SOLICITATION NOTICE
V -- CONFERENCE ROOM RENTAL AND HOTEL SUPPORT
- Notice Date
- 4/9/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (316= ), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-03-H102
- Archive Date
- 5/21/2003
- Point of Contact
- Point of Contact - Melissa Green, Event Manager/Contracting Office= r, (919) 680-6841 ext. 247, Contracting Officer - Melissa Green, Event Mana= ger/Contracting Officer, (919) 680-6841 ext. 247
- E-Mail Address
-
Email your questions to Melissa Green
(melissa.green@lrn.va.gov)
- 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 the geographic area of Washington DC.=20 Request for Quotation 777-03-H102 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. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-11 and VAAR 97-9. NAICS Code 721110 and the small business size standard is $6 million. This BOS announcement/ solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is June 23, 2003 through June 26, 2003. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Integrated Ambulatory Care. The hotel must accommodate 190 sleeping rooms (based on the timeframe) .=20 The hotel must provide all requirements specified for the Department of Veterans Affairs=92 conference needs in Parts A, B, C and D below and must provide lodging rates within the stated Government per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on company letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract must be submitted with your proposal along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, audio visual price list, all refreshment break menus, parking fees (if any), and any ground transportation between the hotel and the airport. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at=20 http://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.). The hotel facility must accommodate an estimated 250 attendees with the following needs: Part A: Hotel Lodging - 190 sleeping rooms for participants. The rooms must be individual/private-sleeping rooms with toilet facilities at government per diem rate for the Washington DC area ($150). Payments for Part A shall be the sole responsibility of each participant to include no-shows fee. Part B: (1) Meeting Space- The General Session Room for June 24-25, 2003 to be set-up in classroom style for 250 attendees from 7:00 AM to 6:00 PM and June 26, 2003 to be set-up in classroom style for 250 attendees from 7:00 AM to 1:00 PM (with aisles on each side and in center); Head Table on a riser next to the podium for 4 attendees in the front of the General Session room; 1 skirted 6=92 table in the rear of the General Session for conference materials and Staff. (2) Six breakout rooms needed for June 24 & 25, 2003 from 7:00 AM to 5:00 PM and should be set up in classroom style to accommodate 50 people each; one 6=92 skirted table in rear of each breakout room for program materials. These rooms should be very close to General Session Conference Room and refreshment break area; (3) The Registration Desk needs to be set-up outside of the General Session room on June 23, 2003 from 7:00 am to 7:00 pm (three 6=92 skirted tables with four chairs and three waste baskets); (4) One large conference room to accommodate 250 attendees for a Reception/Poster Session to be held on June 24, 2003 from 5:30 pm =96 7:30 pm (food and beverage will be paid by another vendor and must not appear on the Master Account); (5) One large area outside/near of the General Session conference room to accommodate fifteen set ups for the Pharmaceutical Companies. Each pharmaceutical set up should be one 6=92 skirted table with two chairs. Part C: Light refreshment for morning and afternoon breaks will be required from June 24 & 25, 2003 & morning refreshment breaks for June 26, 2003. Part D:=20 1.Other requirements; (1) the General Session and all Breakout Rooms will need the following in Audio Visual support: LCD Data Projector; Podium with microphone; Screen; Flipchart Package (Breakout Rooms only); two Lavaliere Microphones (GS only); A/V Technician for the entire conference. Submit a cost breakdown of the A/V requirements; (2) variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for location, size, quality of services/accommodations, and experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition fees, refreshment breaks. 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, hotel contract and the requested descriptive literature. Any offer that does not meet the solicitation requirements will be rejected as non-responsive.=20 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/=20 (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Location; 2. Size and quality of services/accommodations; 3. Experience with large conferences, and 4.=20 Price. Location, size and quality of services/ accommodations, and experience with large conferences, when combined are more important than price; 52.212-3 Offeror Representations and Certification-Commercial Items. 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 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); FAR 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, the requested descriptive literature, technical proposals, and a Hotel Contract to Melissa Green, Event Manger/Contracting Officer, EES, 311 West Main Street, Durham, NC 27701. Phone: 919-680-6841 ext. 247, FAX: 919-286-6842, email: melissa.green@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is April 21, 2003 at 3:00pm EST.
- Web Link
-
RFP 777-03-H102
(http://www.bos.oamm.va.gov/solicitation?number=3D777-03-H102)
- Record
- SN00299514-W 20030411/030409213510 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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