SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 3/30/2005
- 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-H418
- Response Due
- 4/18/2005
- Archive Date
- 5/18/2005
- 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 Rental and Hotel Services located in the geographic area: Atlanta, GA. Request for Proposal 777-05-H418 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 2001-25 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 June 5-10, 2005 (approximately 85-130 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of ?Health Care Leadership Institute 2005 Wk 3 and ECF Mentor Development?. The hotel must accommodate 85-130 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. 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 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 95 attendees with the following needs: Part A: Hotel Lodging- (1a) 75 sleeping rooms on June 5; 85 sleep rooms on June 6, 2005; increasing to 130 rooms for June 7-8, 2005; 85 sleep rooms on June 9, 2005; group will check-out on 6/10/05. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for Atlanta, GA ($113.00). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space- All meeting space and public areas of facility MUST be ADA compliant. General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Sunday 6/05/05 beginning at 11:00 am through Friday 6/10/05 at 6:30 pm. Set for 90 in rounds of 10 with not more than 8 people per round with 1 center and 2 side aisles with rear projection screen plus other audiovisuals with a lighted podium plus 2 draped head tables beside the podium on a low stage riser with steps and a safety handrail. Stage must be wheelchair accessible for possible presenter. Additional 2 six foot draped tables in rear of room for training handouts. No less than 1700 sq ft room with no pillars/posts to obstruct view. (2) TV Training classroom: This room is needed beginning at 3:00 pm on Monday 6/06/05 for set-up and held on a 24 hr basis until 10 pm on Tuesday 6/07/05. This room should be able to accommodate 35-40 people in classroom seating plus pipe and drape in front of room; artificial pants and sofa style chairs on a low riser in front of room. This meeting room should be no less than 1000 sq ft without pillars to obstruct the view of the ?TV Set?. (3) Breakout Room: This Breakout room is needed on a 24-hour basis from 2:00 pm on Tuesday 6/07/05 (AV and room set-up) until 12:30 pm on Friday 6/10/05. (total of 3 rooms needed) This room will need to accommodate no less than 40 attendees set in rounds of 5-6 with aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. This room must have no less than one flat blank wall (2 walls desirable) which is at least 10 ft long to accommodate paper of 8 ft long for graphic recording of subject matter discussion. This breakout room should be no less than 1000-1250 sq ft without pillars to obstruct the view. (4) Additional breakout needed. This room is needed in addition to the General Session mtg room and other breakout room (total of 3 meeting rooms combined). This room is needed beginning on Thursday 06/09/05 at 6:00 am for AV set-up and held on a 24 hrs basis until 12:30 pm on Friday 06/10/05. This room will need to accommodate no less than 40 attendees set in rounds of 5-6 with aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. This breakout room should be no less than 1000-1250 sq ft without pillars to obstruct the view. (5) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10 and placed on a 24 hour hold beginning Sunday 6/05/05 at 12 noon until 2:00 pm on Friday 6/10/05. This room will need to be re-keyed to allow access by designated meeting staff only. (6) Registration Area ? starting on Sunday 6/06/05 at 2:00 pm (set-up) through Friday at 2:00 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 6 ft skirted tables for materials behind the 6 six foot tables and 4-6 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. (7) Graduation Ceremony with dinner for 85 people and speaker on riser with podium anticipated to take place on Wednesday 6/08/05 from 7:30 pm until 10:00 pm. (8) Reception: (To be determined) Anticipated to take place on Thursday 6/09/05 from 5:30 ? 7:00 pm for 85 people. All meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate light refreshment for morning and afternoon breaks for June 6-10, 2005, please provide Menus and Prices. Part D: Location Requirements: 1. 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, 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to 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 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 part hotel shall be deemed technically unacceptable.) 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: 205-731-1820, email: Beth.Buchholz@LRN.VA.GOV . Faxed proposals will be accepted. Closing date for receipt of proposals is April 18, 2005 at 3:00 PM CT.
- Web Link
-
RFP 777-05-H418
(http://www.bos.oamm.va.gov/solicitation?number=777-05-H418)
- Record
- SN00778508-W 20050401/050330211844 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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