SOLICITATION NOTICE
U -- Health Service Research and Development Service State of the Art Conference from Sept. 20-24
- Notice Date
- 7/16/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA24110RQ0505
- Response Due
- 7/26/2010
- Archive Date
- 7/31/2010
- Point of Contact
- Audrey Wooten
- E-Mail Address
-
cting
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format prescribed in the Federal Acquisition Regulations (FAR) subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the Request for Quotation (RFQ) for the required items under Solicitation No. VA-241-10-RQ-0505. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-37. The North American Industry Classification System (NAICS) number is 721110, the business size is 7.0 million. The solicitation responses must be submitted by 14:00 Eastern Standard Time on 2010-07-26 FOB Destination. Offeror must be registered in the Central Contractor Registration (CCR) database before an award can be made to them. If the offeror is not registered in the CCR, it may do so through the CCR website at http://www.ccr.gov. Please provide a valid DUNS # with your submission. The selected Offeror must comply with the following commercial item terms and conditions, which are incorporated herein by reference: FAR 52.212-1, Instructions to Offerors - Commercial Items, applies to this acquisition; FAR 52.212-3, Offeror Representations and Certifications - Commercial Items - the selected offeror must submit a completed copy of the listed representations and certifications; FAR 52.212-4, Contract Terms and Conditions - Commercial Items; FAR 52.212-5, 52.246-4. The full text of the referenced FAR clauses may be accessed electronically at http://www.acqnet.gov/far. The evaluation critria for this procurement is listed in full text at the end of the RFQ 52.212-2 EVALUATION. If an offeror does not meet all mandatory criteria, as listed below they will be considered non-responsive to this RFQ. STATEMENT OF WORK Project Overview Following is a preliminary scope of work for hotel/conference services to be provided on behalf of the Center for Information Dissemination and Education Resources (CIDER). A.General Information 1.Title of Project: VA Health Services Research and Development Service State of the Art Conference on Access." This is a national conference to include VA and non-VA participants from throughout the United States, with online registration, a published agenda, and scheduled speakers, and involves matters of topical interest to multiple agencies and non-governmental participants. 2.Scope of Work: The contractor shall provide all necessary labor, facilities, equipment, materials, etc. to the Department of Veterans Affairs, Office of Research and Development, Health Services Research and Development Service (HSR&D) for "Access State of the Art Conference" to be held during the week of September 20-24, 2010 (Day 1: afternoon/evening only, Day 2: full day, Day 3: day until 1pm) in strict accordance with all terms, conditions, and specifications of this solicitation. Proposed available dates must be specified. 3.Location: Location of the hotel shall be in the Washington DC metro area or Baltimore, MD (See Provision 52.212-2 for technical submission of this requirement). Any facility interested in responding to this solicitation MUST meet the fire and safety requirements of the Hotel and Motel Fire Safety Act (see http://www.usfa.fema.gov/applications/hotel/hotmot_act.cfm). Water, paper, and pencils shall be provided in all meeting rooms. Audio-visual equipment (detailed below) shall be provided as specified below for each day as needed at the expense of the Department of Veterans Affairs. Meeting rooms (detailed below) shall be ready for use no later than one (1) hour prior to scheduled meeting times. A registration area shall be provided near the meeting rooms. The meeting property shall be in a safe and secure location. 4.Performance Period: The contractor shall provide the services of this contract on available dates during the week of September 20-24, 2010, with planning for said services to occur from June 1, 2010 through completion no later than September 24, 2010, unless otherwise directed by the Contracting Officer. 5.Managing agency: The VA HSR&D Center for Information Dissemination and Education Resources (CIDER) is the managing organization within the Dept. of Veterans Affairs for this project. The Director, HSR&D Center for Information Dissemination and Education Resources, shall be the contractor s principal point of contact regarding the execution of the contract s services. B.SPECIFIC MANDATORY TASKS/MEETING REQUIREMENTS 1. MEETING SIZE: Approximately 85 participants will attend the meeting and they will require an estimated 150 "Room Nights" at the hotel (80 nights on evening of Day 1 and 80 nights on evening of Day 2). 2. SCHEDULE OF ITEMS: This is to be a group booking contract for meeting rooms, scheduled meals and breaks, and audio-visual equipment. The items covered in the contract are to be billed directly to VA and are not the responsibility of individual attendees of the conference. Sleeping rooms will be held in a block to be reserved and paid for by individual participants, along with expenses they may incur that are outside the specified schedule of items, for example, personal telephone calls and room service. 3. MEETING ROOM REQUIREMENTS: General session to accommodate 85 people, classroom style, from 4pm to 6pm on Day 1, 8am to 9:30 am on Day 2, and 8am to 12:30pm on Day 3; Banquet space for 85 on evening of Day 1 (approx. 6:30pm to 8:30pm); five (5) breakout rooms for 20 people each, open-U or conference style, from 9am to 6pm on Day 2; one (1) breakout room, conference style for 10 people from 3pm to 9pm on Day 2; one (1) breakout room, conference style for 20 people from 1pm to 4pm on Day 3. Registration area to accommodate 85 people, outside general session space, on 24 hour hold for all meeting days. Access to business center for printing and photocopying of small amount of meeting materials on Day 2 required; charges to be billed to master account. Proposed available meeting space must be described/detailed. 4. AUDIOVISUAL REQUIREMENTS: large screen, LCD projector, laptop, podium with microphone, 2 table-top microphones for banquet and general sessions on all meeting days. Flip charts with markers and masking tape for 5 breakout rooms (2 flip charts per room) on Day 2 and Day 3. One (1) surge strip and one (1) extension cord in each breakout room for Day 2 and Day 3. Audio recording of general session on Day 3. Easels for sign placement outside all meeting rooms. 5. MEALS AND BREAKS: The contractor shall be capable of providing breaks and meals, which are important to ensure attendees full participation in essential discussions, as detailed here. Working banquet dinner for 85 with educational presentations by meeting participants on evening of Day 1 to include soup or salad, entree, dessert, and beverages. Continental breakfast on Days 2 and 3 to include a choice of chilled juices, muffins, croissants, bagels and cream cheese, pastries, whole and sliced fresh fruit and berries, regular and decaffeinated coffee, and hot flavored teas. AM beverage refresh on Days 2 and 3: refresh coffee (regular and decaffeinated), hot flavored tea, water stations (no bottled water). Working lunch on Day 2 to be served as a cold buffet with beverages and must be adjacent to break out rooms (more than one buffet set up may be required, depending on locations of break out rooms). Afternoon break on Day 2: light snacks, variety of soft drinks, coffee (regular and decaffeinated), hot flavored teas, and water stations (no bottled water). Working lunch on Day 3 for 20 people to include assorted sandwiches, chips or salad, dessert, variety of soft drinks, and water stations (no bottled water). Actual menus for all events will be determined within 2 weeks before the conference. Per diem rates for all Federal employees attending this conference while in travel status shall be adjusted to reflect meals provided during the conference. Meals, beverages, etc. are estimated as of this date and will be adjusted to reflect the actual number of attendees. C.REPORTING REQUIREMENTS 1.The contractor shall provide an invoice detailing all services provided in a timely fashion following conclusion of the meeting. D.GOVERNMENT RESPONSIBILITIES 1.Government will provide input to the contractor throughout the planning and service periods and will be responsive to any and all inquiries from the contractor to ensure successful completion of this contract. 2.Pursuant to and in accordance with VAAR 852.270-1, the Contracting Officer will appoint a Contracting Officer s Technical Representative (COTR) to ensure proper facilitation of this contract. The COTR, and any designated alternates, are not authorized to request proposals for, to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the Government for payment of money. Any commitments or changes which will affect the price, quantity, quality or terms of the contract and the authority to mend and/or render decisions or determine questions of facts in disputes and related administration problems are the duties of the Contracting Officer and cannot be delegated. The Contractor shall provide all necessary labor, facilities, equipment, materials, etc. to the Department of Veterans Affairs, Office of Research and Development, Rehabilitation Research and Development Service (RR&D) to facilitate a conference entitled Orthotics and Prosthetics State of the Art Conference to be held during the week of September 20-24, 2010 in strict accordance with all terms, conditions and specification of the solicitation and resulting contract. MEETING SIZE: Approximately 85 participants will attend the meeting and they will require an estimated 150 "Room Nights" at the hotel (80 rooms for the night of Day 1 (date not determined yet) and 80 rooms for the night of Day 2 (date not determined yet). Sleeping rooms will be held in a block to be reserved and paid for by individual participants, along with expenses they may incur that are outside the specified schedule of items, for example, personal telephone calls and room service. SCHEDULE OF ITEMS: This is to be a group booking contract for meeting rooms, scheduled meals and breaks, and audio-visual equipment. The items covered in the contract are to be billed directly to VA and are not the responsibility of individual attendees of the conference. MEETING SPACE ITEMS - each meeting space provided shall include water, paper and pencils. DAY 1 Registration area (to accommodate 85 people) outside of General ______________ Session Space 24-Hour hold . General Session (to accommodate 85 people) Classroom Style ______________ 4:00pm 6:00pm. Banquet space (to accommodate 85 people), approximately ______________ 6:30pm 8:30pm. DAY 2 Registration area (to accommodate 85 people) outside of General Session _____________ Space 24-Hour hold . General Session (to accommodate 85 people), classroom style _______________ 8:00 am to 9:30 am. Five (5) breakout rooms (to accommodate 20 people each) open U-Style or Conference Style, from 9:00 am to 6 pm _____each ________________ One (1) breakout room (to accommodate 10 people) _____each ______________ Conference Style , from 3:00 pm to 9:00 pm Access to business center for photocopying of small amount ________________ of meeting materials (billed to master account). DAY 3 Registration area (to accommodate 85 people) outside of General ______________ Session 24-Hour hold . General Session (to accommodate 85 people), Classroom Style ________________ 8:00 am to 12:30 pm. One (1) breakout room (to accommodate 20 people) _____each ______________ Conference Style , from 1:00 pm to4:00 pm TOTAL FOR SPACE NEEDS:_______________________ AUDIO VISUAL EQUIPMENT required for banquet dinner and general sessions: Large screen____________ LCD projector____________ Laptop____________ Podium with microphone____________ Two (2) table-top microphones ____________ Two (2) standing microphones (for audience) ____________ Audio recording (CD) of general session on Day 3 ____________ FIVE (5) BREAK-OUT ROOMS - each require: (1) Easel (for sign outside room) ______ea__________ Two (2) Flip charts with markers______ea__________ Masking tape______ea__________ Surge Strip______ea__________ Extension Cord______ea__________ Note: As previously indicated paper and pencils should be supplied in all meeting rooms throughout the conference. TOTAL AUDIO VISUAL REQUIREMENTS________________________ MEALS and BREAKS: DAY 1 Working banquet dinner for 85 (with educational presentations by meeting participants) to include soup or salad, entrée, dessert and beverages 85 __________each_________________________ DAY 2 Continental breakfast (for approximately 85 attendees) to include a choice of chilled juices, muffins, croissants, bagels and cream cheese, pastries, whole and sliced fresh fruit and berries, regular and decaffeinated coffee and hot flavored teas. 85__________each_________________________ AM Beverage refresh: Coffee (regular and decaffeinated) hot flavored tea, water station (no bottled water). 85 ______ each__________________ Working lunch to be served as a cold buffet with beverages (for 85 attendees) 85 _____ each_________________ Afternoon break to consist of light snacks, variety of soft drinks, coffee (regular and decaffeinated), hot flavored teas, water stations (no bottled water). 85 _____ each_________________ DAY 3 Continental breakfast (for approximately 85 attendees) to include a choice of chilled juices, muffins, croissants, bagels and cream cheese, pastries, whole and sliced fresh fruit and berries, regular and decaffeinated coffee and hot flavored teas. 85 __________each_________________________ AM Beverage refresh: Coffee (regular and decaffeinated) hot flavored tea, water station (no bottled water). 85 ______ each__________________ Working lunch to be served as a cold buffet with beverages (for 85 attendees) (20 people to include assorted sandwiches, chips or salad, dessert, variety of soft drinks, and water station (no bottled water) TOTAL FOR ALL MEALS AND BEVERAGES__________________________ Meals and beverages quantities are estimates as of contract award date and should be adjusted to reflect the actual number of attendees. QUANTITIES THAT INCREASE ESTIMATED AMOUNTS SHALL BE REQUESTED BY THE COTR TO THE CONTRACTING OFFICER SO THAT OBLIGATIONS MAY BE ADJUSTED. Per diem rates for all federal employees attending this conference while in travel status shall be adjusted to reflect meals provided during the conference. AGGREGATE TOTAL OF SPACE, AUDIO VISUAL AND MEAL REQUIREMENTS$___________________ 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) 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: Technical - Submission required: Please include materials in a folder/binder marked Volume 1 and address each numbered question below in order. 1.Offerors should include a brief narrative of the rooms/spaces intended to meet the government s requirement (including dimensions and amenities). Offerors should include a photo/snapshot, brochure or other means illustrating the various space layout (but elaborative artwork is not required). 2.Offerors should include information relative to the lodging requirements for the two evenings (specify dates) and the hotel s capabilities to reserve the requested number of rooms (at the government rate). 3.Offerors should include a brief narrative describing the hotel s proximity to a major airport, and other amenities in the surrounding area. 4.Offerors should include a copy of the facilities certificate of compliance (or other documentation) relative to the fire and safety requirements of the Hotel and Motel Fire Safety Act (see http:www.usfa.fema.gov/application/hotel/hotmot_act.cfm). Past Performance Submission required: Please include referral in Volume 1 but list Past Performance as a separate section on the binder/folder. 1.Offerors should include (2) referrals from other state or federal government conferences held at their facility (to include main point of contact, telephone number or email address and date of event). In the event a state or federal government event has not occurred at the facility, a referral form the commercial industry should be provided. Contact will be made to verify customer satisfaction. Pursuant to FAR 13.106-1, a best value determination will be made based upon the overall offer, price and other factors considered. Please include one original and three copies (marked COPY ) of your offer. Technical and past performance, when combined, are approximately equal to price. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BoVAMC/VAMCCO80220/VA24110RQ0505/listing.html)
- Record
- SN02208998-W 20100718/100716235329-882aa67294279c0264917ce5ea1741af (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |