SOLICITATION NOTICE
V -- Conference Space
- Notice Date
- 11/13/2003
- 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
- 777-04-H703
- Response Due
- 11/21/2003
- Archive Date
- 12/21/2003
- Point of Contact
- Point of Contact - Karla Nardi, Contracting Officer, (440) 526-3030 ext. 6641, Contracting Officer - Karla Nardi, Contracting Officer, (440) 526-3030 ext. 6641
- E-Mail Address
-
Email your questions to Karla Nardi
(karla.nardi@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 Washington, D.C. area. Request for Proposal 777-04-H703 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 FAR provisions and clauses in effect through FAC 2001-17 and VAAR 97-10. 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 August 16, 2004 ? August 19, 2004. An estimated 1000 participants will be attending The Department of Veteran Affairs, VHA Senior Management Conference co-sponsored by the Employee Education System (EES). The hotel must accommodate 900 sleeping rooms checking in Monday, August 16, checking out Thursday, August 19, 2004, and must provide all requirements specified for conference needs in Parts B and C below, and must provide lodging rates within the prevailing Government Per diem rate. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your 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, AV equipment, menus. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at 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 1000 attendees with the following needs: Part A: Hotel Lodging - 900 sleeping rooms for participants, arrival on Monday, August 16, departure Thursday, August 19, 2004. 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-show fees. Part B: 1) A general session room accommodating approximately 1000 individuals theater style without pillars and 12-ft or greater ceiling; with ample room for extensive AV staging area for August 17 thru 19, 2004 (24-hour hold). AV set up on Monday, August 16 starting at 7:00am. 2) Nine (9) breakout rooms holding approximately 120 people in rounds, with ample room for AV equipment, August 16 (set-up starting at 8:00am) thru August 19, 2004. 3) Small suite for Emergency Management Team ? 10ppl. starting Monday, August 16 thru Thursday August 19, 2004 (24-hour hold). 4) Suite for Secretary to hold private meetings, Monday, August 16 thru August 19 (24-hour hold). 5) Speaker Ready Room for Faculty, starting Tuesday August 17, 6:00am thru Thursday August 19, 12:00N (24-hour hold). 6) Large Office ?Operations Center? for 20ppl to assemble registration materials, copy machine, material storage, starting at 8:00am on Sunday, August 15, thru Thursday, August 17 at 6:00pm (24-hour hold). 7) Registration Area (Booths) starting 8:00am on Monday, August 16 thru Thursday, August 19 at 6:00pm (24-hour hold). 8) Exhibit Hall for approximately 10?x 10? booths for Program Office Exhibitors (approx 30 Exhibitors). Allow ample space for crowd to move around and wheelchair accessibility. Part C: Light refreshments for morning and afternoon breaks will be required along with possible 1-day of box lunches for ?lunch & learn? sessions and Tuesday, August 17 Reception, all which is an integral part of the whole conference. Please provide menus. Part D: Other requirements; variety of restaurants and shops 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 size, quality of services and accommodations, location, 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, refreshments. 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 descriptive literature. The technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror's services as a prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Any offer 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 Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations; 2. Location; 3. Experience with large conferences, and 4. Price. Size and quality of services and accommodations, location 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, descriptive literature, technical proposals, and Hotel Contract to Karla Nardi, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education Center, 10000 Brecksville Road, Brecksville, OH 44141. Phone (440) 526-3030, Ext. 6641, Fax (440) 838-6034, or email Karla.Nardi@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is November 21, 2004 at 3:00 PM CT
- Web Link
-
RFP 777-04-H703
(http://www.bos.oamm.va.gov/solicitation?number=777-04-H703)
- Record
- SN00468936-W 20031115/031113212318 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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