SOLICITATION NOTICE
V -- Conference Room Rental and Hotel Support Services
- Notice Date
- 2/25/2003
- 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-H100
- Archive Date
- 4/4/2003
- Point of Contact
- Point of Contact - Melissa Green, Event Manager/Contracting Office= r, (919) 680-6841 ext. 247, Contracting Officer - Melissa Green, Event Mana= ger/Contracting Officer, (919) 680-6841 ext. 247
- E-Mail Address
-
Email your questions to Melissa Green
(melissa.green@lrn.va.gov)
- 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 the geographic area of downtown Salt Lake City no more than 5 miles of the Salt Lake City Convention Center.=20 Request for Proposal 777-03-H100 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. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-11 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 August 3, 2003 through August 5, 2003 (approximately 130 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of VHA-DoD Diabetes Educators Specialty Practice Group Conference. The hotel must accommodate 130 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within the stated $75 Government Per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on company letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract must be submitted with your proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, audiovisual price list, refreshment break menus, parking fee (if any), and ground transportation between the hotel and the airport. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et). Seq.). The hotel facility must accommodate an estimated 175 attendees with the following needs: Part A: Hotel Lodging - (1a) 130 sleeping rooms for participants to check-in on 08/03/03 with checkout on 08/06/03 (approximately 20% of the reserved rooms will check out on 08/05/03). Rooms must be individual/private-sleeping rooms with toilet facilities at Government per diem rate for Salt Lake City, Utah ($75). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space-General Session Meeting Room for 08/04/03 through 08/05/03 from 8:00 AM to 5:00 PM each day to accommodate 175 participants classroom style seating (with aisles on each side and in center); Head Table on a riser next to the podium for 4 participants in the front of the General Session room; 1 skirted 6=92 table in the rear of the General Session for conference materials. (2) One breakout room needed for 08/03/03 from 4:00 PM to 7:00PM and should be set up boardroom style to accommodate 15 people. (3) Three breakout rooms needed for 08/04/03 from 1:30 PM to 5:00 PM for 60 participants each and should be set up classroom style and the General Session will be utilized as the fourth breakout room. (4) Three breakout rooms needed for 08/05/03 from 10:30 AM to 2:00 PM for 60 participants each and should be set up classroom style and the General Session will be utilized as the fourth breakout room. These rooms should be very close to general session room and break area. Registration to be set-up outside of the general session room (two 6=92 skirted tables with four chairs and two waste baskets.) Part C: Possible light refreshment for morning and afternoon breaks may be required from 08/03/03 thru 08/05/03. Part D: 1.Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for location, size, quality of services and accommodations, and experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition fees, refreshment breaks, and audiovisual cost. The government reserves the right with no penalties to utilize an outside audiovisual company to provide equipment and technical support for this meeting in accordance with the FAR. 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. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. 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/=20 (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Location, 2. Size and quality of services and accommodations, 3. Experience with large conferences, and 4. Price.=20 Location, size and quality of services, accommodations and experience with large conferences, when combined are more important than price; 52.212-3 Offeror Representations and Certification-Commercial Items.=20 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; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. 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 price, descriptive literature, technical proposals, and Hotel Contract to Melissa Green, Event Manger/Contracting Officer, EES, 311 West Main Street, Durham, North Carolina. Phone: 919-680-6841 ext. 247, FAX: 919-286-6842, email: Melissa.Green@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is March 5, 2003 at 3:00pm EST.
- Web Link
-
RFP 777-03-H100
(http://www.bos.oamm.va.gov/solicitation?number=3D777-03-H100)
- Record
- SN00264914-W 20030227/030225213300 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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