Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 15, 2013 FBO #4101
DOCUMENT

V -- Hotel Rooms and Meeting Space - 2013 VA Golden Age Games Buffalo, NY - Attachment

Notice Date

2/13/2013
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs Syracuse;1304 Buckley Rd;Suite 101;Syracuse NY 13212
 

ZIP Code

13212
 

Solicitation Number

VA52813R0105
 

Response Due

2/27/2013
 

Archive Date

3/29/2013
 

Point of Contact

Stephanie French
 

E-Mail Address

Contracting Officer
(Stephanie.French@va.gov)
 

Small Business Set-Aside

N/A
 

Description

Sources Sought Notice National Veterans Golden Age Games Hotel & Conference Space Requirements The VA National Programs and Special Events (NPSE) and Veterans Canteen are sponsoring the 2013 National Veterans Golden Age Games in Buffalo, New York. The Department of Veterans Affairs has a requirement for hotel accommodations and services and conference space located in Buffalo, New York for the period of May 28, 2013 through June 6, 2013. This is not a sources sought notice for Event Planning Services or 3rd Party Event Planning Services. 1.General Information: The NAICS Code for this requirement is 721110 and the small business size standard is $30.0 million. 2.Period of Performance: May 28, 2013 through June 6, 2013 (majority of guests will be checking in on May 29, 2013 and checking out June 5, 2013). 3.Requirements: A.Hotel Accommodations: The hotel(s) shall provide all requirements specified below. Lodging rates must be within the Federal Government Per Diem rate (http://www.gsa.gov/portal/category/100120), which is currently $100.00 per night, or lower for Buffalo, New York in effect at the time services are rendered. Hotel(s) must be located within a 4 mile radius the Buffalo Niagara Convention Center, 153 Franklin Street, Buffalo, NY 14202. Because of the large number of hotel rooms needed, multiple awards may be made in order to obtain the total number of rooms required each night as listed below. The hotel(s) must accommodate the following number of rooms for designated dates: May 28, 2013: Per diem rate should be available for any guests arriving a day prior to the event. May 29, 2013: 920 rooms May 30, 2013: 920 rooms May 31, 2013: 920 rooms June 1, 2013: 920 rooms June 2, 2013: 920 rooms June 3, 2013: 920 rooms June 4, 2013: 920 rooms June 5, 2013: Per diem rate should be available for any guests staying a day after the event. Sleeping rooms shall be based on single/double occupancy with 66% of the standard sleeping rooms containing 2 beds. The estimated number of Full/Partial ADA needed is 35 rooms per night for the period of May 29 - June 4, 2013. Participants shall be responsible for payment of rooms, to include no-shows fee. The standard one (1) complimentary room night per every 50 revenue room nights shall be honored. Breakfast: Hotel(s) shall provide breakfast meals May 29 through June 5, 2013 for an estimated 800 people per day. Cost shall not exceed the Federal Government Meals & Incidental Expenses (M&IE) Per Diem rate (http://www.gsa.gov/portal/category/100120) for Buffalo, New York in effect at the time services are rendered. This rate is currently $9.00 for breakfast. Participants shall be responsible for payment of breakfast meal unless the meal is covered under the room rate. For each hotel with 150 or more National Veterans Golden Age Games guest rooms, the following spaces shall be provided for the period of May 28 - June 4, 2013: Hospitality Suite: One room that shall accommodate 75 people. Room should contain 3-5 long tables for food and drinks, seating for 10 volunteers, a refrigerator and microwave. The VA shall be permitted to bring in dry snacks and non-alcoholic beverages for use. Medical Room: Two connecting rooms (containing no beds) that shall contain 2 long tables, 5 chairs, and provide internet access. B.Conference Space: Conference space must be located in a hotel within a 4 mile radius the Buffalo Niagara Convention Center, 153 Franklin Street, Buffalo, NY 14202 in order to make it easily accessible for participants. Because of the size requirements of the conference room space required, separate awards may be made for each event listed below. Space is needed for the following events: 1.VIP/Pre-Opening Reception: Thursday May 30, 2013 7:00pm - 9:00pm EST- will need access to the room by 3:00pm on May 30 for set up Room to accommodate 75 people - round tables of 8 people per table with chairs No AV requirements Food & Beverage requirements - hors d 'overs with assorted soda, juice and water beverages. 2.Bingo Event: Saturday June 1, 2013 7:00pm - 11:00pm EST - will need access to set up the room beginning 9:00am on June 1, 2013 as well as secured storage space to store prizes on May 29 and June 1, 2013. Room must seat 1000 people and accommodate additional VA employees that will be working the event. Round tables of 8-10 people per table with chairs as well as an additional 3-5 long tables for display of prizes. AV requirements - requires audio sound system, 2-4 wireless handheld microphones, necessary hook ups for the Bingo Equipment 3.VIP/Pre-Closing Reception: Tuesday June 4, 2013 7:00pm - 9:00pm EST - will need access to the room by 3:00pm on May 30 for set up Room to accommodate 60 people - round tables of 8 people per table with chairs No AV requirements Food & Beverage requirements - hors d 'overs with assorted soda, juice and water beverages. Pricing shall include set up, tear down and cleanup charges as well as all food and beverage and related service costs, linens, and Audio Visual supply and service costs. Note: Federal Government reserves the right to hire an outside Audio Visual (AV) company without any penalties incurred as part of the Fair Practice Procurement regulations. The facilities must be compliant with the following requirements: oCompliance with Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) oRegistered with current status on the System for Award Management (SAM) website (https://www.sam.gov/portal/public/SAM) oFEMA 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 VA may contract only with hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Multiple awards may be made for hotel accommodations as well as conference space due to the large number of hotel rooms needed and size requirements for the conference space. If you can meet the requirements listed above for either Hotel Accommodations, Conference room space or both, please provide the following: "Brief capability statement to include: oLodging facility information - include information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport oNumber of rooms available for the dates listed above oPrice per room per night (please list any taxes and fees) oNumber of each type of room available (Single, Double, Full/Partial ADA, etc.) oBreakfast Menus oConference room space - capacity, diagrams and square footage oMenus for the conference events "Complete contact information (company name, POC, email, phone) "Size status (large business, small business, SDVOSB, VOSB, Hub Zone 8(a), Woman Owned Small Business, etc). All responses to this sources sought notice shall be submitted to the following email address: Stephanie.French@va.gov. The closing time/date for responses is 4:00PM EST, February 27, 2013. The Government reserves the right at any time to inspect rooms and all areas of the complex to ensure a safe and healthy environment and guarantee compliance with the Government requirements. Federal Government policy does not permit a guaranteed amount of food and beverage revenue. This sources sought notice is for market research purposes only. THIS IS NOT A SOLICITATION AND DOES NOT OBLIGATE THE GOVERNMENT TO ISSUE A SOLICITATION. The Government will not pay for any information submitted under this notice.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/SyVAMC670/SyVAMC670/VA52813R0105/listing.html)
 

Document(s)

Attachment
 

File Name: VA528-13-R-0105 VA528-13-R-0105_1 SOURCES SOUGHT.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=617515&FileName=VA528-13-R-0105-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=617515&FileName=VA528-13-R-0105-000.docx

 

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

Record

SN02987302-W 20130215/130213234826-f7d227c010216234b189dac4e4b82839 (fbodaily.com)
 

Source

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

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