V -- 2002 NATIONAL VETERANS CREATIVE ARTS FESTIVAL

Notice Date

November 5, 2001

Contracting Office

Attn: Department of Veterans Affairs Medical Center, Director, Acquisition & Materiel Management, (90C), One Veterans Drive, Minneapolis, Minnesota 55417

ZIP Code

55417

Solicitation Number

618-90-02

Response Due

November 30, 2001

Point of Contact

Point of Contact -- Lee Wiech, Contract Specialist, (612) 725-2178, Contracting Officer -- Lee Wiech, Contract Specialist, (612) 725-2178

E-Mail Address

Lee Wiech (lee.wiech@med.va.gov)

Description

This is a combined synopsis/solicitation. Request for Quotation #RFQ 618-90-02 entitled "Department of Veterans Affairs 2002 National Veterans Creative Arts Festival" is hereby issued for commercial items prepared in accordance with the format in FAR Part 12, Acquisition of Commercial Items, Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, Part 13, Simplified Acquisition Procedures, and as supplemented with additional information included in this notice. This procurement is being conducted under FAR Subpart 13.5 test program; simplified acquisition procedures apply and the VA will conduct the procurement according to a combination of Parts 12 and 13. This announcement incorporates provisions and clauses in effect through FAR FAC 01-1 and VAAR 97-8. NAICS Code 721110 applies for this procurement (formerly SIC code 7011) and the small business size standard is $5 million. This CBD announcement/solicitation constitutes the only bid document that will be issued. A separate written solicitation document will not be issued. Contractor's proposals (cost and technical) are herein requested. A response to requirements listed below shall be submitted on contractor's letterhead or formal quotation form and must address the requirements in a separate technical proposal. Contractor's price and technical proposal must contain the name; title and signature of person authorized to submit proposals/bids on behalf of the contractor. Descriptive literature for facility must also be included in proposal/bid package. The VA Medical Center (VAMC), Minneapolis, Minnesota, has identified a need for lodging, meals, rehearsal sites, theater site, and art show/workshops sites in the Minneapolis, MN area for the 2002 Nation Veterans Creative Arts Festival. Requirements: 1. Theater: A theater facility which possesses the following features: good acoustical qualities, stage curtains, handicapped accessible dressing and waiting rooms, handicapped accessible audience areas, seating capacity for approximately 1,000, flexible sound system, professional lighting system, proficient stage crew, nearby area (such as a lobby) large enough to display visual art. 2. Rehearsal Areas: Rehearsals during the week at the lodging facility. Large rooms and smaller rooms as defined in the Agenda. Alternate areas could include the performance site. Rehearsals at the performance site are necessary the three days before the show to orient participants and staff to the theater, and allow the technical crew the opportunity to review their procedures. 3. Lodging: The lodging facility must be a reasonable distance, not greater than 1 hour travel time from the airport and within 2 miles of rehearsal and theater space for daily rehearsals and meals. 4. Alternate Activities: Activity options facilities for recreation, relaxation and opportunities for sight seeing within a reasonable distance. 5. Transportation: Availability of transportation sources , cost effective rentals and accommodations for wheelchair participants/staff. 5. Meals: Breakfasts served at the lodging facility. Lunches served at the rehearsal area or at certain events occurring at visual art displays or workshops. Evening meals to be in the vicinity of the rehearsal area due to the necessity of having rehearsals or meetings on many of the evenings. It is required that a variety of foods be offered throughout the Festival week, as several participants will have special dietary needs. Menus should be planned with consideration of diabetics, vegetarians, and weight conscious individuals. Healthy snacks such as breads, fruits, vegetables, cheese trays, sugar free candies, bottled water and diet soft drinks are good options to have on hand in the Hospitality Area near the rehearsal and workshop sites. Dates: October 20-28, 2002 Number of guest rooms needed: Date #rooms 10/20* 30 10/21* ** 160 10/22* ** 160 10/23* ** 160 10/24* ** 190 10/25* ** 190 10/26* ** 190 10/27* ** 190 Total 1270 *Need a minimum of 12 suites, if possible. **Need a minimum of eight handicapped accessible rooms. Meals: Opening dinner and program for about 195 on 10/21 Breakfast, lunch and dinner for approximately 200 on 10/22-24 Breakfast, lunch and dinner for about 210 in 10/25-26 Brunch on 10/27 for about 215 Closing banquet and ceremonies for about 350 on 10/27 Breakfast for about 150 on 10/28 *Buffets work well for most meals with closing banquet and possibly one or two other meals being plated meals. Meeting room/banquet space needed as outlined in NVCAF Agenda. AGENDA Department of Veterans Affairs -- National Veterans Creative Arts Festival October 20, 2002 -- October 28, 2002 Setup: * 24 Hold ** Banquet Date Start Time Function Room Space/Number of people Sunday 10/20/2002 8:00 AM Storage 600 sq. ft * 10/20/2002 8:00 AM Headquarters 700-1000 sq. ft * 10/20/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/20/2002 8:00 AM Videographer 600 sq. ft. * 10/20/2002 8:00 AM Art Supplies 600 sq. ft * 10/20/2002 8:00 AM Music Equipment setup 3000+ sq. ft * Monday 10/21/2002 8:00 AM Storage 600 sq. ft * 10/21/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/21/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/21/2002 8:00 AM Videographer 600 sq. ft. * 10/21/2002 8:00 AM Art Supplies 600 sq. ft * 10/21/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/21/2002 8:00 AM Music Equipment setup 3000+ sq. ft. * 10/21/2002 8:00 AM Registration Lobby area * 10/21/2002 8:00 PM Staff Meeting 1000 sq. ft./50 people * 10/21/2002 7:00 PM Dinner 3000+ sq. ft./195 people ** 10/21/2002 8:00 PM All Participant Meeting 3000+ sq. ft./200 people ** Tuesday 10/22/2002 7:00 AM Breakfast 3000+ sq. ft./200 people ** 10/22/2002 8:00 AM Storage 600 sq. ft. * 10/22/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/22/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/22/2002 8:00 AM Videographer 600 sq. ft. * 10/22/2002 8:00 AM Art Supplies 600 sq. ft. * 10/22/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/22/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/22/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/22/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/22/2002 8:00 AM Staff Meeting 1000 sq. ft./50 people * 10/22/2002 Noon Lunch 3000+ sq. ft./200 people ** 10/22/2002 5:30 PM Dinner 3000+ sq. ft./200 people ** 10/22/2002 6:00 PM Art Workshop 1000+ sq. ft./50 people * 10/22/2002 9:00 PM Karaoke/Social time 3000+ sq. ft./150 people Wednesday 10/23/2002 7:00 AM Breakfast 3000+ sq. ft./200 people ** 10/23/2002 8:00 AM Storage 600 sq. ft. * 10/23/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/23/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/23/2002 8:00 AM Videographer 600 sq. ft. * 10/23/2002 8:00 AM Art Supplies 600 sq. ft. * 10/23/2002 8:00 AM Staff Meeting 1000 sq. ft./50 people * 10/23/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/23/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/23/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/23/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/23/2002 9:00 AM Art Workshop 1000+ sq. ft./50 people * 10/23/2002 Noon Lunch 3000+ sq. ft./200 people ** 10/23/2002 5:30 PM Dinner 3000+ sq. ft./200 people ** 10/23/2002 9:00 PM Karaoke/Social time 3000+ sq. ft./150 people Thursday 10/24/2002 7:00 AM Breakfast 3000+ sq. ft./200 people ** 10/24/2002 8:00 AM Storage 600 sq. ft. * 10/24/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/24/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/24/2002 8:00 AM Videographer 600 sq. ft. * 10/24/2002 8:00 AM Art Supplies 600 sq. ft. * 10/24/2002 8:00 AM Staff Meeting 1000 sq. ft./50 people * 10/24/2002 8:00 AM CCS Conference 1000 sq. ft./35 people * 10/24/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/24/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/24/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/24/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/24/2002 9:00 AM Art Workshop 1000+ sq. ft./50 people * 10/24/2002 Noon Lunch 3000+ sq. ft./200 people ** 10/24/2002 5:30 PM Dinner 3000+ sq. ft./200 people ** 10/24/2002 9:00 PM Karaoke/Social time 3000+ sq. ft./150 people Friday 10/25/2002 7:00 AM Breakfast 3000+ sq. ft./210 people ** 10/25/2002 8:00 AM Storage 600 sq. ft. * 10/25/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/25/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/25/2002 8:00 AM Videographer 600 sq. ft. * 10/25/2002 8:00 AM Art Supplies 600 sq. ft. * 10/25/2002 8:00 AM Staff Meeting 1000 sq. ft./50 people * 10/25/2002 8:00 AM CCS Conference 1000 sq. ft./35 people * 10/25/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/25/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/25/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/25/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/25/2002 9:00 AM Art Workshop 1000+ sq. ft./50 people * 10/25/2002 Noon Lunch 3000+ sq. ft./210 people ** 10/25/2002 5:30 PM Dinner 3000+ sq. ft./210 people ** 10/25/2002 9:00 PM Karaoke/Social time 3000+ sq. ft./150 people Saturday 10/26/2002 7:00 AM Breakfast 3000+ sq. ft./210 people ** 10/26/2002 8:00 AM Storage 600 sq. ft. * 10/26/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/26/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/26/2002 8:00 AM Videographer 600 sq. ft. * 10/26/2002 8:00 AM Art Supplies 600 sq. ft. * 10/26/2002 8:00 AM Staff Meeting 1000 sq. ft./50 people * 10/26/2002 8:00 AM CCS Conference 1000 sq. ft./35 people * 10/26/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/26/2002 8:00 AM Costume/Prop Room 600 sq. ft. * 10/26/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/26/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/26/2002 Noon Lunch 3000+ sq. ft./210 people ** 10/26/2002 8 AM Art Workshop 1000+ sq. ft./50 people * 10/26/2002 5:30 PM Dinner 3000+ sq. ft./210 people ** 10/26/2002 9:00 PM Karaoke/Social time 3000+ sq. ft./150 people Sunday 10/27/2002 8:30-11:00 AM Brunch 3000+ sq. ft./215 people ** 10/27/2002 8:00 AM Storage 600 sq. ft. * 10/27/2002 8:00 AM Headquarters 700-1000 sq. ft. * 10/27/2002 8:00 AM Public Relations 700-1000 sq. ft. * 10/27/2002 8:00 AM Videographer 600 sq. ft. * 10/27/2002 9:00 AM Main Rehearsal Room 3000+ sq. ft./100 people * 10/27/2002 8:00 AM Small Rehearsal Room #1 700 sq. ft./20 people * 10/27/2002 8:00 AM Small Rehearsal Room #2 700 sq. ft./20 people * 10/27/2002 8 AM Art Workshop 1000+ sq. ft./50 people * 10/27/2002 7:00 PM Closing Dinner and ceremonies 5000+ sq. ft./350 people ** Monday 10/28/2002 6:00-9:00 AM Breakfast 3000+ sq. ft./150 people ** 10/28/2002 8:00 AM -- Noon Headquarters 700-1000 sq. ft. 10/28/2002 8:00 AM -- Noon Public Relations 700-1000 sq. ft. 10/28/2002 8:00 AM -- Noon Videographer 600 sq. ft. 10/28/2002 9:00 AM -- Noon Main Rehearsal Room 3000+ sq. ft./100 people 10/28/2002 8:00 AM -- Noon Small Rehearsal Room #1 700 sq. ft./20 people 10/28/2002 8:00 AM -- Noon Small Rehearsal Room #2 700 sq. ft./20 people 10/28/2002 8 AM -- Noon Art Workshop 1000+ sq. ft./50 people VA may request a site visit of those facilities submitting offers. This will be a firm fixed price contract. Evaluation of proposals offered will include the following factors: 1. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirement of the 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 http://usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the Offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public law 101-336)(42 U.S.C. 12101 et. Seq.) 2. Past performance history, offeror(s) must include three corporate or Government references with phone numbers. 3. Capability to meet the Government's requirement. 4. Extra amenities offered. 5. Location. 6. Price. The technical evaluation factors listed above when combined are significantly more important than price. Award will be made to the offeror determined to be the "best value" to the Government. The Government reserves the right to make multiple awards or a single award which ever is more advantageous to the government. Evaluation may be made with or without discussions with the offeror(s). All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals on their company letterhead or bid form. 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 Commercial Items; 52.212-2 Evaluation -- Commercial Items; 52.212-3 Offeror Representations and Certification-Commercial Items (NOTE -- Offerors must include a completed copy of "Offeror Representations and Certification" along with his/her offer); 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; FAR 52.216-18 -- Ordering; FAR 52.216-19 -- Order Limitations; FAR 52.216-21 -- Requirements; FAR 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; VAAR 852.219-70 Veteran-owned business; 852.219-70 Protest Content; 852.236-76 Correspondence; 852.237-70 Contractor Responsibilities; 852.270-1 Representatives of Contracting Officers; and 852.233-71 Alternate Protest Procedure. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, a copy of published price list for the services proposed, and a completed copy of provision 52-212-3. Submit all price, descriptive literature and technical proposals to Lee Leonard Wiech, Contracting Officer (90C), VA Medical Center, Room 4G-107, One Veterans Drive, Minneapolis, MN 55417. For further information, contact Lee Leonard Wiech at (612) 725-2178. Offeror's proposals are due by Close of Business on November 30, 2001. Faxed proposals will not be accepted.

Web Link

RFQ 618-90-02 (http://www.bos.oamm.va.gov/solicitation?number=618-90-02)

Record

Loren Data Corp. 20011107/VSOL002.HTM (D-309 SN5123E7)