SOLICITATION NOTICE
V -- Hotel Accommodations and Services, Conference Space
- Notice Date
- 6/17/2004
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Office of Information Service Center, Cleveland Business Center, (19A), 10000 Brecksville Road, Brecksville, Ohio 44141
- ZIP Code
- 44141
- Solicitation Number
- 776-04-H172
- Response Due
- 6/30/2004
- Archive Date
- 7/30/2004
- Point of Contact
- Contracting Officer - Georgene Granfors, Event Manager, Ph:(440) 526-3030 ext. 6105, Fx:(440) 838-6059
- E-Mail Address
-
Email your questions to Georgene Granfors
(georgene.granfors@med.va.gov)
- Small Business Set-Aside
- N/A
- 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: Nashville, TN. Request for Quotation 776-04-H172 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 2001-23 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 May 21, 2005-May 26, 2005 (approximately 1500 sleeping rooms and required meeting space). The Department of Veterans Affairs, Office of Information National Training and Education Office (OI NT&EO) is sponsoring the Veterans Health Administration (VHA) eHealth University 2005 conference. The hotel must accommodate 1500 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 proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, current menus. 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 101-366) (42U.S.C. 12101 et. Seq.). The hotel facility must accommodate an estimated 1700 attendees with the following needs: Part A: Hotel Lodging _ (1a) 1500 sleeping rooms for attendees to begin check-in on May 21, 2005 with the majority of attendee check out on May 26 or 27, 2005 (approximately 7% of the reserved rooms will check on May 25, 2005). Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Nashville, TN (currently $82). Payment for Part A (1a) shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Majority of meeting space shall be provided beginning Saturday, May 21, 2005, or by no later than Sunday, May 22, 2005, 7:00 a.m. through Thursday, May 26, 2005 (Rooms are needed Saturday and Sunday for set up of complex audiovisual equipment, staging, and computer equipment). Meeting space used as the conference office and conference network center will be held through May 27, 2005, 12:00 noon. All meeting space must be equipped with network connectivity. Meeting rooms used as computer training rooms must be able to provide proper electrical service. (1) General Session Meeting Room-to accommodate 1700 attendees in a combination of classroom/theater seating, technician booth, and staging, and to support overhead lighting and projection equipment. This room, when not used for General Session, may be used for breakout sessions. (2) Computer Training Rooms-10 meeting rooms to accommodate 40-100 laptop computers, 40-200 attendees, riser, and 2 LCD projectors and 2 screens. NOTE: rooms used for computer training rooms need a 4 foot aisle between each row of tables. 18_x 6_ and 8_ tables may be used. No more than two attendees per 18_ x 6_/8_ table. (3) Breakout Rooms-11 meeting rooms to accommodate 80-400 attendees classroom, theater, and/or combination of both style settings, and 1-2 LCD projectors and 1-2 screens. (4) 9-10 Miscellaneous Rooms _ to serve as a computer networking room, conference office, webmaster room, faculty ready room, 3 taping rooms, and several (3) rooms for storage of computer crates, boxes, etc. Exhibit Hall area- to accommodate poster presentations, VA/vendor displays, AM/PM Breaks, and one evening reception. Part C: Food and beverage will be required for one evening reception (day TBD). Part D: Other requirements; variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). 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 conference. 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, food and beverage/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.govao&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) 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 Georgene Granfors, Event Manager/Contracting Officer, OI NT&EO (196E), 10000 Brecksville Road, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-838-6059, email: georgene.granfors@med.va.gov. Faxed proposals will be accepted. Closing Date for receipt of proposals is June 30, 2004 at 4:30 p.m. ET.
- Web Link
-
RFP 776-04-H172
(http://www.bos.oamm.va.gov/solicitation?number=776-04-H172)
- Record
- SN00605315-W 20040619/040617211915 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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