Loren Data's SAM Daily™

FBO DAILY ISSUE OF JUNE 19, 2011 FBO #3494
DOCUMENT

R -- 2011 Office of Resource Management & Office of Management Support Services Division Conference in Boston, MA July 31 through August 5, 2011 - Attachment

Notice Date

6/17/2011
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Center Acquisition Innovation Frederick;Department of Veterans Affairs;8490 Progress Drive, Suite 100;Frederick MD 21701
 

ZIP Code

21701
 

Solicitation Number

VA79811RP0153
 

Response Due

6/30/2011
 

Archive Date

8/29/2011
 

Point of Contact

Brian L. Kadel
 

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, meeting room space rental and hotel services located in Boston, MA. The Veterans Benefits Administration (VBA) Office of Resource Management & Office of Management (ORM &OM) is sponsoring the 2011 Support Services Division Conference. The hotel shall accommodate 200 sleeping rooms for Sunday, July 31, 2011 through Thursday, August 4, 2011. In addition, the hotel shall provide the same rate for two days prior to and following the conference. 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 $171 per night. Hotel Lodging: 200 sleeping rooms per night Sunday, July 31, 2011, through Thursday, August 4, 2011. In addition, the hotel shall provide the same room rate for two days prior to (7/29/2011-7/30/2011) and following the conference (8/5/2011-8/6/2011). 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 07/29/2011 through 8/06/2011. The maximum number of rooms below is an estimate. The Government shall not pay for rooms not utilized, nor incur any penalty for rooms not used. Maximum Rooms Needed: 7/29/2011: 5 Rooms 7/30/2011: 5 Rooms 7/31/2011: 200 Rooms 8/01/2011: 200 Rooms 8/02/2011: 200 Rooms 8/03/2011: 200 Rooms 8/04/2011: 200 Rooms 8/05/2011: 5 Rooms 8/06/2011: 5 Rooms General Session: One general session room is required, approximately 4,000 square feet. Meeting space for the general session should be held on a 24-hour basis (some exclusions may apply if the hotel can guarantee that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed and operational by 7:00 pm on Sunday July 31, 2011. General session requirements begin at 7:00 am on Monday August 1, 2011, through noon on Friday, August 5, 2011. Set for 200 in classroom style; there should be a head table 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 must be without pillars/posts to obstruct view. Breakout Rooms: Two breakout rooms are needed daily starting Monday August 1, 2011 through Thursday, August 4, 2011. These rooms will be needed from 3-8 pm and should be approximately 800 square feet each. One breakout room will be needed Friday, August 5, 2011 from 10 am - 4 pm. These rooms are in addition to the general session meeting room. Each room must accommodate no less than 15-20 people, classroom style. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. Ice water and glasses shall be provided on each table with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered welcome reception is requested for the evening of Sunday, July 31, 2011. Mid-morning refreshments and light PM refreshments are required for attendees Monday, August 1, 2011 through Thursday, August 4, 2011. Mid-morning refreshments are requested for Friday, August 5, 2011. AV Equipment and Services: An on-site AV department is required. AV equipment requirements include: four LCD projectors (two in general session; one in each breakout), four large screens (two in general session; one in each breakout), three podium microphones (one in each room), three remote controls for the projectors (one in each room), two lavaliere microphones (general session), one conference phone with speaker. A T-1 line is needed in the general session, and may be needed in the breakout rooms. All three rooms must be set with a sound system. The general session room must 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 requested for the entirety of the general session. NOTE: Laptop computers will be provided by VBA Office of Resource Management & Office of Management. Office Space/Communications Room: One room to be used for office/storage space is requested 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, July 31, 2011 through 3:00 pm on Friday, August 5, 2011. Registration Area: A registration area is needed on Sunday, July 31, 2011 from 3:00 pm to 6:00 pm. Preference for the registration area is in close proximity to the general session room (ideally directly outside the conference room). There should be three six foot tables with skirting, four to six chairs, and a large trashcan. Reception Room: A reception room is requested for Sunday evening, July 31, 2011, from 6:00 - 9:00 pm. Hospitality Room: A hospitality room is required for Sunday, July 31, 2011, through Thursday, August 5, 2011 for networking sessions and ad-hoc meetings with VBA leadership. The meeting/networking session times are to be determined. Hotel Requirements: 1.Hotel must be located within downtown Boston, MA city limits. 2.Regular rooms at or below the federal government per diem rate of $171/night 3.Hotel shall be in compliance with the Americans with Disabilities Act 4.Hotel shall hold a FEMA certification number 5.Hotel shall have a DUNS and BRADSTREET number 6.Hotel shall be registered and current with Central Contractor Registration (CCR) 7.All Meeting Space shall be available on-site. 8.Hotel shall have availability to lodge all participants in one hotel 9.Direct access to onsite hotel representative during business hours 10.Multiple restaurant options on site (not fast food) or within walking distance of the hotel 11.Onsite 24-hour security staff 12.High speed internet access and access to a complete business center inclusive of PC's with internet access, fax machines, printers etc 13.Hotel is desired to have an onsite indoor swimming pool and fitness center 14.No penalty for rooms not used 15.Hotel is desired to be a 4-Star or higher class rating 16.Hotel must have a Traveler's Rating/Review (Customer Reviews) through Trip Advisor, Expedia or other reputable internet system of at least 4 out of 5 stars 17.Sunday Night Cash Bar 2 hour Reception w/ appetizers and water station for 200 guests 18.1 General Session room August 1 - 5, 2011 for 200 people 19.AV Services available to include screen rental, microphone rental, equipment support, sound amplification etc. as needed in General Session Room & Breakout Rooms 20.A small breakout room for 15-20 people to be used Friday, August 5, 2011 from 10 am - 4 pm. 21.Two breakout rooms for 20 people to be used Monday, August 1 through Thursday, August 4, 2011 from 3-8 pm for after-hour presentations and questions 22.Morning breaks (Mon, Tues, Wed, Thurs, Fri) to include beverage refreshments and snacks 23.Afternoon breaks (Mon, Tues, Wed, Thurs) to include beverage refresh, and brownies and/or cookies 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. The awardee will be selected based on the following: "Evaluation factors are listed in the following descending order of importance: Technical, Past Performance, and Price." Technical The technical proposal shall include the following information: 1.Located within downtown Boston, MA city limits 2.Hotel shall be in compliance with the Americans with Disabilities Act 3.Hotel shall hold a FEMA certification number 4.Hotel shall have a DUNS and BRADSTREET number 5.Hotel shall be registered and current with Central Contractor Registration (CCR) 6.All space requirements, services and equipment is available for General Session; Breakout Rooms, Food/Beverage Requirements, AV Equipment and Services, Office Space/Communications Room, Registration Area, and Reception Room, as required in this solicitation. 7.All meeting space shall be available on site. 8.Hotel shall have availability to put all participants in one hotel 9.Direct access to onsite hotel representative during business hours 10.Multiple restaurant options on site (not fast food) or within walking distance of the hotel 11.Onsite 24-hour security staff 12.High speed internet access 13.Hotel is desired to have an onsite indoor swimming pool and fitness center 14.Statement that there will be no penalty for rooms not used 15.Hotel is desired to be a 4-Star or higher class 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, Brian L. Kadel, at: brian.kadel@va.gov; and "cc" Robert Cody, at robert.cody@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. 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 AV Equipment and Services Rate Office Space/Communications Room Rate Registration Area Rate Reception Room Rate Hospitality Room Rate Proposal Submission Submit all price, technical, and past performance proposals to the Contract Specialist, Brian L. Kadel, at: brian.kadel@va.gov; and "cc" Robert Cody, at robert.cody@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, Brian L. Kadel, at: brian.kadel@va.gov; and "cc" Robert Cody, at robert.cody@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 Brian L. Kadel, at: brian.kadel@va.gov; and "cc" robert.cody@va.gov no later than 2:00 pm EDT, Thursday, June 30, 2011. No telephone inquires will be accepted. Due date for receipt of proposals is 2:00 pm EDT, Thursday, June 30, 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. Provisions and Clauses: The hotel must (1) be compliant with the Hotel and Motel Fire Safety Act of 1990, 15 U.S.C. 2201 et seq, (Public Law 101-391); (2) hold a FEMA certification number. The FEMA number can be verified at www.usfa.fema.gov/hotel/index.cfm; and (3) be compliant with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). Hotels must provide a statement certifying that they are compliant with the requirements of the ADA. The following statement will suffice: The (name) Hotel hereby certifies that it is fully compliant with the Americans with Disabilities Act (ADA), 42 U.S.C. Section 12101 et seq. 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 descending order of importance: Technical, Past Performance, and 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. All hotels submitting quotations must meet all mandatory requirements in order for their quote to be considered by VA.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AFMLOVASS/VASSMD/VA79811RP0153/listing.html)
 

Document(s)

Attachment
 

File Name: VA798-11-RP-0153 VA798-11-RP-0153.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211105&FileName=VA798-11-RP-0153-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211105&FileName=VA798-11-RP-0153-000.docx

 

File Name: VA798-11-RP-0153 ATTACHMENT 1-PAST PERFORMANCE QUESTIONNAIRE.DOCX (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211106&FileName=VA798-11-RP-0153-001.DOCX)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211106&FileName=VA798-11-RP-0153-001.DOCX

 

File Name: VA798-11-RP-0153 ATTACHMENT 2-PRICING WORKSHEET.DOCX (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211107&FileName=VA798-11-RP-0153-002.DOCX)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=211107&FileName=VA798-11-RP-0153-002.DOCX

 

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

Record

SN02476413-W 20110619/110617235057-6f6974dbeca1d22ffa74b1341b5cd0c4 (fbodaily.com)
 

Source

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

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