SOLICITATION NOTICE
V -- VISN 18 Retreat - Park City, utah
- Notice Date
- 5/14/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VISN 18 Contracting Office;6950 E Williams Field Rd;Mesa AZ 85212
- ZIP Code
- 85212
- Solicitation Number
- VA25810RQ0169
- Response Due
- 5/21/2010
- Archive Date
- 6/20/2010
- Point of Contact
- Joshua Pearlman
- E-Mail Address
-
:
- Small Business Set-Aside
- N/A
- Description
- VISN 18 Retreat - Park City, Utah This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number (VA-258-10-RQ-0169) is being issued as Request for Quotations (RFQ) using Simplified Acquisition Procedures under FAR Part 13. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-40. This requirement is unrestricted under NAICS Code 721110, Size Standard $7,000,000. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) award will be made as result of this combined synopsis/solicitation. REQUIREMENTS: Department of Veterans Affairs VISN 18, 6950 E. Williams Field Rd., Mesa, AZ 85212 has a requirement for lodging, parking, and meeting space to include food and beverages on July 26-29, 2010. Location must be in Park City, Utah within a 4-mile radius of the 5th Street and Main Street intersection. Proposed hotel location should be within.25 miles walking distance from the Park City Bus Line or have complimentary transportation to the Park City Bus Line. The contractor must be able to provide all requirements specified for conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. The required meeting space shall include a podium, A/V cart, two (2) wireless microphones, one lavaliere microphone, one large projection screen, projector, internet, wireless internet access for attendees, electric outlets and a laptop with Power Point. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area. VISN 18 reserves the right to conduct an on-site inspection of offered facilities. Offerors are requested to submit a minimum of 3 references that can be contacted to verify past performance. The proposed hotel is asked to provide ideas for team building activities (including associated fees) located in the immediate vicinity of Park City, UT. Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the Central Contractor Register (www.ccr.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts. Additionally, contractor must comply with Department of Veterans Affairs Informational Letter (IL) 90-01-9 Dated Sept. 5, 2001. For employees in travel status, the first $36 of dinner expenses will be paid for through appropriated funds and remaining expenses over $36 will be paid for from canteen promotional funds. Vendor will need to invoice to the following address to seek payment of canteen funds: Aubrey Braithwaite, Canteen Service, 650 East Indian School Road, Phoenix, AZ 85012. All other CLINS (except those for lodging rooms), will be paid for using government credit card. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long-distance phone calls, movie rentals, internet fees and room service charges. All offers must either be accompanied by Representations and Certifications or the offeror must be currently registered in ORCA at website https://orca.bpn.gov/. Statement of Work for detailed information: CLIN 0001Monday July 26, 2010 Maximum 80 lodging rooms for night of 7/26/2010, non smoking, one king bed, two double beds, or two queen beds. $_______________ CLIN 0002Tuesday July 27, 2010 7:00 am to 9:00 pm Meeting Room - General Session to accommodate maximum 80 attendees. Open square table formation or suitable alternative at discretion of customer. Linens, candies, pens, pads, ice water and glasses. Reception table near inlet. Meeting room to include Continental breakfast and refreshments for maximum 80 attendees. 7:00 am Coffee, tea, water, juice, pastries, muffins, bagels, granola, fruit, yogurt 9:50 am Refresh coffee, water, and tea 4:00 pm Light afternoon snacks, soda, juice, water, cookies, coffee, and fruit. $_______________ CLIN 0003Tuesday July 27, 2010 7:00 am to 9:00 pm Four additional meeting rooms for breakout sessions to accommodate groups of 10-20. $_______________ CLIN 0004Tuesday July 27, 2010 Dinner/Heavy hors d'œuvre for Maximum 80 people to include beverages. Must include options for vegetarians. $_______________ CLIN 0005Tuesday July 27, 2010 Evening (6:00 pm) Meeting Room for Maximum 80 People for dinner (outlined in CLIN 0004) or suitable alternative at discretion of customer. $_______________ CLIN 0006Tuesday July 27, 2010 7:00 am to 9:00 pm. Audio Visual Requirement in the General Session Room: Podium, A/V Cart, two (2) wireless microphones, one lavaliere microphone, one large projection screen, projector, internet, wireless internet access for attendees, laptop with Power Point, require audio visual support for equipment setup, electric outlets. $_______________ CLIN 0007Tuesday July 27, 2010 Maximum 80 lodging rooms for night of 7/27/2010, non smoking, one king bed, two double beds, or two queen beds. $_______________ CLIN 0008Wednesday July 28, 2010 7:00 am to 7:00 pm Meeting Room - General Session to accommodate 55-80 attendees. Open square table formation or suitable alternative at discretion of customer. Linens, candies, pens, pads, ice water and glasses. Reception table near inlet. Meeting room to include Continental breakfast and refreshments for 55-80 attendees. 7:00 am Coffee, tea, water, juice, pastries, muffins, bagels, granola, fruit, yogurt 9:50 am Refresh coffee, water, and tea 2:45 pm Light afternoon snacks, soda, juice, water, cookies, fruit.$_______________ CLIN 0009Wednesday July 28, 2010 7:00 am to 7:00 pm Four additional meeting rooms for breakout sessions to accommodate groups of 10-20. $_______________ CLIN 0010Wednesday July 28, 2010 7:00 am to 7:00 pm. Audio Visual Requirement in the General Session Room: Podium, A/V Cart, two (2) wireless microphones, one lavaliere microphone, one large projection screen, projector, internet, wireless internet access for attendees, laptop with Power Point, require audio visual support for equipment setup, electric outlets. $_______________ CLIN 0011Wednesday July 28, 2010 Maximum 80 lodging rooms for night of 7/28/2010, non smoking, one king bed, two double beds, or two queen beds. $_______________ CLAUSES INCORPORATED BY REFERENCE: 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): https://www.acquisition.gov/far/ (FAR) and http://www1.va.gov/oamm/oa/ars/policyreg/vaar (VAAR); 52.212-1 Instructions to Offerors - Commercial Items (JUN 2008) 52.212-2 Evaluation -- Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: 1. Technical Capabilities A. Availability of preferred date(s)/timeframe; B. Location; C. Accommodations, to include conference room space, and parking for attendees; D. Food Service Capabilities; E. A/V capabilities; 2. Past Performance; and 3. Price/Availability of per diem rates or lower discount. The evaluation factors are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price. 52.212-3 Offeror Representations and Certification - Commercial Items (AUG 2009); 52.212-4 Contract Terms and Conditions Commercial Items (MAR 2009); 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (APR 2010); 52.222-3 Convict Labor (JUN 2003); 52.222-21 Prohibition of Segregated Facilities (FEB 1999); 52.222-26 Equal Opportunity (MAR 2007); 52.222-36 Affirmative Action For Workers With Disabilities (JUN 1998); 52.222-41 Service Contract Act of 1965 (NOV 2007); 52.225-1 Buy American Act - Supplies (FEB 2009); 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008); 52.232-34 Payment by Electronic Funds - Other than Central Contractor Registration (MAY 1999); 52.233-2 Service of Protest (SEP 2006) 52.204-7 Central Contractor Registration (APR 2008); 13.5 ADDENDUM - ADDENDUM to FAR 52.212-5 Instructions to Offerors - Commercial Items Sub-Part 13.5 Test Program VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852.233-71 Alternate Protest Procedure (JAN 1998); VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008); VAAR 852.273-74 Award Without Exchanges (JAN 2003). PROPOSAL REQUESTS: All requests for a solicitation package must be submitted in writing to Joshua Pearlman by email: Joshua.Pearlman@va.gov or fax to (480) 325-3111. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 3 pm PST on 5/19/2010.
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