SOLICITATION NOTICE
V -- Conference Space Rental and Hotel Services
- Notice Date
- 3/5/2004
- 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-H407
- Response Due
- 3/11/2004
- Archive Date
- 4/10/2004
- Point of Contact
- Point of Contact - Elizabeth Buchholz, Event Manager/Contracting Officer, Ph: (205) 731-1812 ext. 305, Fx:(205) 731-1832, Contracting Officer - Elizabeth Buchholz, Event Manager/Contracting Officer, Ph:(205) 731-1812 ext. 305, Fx:(205) 731-1832
- E-Mail Address
-
Elizabeth Buchholz
(beth.buchholz@lrn.va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Conference Center Hotel Accommodations, Conference Center Space Rental and Conference Center Services located in the geographic area: Northern Virginia or Maryland. Request for Proposal 777-04-H407 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 2001-12 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 May 9-13, 2004 (approximately 225 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of _Preventive Medicine Training Conference_. The conference center hotel must accommodate 225 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. 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 225 attendees with the following needs: Part A: Hotel Lodging- (1a) 225 sleeping rooms on Sunday-Wednesday; and 10 sleep rooms on Thursday with check out on Friday. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem lodging rate for Northern Virginia or Maryland conference center locations. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space-Pre-Conference meeting Monday, 5/10 for 30 attendees set in a U-Shape configuration. This meeting room is needed from 8:00 am until 4:00 pm on Monday only (2) General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Sunday, 5/9 beginning at 8:00 am through Thursday 5/13 at 3:00 pm. Set for 250 classroom seating style with 2 center and 2 side aisles with rear projection screen plus other audiovisuals with a lighted podium plus head table for 4 people beside the podium on a stage riser with steps and a safety handrail. Stage must be wheelchair accessible for possible presenter. No less than 5000 sq ft room with no pillars/posts to obstruct view. (3) Six (6) breakout rooms in addition to the General Session room (total of 7 rooms) will be needed on Tuesday 5/11 from 2:00 pm _ 7:00 pm and Wednesday 5/12 from 4:30 pm _ 6:00 pm. Each breakout room should be able to accommodate 30 people on rounds of 10 with enough space between the tables to provide amble group discussion per table _ approx. 750 sq ft for each room (4) Concurrent Session Breakout Rooms _ 3 rooms in addition to the General Session room are needed on Wednesday 5/12 only beginning at 10:00 am until 5:00 pm. These 3 concurrent breakout rooms will need to accommodate approx 65 people in classroom style seating plus AVs _ approx. 1100 sq ft or more per room is needed (5) Exhibits room/area _ needed on a 24-hour basis from 1:00 pm on Monday until 1:00 pm on Thursday. Area needs to be able to accommodate 22 double sided display boards for exhibits to be placed so that attendees may freely move around the displays. Area of approx. 3800 sq ft with no less than 10 ft ceiling needed. This room should be near the General Session room. (6) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10 plus a rented copier and placed on a 24 hour hold beginning Sunday 5/9 at 3:00 pm until 4:00 pm on Thursday 5/13. This room will need to be re-keyed to allow access by designated meeting staff only. (7) Registration Area _ starting on Monday at 7:00 am (set-up) through Thursday at 4:00 pm. Preference for registration area is outside the General Session classroom. There should be four {4} 6-ft tables with skirting set in a U-shape, two or three 6 ft skirted tables for materials behind the 6 six foot tables and 3-4 chairs will be needed in this area plus an in-house only desk phone and a large trash can. However, if there is an available registration desk near the general session room, this would also be acceptable, but, it will need to be keyed for designated meeting staff only. Part C: Anticipate light refreshments for morning and afternoon breaks for May 10-13, 2004, please provide Menus and Prices. Part D: Location Requirements: 1. Only conference center facilities in the Northern Virginia or Maryland area will be considered for this award. 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 nonresponsive. 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 Beth Buchholz, Event Manger/Contracting Officer, VA EES, 950 22nd Street North-Suite 500, Birmingham, AL 35203-5300. Phone: 205-731-1812 x 305, FAX: 205-731-1832, email: Beth.Buchholz@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is March 11, 2004, 3:00 PM CST.
- Web Link
-
RFQ 777-04-H407
(http://www.eps.gov/spg/VA/VAAAC/VAAAC/777-04-H407/listing.html)
- Record
- SN00538570-F 20040307/040305234513 (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 |