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FBO DAILY ISSUE OF JANUARY 08, 2011 FBO #3332
DOCUMENT

99 -- 2011 National HR Training Conference for HR Managers and Professionals - Attachment

Notice Date

1/6/2011
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;VA Central Office;Cntr. for Acquisition Innovation (049A3);810 Vermont Avenue, NW;Washington DC 20420
 

ZIP Code

20420
 

Solicitation Number

VA10111RP0024
 

Response Due

1/24/2011
 

Archive Date

4/24/2011
 

Point of Contact

Joan Dixon
 

E-Mail Address

ct
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with FAR Subpart12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items and FAR Subpart 13, Simplified Acquisition Procedures. This request is issued to negotiate three (3)Firm Fixed Price type contracts for Hotel Accommodations, Conference Space, and Hotel Event Related Services located in Nashville, Tennessee, Dallas, Texas, and Orlando, Florida. This announcement/solicitation is unrestricted and constitutes the only solicitation; a written solicitation will not be issued. This IS NOT a solicitation for Event Planning Services or 3rd party event planning services. VA will not consider a quotation submitted by an offeror that is not a hotel. An offer which requires the Government to execute a separate agreement with a third party vendor shall be deemed technically unacceptable. This solicitation incorporates FAR provisions and clauses that are in effect through Federal Acquisition Circular 2005-38 and VAAR. The NAICS Classification code 721110 and the small business size standard is $7 million. The Period of Performance for this requirement is flexible from May through August 2011 with approximately 1100 peak sleeping rooms ™ daily and required meeting space. The Department of Veterans Affairs is sponsoring the 2011 National HR Training Conference for HR Managers and Professionals. The hotel must accommodate a total of 1100 sleeping rooms nightly, must provide all requirements specified for conference needs in Parts A, B, C, and D below. While the Government will not be responsible for payment of unused rooms, the Contractor must guarantee that the number of rooms listed above will be available for the dates listed. Conference attendees are responsible for payment of their individual room fees which may be lower for the area but must not exceed the Government per diem rate. A Hotel Contract, including Tax ID # and Federal Emergency Management Agency (FEMA) # shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel (i.e. parking, shuttle services; transportation to/from airport, menus (upon request)). To be eligible for award under this solicitation, the hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at www.usfa.fema/gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). In accordance with FAR 52.204.7 Central Contractor Registration (APR 2008)); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. Offers proposed facilities that are not listed will be rejected as non-responsive. Part A: Hotel Lodging “ Total of 1100 peak sleeping rooms for participants in the following room block pattern: Friday “ 5 rooms; Saturday “ 20 rooms; Sunday - 50 rooms; Monday “ 1100 rooms; Tuesday “ 1100 rooms; Wednesday “ 1100 rooms; Thursday “ 1100 rooms; and, Friday “ 200 rooms. Total Room Nights: 4,675 Check-in to begin on Monday with primary checkout on Friday. Rooms must be individual/private-sleeping rooms with toilet facilities at the prevailing 2011 government Per Diem rate for Nashville, TN (currently $110); Dallas, TX (currently $107) Orlando, FL (currently $90). Payments for Part A shall be the sole responsibility of each participant, to include no show and/or individual cancellation fees. All potential bibbers must provide the hotel ™s policy on bed bug inspections and preventive measures. All potential bidders MUST report full disclosure of any complaints of bed bugs and remedies taken to eliminate the infestation. Part B: (1) Meeting Space “ Plenary Session Meeting Room to begin set-up at 6:00am on Sunday with the program to begin at 8:00am on Tuesday and to be held on a 24-hour basis on through Saturday at 12:00pm with setup of room and audio visual equipment to accommodate 1100 people in classroom and theater combination without pillars and 12ft or greater ceiling; (with an aisle in the center); stage with podium, 2 skirted tables and 4 chairs; and 4 skirted 6' tables and 12 chairs in the rear of the General Session for staff. (2) Four meeting rooms to be used as Executive Office, Speaker Room, Staff Office, and Storage Room, all lockable, located in the vicinity of the General Session Room. The Executive Office will be set in and œexecutive  fashion. The Speaker Room will be set up in a board room style, preferably next to the general session room for Audio Visual (AV) feedback; Staff Office will be set up in a Hollow Square style with skirted tables; the Storage Room needs to be large enough to hold AV equipment and conference materials. All of the rooms will need to be available beginning Saturday at 8:00am to be held on a 24 hour basis through Saturday at 12:00pm. Training in the plenary until 2:00pm on Friday. (3) Breakouts: Breakout rooms needed to accommodate 30-35 people set classroom style in the following sequence: Monday: 10 rooms Tuesday: 35 rooms Wednesday: 35 rooms Thursday: 35rooms Friday: 35 rooms All meeting space and public area of facility MUST be American Disability Act (ADA) compliant. Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order. Part C: Anticipate light refreshments for morning and afternoon break on Tuesday through Friday morning. Menus are to be provided upon request. Payments for Part C shall be processed by Government Purchase Card or Government Purchase Order or by the direct billing process via cashier's check. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Audio Visual “ The Department of Veterans Affairs reserves the right to bring in outside AV support at no additional charge to the government. Minor AV may be requested from Hotel AV Company. Minor AV is defined as flip charts, pipe and drape, podium, microphone, and wireless internet connection in the general session room. Bidders are cautioned to follow the detailed instructions fully and carefully. The proposal shall consist of the following information which is divided into two parts: Technical Proposal and Price Proposal. The technical proposal including title page, detailed table of contents, preface, etc. shall not exceed 30 pages and utilize Times New Roman and size 12 fonts. Technical proposals will be evaluated for size and quality of meeting space and accommodations, provided services and location. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and provided services, refreshments, and cancellation and attrition fees. All responsible sources that meet the requirements and provide items as listed above may respond to this solicitation by submitting a cost and technical proposals, Hotel Contract and descriptive literature. Any quotation that does not meet the solicitation requirements will be rejected as non-responsive. 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 In accordance with FAR 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 Government reserves the right to award without discussions. Therefore, the bidders initial offer should contain the bidders best terms from a price and technical standpoint. The following factors shall be used to evaluate offers: 1. Meeting Space: Flexibility, Available of Space Required, Space as Requested, Quality of Meeting Space. 2. Provided Services (Cost Savings and Special Considerations): Complimentary/Discount AM/PM Breaks, F&B Discounts, Meeting Room Internet, Complimentary/Discount Shuttle Service, Room Upgrades, Discount to Attendees on Food Outlets, Complimentary/Discount Reception, Complimentary Rooms, Service Charge, Parking Discounts, Parking Passes, Parking Prices, Discounts for Tourist Attractions, Guest Room Internet Costs 3. Size and Quality of Accommodations: Full Service Hotel, Site Visit Observations/Past Experience, Fitness Center 4. Location: Exclusiveness, Proximity to Airport, Proximity of Subway, and Outside Activities, Restaurants in area, Safe Location 5. Price: Cost of Accommodations, Services, Cancellation Fee, Attrition and Refreshments, Percent Back on Master Account, Discounts on Room Rates, Meeting Room Costs (Meeting Space, Provided Services, Quality of Accommodations, and Location, when combined are more significant than price). These factore are listed in their descending orders of importance. Areas of Special Consideration: - Extension of the government per diem rate two days prior and two days after the event. -Discounts and/or complimentary AM/PM breaks. -Complimentary reception. -Complimentary food & beverage -Parking passes for official conference vehicles & speakers. -Guest discounts for major tourist attractions. -Special government lunch menus. -Rebate on master account including hotel revenue. The following provisions and clauses are applicable to this acquisition: 52.204-7 Central Contractor Registration; 52-212-1 Instructions to Offerors-Commercial Items; 52,212-2 Evaluation-Commercial Items; 52.212-3 Offeror Representation and Certification-Commercial Items; 52.212-4 Contract Terms and Conditions- Commercial Items; 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Order-Commercial Items; 52.232-19 Availability of Funds for the next Fiscal Year; 52.232-22 Payment by Electronic Funds Transfer-Central Contractor Registration; 52.233-3; Protest after award; 52.252-1 Solicitation Provisions incorporated by Reference; 52.252-2 Clauses incorporated by reference; VARR 852.203-70 Commercial Advertising; 852.237-70 Contractor Responsibilities; 852.270-1 Representatives of Contracting Officers. All questions shall be submitted in writing and received by prior to closing by 12:00 pm, Wednesday, January 12, 2011. Questions can be sent via email to joan.dixon @ va. gov Proposals are due no later than 3:00 pm Eastern Time, Monday, January 24, 2011. Proposals shall be emailed to joan.dixon@va.gov. Late proposals will not be evaluated or considered.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAOAS/VADC/VA10111RP0024/listing.html)
 

Document(s)

Attachment
 

File Name: VA-101-11-RP-0024 VA-101-11-RP-0024_CS.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=169996&FileName=VA-101-11-RP-0024-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=169996&FileName=VA-101-11-RP-0024-000.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02355285-W 20110108/110106233939-2a94d3e51ee56efe5b2a40287c03eca5 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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