SOLICITATION NOTICE
V -- CONFERENCE SPACE, RENTAL, HOTEL SERVICES
- Notice Date
- 10/9/2003
- 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
- 777-04-H308
- Response Due
- 10/23/2003
- Archive Date
- 11/21/2003
- Point of Contact
- Point of Contact - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, (205) 731-1812 ext. 320, Contracting Officer - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, (205) 731-1812 ext. 320
- E-Mail Address
-
Email your questions to Cynthia (Elaine) Beaver
(elaine.beaver@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: Cincinnati, Ohio and surrounding area. Request for Quotation 777-04-H308 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 2001-13 and VAAR 97-10. 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 January 11, 2004 _ January 15, 2004 (approximately 150 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of ECF Feedback & Critical Skills Assessment Center. The hotel must accommodate 150 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 Government Per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.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. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror's 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 150 attendees with the following needs: Part A: Hotel Lodging - (1a) 150 sleeping rooms for participants check-in as follows: 100 participants to check in on 01/11/04 with checkout on 01/15/04; 50 participants to check in on 01/12/04 with checkout on 01/15/04. Rooms must be individual/private-sleeping rooms with toilet facilities at government per Diem rate for Cincinnati, Ohio ($80). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee and incidentals. Part B: (1) Meeting Space-General Session Meeting Room for 01/12/04 _ 01/15/04 to accommodate 150 ppl in rounds; for January 14, 2004 (only) room to be set up in large U-shape with tables around perimeter of room or as instructed on site. Two (2) skirted 6_ tables in the rear of the General Session room for conference materials. General session room is needed by 6:00 am on January 12, 2004 until 2:00 pm on January 15, 2004; room to be securable and held on 24 hour basis (2) Breakout rooms as follows: January 12, 2004, one (1) breakout room set up in rounds for 50 people from 1:00 pm until 5:00 pm; January 13, 2004, one (1) breakout room set up in rounds for 30 people from 7:30 am until 6:00 pm, nine (9) breakout rooms set up with small table & 2 chairs for 2 people from 7:30 am until 6:00 pm, nine (9) breakout rooms set up in rounds for 5 people from 7:30 am until 6:00 pm; January 14, 2004 four (4) breakout rooms set up in rounds for 40 people from 10:00 am until 3:30 pm; One (1) breakout room set up in large U-shape with tables around the perimeter of room or as instructed on site for 75 people from 8:00 am until 6:00 pm. Breakout rooms for timeframe to be securable and held on 24 hour basis. One 6_ skirted table in rear of each breakout room for program materials. These rooms must be very close to general session room and break area. Registration to be set-up outside of the general session room (two 6_ skirted tables with four chairs and two waste baskets.) Part C: Light refreshments for morning and afternoon breaks will be anticipated from January 12, 2004 through January 15, 2004. Reception is anticipated for January 12, 2004 from 5:30 pm until 7:00 pm. 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 size, quality of services and accommodations, location, 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, refreshments. 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 technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror's services as a prime contractor in order to be considered a complete technical proposal. 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/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations; 2. Location; 3. Experience with large conferences, and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); Funds are not presently available for performance under this contract beyond October 31, 2003. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond October 31, 2003 until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. 52.212-3 Offeror Representations and Certification-Commercial Items. 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 Elaine Beaver, Event Manger/Contracting Officer, EES, 950 22nd Street North, Suite 500, Birmingham, Al. 35244. Phone: 205-731-1812 x-320, FAX: 205-731-1833, email: elaine.beaver@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is October 23, 2003 at 1:00 pm CST.
- Web Link
-
RFP 777-04-H308
(http://www.bos.oamm.va.gov/solicitation?number=777-04-H308)
- Record
- SN00450348-W 20031011/031009213142 (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 |