 guests. Hotel Requirements: 1.Within walking distance (2-3 blocks) of a Washington Metropolitan Area Transit Authority Metrorail Station. 2.Regular rooms at or below the federal government per diem rate of $226/night 3.Hotel must be in compliance with the Americans with Disabilities Act 4.Hotel must have a DUNS and BRADSTREET number 5.Hotel must be registered and current with Central Contractor Registration (CCR) 6.All meeting space available on-site 7.Hotel must have availability to put all participants in one hotel 8.Direct access to onsite hotel representative during business hours 9.Multiple restaurant options within 5 blocks of the hotel 10.Onsite 24-hour security 11.No penalty for rooms not used Award will be made to the offeror determined to be the Best Value to the Government. Evaluation may be made with or without discussions with the offeror(s). The technical proposals will be evaluated and selection will be based on how the offeror's proposal best conforms to the requirements outlined in this solicitation. 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. 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: Quality, Value, (Quality and Value, for this solicitation, refers to how well the offeror's proposal conforms to the requirements of this solicitation) and Cost. Quality and Value combined are more important that Cost. 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. This is an all electronic solicitation: Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to elaine.porter@va.gov Questions related to this solicitation must be submitted by email (elaine.porter@va.gov) no later that 2:00 p.m. ET March, 3, 2010. No telephone inquiries will be accepted. Due date for receipt of proposals is Monday, March 8, 2010 at 2:00 p.m. ET.
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