SOLICITATION NOTICE
V -- CONFERENCE SPACE RENTAL AND HOTEL SERVICES
- Notice Date
- 12/20/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (316= ), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-03-H011
- Response Due
- 12/27/2002
- Archive Date
- 1/26/2003
- Point of Contact
- Contracting Officer - Karen Lebo, Contracting Officer, (440) 838-6= 028
- E-Mail Address
-
Email your questions to Karen Lebo
(karen.lebo@lrn.va.gov)
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space Rental in the Washington, DC, downtown area. Request for Quotation 777-03-H011 is in accordance with FAR Subpart 13.5 test program. This is not a solicitation for Event Planning Services. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-09 and VAAR 97-9. NAICS Code 721110 and the small business size standard is $6 million. This BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is June 8, 2003-June 13, 2003 (approximately 75 sleep rooms and required meeting space).=20 The Department of Veterans Affairs, Leadership VA (LVA) is sponsoring a training session for 70 Department middle-level employees on the leadership topic of The Department of Veterans Affairs: Organization and Influences. The hotel must accommodate 75 rooms (based on the timeframe) with an appropriate number available for ADA use; must be located within a 3 block safe walking distance to alternate eating facilities or provide complimentary shuttle service to and from these alternative locations with a 5 mile radius of the hotel, and must provide all requirements specified for conference needs in Parts B through G below, and must provide lodging rates within the stated Government Per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on contractor letterhead and must address all requirements listed in a separate technical proposal. Descriptive literature for facility must also be included in proposal/bid package. Hotel must be FEMA approved and accommodate 75 attendees with the following needs: Part A: Hotel Lodging - (1a) 10 rooms for participants arrival on 6/7/03, (1b) 75 rooms for participants on June 8, 2003, through June 13, 2003, (1c) 5 rooms for participants on 6/14/03. Rooms must be individual/private sleeping rooms with a sufficient number of ADA compliant and toilet facilities required at government per diem rate for Washington, DC area which has the prevailing 2003 government per diem rate of $150. The prevailing 2003 prevailing government rate will be offered to program participants two days prior and two days after the program dates.=20 Individual reservations will be the responsibility of the individual lodgers, made by government or personal credit card. Estimated total sleeping room revenue: $67,500.00, excludes state and local taxes.=20 (2) Reservations to be made under an established group name. (3) One complimentary sleeping room provided per fifty (50) sleeping rooms.=20 Part B: (1) Meeting Space-General Session Meeting Room without pillars to accommodate 10 rounds of 7, audio visual equipment, and available space in the rear of the room for two 6ft. skirted tables with 6 chairs for staff. Meeting Room to be held on a 24-hour basis beginning Sunday, June 8, 2003, at 5:00 pm to 9:30 pm; Monday, June 9, 2003, at 8:00 am to 5:00 pm, Tuesday, June 10, 2003, 8:00 am to 5:00 pm, and Friday, June 13, 2003, at 8:00 am to 5:00 pm. Estimated total meeting room revenue: $1,000.00 (based on $250.00 a day), excludes gratuity and taxes. Complimentary or minimum meeting room rental to be paid by government purchase order or purchase card. (2) ADA accessible from sleeping rooms via elevator and stairs. (3) Use of own Department program technicians and audio visual equipment connection to hotel PA system with no to minimum charges. (4) No charge for lockable storage of audio visual equipment and conference material with 24 hr basis access by program staff and delivery on June 6, 2003, and pickup on June 1, 2003. (5) Registration to be setup outside of the conference room with two 6ft. skirted tables with 6 chairs and one waste basket.=20 (6) Two 6 feet skirted tables with 6 chairs for faculty. (7) One 6 feet skirted table for handouts and supplies. (8) One 6 feet skirted table with 2 chairs for audio visual technicians. Part C: Hospitality Suite to accommodate maximum of 70 people at one time, complimentary with adjourning sleeping room(s) for use from 6/5/03 through 6/13/03, and allowed to bring in own snacks and beverages to be served nightly to program participants. Part D: No food & beverage minimum requirements. Notice prior to program dates of discount or complimentary meal coupons for each guest daily based on individual reservation dates. Light refreshments for morning and afternoon breaks will be required on June 9, 2003, June 10, 2003, and June 13, 2003 with payment to be made by cashier=92s check after final accurate invoice is received. Estimated total food & beverage revenue: $6,750.00, excludes gratuity and taxes. Part E: Location in downtown district with available street parking and access for two 55 or 57-seat charter busses to unload approximately 70 to 80 people on June 12, 2003, load and unload on June 13, 2003. Part F: Free or reduced hotel parking cost. Part G: Three federal government references are required as an evaluation factor. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 with evaluation factors listed in descending order of precedence: size, price, experience with federal government conferences. Site visit required before final evaluation factors performed. Evaluation may be made with or without discussions with the offeror(s). Prices will be evaluated in terms of cost for accommodations and service, and costs for cancellation and attrition. Only proposals from Hotels that are compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 W.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offerors proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror=92s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Only Hotels that can meet the requirements and provide items as listed above may respond to this solicitation by submitting completed cost and technical proposals on their letterhead, along with the Hotel Contract. 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 (factors in descending order of importance: program dates availability, number sleeping room accommodations, meeting room availability & size for setup, location, price); 52.212-3 Offeror Representations and Certification-Commercial Items (NOTE : Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer); 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; VAAR 852.270-4 Commercial Advertising; 852.219-70 Protest Content; 852.236-76 Correspondence; 852.237-70 Contractor Responsibilities; 852.270-1 Representatives of Contracting Officers and 852.233-71 Alternate Protest Responsibilities. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all detailed price, descriptive literature and completed technical proposals and Hotel Contract to Trenna Carter, Program Analyst/Contracting Officer, Department of Veterans Affairs, Leadership VA (LVA), 810 Vermont Avenue NW, Washington, DC 20420. Phone:=20 202-501-3415, FAX 202-501-3462, email mailto:trenna.carter@mail.va.gov. Faxed proposals will be accepted. Closing Date for Receipt of Proposals is December 27, 2002, 3:00 pm Eastern Time.
- Web Link
-
Draft RFP 777-03-H011
(http://www.bos.oamm.va.gov/solicitation?number=3D777-03-H011)
- Record
- SN00228095-W 20021222/021220213653 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |