Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 06, 2011 FBO #3389
DOCUMENT

X -- X - Hotel Accommodations, Conference Space and Hotel Services - Attachment

Notice Date

3/4/2011
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veteran Affairs;SAO east;PCAE STL Contracting Officer;#1 Jefferson Barracks Dr;Saint Louis MO 63125
 

ZIP Code

63125
 

Solicitation Number

VA77711RP0176
 

Response Due

3/11/2011
 

Archive Date

5/10/2011
 

Point of Contact

Adam Q. Hemken
 

E-Mail Address

loyee
 

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 locations: Baltimore, MD; Washington, DC; Border areas of Maryland and Virginia; and Alexandria, VA. Request for Proposal VA-777-11-RP-0176 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. Department of Veterans Affairs will not consider a proposal submitted by an offeror that is not a hotel. 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 2005-49 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $30M, respectively. This Federal Business Opportunity announcement/ solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. This solicitation is issued under full and open competition. This contract will be firm fixed price. The Period of Performance for this requirement will be on August 22-26, 2011 The government requires 1000 (peak night) sleeping rooms and the required meeting space to be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of �2011 Mental Health Annual Conference: Improving Veterans Mental Health �. The hotel shall accommodate 1000 sleeping rooms (ref CLIN 0001) (based on required time frame), shall provide all requirements specified for conference needs in Parts A, B and C below Lodging rates must be within the Government Per Diem rate or lower for selected area. VA travelers shall check in individually and shall pay guest room costs by individual Government credit card. Hotel shall provide (if applicable) state and local tax exempt forms for VA travelers to submit as this travel constitutes official business of the Federal Government. A master account shall be established for Group costs (meeting and other room costs in Part B below and food). Proposal must allow Department of Veterans Affairs to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. TECHNICAL PROPOSAL: A technical proposal shall be submitted addressing the requirements listed and pricing. Your technical proposal should include descriptive literature and commercial list prices of sleeping rooms, meeting room space, meeting space diagrams and square footage and capacity charts, information (availability/cost) on amenities of hotel, i.e., parking, shuttle services; transportation to/from airport, audio visual equipment and menus, and other amenities offered. Pricing information in this section is considered to be part of the technical proposal, not the price proposal. PRICE PROPOSAL: A price proposal in accordance with the following CLINS must be provided. To be eligible for award under this solicitation, the hotel facility must propose for use a facility that is compliant with the requirements of Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. Seq. and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm) and the Central Contractor Registration website (www.ccr.gov). Offers proposing 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. 1201 et Seq.). The hotel facility shall accommodate an estimated 1000 attendees with the following needs: Part A: Hotel Lodging 0001Seven Hundred (700) guest rooms at the Federal Government per diem rate (prevailing) to check- in on Sunday, August 21, 2011 and to check-out on Thursday, August 25, 2011. Two Hundred and Fifty (250) additional guest rooms at the Federal Government per diem rate (prevailing) to check- in on Monday, August 22, 2011 and to check-out on Friday, August 26, 2011. Fifty (50) guest rooms at the Federal Government per diem rate (prevailing) to check-in on Sunday, August 21, 2011 and to check-out on Friday, August 26, 2011. Preference of meeting space and guest rooms to be housed under one roof. Guest rooms must be individual private sleeping rooms with toilet facilities. Payment shall be the sole responsibility of each participant. Lodging rates shall not exceed the prevailing federal government rate for selected area. CLIN 0001 shall not be priced or awarded on the subsequent contract. Lodging rates are solely to price and ensure per diem rates are not exceeded. Part B: Meeting Space 0002Pre-Conference Meeting � August 21 (set-up day) through August 22, 2011 at 7:00 pm. Require fifteen (15) rooms with basic AV set-up (audio, 2 microphones, LCD Projector, Screen, Laptop, DVD Player, Flipchart, Internet access and Possibly a Polycom Phone NO RISERS. Requirement of the following meeting rooms, three (3) of these rooms set-up theatre style for 140; two (2) rooms set-up classroom style for 75; Five (5) rooms set-up classroom style for 60; and (5) rooms set-up classroom style for 30. 0003Registration Area � August 21, 2011 through August 25, 2011 at 5:00 pm � Seven (7) Skirted tables to accommodate 8 employees (two per table). Set-up in a large U or L shape with the seven skirted tables and 3 skirted tables positioned against the wall for storage and other registration materials. The Registration area must be within close proximity to the General Session Meeting Room. Will also require electrical access and Internet connection at this Registration Area. This Registration Area is required to be held on a 24 hour hold basis. 0004Office Room: August 21, 2011 at 8:00 am until August 25, 2011 at 5:00 pm. Small room � close to the registration area - for office and storage space. This room will need to be re-keyed for staff access on a 24/7 basis. 0005 General Session Meeting Room: Required on August 21, 2011 at 8:00 am for AV set-up through August 25, 2011 at 5:00 pm. Theatre seating for 1000-1100 participants with 2 side aisles and 3 center aisles space for plus a riser stage, lighting and rear screen projection (preferred). Stage with stairs (possible ramp), lighted/Mic �s podium with 8 person head panel/faculty table splitting the standing lectern. Space is also required for AV camera projection platforms and AV technical booth in back of room plus space for water service tables throughout the room. Estimated size of room required is 13,300 sq ft or larger. 0006Breakout Rooms: required beginning August 22, 2011 (set-up day) through August 25, last day of conference. Require a total of nine (9) rooms (including general session room for a total of 10 rooms) each capable seating no less than 120 participants in theater or classroom style plus space for audio visuals plus small riser to accommodate a panel/faculty table for three persons and podium in each room. Estimated size of each room is 1300 sq ft in size. 0007Computer Room: required beginning on August 22, 2011 at 8:00 am (set-up day) through August 25, 2011 at 5:00 pm, last day of conference. Require a total of ten (10) rooms set-up for computer training in classroom style to a accommodate minimum of fifty (50) participants per room. Each room will require internet access plus electrical power for all computers and space for required audiovisual equipment which will include 2 screens. A Head table for the instructor/faculty of 2 persons and standing lectern. Estimated size required for each room is 950 sq ft. 0008Exhibit/Poster Room: Required beginning on August 22, 2011 (set-up day) at 8:00 am through August 25, 2011 at 5:00 pm, last day of conference. Large ballroom type room capable of displaying 150 posters on 75 double sided poster display boards with a 4 ft x 8ft surface on an A or T frame positioned around the perimeter of the room to allow for viewing of both sides. Estimated size of room required is 10,000 sq ft or larger. 0009Speaker Ready Room � This speaker preparation room should be located near the general session room and registration desk. This room should accommodate AV equipment and tables for 5-6 in a conference style with electricity capability for several pieces of AV equipment and a direct call out phone line capability for connection to a computer server. This room should be placed on a 24 hour hold beginning Monday, August 22 at 8:00 am through 5:00 pm on Thursday, August 25, 2011. This room will need to be re-keyed to allow access by designated meeting staff only. 00010Post-Conference Meeting: Required on August 25, 2011 only beginning at 8:00 am until 1:30 pm. This room should be located adjacent to the General Session Meeting Room with space to accommodate 20 six-foot skirted tables in rows for laying out conference certificates at the end of this event. Please provide ample room for the participants to walk comfortably through the tables to find their certificate. Part C: Other Requirements 0001 NOTE: Federal 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 most advantageous to the Government price and other factors considered. Award may be made with or without discussions with the offeror(s). Department of Veterans Affairs reserves the right to conduct an on-site inspection of offered facilities. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting price and technical proposals. Any offer that does not meet the solicitation requirements will be rejected as technically unacceptable. The following provisions and clauses shall apply to this solicitation: FAR 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 these locations: 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. Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: I. Technical Evaluation Factors: Size and Quality of Services and Accommodations 1. Guest Room and Meeting Space in a single facility. While the government may review alternate proposals, it highest preference is a single venue. 2. Meeting Space: Flexibility, Availability of Guest Rooms Required, Meeting Space as Requested, Quality of Meeting Space. A Department of Veterans Affairs Representative may schedule a site visit to validate size and quality of meeting space and accommodations. 3. Hotel Quality: Last renovation/update, Site Visit Observations, Literature Descriptions, Online Reviews, Event planner feedback, if available. 4. Hotel Services: 1. (a) Full Service Hotel, (b) Fitness Center, (c) Parking, (d) Guest room Internet, (e) Onsite Restaurants, (g) Shuttle to/from Airport. 2. Variety of restaurants and shops within walking distance (not to exceed 3-4 normal city blocks) in a safe area. 5. Location: Proximity to downtown, airport, Metro/light rail, restaurants, and outside activities 6. Added Value: 1. (a) Complimentary/Discount AM/PM Breaks, (b) Other Food and Beverage Discounts, (c) Discount to Attendees on Food Outlets, (d) Complimentary/Discount Guest Room Internet, (e) Complimentary/Discount Meeting Room Internet, (f) Complimentary Airport Transfers, (g) Complimentary/Discount Shuttle Service, (h) Room Upgrades at group rate, (i) Complimentary/Discount Reception, (j) Complimentary Guest Rooms, (k) Complimentary/Discount Parking, (l) and other complimentary considerations. 2. The Department of Veterans Affairs policy will not guarantee a minimum amount of food and beverage revenue. II. Past Performance 1. Feedback from other planners 2. Provide up to three references of events of similar size and scope 3. Reviews online and commercially available customer comments III. Price Factors: 1. Lodging rates (room rates at or below per diem) 2. Meeting Room Costs as set forth in B above 3. Break light refreshments costs 4. Luncheon costs 5. Other discounts or cost factors The following factors shall be used to evaluate offers: Technical Acceptance, Past Performance, and Price in descending order of importance. Subfactors are of approximately equivalent importance. The factors other than Price, when combined, are more important than Price. 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)(23)-(b)(28), (b)(35)(i), (b)(37), (b)(43) (b)(44) applies if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); 52.233-2 Service of Protest (Sep 2006); VAAR 852-233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852-233-71 Alternate Protest Procedure (JAN 1998); VAAR 852.203-70 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. 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 proposal or be registered with On-Line Representations and Certifications (ORCA). 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 or a statement of ORCA completion. Submit all price Proposals, descriptive literature, and technical proposal to: Adam Q. Hemken Contracting Specialist Department of Veterans Affairs St. Louis Employee Education System VA Medical Center, Bldg. 50 1 Jefferson Barracks Drive St. Louis, MO 63125 Phone (314) 894-6425 Fax (314) 652-3801, or email Adam.Hemken@va.gov Faxed proposals will be accepted. No E-proposals can be accepted. Closing date for receipt of proposals is Friday, March 11 at 4:00 PM CT Contracting Office Address: St. Louis Employee Education System; VA Medical Center, Bldg 50; 1 Jefferson Barracks Drive, St. Louis, MO 63125
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA77711RP0176/listing.html)
 

Document(s)

Attachment
 

File Name: VA-777-11-RP-0176 VA-777-11-RP-0176.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=180389&FileName=VA-777-11-RP-0176-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=180389&FileName=VA-777-11-RP-0176-000.doc

 

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

Record

SN02393983-W 20110306/110304234519-977e1a75e29000a1e8f288046353f9e7 (fbodaily.com)
 

Source

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

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