Loren Data's SAM Daily™

FBO DAILY ISSUE OF JANUARY 20, 2011 FBO #3344
DOCUMENT

R -- 2011 VBA Leadership Conference in Houston, Mar 20 through Mar 25, 2011 - Attachment

Notice Date

1/18/2011
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Center Acquisition Innovation Frederick;Department of Veterans Affairs;7485 New Horizon Way;Frederick MD 21703
 

ZIP Code

21703
 

Solicitation Number

VA79811RP0030
 

Response Due

1/25/2011
 

Archive Date

3/26/2011
 

Point of Contact

Salina C. Alexander
 

Small Business Set-Aside

N/A
 

Description

This document is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation, proposals are being requested and a written solicitation will not be issued. The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in Houston, TX. The Department of Veterans Affairs, Veterans Benefits Administration (VBA) is sponsoring the "2011 Veterans Benefits Administration's Leadership Workshop." The hotel shall accommodate 15 sleeping rooms for Sunday, March 20, 2011 and up to 110 sleeping rooms per night Monday, March 21, 2011, through Thursday, March 24, 2011. In addition, the hotel shall accommodate up to 10 sleeping rooms for Friday, March 25, 2011. The hotel shall provide all requirements specified for conference needs below, and shall provide lodging rates within the stated federal government per diem rate for FY 2011 of $109 per night. Hotel Lodging: 110 sleeping rooms per night Monday, March 21, 2011, through Thursday, March 24, 2011. Fifteen rooms are also required for the night of Sunday, March 20, 2011, and ten rooms the night of Friday, March 25, 2011. Rooms shall be individual/private-sleeping rooms at the federal government per diem rate for conference attendees. The inclusive per diem rate dates will be for the period 3/20/2011 through 3/25/2011. The group shall not be penalized for rooms not used. Maximum Rooms Needed: 3/20/2011: 15 Rooms 3/21/2011: 110 Rooms 3/22/2011: 110Rooms 3/23/2011: 110 Rooms 3/24/2011: 110 Rooms 3/25/2011: 10 Rooms General Session: One general session room is required, approximately 4,000 square feet. Meeting space for the general session shall be held on a 24-hour basis (some exclusions may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and audiovisual equipment setup shall be completed by 1:00 PM on Monday, March 21, 2011. General session requirements begin at 7:00 am on Tuesday, March 22, 2011, through Friday, March 25, 2011. Set for 110 in crescent seating for six; there shall be a head table with four seats, on a riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses shall be provided on each table with writing pads and pens. General session room shall be without pillars/posts to obstruct view. Breakout Rooms: Four breakout rooms are required Tuesday, March 22 at 7:00 am, through Friday, March 25, 2011, ending at 2:00 pm, approximately 900 square feet each. These rooms are in addition to the general session meeting room. Each room shall accommodate no less than 35 people, classroom style. Each breakout room shall include a podium and audio/visual front screen projection. Ice water and glasses shall be provided on each table with writing pads and pens. Each of these breakout rooms shall be without pillars/posts to obstruct the view. Food/Beverage Requirements: A reception will be required for the evening of Monday, March 21, 2011 from 6:00 pm to 9:00 pm with hors d'oeuvres. Continental breakfast, mid morning refresh, and light PM refreshments are required for attendees Tuesday, March 22, 2011, through Thursday, March 24, 2011. Only a Continental breakfast is required for Friday, March 25, 2011. Audiovisual Equipment and Services: On-site audiovisual equipment and services are required. Audiovisual equipment requirements include: five laptop computers (one in each room), six LCD projectors (two in general session; one in each breakout), six large screens (two in general session; one in each breakout); five podium microphones (one in each room); One remove control is required for each Laptop/projector (one in each room); two lavaliere microphones (general session); four handheld microphones with table stands (general session); one fax machine, one photocopier, two printers, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones that can connect to an outside line (office/communications room). A T-1 line is needed in the general session, the communications room, and may be needed in the breakout rooms. Also required are two radios with headsets (or handheld receivers) for communication with hotel staff. All five rooms shall be set with a sound system, unless the breakout rooms are small enough not to need sound. The general session room shall be set with the laptop computer at a table at the side or back of the room (not at the podium). Full-time technical expert required for the entirety of the general session. Office Space/Communications Room: One room to be used for office/storage space is required that is in close proximity to the meeting space, preferably very close to the general session room. The room is needed from 12:00 PM on Sunday, March 20, 2011, through 5:00 pm on March 25, 2011. Board Room: One room to be used as a meeting room for no less than 12 people, set boardroom style is required, in close proximity to the meeting space. The room is needed from 8:00 AM on Monday, March 21, 2011, through noon on Friday, March 25, 2011. Registration Area: A registration area is needed on Monday, March 21, 2011, from 12:00 pm to 6:00 pm. Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There shall be three (6 ft in length) tables with skirting, four to six chairs, and a large trashcan. Reception Room: A reception room is required for Monday evening, March 21, 2011, from 6:00 - 9:00 PM. Hospitality Room: A hospitality room is required for Monday March 21, 2011, through Friday March 25, 2011 for networking sessions and ad-hoc meetings with VBA leadership. The meeting/networking session times are to be determined. Hotel Requirements: 1.Located in downtown Houston, TX 2.Regular rooms at or below the federal government per diem rate of $109/night 3.Hotel shall be in compliance with the Americans with Disabilities Act 4.Hotel shall have a DUNS and BRADSTREET number 5.Hotel shall be registered and current with Central Contractor Registration (CCR) 6.All Meeting Space shall be available on-site. 7.Hotel shall have availability to put all participants in one hotel 8.Direct access to onsite hotel representative during business hours 9.Multiple restaurant options within 5 blocks of the hotel 10.Onsite 24-hour security 11.High speed internet access 12.Onsite indoor swimming pool and fitness center 13.No penalty for rooms not used 14.3 STAR and above rating Evaluation and Selection Criteria The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. An expeditious award is desired. Award may be based on initial offers received without discussions. However, the Government reserves the right to conduct discussions, if it is later determined by the Contracting Officer to be necessary. If such discussions are found to be warranted, the Government will schedule a date and time. Such discussions will be held at the offeror's expense and will require the attendance of appropriate officials authorized to act on behalf of the offeror's organization. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting a quote in accordance with the following information: Proposal Evaluations The proposals will be evaluated based on how the offeror's proposal best conforms to the requirements outlined in this solicitation. The VA reserves the right to conduct an on-site inspection of offered facilities. Price Prices shall be firm-fixed price. Proposed price for accommodations, services, and refreshments will be evaluated for fairness and reasonableness. Prices shall be submitted using Attachment 2 (Pricing Worksheet) and will include: Sleeping Room Rate General Session Room Rate Breakout Room Rate Food/Beverage Requirements Rate AudioVisual Equipment and Services Rate Office Space/Communications Room Rate Board Room Rate Registration Area Rate Reception Room Rate Hospitality room Rate Technical The technical proposal shall include the following information: 1.Located in downtown Houston, TX 2.Hotel shall be in compliance with the Americans with Disabilities Act 3.Hotel shall have a DUNS and BRADSTREET number 4.Hotel shall be registered and current with Central Contractor Registration (CCR) 5.All space requirements, services and equipment is available for General Session; Breakout Rooms, Food/Beverage Requirements, AudioVisual Equipment and Services, Ofice Space/Communications Room, Board Room Registration Area, Reception Room, and Hospitality Room as required in this solicitation. 6.All meeting space shall be available on site. 7.Hotel shall have availability to put all participants in one hotel 8.Direct access to onsite hotel representative during business hours 9.Multiple restaurant options within 5 blocks of the hotel 10.Onsite 24-hour security 11.High speed internet access 12.Onsite indoor swimming pool and fitness center 13.Statement that there will be no penalty for rooms not used 14.3 STAR and above rating Past Performance The offeror will be evaluated on its past performance. Past Performance will be evaluated based on work of similar size, scope, complexity, quality of service and reference questionnaires. Offeror shall provide three (3) references and project descriptions for recent (from the past three years) past performance similar in size, scope, complexity, and quality of service to that required in the requirements description. The VA will consider the relevance of past performance information obtained in relations to the scope of this procurement. Past Performance will be evaluated work of similar size, scope, quality of work and complexity and questionnaires. Offerors are required to send Past Performance Questionnaire forms (Attachment 1) to three past performance references. These references shall complete the surveys and e-mail them directly to the Contract Specialist, Salina C. Alexander, at: salina.alexander@va.gov; and "cc" Phyllis Porter, at phyllis.porter@va.gov, no later than the closing date and time stated below. Offerors are responsible for coordinating with their references to ensure that completed past performance questionnaires are submitted to the Contract Specialist no later than the closing date and time of the solicitation. The VA may use other past performance information available to it as well. Information used consists of reference data provided by the offeror in their proposal submission, information in both Government and commercial databases, and other information available as VA determines is reasonable. If the offeror has no relevant past performance references, they will be evaluated as neutral. Proposal Submission Submit all price, technical, and past performance proposals to the Contract Specialist, Salina C. Alexander, at: salina.alexander@va.gov; and "cc" Phyllis Porter, at phyllis.porter@va.gov. NOTE: The solicitation number, and the offeror's Tax Identification Number (TIN) and DUN and Bradstreet number shall be included on proposals. The technical proposal and price proposal shall be submitted in separate Excel and/or Microsoft Word files. Offerors are required to send Past Performance Questionnaire forms (Attachment 1) to three past performance references. These references shall complete the surveys and e-mail them directly to the Contract Specialist, Salina C. Alexander, at: salina.alexander@va.gov; and "cc" Phyllis Porter, at phyllis.porter@va.gov, no later than the closing date and time for receipt of proposals. If any one proposal or part of is received past the closing date specified in the solicitation the entire proposal will be considered late. No further consideration will be given to any offeror who submits any of these proposals late IAW FAR 52.212-1(f). Questions related to this solicitation shall be submitted by email to Salina C. Alexander, at: salina.alexander@va.gov; and "cc" phyllis.porter@va.gov no later than 2:00 pm EDT, Wednesday, January 21, 2011. No telephone inquires will be accepted. Due date for receipt of proposals is 2:00pm EDT, Friday, January 25, 2011. Basis for Award: The Government will award a Firm Fixed Price type contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation using "best value" tradeoff approach to select the awardee as follows: "Evaluation factors are listed in the following order of importance: Price, Technical, Past Performance. Technical and Past Performance, when combined are equally as important as Price." Provisions and Clauses: The following provisions and clauses shall apply to this solicitation: 52.252-2 Clauses Incorporated by Reference. This requirement 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): https://www.acquisition.gov/far/ (FAR) and http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ (VAAR); 52.212-1 FAR 52.212-2 Evaluation Commercial Items evaluation factors are listed in the following order of importance: Price, Technical, and Past Performance. Technical and Past Performance, when combined are equally as important as Price. FAR 52.212-3 Offeror Representations and Certifications- Commercial Items. An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provision. FAR 52.212-4 Contract Terms and Conditions Commercial Items FAR 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)(4), (b)(6), (b)(20), (b)(26), (b)(33), (b)(34), (b)(37), (b)(43), (b)(44), (c)(7). FAR 52.212-1 Instructions to Offerors - Commercial Items. Proposals shall include all information required under this clause. 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. ATTACHMENT 1 Past Performance Questionnaire Solicitation: VA798-11-RP-0030 Send completed questionnaires to salina.alexander@va.gov; and "cc" phyllis.porter@va.gov, no later than the solicitation close date. Offeror's Name: ________________________________________________________________ Name of Person Completing the Evaluation: _______________________________________________ Telephone: _____________________________ E-Mail: ______________________________________ Title_____________________________ Company/Organization: _______________________________ Location of Services Provided (City, State, and Zip code): _____________________________________ Please rate the Offeror in each of the following areas. Note there is room for comments where you deem remarks would be helpful to our evaluation. RatingDefinition Excellent (E)Based on the offeror's performance record, there is essentially no risk that the offeror will successfully perform the required effort. Past/present performance effort involved essentially the same magnitude of effort and complexities this solicitation requires Good (G)Based on the offeror's performance record, there is little risk that the offeror will successfully perform the required effort. Past/present performance effort involved much of the magnitude effort and complexities this solicitation requires. Satisfactory (S)Based on the offeror's performance record, there is some risk that the offeror will successfully perform the required effort. Past/present performance effort involved some of the magnitude of effort and complexities this solicitation requires. Neutral/Unknown (N)No performance record is identifiable (see FAR 15.305(a)(2)(iii) and (iv)). Marginal (M)Based on the offeror's performance record, there is substantial risk that the offeror will successfully perform the required effort. Past/present performance effort involved very little of the magnitude of effort and complexities this solicitation requires. Unsatisfactory (U)Based on the offeror's performance record, there is extreme risk that the offeror will successfully perform the required effort. Past/present performance effort did not involve any of the magnitude of effort and complexities this solicitation required. 1.1. Quality of Performance:EGSN M U Compliance with contract requirements, use of appropriate staff, and technical excellence in the appropriate area 2.Timeliness of Performance:EGSN M U The offerors ability to meet milestones - responsiveness to technical direction, and timely compliant performance 3.Customer SatisfactionEGSN M U The Offeror's commitment to customer satisfaction and their cooperative, reasonable businesslike behavior-this includes effective management, responsiveness to contract requirements, honesty and integrity, prompt notification of problems, flexible and proactive qualities and effective staff and management 4.CooperationEGSN M U The quality of cooperation (with each other) of key individuals within the Contractor's organization, and quality of cooperation and performance between the Contractor and its clients 5.Flexibility (Standard)EGSN M U Ability to address anticipated potential problem areas, and creativity and feasibility of solutions to problems and future integration of new processes and technology enhancements 6.Flexibility (Emergencies)EGSN M U Ability to handle unexpected events/crises/etc. properly and to provide solutions to problems in a timely manner 7.UnderstandingEGSN M U Understanding of the work, including creativity and thoroughness shown in understanding the objectives, specific tasks, and planned execution of the project 8.ConceptualizationEGSN M U Degree to which the offeror can thoroughly conceptualize a process and propose solutions that significantly redesign a program 9.Based on the Offeror's overall performance, would you award them another contract? [ ] YES[ ] NO If No, please explain 10.Have you issued a cure notice, show cause notice, suspension of progress payments or other letters directing the correction of a performance problem in the past 3 years? [ ] YES[ ] NO If Yes, please explain 11.In past three years, have you terminated this Offeror for default, or are there any pending termination actions? [ ] YES[ ] NO If Yes, please explain 12.Have you discussed any adverse past performance problems with the Offeror and have you given them an opportunity to comment? [ ] YES[ ] NO If Yes, please provide details and explain 13.Have you filed past performance information in a database that the Contracting Officer may search? [ ] YES[ ] NO If Yes, please provide the name of the database ? Item NumberDescription of Supplies/ServicesQuantityUnitUnit PriceAmount 0001Sleeping Rooms465EA$$ 0002General Session Room1EA$$ 0003Breakout Rooms4Lot$$ 0004Food/Beverage Requirements1Lot$$ 0005Audio Visual Equipment and Services1Lot$$ 0006Office Space/Communications Room1Lot$$ 0007Board Room1EA$$ 0008Registration Area1EA$$ 0009Reception Room1EA$$ 0010Hospitality Room1EA$$ TOTAL PRICE$ Attachment 2 Pricing Worksheet
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/VA79811RP0030/listing.html)
 

Document(s)

Attachment
 

File Name: VA798-11-RP-0030 VA798-11-RP-0030.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=171810&FileName=VA798-11-RP-0030-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=171810&FileName=VA798-11-RP-0030-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02361456-W 20110120/110118233740-0ccb1c2447dc56f5cd45969533a24517 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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