Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 23, 2012 FBO #3772
DOCUMENT

V -- 2012 VETERANS BENEFITS ADMINISTRATION LEADERSHIP CONFERENCE - Attachment

Notice Date

3/21/2012
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;Atlanta VA Regional Office;1700 Clairmont Road;Decatur GA 30033
 

ZIP Code

30033
 

Solicitation Number

VA31612R0001
 

Response Due

4/6/2012
 

Archive Date

5/21/2012
 

Point of Contact

Elaine Porter
 

E-Mail Address

9-5511<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, Conference Space and Hotel Services located in Landsdowne, VA. Request for Proposal VA316-12-R-0001 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. The Department of Veterans Affairs, Veterans Benefits Administration (VBA) 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. The NAICS Code for this requirement is 721110 and the small business size standard is $30 million. This announcement/solicitation is solicited unrestricted, and constitutes the only solicitation document that will be issued. The Department of Veterans Affairs has a requirement for hotel accommodations, meeting space rental, and hotel services located in Landsdowne, VA. The Department of Veterans Affairs, Veterans Benefits Administration, is sponsoring the "2012 Veterans Benefits Administration's Leadership Conference." The hotel must accommodate 15 sleeping rooms for Saturday, September 15, 2012, up to 130 sleeping rooms Sunday, September 16, 2012, through Tuesday, September 18, and 110 rooms on Wednesday, September 19 and Thursday, September 20, 2012. In addition, the hotel must accommodate up to 10 sleeping rooms for Friday, September 21, 2012. The hotel must provide all requirements specified for meeting needs below, and must provide lodging rates within the stated federal government per diem rate for FY 2012 of $108. Hotel Lodging: We need 130 sleeping rooms per night Sunday, September 16, 2012, through Tuesday, September 18, 2012, and 110 rooms per night Wednesday, September 19 and Thursday, September 20, 2012. Fifteen rooms are also requested for the night of Saturday, September 15, 2012, and ten rooms the night of Friday, September 21, 2012. Rooms must be individual/private-sleeping rooms at the federal government per diem rate. The group should not be penalized for rooms not used. 9/15: 15 Rooms 9/16: 130 Rooms 9/17: 130 Rooms 9/18: 130Rooms 9/19: 110 Rooms 9/20: 110 Rooms 9/21: 10 Rooms 9/159/169/179/189/199/209/21 1513013013011011010 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 guaranty 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 by 1:00 PM on Sunday, September 16, 2012. General session requirements begin at 7:00 am on Monday, September 17, 2012, through Friday, September 21, 2012. Set for 130 in crescent seating for six; there should be a head table (with 4 seats) on a riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided on each table with writing pads and pens. General session room must be without pillars/posts to obstruct view. Breakout Rooms: Four breakout rooms are needed Monday, September 17 at 7:00 am, through Friday, September 21, 2012, ending at 2:00 pm (Room needed 7:00 am to 6:00 pm daily, except for Friday), approximately 900 square feet each. These rooms are in addition to the general session meeting room. Each room must accommodate no less than 35 people, classroom style. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. A head table should be set in each breakout room with approximately 3 chairs. Ice water and glasses should 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 reception is requested for the evening of Sunday, September 16, 2012 from 5:30 pm to 8:00 pm. Breakfast, lunch, and dinner are required for attendees Monday, September 17, 2012, through Thursday, September 20, 2012. An awards dinner is requested for the evening of Thursday, September 20, 2012. Continental breakfast and lunch is requested for Friday, September 21, 2012. Audiovisual (AV) Equipment and Services: An on-site audiovisual department is 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- only if needed), five remote controls for the laptops/projectors (one in each room), two lavaliere microphones (general session), four handheld microphones with table stands (general session), two handheld microphones (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 one phone that can connect to an outside line. A T-1 line is needed in the general session, the communications room (5 internet lines to connect), and may be needed in the breakout rooms. Also requested are two radios with headsets (handheld receivers) for communication with hotel staff. All five rooms must be set with a sound system, unless the breakout rooms are small enough not to need sound. 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. 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 Saturday, September 15, 2012, through 5:00 pm on Friday, September 21, 2012. Board Room: One room to be used as a meeting room for no less than 12 people, set boardroom style is requested, in close proximity to the meeting space. The room is needed from 6:30 am Sunday September 16, 2012, through noon on Friday, September 21, 2012. Registration Area: A registration area is needed on Sunday, September 16, 2012, 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 should be three six ft tables with skirting, four to six chairs, and a large trash can. Reception Room: A reception room is requested for Sunday evening, September 16, 2012, from 5:30 - 8:00 PM. Dinner Room: A dinner room is requested for Thursday, September 20, 2012 from 6:00 PM to 10:00 PM. Hospitality Room: A hospitality room is requested for Sunday September 16, 2012, through Friday September 21, 2012 (all day). The hospitality room will be used for networking sessions and ad-hoc meetings with VBA Leadership. The meeting/networking session times are to be determined. Hotel Requirements: Located in Landsdowne, Virginia. Regular rooms at or below the federal government per diem rate of $108/night Hotel must be in compliance with the Americans with Disabilities Act Hotel must have a DUNS and BRADSTREET number Hotel must be registered and current with Central Contractor Registration (CCR) All meeting space available on-site Hotel must have availability to put all participants in one hotel Direct access to onsite hotel representative during business hours Able to provide breakfast, lunch, and dinner for all participants at the per diem rate Onsite 24-hour security High speed Internet access Onsite swimming pool and fitness center No penalty for rooms not used 3 STAR and above rating Award will be made to the offeror determined to be the most advantageous to the Government. Evaluation may be made with or without discussions with the offeror(s). The technical proposals will be evaluated and selection will be 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. Prices will be evaluated in terms of cost for accommodations and services, AV, and food/beverage. 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. 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: Technical Proposal and Cost. Where Technical Proposal is more important than Cost. 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 the 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. This is an all electronic solicitation: Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to elaine.porter@va.gov by the closing date of this solicitation. Questions related to this solicitation must be submitted by email (elaine.porter@va.gov) no later that 2:00 p.m. Eastern Time, March 26, 2012. NO TELEPHONE INQUIRIES WILL BE ACCEPTED. Closing date for receipt of proposals is Friday, April 6, 2012 at 3:00 pm Eastern Time.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AtlVARO/Atl316VARO/VA31612R0001/listing.html)
 

Document(s)

Attachment
 

File Name: VA316-12-R-0001 VA316-12-R-0001.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=310812&FileName=VA316-12-R-0001-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=310812&FileName=VA316-12-R-0001-000.doc

 

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

Record

SN02702529-W 20120323/120321235745-a7b26bce9a821c88dcceba77f456a82e (fbodaily.com)
 

Source

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

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