SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 11/24/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, VA Cleveland Business Center;10000 Brecksville Road, Building 3;Brecksville, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-09-RP-0009
- Response Due
- 12/5/2008
- Archive Date
- 2/3/2009
- Point of Contact
- Elizabeth Buchholz, Event Manager/Contracting Officer<br />
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in the following geographic area: Washington, DC. Request for Proposal VA-777-09-RP-0009 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 or 3rd Party Event Planning Services. VA will not consider a proposal submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-27, Effective October 17, 2008 and VAAR. NAICS Code 721110 and the small business size standard is $7 million, respectively. This eCMS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be one of the following weeks, listed in order of preference: June 1-5, 2009. An estimated 85 (peak night) sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Senior Executive Orientation 2 and SES Coaching Network Meeting. The hotel shall accommodate 85 sleeping rooms (peak nights based on the timeframe) and shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates MUST be within the Government Per Diem rate or lower for the area. A response to requirements listed shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A completed Hotel Contract with non-commissionable meeting rates 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, and menus. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). VA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable. In addition, the offerors 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 525 attendees with the following needs: Part A: Hotel Lodging - 28 sleeping rooms required for Senior Executive Orientation participants arrival on Monday June 1, 2009, with additional attendees for the SES Coaching Network meeting checking in on Wednesday, June 3, 2009 and most of group checking out on Friday, June 5, 2009. (Pattern/totals per night: Monday=28, Tuesday=28, Wednesday=85, Thursday=85, Friday=5, Saturday=Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Washington, DC area ($209). Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: Item 1) General Session for Meeting Room for Senior Executive Orientation 2 meeting to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday beginning at 6:00 am until 6:00 pm. Set for 30 ppl in crescent seating rounds of 5-6 people per table round and faculty/staff table in back of room for 4 people (no less than 7 table rounds) with 1 or 2 center aisles and 2 side aisles, rear or front projection screen plus other audiovisuals with a lighted podium plus two 6-ft skirted head tables for panel members plus 6 chairs beside the podium/lectern this General Session room. No less than 1000 sq ft room with 10 ft or greater ceiling and with no pillars/posts to obstruct view. Item 2) BREAKOUT Room needed for Senior Executive Orientation 2 meeting. This room is needed in addition to the General Session mtg room for Monday only: Media Training Room Needed beginning June 2, 2009 at 12:00 noon for set-up by 5:00 pm and held on 24 hour basis until tear-down of equipment is completed on Wednesday, June 3 after 5:00 pm adjournment. This training room must be able to accommodate no less than the following requirements: A) Mock studio room with wireless lavaliere microphone, handheld wireless microphones, mic mixer, Sound reinforcement, Stage riser 10 x 20 in size and no less than 12 high; Pipe & Drape at 20 ft minimum behind the stage riser, two 27 or larger video monitors for camera playback and round tables with chairs on the stage to simulate studio setting. B) Room must be able to accommodate no less than 50 people in crescent seating rounds of 6 people per table setting with 1st row of tables at 18 ft minimum from the edge of the stage riser for safety purposes and a minimum of 6 ft from the video monitors. C) There will be 3 cameras with operators on camera size risers, 3 lighting operators behind the camera operators plus space required for mock studio AV control booth on low stage riser which will include additional play back monitors and video switchers plus any other needed equipment and seating for the control booth. NOTE: The media specialists require approx 12 feet of space against the wall away from the participants on a non-entrance wall. D) This room must be Approx. 1500 square feet or larger room with no less than a 12 ft ceiling plus no pillars to obstruct the view. Item 3) GENERAL SESSION ROOM for SES Coaching Network meeting - needed on a 24 hour basis starting on Wednesday at 1:00 pm for audio-visual set-up through Friday at 2:00 pm. Set for 100 ppl in crescent seating rounds of 5-6 per table round (no less than 15 table rounds) with 2 or 3 center aisles and 2 side aisles, rear or front projection screen plus other audiovisuals with a lighted podium plus two 6-ft skirted head tables for panel members plus 6 chairs beside the podium/lectern on Riser with Stairs & Wheelchair Ramp in the front of the General Session room. Area of approx. 1800 sq ft or greater with no less than 12 ft or higher ceiling needed. Item 4) THREE BREAKOUT ROOMS for SES Coaching Network meeting - Rooms should be located near SES Coaching Network General Session room and are needed in addition to this meetings General Session room (4 rooms total). Each of these three breakout rooms should be able to accommodate seating for 20 people in table rounds seating of 4-6 per table round no less than 3 table rounds per room. No space for AVs will be needed. These breakout rooms will be needed on a 24 hours basis beginning at Thursday, June 4th beginning at 7:00 am until 12:00 noon on Friday, June 5th. Item 5) Reception for SES Coaching Network meeting - This event is to take place on Thursday, June 4, 2009 from 5:30-6:30 pm. Room should be able to accommodate 90 people plus space for a low stage riser with podium with microphone, table for award plaques and USA and VA flags & flags poles. Reception will need space for food and beverage tables plus some cocktail rounds and/or high top tables. Item 6) Registration Area starting on Monday at 12:00 noon (set-up) through Friday at 2:00 pm. Preference for registration area is outside the General Session classrooms for both meetings. There should be four (4) 6-ft tables with skirting set in a U-shape, two or three 6 ft skirted tables for materials behind the 4 six foot u-shape tables and 3-4 chairs will be needed in this area plus an in-house only desk phone and a large trash can. However, if there is an available registration desk near the general session rooms for both meetings, this would also be acceptable, but it will need to be keyed for designated meeting staff only. Part C: Anticipate Light refreshment for morning and afternoon breaks for Monday through Thursday and one morning break on Friday, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; Item 1) Hotels located within walking distance of DC Metro stops are highly desirable. Hotels near DC Metro stops with a complimentary shuttle service to and from the stops are also very desirable. Item 2) Location must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) in a safe area. Proposal must indicate whether the hotel agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. 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). The 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 services, Cancellation fees, Attrition costs, and 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. However, VA will not consider or accept a proposal submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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 (downtown location, distance from airport); 3. Experience with large conferences and; 4. Price (Cost of accommodations, services, Cancellation Fee, Attrition and Refreshments). 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 the FAR 52.212-3 Offeror Representations and Certification along with his/her offer/proposal; FAR 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to: Elizabeth Buchholz, CGMP; Event Manager/Contracting Officer; Department of Veterans Affairs; Employee Education Center; 950 22nd Street North Suite 500; Birmingham, AL 35203-5300 ; Phone (205) 731-1812, Ext. 305; Fax (205) 731-1821 or 1820, or email Beth.Buchholz@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, December 5, 2008 at 2:00 PM CT.
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