SOLICITATION NOTICE
V -- CONFERENCE MEETING SPACE, RENTAL, HOTEL SERVICES
- Notice Date
- 6/8/2004
- 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-H331
- Response Due
- 6/18/2004
- Archive Date
- 7/18/2004
- Point of Contact
- Point of Contact - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, Ph: (205) 731-1812 ext. 320, Fx:(205) 731-1833, Contracting Officer - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, Ph:(205) 731-1812 ext. 320, Fx:(205) 731-1833
- E-Mail Address
-
Email your questions to Cynthia (Elaine) Beaver
(elaine.beaver@lrn.va.gov)
- Small Business Set-Aside
- N/A
- Description
- Description This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space located in the geographic area: Reno, NV. Request for Quotation 777-04-H331 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 2001-22 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 for the week of August 22-26, 2004 (approximately 400 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a conference on the topic of Engineering, Safety, Biomedical Engineering Conference. The hotel must accommodate 400 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 at or below the stated Government Per diem for Reno, NV ($55.00). 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 which includes the solicitation number 777-04-H331 shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, meeting space diagrams, square footage, and capacity charts. To be eligible for award under this solicitation, the hotel facility must be 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 must be 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. 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.). In accordance with FAR 52.204-7 ? Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. The hotel facility must accommodate the attendees with the following needs: Part A: Hotel Lodging - (1a) 400 sleeping rooms for participant check-in on Sunday, August 22, 2004 with checkout on Friday, August 27, 2004. Rooms must be individual/private-sleeping rooms with toilet facilities at or below the government per Diem rate for Reno, NV ($55.00). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees, early departure fees, and incidentals. Part B: (1) Meeting Space-General Session room to accommodate 400 people in Classroom set up beginning Monday, August 23, 2004 at 8:00 am and ending Thursday, August 27, 2004 at 4:00 pm. Two (2) skirted 6? tables in the rear of the General Session room for conference materials. (2) Six (6) Breakout rooms to be located at close proximity of each room, set up in classroom to accommodate 70 people each room beginning Monday, August 23, 2004 at 1:00 pm and ending Thursday, August 27, 2004 at 4:00 pm. (3) Storage facility/room, securable with limited key access beginning Sunday, August 22, 2004 at noon and ending Thursday, August 27, 2004 at 5:00 pm. (3) Exhibit space for information booths with additional room to accommodate a staging area plus reception. Registration to be set-up outside of the general session room beginning Sunday, August 22, 2004 at 3:00 pm and on Monday, August 23, 2004 beginning at 7:00 am and set up to remain for duration of conference; Part C: Light refreshments for morning and afternoon breaks will be anticipated and will be set up outside general session room. Would anticipate awards reception in exhibit space on Tuesday, August 24, 2004. 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, ability to accommodate meeting space requirements, 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. meeting space accommodations 3. Location; 4. Experience with large conferences, and 5. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); Offerors must include a completed copy of 52.212-3 Offeror Representations and Certification-Commercial Items 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. 35203. Phone: 205-731-1812 x-320, FAX: 205-731-1820, email: elaine.beaver@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, June 18, 2004 at 1:00 pm CST.
- Web Link
-
RFP 777-04-H331
(http://www.bos.oamm.va.gov/solicitation?number=777-04-H331)
- Record
- SN00599984-W 20040610/040608211920 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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