SOLICITATION NOTICE
V -- CONFERENCE ROOM RENTAL AND HOTEL SUPPORT SERVICE
- Notice Date
- 1/6/2004
- 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-H106
- Response Due
- 1/20/2004
- Archive Date
- 2/19/2004
- Point of Contact
- Point of Contact - Melissa Alves, Event Manager/Contracting Officer, (919) 680-6841 ext. 247, Contracting Officer - Melissa Alves, Event Manager/Contracting Officer, (919) 680-6841 ext. 247
- E-Mail Address
-
Email your questions to Melissa Alves
(melissa.alves@lrn.va.gov)
- Description
- 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 Baltimore, Maryland Inner Harbor area. Request for Proposal 777-04-H106 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 2001-16 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 March 2, 2004 ? March 4, 2004 (approximately 95 sleeping rooms on peak night(s), required meeting space for 120 attendees. The Department of Veterans Affairs, Employee Education System (EES) is sponsoring a conference entitled Technical Career Field Preceptor Workshop. The hotel must (1) accommodate 95 sleeping rooms peak nights (based on the timeframe), (2) must provide all requirements specified for conference needs in Parts A, B, C, D and E below, and (3) 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 must be submitted. The Hotel Contract shall have your technical terms and conditions (cancellation and attrition clauses, if any) and price proposal, along with descriptive literature to include sleeping rooms, meeting room space (diagrams and square footage), audio visual price list & cost estimate, refreshment break (al a carte and theme) and Reception menus, parking information, check in and out times, any ground transportation information between the hotel and the airport, Tax ID number, and your FEMA number. 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 95 attendees with the following needs: Part A: Hotel Lodging - (1) 95 sleeping rooms for the attendees to check-in on March 1, 2004 with checkout on March 4, 2004. Rooms must be individual/private sleeping rooms with toilet facilities at Government Per Diem rate for Baltimore, Maryland area ($139). Payments for Part A shall be the sole responsibility of each attendee, to include no-show fees. Part B: Meeting Space - (1) General Session Meeting Room for March 2&3, 2004, from 8:00 AM to 5:00 PM and for March 4, 2004, from 8:00 AM to 12:00 noon to accommodate 120 attendees in chevron/classroom style seating (with three aisles). Water and candy on each table. (2) One 8? skirted Head Table positioned next to the podium on a riser with four chairs in the front of the General Session room. (3) Five Breakout Rooms for March 2, 3, & 4, 2004 to be set-up in U-Shape or Boardroom Style seating. The sizes of the groups are as follows: 40, 25,15, 15, & 10. The General Session may be used for the fifth Breakout Room. Water and mints on each table. A sixth Breakout Room is needed as a Computer Room for approximately 10 terminals. The Department of Veterans Affairs will provide the terminals. (4) Registration Desk needs to be available on March 1, 2004, from 12:00 noon to 7:00 PM and each of the conference from 7:00 AM to 6:00 PM. Set the Registration Desk up outside of the General Session room (three 6? skirted tables with four chairs and two wastebaskets). I would like to have water and mints on the table. Part C: (1) Light Refreshment for morning and afternoon breaks will be required for March 2&3, 2004 and only an AM Break for March 4, 2004. (2) On March 2, 2004, I would like schedule a limited Reception for 120 attendees from 5:30 to 7:30 PM. Part D: Audio Visual Equipment Rental - (1) for the General Session: Wireless Lavaliere Microphone, Wireless Hand Held Microphone on stand for Q&A, Podium with Microphone, Three Table Top Microphones; Large Screen, Flipchart Package, LCD Data Projector with Remote, Laptop, Laser Pointer, VHS Video Tape Projector wired thru the LCD, T-1 line for internet connection, A/V Technician for March 2, 2004 from 8:00 AM to 12:00 noon. (2) The Breakout Rooms - Flipchart Package. Part E: 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); 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 Melissa Alves, Event Manger/Contracting Officer, EES, 311 West Main Street, Durham, North Carolina. 27701. Phone: 919-680-6841 ext. 247, FAX: 919-286-6842, e-mail: Melissa.Alves@lrn.va.gov . Faxed proposals will be accepted. Closing date for receipt of proposals is January 20, 2004 at 3:00 pm EST.
- Web Link
-
RFP 777-04-H106
(http://www.bos.oamm.va.gov/solicitation?number=777-04-H106)
- Record
- SN00499080-W 20040108/040106211800 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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