SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 1/5/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-10-RP-0048
- Response Due
- 1/13/2010
- Archive Date
- 3/14/2010
- Point of Contact
- Elizabeth BuchholzEvent Manager/Contracting Officer
- E-Mail Address
-
Event Manager/Contracting Officer
(Beth.Buchholz@va.gov)
- Small Business Set-Aside
- N/A
- 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 one of the following geographic areas: Denver, CO or San Antonio, TX or Dallas, TX. Request for Proposal VA-777-10-RP-0048 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 2005-38, Effective December 10, 2009 and VAAR 97-10. 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 dates, March 21-26, 2010 first choice dates; or April 18-23, 2010, second choice dates. No other dates will be considered. An estimated 70 (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 Basic GEMS. The hotel shall accommodate 70 sleeping rooms (peak nights based on the timeframe), with majority of attendees checking in Sunday of the designated choice week with the majority of the group checking out on Friday of the designated choice week 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 90 attendees with the following needs: Part A: Hotel Lodging: 70 sleeping rooms required for participants arrival on Sunday and majority of the group checking out on Friday with the remainder of the group checking out on Saturday of the designated choice week. (Pattern/totals per night: Sunday=70; Monday=70; Tuesday=70, Wednesday=70, Thursday=70; Friday=10; Saturday =Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government seasonal per diem (or below) rate of $158.00 for Denver, CO-first choice location; at the rate of $117.00 for San Antonio, TX -second choice location or the rate of $122.00 for March/$117 for April for Dallas, TX-third choice location. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: Meeting Space Item 1) ONE General/Plenary Session Meeting Room to be held on a 24 hours basis starting to be available starting at 1:00 pm on Sunday of designated choice week for set up thru Friday at 5:30 pm. Set for 90 people in classroom style seating of 2 people per 6 ft table, preferred but 3 per 6 ft table is acceptable. This meeting room should have Wireless Internet Access (or wired if wireless is not available) for use at the podium and by designated group staff in the back of the room for their own laptop computers as part of the training exercises. Also need space to accommodate skirted head table for 4 with a lectern/podium with microphone on a low stage riser, (2) six foot draped staff/faculty tables located in back of room for 4 people. Space is also needed for one LCD Projector with Screen and 1 laptop computer, one Wireless Lav Microphone, 2 head table microphones, 1 standing microphone and 1 wireless handheld microphone for audience Q&A period, appropriate channels mic mixer, space for the Screen appropriate for room & audience, and two flipchart packages. Approx. 1100 square feet or larger room with no pillars needed. Item 2) Registration desk: Should be placed outside the general/plenary session room door. This registration desk must be available beginning at 12:30 pm on Sunday for set-up and registration beginning at 6:00 pm and remain up until approx. 6:00 pm on Friday. The registration desk should consist of 3 or 4 skirted six foot tables set in U-shape or L-shape style plus one draped table behind for other registration materials. There should be 2 or 3 chairs plus a waste basket, internet access and electrical power access available. Item 3) Staff Office Room: Should be located nearby the general/session room. This office room must be available beginning at 12:30 pm on Sunday through until approx. 6:00 pm on Friday. The office room should be set with draped several tables along the sides with 1 chair per table. This room will need to be re-keyed for use by designed meeting staff only and internet access (wired or wireless) and electrical power access available. Part C: Anticipate Light refreshment for morning and afternoon breaks for Monday-Friday located outside the general/plenary session room, 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 connected or located within short walking distance to a mall are very desirable. Item 2) Hotel 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. Bid Submission: 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 Wednesday, January 13, 2010 at 2:00 pm CT.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0048/listing.html)
- Record
- SN02034702-W 20100107/100105235257-988d1d3e48ce8262f23a78c8b737a2dd (fbodaily.com)
- Source
-
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