SOLICITATION NOTICE
99 -- Department of Veterans AffairsNational Cemetery Administration (NCA)Memorial Service Network 4Conference, March 25-27, 2007Indianapolis, Indiana
- Notice Date
- 12/21/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;National Cemetery Administration;Construction Support Division (41D3B);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-786A-08-RQ-0016
- Response Due
- 1/15/2008
- Archive Date
- 3/15/2008
- Point of Contact
- Bryan Ramso (202) 565-4252 Diane Campbell (202) 565-4220
- E-Mail Address
-
Email your questions to Admin Support Assistant
(bryan.ramso@va.gov; diane.campbell@va.gov)
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs (VA), National Cemetery Administration (NCA), Memorial Service Network IV (MSN IV) is planning to hold its annual Conference 3/25/2008 through 3/27/2008 in Indianapolis, Indiana. The MSN IV is seeking hotels that can provide accommodations at the current government rate for approximately 35 people. The hotel must be listed on the national master list of approved accommodations which is compiled and periodically approved by FEMA and can be found at http://www.usfa.fema.gov/hotel/index.htm. Contractors must provide their FEMA number as proof of meeting this requirement (subject to verification by the contracting officer). TAX ID NUMBER: ____________________ DUNS NUMBER: ____________________ FEMA NUMBER: ____________________ FOB: DESTINATION PERIOD OF PERFORMANCE: 3/25/2008 THROUGH 3/27/2008 (3 DAYS: 69 ROOM NIGHTS) PROVIDE THE SERVICES DESCRIBED BELOW: NOTE: THE FOLLOWING QUANTITIES ARE ESTIMATES ONLY AND ARE NOT PURCHASED BY THIS CONTRACT. THE GOVERNMENT WILL ONLY PAY FOR THOSE SERVICES AND SUPPLIES ACTUALLY RENDERED AS CERTFIED BY THE COTR, VICKY HOLLY (FAR 52.216-21). GUEST ROOM ACCOMMODATIONS MUST BE MADE BY NO LATER THAN _____________ 2008 IN ORDER TO SECURE THE AGREED UPON DAILY ROOM RATE OF $_____ (KING OR DOUBLE, SINGLE OR DOUBLE OCCUPANCY) AND DOES NOT INCLUDE ANY TAXES. ATTENDEES WILL BE RESPONSIBLE FOR PAYING FOR THEIR OWN HOTEL ROOM ACCOMMODATIONS WITH A GOVERNMENT CREDIT CARD. RESERVATIONS MADE AFTER THIS DATE WILL BE SUBJECT TO HOTEL'S PUBLISHED RATES AND HOTEL AVAILABILITY. (The quoted rates do not include any taxes.) Group rates will be honored 3 days prior and 3 days after official dates. Parking: Parking is _________ per day per car. In/out privileges for each day are included. ITEM 001. GUEST ROOMS The contractor shall provide guest room accommodations as follows: Mon Tues Wed Thur Total Room Nights 3/24/08 3/25/08 3/26/08 3/27/08 No. of People 14 21 21 13 69 Cost per Night $ $ $ $ Total ITEM 002. MEETING AND BANQUET ROOM REQUIREMENTS MEETING ROOM RENTAL: 3 DAYS @ $______ = $________ SERVICE FEE @ _____% 3 DAYS @ $______ = $________ ROOM RENTAL FEES: $________ Meeting Room Set Up/No. of People Day/Date Time Function Set Up Room Rental Tuesday 3/25/08 8:00 am - 5:00 pm General Session 20 ppl/U-Shape Wednesday 3/26/08 8:00 am - 5:00 pm General Session 35 ppl/U-Shape Thursday 3/27/08 8:00 am - Noon General Session 35 ppl/U-Shape A Service Fee of ___% shall apply to all conference room rental fees. ITEM 003. BREAK REFRESHMENTS TUE WED THUR TOTAL People 20 35 35 90 Cost/Person $ $ $ 2 each: Coffee @ $____/gallon $ $ Sub-Total $ $ $ $ Service Fee at _____% $ $ $ $ Total $ $ $ $ Contractor shall provide the contracting officer with a list of menu selections and prices for break refreshments, including coffee by the gallon. Contractor shall provide the contracting officer with a list of AV equipment rental price list. Sample menu: Pre Meeting Assorted Bottled Fruit Juices Freshly Brewed Regular and Decaffeinated Coffee and Selection of Regular and Herbal Teas Assortment of Fresh Baked Muffins, Danish Breakfast Breads and Coffee Cake Sliced Seasonal Fresh Fruits Mid Morning Assorted Soft Drinks Freshly Brewed Regular and Decaffeinated Coffee and Selection of Regular and Herbal Teas Afternoon Assorted Fresh Baked Cookies and Gourmet Brownies Assorted Soft Drinks Additional 2 gallons regular coffee and 2 gallons decaffeinated coffee to be provided each morning at: $______per gallon regular coffee; $______per gallon decaffeinated coffee ITEM 004. AUDIO VISUAL REQUIREMENTS: The hotel shall provide the following Audio Visual Equipment/Services. The COTR shall inform the hotel what AV requirements will be needed. The VA anticipates the following requirements: Wireless Microphone $_____ Big Screen 8' x 8' $_____ Power Strip $_____ Extension Cords $_____ A Service Fee of ____% shall apply to all Audio Visual equipment/services provided. AUDIO VISUAL SUPPLIES AND SERVICES ARE ESTIMATES ONLY. ATTRITION It is difficult for the hotel to resell space contracted for, therefore, unless the hotel is notified sufficiently in advance or should the conference cancel for any reason other than those specified under Termination and Excuse of Performance Clause, the government agrees that if the group uses less than the room block established in this agreement, the hotel will be harmed. The Hotel will allow the government ____% room block shrinkage without any liquidated damage payment. For shrinkage over and above this allowance, the Hotel will require payment from the government for each unused room night at the group single room rate for rooms not paid for up to ____% of the final committed room block. No tax shall be payable on attrition damages unless required by law. Attrition damages will be invoiced within thirty (30) days after meeting dates. The government will pay liquidated damages only for unused rooms in the Group block that were not resold by the Hotel and that remained for sale by the Hotel. Hotel must provide occupancy reports or similar documentation of rooms sold and available for sale over Group's meeting dates along with invoice for attrition damages. CANCELLATION This contract shall bind the government (Group) and the hotel. In the event that Group does not use the rooms and spaces and related services outlined in this agreement for reasons other than those outlined in the Termination and Excuse of Performance Clause, the Group agrees that the Hotel may experience financial losses and in which case the Group may owe liquidated damages to the Hotel. The following sliding scale represents liquidated damages, and not a penalty, to be paid by the Group in the event of cancellation. Cancellation on or After But Before Liquidated Damages Date:_________ Date: ______ ____% of total anticipated room revenue Date:_________ Date: ______ ____% of total anticipated room revenue TERMINATION AND EXCUSE OF PERFORMANCE CLAUSE This contract will be binding on both the government (Group) and the Hotel and there will be no right of termination without liability by either party for the purposes of the Group holding the same conference or accommodations in some other hotel over the same dates or the Hotel accepting another group in the Hotel over substantially the same dates using space and rooms anticipated to be used by the Group. The performance of this agreement by either party, in whole or in part, is subject to Acts of God, war, government regulation, disasters, interruptions in transportation or utilities, fire, accidents, strikes or other actual or threatened labor actions, acts of threats or terrorism or similar occurrences making it illegal or impossible, or commercially impracticable for Hotel to provide the facility or service, that frustrates the purpose for the Group to hold the conference, or that prevents at least 25% of the Group's attendees from attending the conference that is the subject of this agreement.
- Record
- SN01475071-W 20071223/071221223906 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |