SOLICITATION NOTICE
R -- AV Equip & Conference Space Rental
- Notice Date
- 11/14/2018
- Notice Type
- Combine Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington DC 20006
- ZIP Code
- 20006
- Solicitation Number
- 36C10E19Q0023
- Response Due
- 11/20/2018
- Archive Date
- 11/25/2018
- Point of Contact
- 727-319-7940
- Small Business Set-Aside
- N/A
- Description
- Page 10 of 10 COMBINED SYNOPSIS SOLICITATION NOTICE This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The Combined Synopsis Solicitation 36C10E19Q0023 is issued as a request for quotation (RFQ). The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-101, effective October 26, 2018. The combined synopsis/solicitation is UNRESTRICTED: The applicable NAICS Code for this solicitation is 721110, Hotels (except Casino Hotels) and Motels. The contractor shall provide in-house audio visual equipment rental services and support and conference/meeting space rental services in support of the Veterans Benefits Administration s (VBA) - Veterans Service Center Managers Training Conference December 10-14, 2018 Training Conference Event in Austin, TX. CLIN 0001: Provide Audio Visual Equipment Rental services per the attached Statement of Work. Unit Price___________; Quantity: 1; Unit of Issue: JOB; Extended Price ____________ CLIN 0002: Provide Conference/Meeting Space Rental services per the attached Statement of Work. Unit Price___________; Quantity: 1; Unit of Issue: JOB; Extended Price ____________ Total Price _________________________ Description of Requirement Contractor shall provide in-house audio visual equipment rental and support and conference/meeting space rental in support of the Veterans Benefits Administration s (VBA) Veterans Service Center Managers Training December 10-14, 2018 Training Conference Event in Austin, TX. The VA intends to make a single (all or none), firm fixed price award. SEE ATTACHED STATEMENT OF WORK. Period of Performance: December 10, 2018 December 14, 2018 FOB Destination Point: Austin, TX 78752 FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: FAR 52.212-2 Evaluation-Commercial Items FAR 52.212-3 Offeror Representation and Certifications Commercial Items FAR 52.222-52 Exemption From Application of the Service Contract Labor Standards to Contracts for Certain Services Certification FAR 52.252-1 Solicitation Provisions Incorporated By Reference http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEVIATION) VAAR 852.273-74 Award Without Exchanges Offers will be evaluated as follows: Criteria: The Government will evaluate quotes submitted in response to this solicitation based on a consideration of the following factors: Price, Specification, Delivery Schedule and Location. Price: Price will be evaluated to determine if it is fair and reasonable. As stated in VAAR Clause 852.215-70, extra credit will be given to properly registered SDVOSB/VOSB s as follows. (1) A qualifying SDVOSB s Evaluated Price will be set at 10% less than their quoted price. (2) A qualifying VOSB s Evaluated Price will be set at 5% less than their quoted price. (3) All other Acceptable Quotes will have Evaluated Prices equal to their quoted price. Delivery Schedule: The Contractor shall provide the in-house audio visual equipment rental services and support and conference/meeting space rental services from December 10, 2018 to December 14, 2018. Location: The proposed site shall be located in the Austin, TX 78752 area. Specification. The salient physical, functional, or performance characteristics that meeting rooms and AV equipment must meet are specified within the Statement of Work. To be considered for award, quotes must meet or exceed the salient physical, functional, or performance characteristic specified in this RFQ. Basis for Award: The Government shall make award to the quote that is found to be the lowest priced and meets the Government s stated delivery schedule, location and specifications requirements based upon the stated considerations contained herein. FAR 52.212-3, Offeror Representations and Certifications Commercial Items applies to this solicitation. The offeror must have completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________. FAR 52.212-4, Contract Terms and Conditions Commercial Items applies to this solicitation. The following FAR and VAAR provisions and clauses are added as addenda: FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors FAR 52.233-1 Disputes FAR 52.252-2 Clauses Incorporated by Reference (FAR) http://www.acquisition.gov/far/index.html (VAAR) http://www.va.gov/oal/library/vaar/index.asp FAR 52.252-6 Authorized Deviations in Clauses. VAAR 852.203-70 Commercial Advertising VAAR 852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEVIATION) VAAR 852.215-71 Evaluation Factor Commitments VAAR 852.232-72 Electronic Submission of Payment Requests VAAR 852.237-70 Contractor Responsibilities FAR 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Paragraph b applicable clauses: (4) 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (8) 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (22) 52.219-28 Post-Award Small Business Program Representation (25) 52.222-3 Convict Labor (27) 52.222-21 Prohibition of Segregated Facilities (28) 52.222-26 Equal Opportunity (30) 52.222-36 Equal Opportunity for Workers with Disabilities (33) 52.222-50 Combating Trafficking in Persons (42) 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (49) 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) Paragraph c applicable clauses: (7) 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements N/A N/A Quotes are due no later than November 20, 2018 by 12:00 PM Eastern Time. All vendors must be active in SAM. Vendor is to ensure the following information is on their written quote: Unit Price, Extended Price, Grand Total, Prompt Payment Terms, Correct Remittance Address, Cage Code, Duns Number, Tax Identification Number, Full Name and Telephone Number of Vendor's Point of Contact. Included with each quote, the Offeror is to provide the following: Completed above solicitation s section v, CLINS 0001-0002 with unit, extended and total price. A written statement limited to two pages or less demonstrating the offeror meets the delivery schedule, location and specifications listed in the SOW. Failure to provide any of this information or providing inadequate or unclear information will result in the quote being rated nonresponsive and ineligible for award. Quotes shall be submitted electronically to email address Van.Hale@va.gov. The maximum size of each email cannot exceed 5 MB. Note that emails that contain compressed files such as Zip files will be rejected by the government server. Only written quotes shall be acceptable and must be received and identified by solicitation # 36C10E19Q0023. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. For additional information, please contact the Contracting Officer, Van Hale at (727) 319-7940 or by e-mail at Van.Hale@va.gov. See attached Statement of Work STATEMENT OF WORK Audio Visual (AV) Equipment Support and Conference/Meeting Space Rental for 2018 Veterans Service Center Managers (VSCM) Training Conference December 10 December 14, 2018 A. GENERAL INFORMATION 1. Title of project: 2018 Veterans Service Center Managers (VSCM) Training 2. Scope of Work: Under this contract, the Contractor shall provide meeting space and in-house audio-visual equipment in support of the 2018 Veterans Service Center Managers (VSCM) Training in Austin, Texas. 3. Background: The Veterans Benefits Administration (VBA) will conduct a training conference for VBA Regional Office Directors, Central Office Directors, and Veteran Service Center Managers (VSCMs) across the organization from December 10 December 14, 2018 in Austin Texas. Conference space will be needed December 10 December 14, 2018, and AV equipment will be needed December 10 December 14, 2018. The training will be provided to discuss Fiscal Year 19 targets and goals with an emphasis provided on the Secretary of VA s direction that Decision Ready Claims (DRC) are to be decided within 60 days and the claims backlog reduced by 50%. We will provide the opportunity to hear speakers concerning the focus on DRC, quality service, discuss methodology on how to provide improved service while reducing the claims backlog, and observing and participating in new ideology and techniques for customer service. This training will also provide communication and training opportunities for VBA Regional Office Directors, Central Office Directors, and VSCMs to increase their abilities to improve the employee experience. The training is required and is a re-occurring/annual event. 4. Performance Period: The period of performance is from December 10 through the end of the training on December 14 (the dates when the Conference space and AV equipment will be needed). 5. Type of Contract: Firm-Fixed Price (FFP) 6. Place of Performance: Austin, Texas 78752 B. GENERAL REQUIREMENTS 1. The contractor shall provide AV equipment and space to accommodate 187 guests in Austin Texas. Conference space: December 10 December 14, 2018 AV equipment: December 10 December 14, 2018 2. The Contractor shall provide: 2.1 Equipment. All necessary technical equipment and ancillary support services, to support the Conference. At a minimum, the Government requires the following resources for the duration of the conference: Meeting Space: Meeting room space is required for this event: Complimentary Meet & Greet location for Sunday evening (Can be onsite restaurant or lounge area NO FOOD & BEVERAGE COSTS) for 187 people One general session room in crescent seating for six to accommodate up to 187 people with round tables with 6 seats for December 10 December 13, 2018. 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. General session room is needed for Monday-Thursday. Five breakout rooms, classroom style, to accommodate up to 40 people each with rounds of 8; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Breakout rooms are needed December 10 December 13, 2018. One breakout room, classroom style, to accommodate up to 20 people needed December 14, 2018. Board Room Available for phone calls and brief meetings, with Wi-Fi and connection available for laptops. (Monday Thursday for up to 8 people). Food/Beverages: Participants, presenters and staff will have meals on their own. We would like to have a water station and water available at the tables, as well as coffee (if that can be complimentary). 2.2 A/V Equipment (Requirement 1): LCD projector, projection screen, microphone, and complimentary wireless internet for staff use only. A/V Equipment - Monday Thursday 7:00am 6pm 1 laptop computer for general session 7 LCD projectors (two in general session; one in each breakout) 7 large screens (two in general session; one in each breakout) 1 monitor screen facing head table 6 podium microphones (one in each room) 6 remote controls for the laptops/projectors (one in each room) 2 lavaliere microphones (general session) 2 lavaliere microphones per break out room (10 total) with option of handheld microphones. 5 handheld microphones with table stands (general session) 1 phone that can connect to an outside line. Wi-Fi is needed in the general session and the breakout rooms. All six rooms must be set with a sound system. All six rooms should be equipped with microphones. The general session room must be set with the computer table at the side or back of the room (not at the podium). Full-time technical expert requested for Monday through Thursday. A/V Equipment - Friday 7:00am 6pm 1 LCD projector 1 large screen 2.4 Registration Area: A registration area is needed on Sunday, December 9, 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 room). There should be three six foot tables with skirting, four to six chairs, and a large trash can. Appropriate signage directing attendees to registration should be provided. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLE Task One: The contractor shall provide AV equipment and Conference/Meeting Space for the VBA 2018 Veterans Service Center Managers Training Conference. Deliverable One: AV Equipment and Conference/Meeting Space D. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete the Delivery column in Attachment A for each deliverable specified. 2. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing the Contracting Officer (CO), including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations. E. GOVERNMENT RESPONSIBILITIES The government shall provide the contractor an opportunity to meet with key VBA leaders prior to the 2018 Veterans Service Center Managers (VSCM) Training. F. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The CO will be the sole authorized official to release verbally or in writing any information related to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for response. 2. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Attachment A. Schedule of Deliverables Schedule of Deliverables Deliverable # Item Quantity Deliverable Date One Deliver AV equipment and Conference/Meeting Space One December 10-14, 2018 G. VBA CONFERENCE TRAINING EVENT SPACE BREAKDOWN H. VBA CONFERENCE TRAINING EVENT AUDIO VISION EQUIPMENT BREAKDOWN NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (14-NOV-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/WDCVARO372/WDCVARO372/36C10E19Q0023/listing.html)
- Place of Performance
- Address: Austin TX
- Zip Code: 78752
- Country: USA
- Zip Code: 78752
- Record
- SN05151536-F 20181116/181114230037 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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