SOLICITATION NOTICE
V--V -- Hotel Accommodations, Conference Space, and Hotel Services
- Notice Date
- 7/5/2005
- 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--05-H320
- Response Due
- 7/20/2005
- Archive Date
- 8/19/2005
- 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 the geographic area: Kansas City, MO. Request for Quotation 776-05-H320 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 2005-04 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 August 20-25, 2005 (approximately 136 sleeping rooms and required meeting space). The Department of Veterans Affairs, Office of Information National Training and Education Office (OI NT&EO) is managing the One Blind Rehabilitation Version 5.0 and CPRS Face-To-Face Training for VHA's Blind and Visually Impaired. The hotel must accommodate 136 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 including diagrams and square footage, and 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 136 attendees with the following needs: Part A: Hotel Lodging-(1a) 136 sleeping rooms for attendees to begin check-in on August 20, 2005 with the majority of attendees check-in on August 22, 2005 and checkout on August 26, 2005. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Kansas (currently $98). 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 will need to be on 24-hour hold. Set-up will need to begin on Sunday. Computer Staging/Ghosting Room: Saturday, August 20, 2005, 8:00 a.m.-Thursday, August 25, 2005, 6:00 p.m. One room to be used as a staging/ghosting room for computers and can be used for crate storage throughout the week. The room size is to be approximately 400 square feet. This room will need to be a secured room. This room needs to be in close proximity to the training rooms. Computer Server Room: Saturday, August 20, 2005, 12:00 noon.-Thursday, August 25, 2005, 6:00 p.m. One room to serve as the computer server/network room. The room size is to be approximately 400 square feet. This room will need to be a secured room. This room needs to be in close proximity to the training rooms. Conference Office: Saturday, August 20, 2005, 12:00 noon-Thursday, August, 25, 2005, 5:00 p.m. One room to be used as the conference office-conference materials storage, conference staff, approximately 600 square feet. This room will need to be a secured room. This room needs to be in close proximity to the training rooms. Board Rehab Service Meeting Room: Monday, August 22, 2005, 8:00 a.m.-Thursday, August 25, 2005, 5:00 p.m. One room to be used by BRS staff to hold impromptu meetings throughout the week. Room to be approximately 600 square feet in size. Room to be set conference style for 20 attendees. This room needs to be in close proximity to the training rooms. Hands-on Training Rooms: Sunday, August 21, 2005, 8:00 a.m.-Thursday, August 25, 2005, 6:00 p.m. Four rooms each to be at least 1,000 unobstructed square feet, to be set classroom style. Two rooms will need to be set with 6' x 18" tables to accommodate 25 laptop computers with keyboard, mouse, and headsets; and a data projector and screen. Two rooms will need to be set with 6' x 18" tables to accommodate 15 laptop computers with keyboard, mouse, headset; and, a data projector and screen. Rooms will need to be set up with extra wide space between each row of tables. This is to accommodate room assistants and guide dogs. Hands-on Training rooms need to be in close proximity to computer network room. Part C: Food and Beverage: Anticipate AM and PM breaks Tuesday and Wednesday. Please provide menus and price list. Part D: Other requirements of importance: Facility has an internal network that can be split/sectioned/partitioned for restricted VA training use-facility network manager to assist is preferred, as well; network connectivity in meeting rooms; accommodations for guide dogs, as necessary (relief area); facility transportation to/from airport; facility has restaurant/lounge; shuttle service to area restaurants/malls. 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 for special/important requirements, location, and experience with large conference. DVA 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. 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 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.govao&mm/vaar/ (VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation commercial Items [1) Size and quality of services, and accommodations for special/important requirements; 2) location; 3) experience with large conferences; and, 4) Price. [Size and quality of services and accommodations for special/important requirements, 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 July 20, 2005, 11:00 a.m. ET.
- Record
- SN00841305-W 20050707/050705211804 (fbodaily.com)
- Source
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