SOLICITATION NOTICE
X -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 8/18/2010
- 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
- VA77710RP0238
- Response Due
- 8/24/2010
- Archive Date
- 10/23/2010
- Point of Contact
- Elizabeth Buchholz
- E-Mail Address
-
mployee
- 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 one of the following locations: Washington, DC area or Baltimore, MD. Request for Proposal VA-777-10-RP-0238 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 2005-43 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 one of the following dates, listed in order of preference: February 26-March 04, 2011, March 05-10, 2011; or March 12-17, 2011. The government requires 900 (peak night) sleeping rooms and the required meeting space to be housed in the same facility, but will accept alternate proposals for multiple facilities in close proximity. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of œDoD/VHA Annual Suicide Prevention Conference 2001 . The hotel shall accommodate 900 sleeping rooms (ref CLIN 0001) (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 selected area. VA and DoD travelers shall check in individually and shall pay guest room costs by individual Government credit card. Hotel shall provide (if applicable) 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 Part 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 (availability/cost) 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 1000 attendees with the following needs: Part A: Hotel Lodging 0001Four hundred (400) guest rooms with check-in on Saturday of the available week with checkout on Friday of the same week. Five hundred (500) additional guest rooms with check-in on Sunday and check out on Friday of the same week. 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 rate for selected area. CLIN 0001 shall not be priced or awarded on the subsequent contract. Lodging rates are solely to price and ensure per diem rates are not exceeded. Part B: Meeting Space 0002One general session room to accommodate 1000 people set in rounds, without pillars, and 15 ft or greater ceiling. Room shall be large enough to accommodate 125 rounds of 8, with an additional 3000 sq. ft. for staging (anticipate six 6 x 8 x 36 risers set 48 wide x 6 deep and five 6 x 8 x 24 risers set 30 wide by 8 deep), a head table for 8 people, a standing lectern and audio visual equipment (rear screen projection anticipated). General Session room will be needed Saturday through Thursday and must remain on 24 hour hold. AV setup Sunday all day. High speed Internet connectivity required in this room and the registration area (ref CLIN 0005). 0003Five Breakout Rooms for Pre-Conference Meetings on Sunday of available week. These rooms will need to be available on Saturday starting at 8:00 am on a 24 hours basis until Sunday at 7:00 pm. Each breakout room should be able to accommodate no less than 80-100 attendees set in classroom seating with one center aisle and aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these five (5) breakout rooms should be approx. 1700 sq ft and a 10ft high or greater ceiling without pillars to obstruct the view. 0004Eight Breakout Rooms: These rooms are needed in addition to the General Session mtg room (total of 9 meeting rooms combined). These eight (8) Breakout rooms are needed on a 24-hour basis from 2:00 pm on Sunday for AV and room set-up until 6:30 pm on Thursday. All breakout rooms should be able to accommodate no less than 300 attendees set in classroom seating with one center aisle and aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these eight (8) breakout rooms should be no less than 5500 sq ft with a 10 ft or higher ceiling and have no pillars to obstruct the view. High speed Internet connectivity will be required in these rooms. 0005Registration Desk. The registration desk area must be large enough to accommodate no less than 7 six ft skirted tables set in a U or L shape style with 7 chairs plus 3 six ft draped tables set behind the registration desk for additional materials and shall be set outside in close proximity of the general session room. Registration area will be needed Saturday “ Thursday on a 24 hour basis. High speed Internet connectivity required plus electrical outlets/power to accommodate 5 laptop computers and printers. 0006Staff Office Room. This office room should be located near general session room and registration desk. This room should accommodate a conference table for 10-15 and placed on a 24 hour hold beginning Sunday at 8:00 am until 7 pm on Thursday. This room will need to be re-keyed to allow access by designated meeting staff only. 0007Speaker Ready Room (near general session) for Faculty, starting Sunday, thru Thursday (24-hour hold) and should be able to accommodate AV equipment and tables for 5-6 in conference style with electricity capability for several pieces of AV equipment and a direct call out phone line capability for connection to computer server. 0008Two (2) secured rooms needed for audio visual storage Saturday “ Friday (24-hour hold). Part C: Other Requirements 01 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: I. Technical Evaluation Factors: Size and Quality of Services and Accommodations 1. Guest Room and Meeting Space in a single facility. While the government may review alternate proposals, it highest preference is a single venue. 2. 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. 3. Hotel Quality: Last renovation/update, Site Visit Observations, Literature Descriptions, Online Reviews, Event planner feedback, if available. 4. Hotel Services: Full Service Hotel, Fitness Center, Parking, Guest room Internet, Onsite Restaurants, Shuttle to/from Airport. Variety of restaurants and shops within walking distance (not to exceed 3-4 normal city blocks) in a safe area. 5. Location: Proximity to downtown, airport, Metro/light rail, restaurants, and outside activities 6. Added Value: Complimentary/Discount AM/PM Breaks, Other Food and Beverage Discounts, Discount to Attendees on Food Outlets, Complimentary/Discount Guest Room Internet, Complimentary/Discount Meeting Room Internet, Complimentary Airport Transfers, Complimentary/Discount Shuttle Service, Room Upgrades at group rate, Complimentary/Discount Reception, Complimentary Guest Rooms, Complimentary/Discount Parking, and other complimentary considerations. The Department of Veterans Affairs policy will not guarantee a minimum amount of food and beverage revenue. II. Past Performance 1. Feedback from other planners 2. Provide up to three references of events of similar size and scope 3. Reviews online and commercially available customer comments III. 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 refreshments costs 4. Luncheon costs 5. 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 52.212-4 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);; 52.233-2 Service of Protest (Sep 2006); VAAR 852-233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852-233-71 Alternate 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: Elizabeth Buchholz, CGMP Event Manager/Contracting Officer Department of Veterans Affairs Employee Education Center 950 22nd Street North, Suite 500 Birmingham, Al 35203-5300 Phone (205) 731-1812 x 305 Fax (205) 731-1821, or email Beth.Buchholz@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, August 24, 2010 at 4:00 PM CT 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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