SOLICITATION NOTICE
V -- CONFERENCE SPACE RENTAL AND HOTEL SERVICES
- Notice Date
- 11/9/2004
- 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
- 777-05-H005
- Response Due
- 11/24/2004
- Archive Date
- 12/24/2004
- 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, Conference Space and Hotel Services, located in the Dallas Texas area only. Request for Proposal 777-05-H005 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 FAR provisions and clauses in effect through FAR FAC 2001-25 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 2 ? May 6, 2005 (approximately 900 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of Cyber Security: Security is Everybody?s Business. The hotel shall accommodate 900 sleeping rooms (based on the timeframe), shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Government Per diem rate of $88 for the Dallas area. A response to requirements listed below shall be submitted on letterhead and shall 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, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, AV equipment, menus. 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 and the Central Contractor Registration website (www.ccr.gov). 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 shall accommodate an estimated 900 attendees with the following needs: Part A: Hotel Lodging- (1a) 900 sleeping rooms ?700 participants will check in on Monday, May 2, 2005 checking out on Friday, May 6, 2005. 200 participants will check in on Sunday, May 1, 2005 checking out on Wednesday, May 4, 2005 (request 2 independent room blocks for groups) . Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: One (1) Meeting Space (10 breakout rooms) for 80 ppl in schoolroom style are needed May 2 ? May 6 on 24 hr basis. One (1) (General Session Meeting Room) needed Sunday, May 2 ? Friday, May 6, 2005 (must be on 24-hr basis) to accommodate 700 ppl. in rounds seating, without pillars and 15 ft or greater ceiling; Set up for General Session Room and Breakout rooms is on Sunday, May 1, 2005 beginning at 7:00 a.m.; General Session room should be set with a Head Table on a Dais for 6 ppl and a standing lectern in the front of the room with plenty of room in the rear for audiovisual equipment (rear screen projection anticipated). Registration to be set-up outside or in close proximity of the General Session meeting room (beginning at 7:00 am on Monday, May 1, 2005 and ending at 5:00 pm on Friday, May 6, 2005 (must be on 24-hour basis). One (1) Exhibit Area needed May 1 ? May 4, 2005 (a minimum of 40,000 square feet) for 100 (8x10) exhibits (with set up starting at 7:00 am Sunday, May 1, 2005) must be on 24-hr basis, room shall be large enough for small stage and for refreshments to be served for possible Welcome Reception on Monday, May 2, 2005 from 5:30-7:00 pm; One (1) secured Breakout Room for office/meeting materials on May 1 ? May 6, 2005 (on 24-hr basis); One (1) Breakout Room and/or Boardroom for 12 ppl. in U-Shape on May 1 ? May 6, 2005 (on 24-hr basis). Part C: Anticipate light refreshments for morning and afternoon breaks, for 700 people on Tuesday, May 3 ? Friday, May 6, 2005, please provide menus. Part D: 1. Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. Proposal must indicate whether the hotel agree to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. 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). VA reserves the right to conduct an on-site inspection of offered facilities. 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 and must also include a copy of insurance and all necessary licenses 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: FAR 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); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: Item 1. Size, quality of services, and accommodations. Item 2. Location. Item 3. Experience with large conferences, and Item 4. Price, cost for accommodations, services, cancellation fee, attrition and refreshments. Size, quality of services, accommodations, location and experience with large conferences, when combined are more important than price); FAR 52.212-3 Offeror Representations and Certification-Commercial Items. (Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal); FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 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; FAR 232-10 Availability of Funds for the Next Fiscal; 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. FAR 52. 232-18 is incorporated by reference ?Funds Are Not Presently Available For Performance Under This Contract Beyond November 20, 2004?. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 950 22nd Street North, Suite 500, Birmingham, AL 35203 . Phone 205-731-1812 x-321, Fax 205-731-0320, or email linda.starks@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, November 24, 2004.
- Web Link
-
RFP 777-05-H005
(http://www.bos.oamm.va.gov/solicitation?number=777-05-H005)
- Record
- SN00705920-W 20041111/041109211802 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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