SOLICITATION NOTICE
X -- Partnerships for Healing Environments 2010/10.LR.PFHE2010.A
- Notice Date
- 6/11/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 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
- 63125
- Solicitation Number
- VA77710RP0184
- Archive Date
- 7/26/2010
- Point of Contact
- Kimberley Kapica
- E-Mail Address
-
cting
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services located in San Diego, CA. Request for Proposal VA-777-10-RP-0184 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. Department of Veterans Affairs will not consider a proposal submitted by an offeror that is not a hotel. 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 2005-41 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7M, respectively. This Federal Business Opportunity announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. This solicitation is issued under full and open competition. This contract will be firm fixed price. The Period of Performance for this requirement will be October 18 22, 2010. The government requires 700 (peak night) sleeping rooms and the required meeting space to be housed in the same facility. The Department of Veterans Affairs Employee Education System (EES) is sponsoring a training conference on the topic of Partnerships for Healing Environments 2010 . The hotel shall accommodate 700 sleeping rooms (ref CLIN 001) (based on required time frame), shall provide all requirements specified for conference needs in Parts A, B and C below. Lodging rates must be within the Government Per Diem rate or lower for San Diego, CA ($147). VA travelers shall check in individually and shall pay guest room costs by individual Government credit card. Hotel shall provide state and local tax exempt forms for VA travelers to submit as this travel constitutes official business of the Federal Government. A master account shall be established for Group costs (meeting and other room costs in Park B below and food). Proposal must allow Department of Veterans Affairs to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. TECHNICAL PROPOSAL: A technical proposal shall be submitted addressing the requirements listed and pricing. Your technical proposal should include descriptive literature and commercial list prices of sleeping rooms, meeting room space, meeting space diagrams and square footage and capacity charts, information (cost/availability) on amenities of hotel, i.e. parking, shuttle services, transportation to/from airport, audio visual equipment and menus, and other amenities offered. Pricing information in this section is considered to be part of the technical proposal, not the price proposal. PRICE PROPOSAL: A price proposal in accordance with the following CLINs must be provided. To be eligible for award under this solicitation, the hotel facility must propose for use a facility that is compliant with the requirements of 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) and the Central Contractor Registration website (www.ccr.gov). Offers proposing 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. 1201 et. Seq.). The hotel facility shall accommodate an estimated 1050 attendees with the following needs: Part A: Hotel Lodging CLIN 0001One hundred (100) guest rooms with check-in on Sunday, October 17, 2010, check out on Thursday, October 21, 2010. Six hundred (600) guest rooms with check-in on Monday, October 18, 2010 with check out of five hundred and eighty-five (585) on Thursday, October 21, 2010, the remaining fifteen (15) rooms will check out on Friday, October 22, 2010. Room Block Pattern: 10/17/10 100 sleeping rooms, 10/18/10 700 sleeping rooms, 10/19/10 700 sleeping rooms, 10/20/10 700 sleeping rooms, 10/21/10 700 sleeping rooms, 10/22/10 15 sleeping rooms. Guest rooms must be individual/private sleeping rooms with toilet facilities. Payment shall be the sole responsibility of each participant. Lodging rates shall not exceed the prevailing federal government per diem rate for San Diego, CA ($147). Part B: Meeting Space CLIN 0002General Session large spacious room (minimum 20,000 square feet with 15 ceilings) with unobstructed view (no pillars/columns) set classroom style for 1050 people, to include panel table on riser with seating for seven (7) with standing lectern with microphone (full staging with pipe & drape), one (1) hard wired internet connection at podium for presenter, reserved staff table in rear of room with seating for six (6). This group will require, at a minimum, the following AV: LCD Projector package (includes LCD projectors, dual (2) large screens, laptop computer with Office 2007, wireless remote to advance slides, AV cart with required cabling). General Session room is to be available for initial set up on Monday, October 18, 2010 at 7am and to remain same, 24 hour hold, through conclusion of conference, approximately 1:00 pm on Friday, October 22, 2010. CLIN 0003Pre-conference Meetings/Workshops Seven (7) meeting rooms large enough to accommodate 35 people each, set conference style to include LCD projector package (includes LCD projector, screen (appropriate to room size & number of attendees), laptop with Office 2007, wireless remote to advance slides, AV cart and required cabling), all preconference meeting rooms are to be available for initial set up at 1pm on Sunday, October 17, 2010 and to remain same through 7pm on Monday, October 18, 2010. CLIN 0004Breakout Rooms (7) in addition to the general session room this group will require seven (7) breakout rooms (minimum 2500 square feet each), each breakout room must be large enough to accommodate 130 people set classroom style and include panel table on riser with seating for three (3) with standing lectern with microphone, one (1) hard wired internet connection at podium for presenter and full AV (LCD projector package, large screen, laptop with Office 2007, wireless remote to advance slides and laser pointer), one (1) wireless lavaliere, one (1) wireless hand held microphone, audio mixer and one (1) flipchart package (includes easel, post-it type flip chart paper and markers). Breakout rooms are to be available for initial set up at 3pm on October 18, 2010 and to remain same, 24 hour hold, through 12 pm on October 22, 2010. CLIN 0005Poster Session Room Large spacious room to accommodate fifteen (15) double-sided, free standing poster boards (4 x 8 ) and sixteen (16) information tables (30 w x 6 l) draped with power and internet, with flow for 1050. Poster session room is to be set/available at 1pm on October 18, 2010 and to remain same, 24 hour hold, through 7pm on October 21, 2010. CLIN 0006Educational Luncheon Large, spacious room (minimum 15,000 square feet with 15 ceiling) with unobstructed view (no pillars/columns) is to be set in crescent rounds of seven (7) for 1050 with panel table on riser with seating for five (5) to include standing lectern with microphone, anticipate use of full AV with staging and pipe/drape. Room is to be set/available at 9am on Wednesday, October 20, 2010 and to remain same through 2pm on same date. ** (No exhibit hall space)** CLIN 0007Registration registration is to be set up outside/adjacent to general session room (prefer registration booth), if this option is not available then we will require five (5) registration stations, each station is to be set U-shape with seating for three (3) and include one (1) WiFi connection, water service and large waste receptacle. Registration area is to be set up/available at 7am on October 18, 2010 and to remain same, 24 hour hold, through approximately 3pm on October 22, 2010. CLIN 0008Faculty/Speaker Ready Room room is to be located in close proximity to general session room and must be large enough (900 square feet minimum) to accommodate 15 people set conference style to include house phone, water service and large waste receptacle. Faculty/Speaker ready room is to be set/available at 1pm on Monday, October 18, 2010 and to remain same, 24 hour hold, through 12 pm on Friday, October 22, 2010. CLIN 0009Lockable Office/Storage Room medium sized room located adjacent to/near general session and registration area with conference style seating for six (6) to include house phone, two (2) internet connections, water service and large waste receptacle. Office/storage room is to be set/available at 1pm on Sunday, October 17, 2010 and to remain same, 24 hour hold, through approximately 3pm on Friday, October, 22, 2010. CLIN 0010Office II small, lockable room with conference style seating for four (4) to include house phone, water service and large waste receptacle. Office II is o be set/available at 1pm on Sunday, October 17, 2010 and to remain same, 24 hour hold, through approximately 12 pm on Friday, October 22, 2010. CLIN 0011Lockable Space for AV Equipment Storage lockable storage room (medium size room) for storage of AV equipment, room is to be available beginning at 1pm on Sunday, October 17, 2010 and to remain same, 24 hour hold, through approximately 5pm on Friday, October 22, 2010. Part D: Other Requirements NOTE: Federal 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 most advantageous to the Government price and other factors considered. Award may be made with or without discussions with the offeror(s). Department of Veterans Affairs reserves the right to conduct an on-site inspection of offered facilities. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting price and technical proposals. Any offer that does not meet the solicitation requirements will be rejected as technically unacceptable. The following provisions and clauses shall apply to this solicitation: FAR 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 these locations: 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. Commercial Items: 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance): 1.Technical Evaluation Factors: Size and Quality of Services and Accommodations 1. Meeting Space: Flexibility, Availability of Guest Rooms Required, Meeting Space as Requested, Quality of Meeting Space. A Department of Veterans Affairs Representative may schedule a site visit to validate size and quality of meeting space and accommodations. 2. Hotel Quality: Last renovation/update, site visit observations, literature descriptions, online reviews, event planner feedback, if available. 3. Hotel Services: Full service Hotel, Parking, Guest room internet, onsite restaurants, shuttle to/from airport, fitness center. Variety of restaurants and shops within walking distance (not to exceed 3-4 normal city blocks) in a safe area. 4. Location: Proximity to downtown, airport, restaurants and outside activities 5. Added Value: Complimentary/discounted AM/PM refreshment breaks, other food and beverage discounts, discount to attendees on food outlets, complimentary reception, complimentary guest rooms, room upgrades at group rate, complimentary/discount guest room internet, complimentary/discount meeting room internet, complimentary airport transfers, complimentary/discount airport shuttle service, complimentary/discount parking and other complimentary considerations. The Department of Veterans Affairs policy will not guarantee a minimum amount of food and beverage revenue. 2.Past Performance 1. Feedback from other planners. 2.Provide up to three (3) references of events of similar size and scope 3.Reviews online and commercially available customer comments 3. Price Factors: 1. Lodging rates (room rates at or below per diem) 2.Meeting Room Costs as set forth in B above 3.Break/light refreshment costs 4.Other discounts or cost factors The following factors shall be used to evaluate offers: Technical Acceptance, Past Performance, and Price in descending order of importance. Subfactors are of approximately equivalent importance. The factors other than Price, when combined, are more important than Price. FAR 52.2124 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 © (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); 52.233-2 Service of Protest (Sep 2006); VAAR 852-233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852-233-71Alternate Protest Procedure (JAN 1998); VAAR 852-270-4 Commercial Advertising; 852-237-70 Contractor Responsibilities; and 852-270-1 Representatives of Contracting Officers. 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 proposal or be registered with On-Line Representations and Certifications (ORCA). 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 or a statement of ORCA completion. Submit all price Proposals, descriptive literature, and technical proposal to: Kimberley Kapica, CGMP Event Manager/Contracting Officer Department of Veterans Affairs, Employee Education System 5901 E. 7th Street (00E) Long Beach, CA 90822 Phone: (562) 826-5505 ext. 2334 FAX: (562) 826-5453, or email Kimberley.kapica@va.gov Faxed proposals will be accepted. E-proposals/web based proposals will not be accepted. Closing date for receipt of proposals is Wednesday, June 16, 2010 at 11:00 AM PST. Contracting Office Address: St. Louis Employee Education System, VA Medical Center, Bldg. 2, 1 Jefferson Barracks Drive, St. Louis, MO 63125
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