SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 2/17/2005
- 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-H510
- Response Due
- 3/3/2005
- Archive Date
- 4/2/2005
- 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 Nashville, TN. Request for Quotation 777-05-H510 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 2001-27 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 September 12-16, 2005 (approximately 800 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of patient safety. The hotel must accommodate approximately 800 sleeping room nights (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, and 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. 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.). 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 a total of 200 attendees with the following needs: Part A: Hotel Lodging 09/12/05, 200 sleeping rooms; 09/13/05, 200 sleeping rooms; 09/14/05, 200 sleeping rooms; and 09/15/05, 200 sleeping rooms. Rooms must be individual/private-sleeping rooms with toilet facilities at FY 2005 government per diem rate for Nashville, TN ($94). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Meeting Space- Meeting Space for 09/13-16, 2005: (1) GENERAL SESSION room to accommodate 200 ppl classroom style; 15 chairs behind last row of tables/chairs. Room must be large enough to accommodate rear screen projection and must be available for setup no later than 12:00 noon on 09/12/05 and held on a 24-hour basis through 09/16/05. (2) THREE separate breakout rooms held on a 24-hour basis beginning at noon on 09/12/05, each large enough to accommodate 8 round tables of 8 per table. One additional room is needed beginning noon on 09/12/05-09/16/05 (no less than 2,000 sq. ft.) to accommodate poster presentations. Registration to be set up outside general session room (two 6? skirted tables with four chairs plus two skirted tables against wall for materials, and two waste baskets.) Securable storage space for meeting materials in or adjacent to general session room must be available beginning 09/12/05 through 5:00 p.m. on 09/16/05. Part C: Light refreshments for morning and afternoon breaks may be required September 13-16, 2005. Please provide menus and prices. Part D: 1.Other requirements: variety of restaurants available within the hotel or within walking distance (not to exceed 4 normal blocks) in safe area or there should be easily accessible transportation to restaurants. Proposal must indicate whether the hotel agrees to the right of VA to use an audiovisual vendor of its choice and whether there is a cost incurred for connection to hotel PA system with use of outside equipment. It must also indicate requirements for using outside security. All proposals submitted in response to 777-05-H510 should remain valid for a period of 30 days to accommodate possible legal and technical reviews. 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 separately from the technical proposal and 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete complete technical proposal for evaluation purposes. (This is not a solicitation for Event Planning Services.) An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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 (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 40%. 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 Barbara Gamble, Event Manger/Contracting Officer, EES, 950 North 22nd Street, Suite 500, Birmingham, AL 35203. Phone: 205-731-1812, ext. 301, FAX: 205-731-1825; email: barbara.gamble@LRN.VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is March 3, 2005, 3:00 p.m. Central Standard Time.
- Web Link
-
RFP 777-05-H510
(http://www.bos.oamm.va.gov/solicitation?number=777-05-H510)
- Record
- SN00753540-W 20050219/050217211800 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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