MODIFICATION
V -- V -- Conference Space Rental and Hotel Services
- Notice Date
- 9/26/2005
- Notice Type
- Modification
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (00D), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-06-H402
- Response Due
- 10/4/2005
- Archive Date
- 11/3/2005
- Point of Contact
- Point of Contact - Elizabeth Buchholz, Event Manager/Contracting Officer, Ph: (205) 731-1812 ext. 305, Fx:(205) 731-1820, Contracting Officer - Elizabeth Buchholz, Event Manager/Contracting Officer, Ph:(205) 731-1812 ext. 305, Fx:(205) 731-1820
- E-Mail Address
-
Elizabeth Buchholz
(beth.buchholz@lrn.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 Rental and Hotel Services located in the geographic area: Washington, DC. Request for Proposal 777-06-H402 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 2001-24 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 February 14-17, 2006 (approximately 500 sleeping rooms, and required meeting space). Alternate date of Period of Performance is February 13-16, 2006. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of "HSR&D Conference". The hotel must accommodate 475 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 550 attendees with the following needs: Part A: Hotel Lodging- (1a) 185 sleeping rooms on 2/14/06; 475 sleeping rooms on 2/15/06-2/16/06; and 12 sleeping rooms on 2/17/06. Rooms must be individual/private sleeping rooms with toilet facilities at the seasonal government per diem rate for Washington, DC ($166.00). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space-General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Wednesday 2/15/06 beginning at 7:00 am through Friday 2/17/05 at 3:30 pm. Set for 550 classroom seating style with 2-3 center and 2 side aisles with rear projection screen plus other audiovisuals with a lighted podium plus head table for 6 people beside the podium on a stage riser with steps and a safety handrail. Stage must be wheelchair accessible for possible presenter. No less than 9700 sq ft room with no pillars/posts to obstruct view. (2) Conference Room on Tuesday, 2/14/06 beginning at 8:00 am through Wednesday 2/15/06 at 7:00 pm. Room will need to accommodate 125 people in rounds of 8-10 seating with 2 side and 1 middle aisle plus head table for 5 with podium riser accessible via stairs with a safety handrail and plus space for audiovisuals-front screen projection and 10-15 double-sided poster display boards with no less than 9-10 ft ceiling needed. Approx. 2050 sq ft or larger room with no pillars to obstruct the view. (3) Breakout Rooms (3a): Six (6) breakouts needed. These rooms are needed in addition to the Conference mtg room on 2/14/06 (total of 7 meeting rooms combined). These six Breakout rooms are needed on a 24-hour basis from 2:00 pm on Tuesday 2/14/06 until 8:30 pm on Wednesday 2/15/05. - Room One must accommodate 40 people in rounds of 8-10 per table plus AVs; Room Two must accommodate 25 people in a hollow-square seating plus space for audio visuals; Room Three must accommodate 50 people in classroom seating with space for AVs; Room Four will need to accommodate no less than 15 people in a conference style seating; Room Five will need to accommodate 50 people in theatre style seating with a head table for 6 and space for AVs; and Room Six will need to accommodate 15 people in a conference style seating. (3b) Seven (7) breakouts needed. Each of these breakout rooms are needed on a 24 hour hold beginning at 8:00 am on 02/16/06 until 1:00 pm on 02/17/06 and each room set to accommodate 75-85 attendees in theatre seating plus a head table for 5 and podium plus space for audiovisuals-front screen projection. Each of these breakout rooms should be no less than 750 sq ft - 850 sq ft without pillars to obstruct the view. (3c) Special Interest Group (15) breakouts Each of these fifteen (15) breakout rooms are needed on 02/17/05 beginning at 6:30 am until 8:30 am. Each room should be set in theatre style seating for 40 people and each be approx 400 sq ft or larger. (3d) Final Day Group (8) breakouts Each of these eight (8) breakout rooms are needed on 02/17/05 beginning at 12:30 pm until 3:30 pm. Two of these rooms should be set in a U-shape with one room set for 20 U-shape and second room set for 40 in U-shape. Remaining six (6) rooms should be set in conference style seating for 10 people. (4) Poster Session Room - needed on a 24 hour basis starting on Wednesday 2/15/06 at 1:00 pm for poster boards set-up through Friday 2/17/06 at 2:00 pm. Area needs to be able to accommodate no less than fifty (50) 8 ft x 8 ft free standing poster display boards plus 6 pop-up exhibits placed so that attendees may freely move around the exhibits and poster display boards. Area of approx. 16,000 sq ft or greater with no less than 9-10 ft ceiling needed. (5) Staff Office Room - Room should be located near general session room. This room should accommodate 10 people in a U-shape seating plus a rented copier and placed on a 24 hour hold beginning Tuesday 2/14/06 at 12 noon until 4 pm on Friday 2/17/06. This room will need to be re-keyed to allow access by designated meeting staff only. (6) Job Room - Room should be located near general session room and will be needed on a 24 hour hold beginning at 7:30 am on 2/15/06 until 2:00 pm on 2/17/06. This room should be able to accommodate 25 people (9 draped tables set in room) in a flow meeting pattern plus 2 double sided poster display boards - Room of approx 500 sq ft or larger. (7) Luncheon Room - needed on 2/16/06 from 10:00 am - 2:30 pm set to accommodate 550 people in rounds of 10 plus head table with tabletop podium for 5 on riser with wheelchair accessibility and steps with safety rail plus audio equipment for presentation. (8) Registration Area - starting on Tuesday 2/14/06 at 2:00 pm (set-up) through Friday 2/17/06 at 4:00 pm. Preference for registration area is outside the General Session classroom. There should be eight {8} 6-ft tables with skirting set in a U-shape, plus four-five 6 ft skirted tables for materials behind the 8 six foot tables and 6-10 chairs will be needed in this area plus an in-house only desk phone and several large trash cans. However, if there is an available large registration desk near the general session room, this would also be acceptable, but it will need to be keyed for designated meeting staff only. (9) Conference Group Lunch - to take place on Wednesday 02/15/06 for 120 in buffet style setting. (10) Small Group Reception anticipated to take place on Wednesday 02/15/06 from 5:30 pm until 7:00 pm for 60 attendees plus space for 10 double-sided 8ft x 8ft poster display boards. (11) Large Group Reception to take place on 02/16/06 for 500 people from 5:30 pm - 7:30 pm concurrently with poster/exhibit session space of Item 4. This reception should be set-up in the same space as the posters/exhibits (12) Small Group Dinner on 2/16/06 at 6:30 pm - 9:30 pm for 35 people in a U-shape seating. (13) REAP/TREP Directors' Dinner on 02/16/06 from 6:30 pm - 9:30 pm for 25 people in a U-shape seating. All meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate light refreshment for morning and afternoon breaks for February 15-17, 2006, receptions on 02/15/06 and 02/16/06plus luncheon and small group dinners on February 16, 2006, please provide Menus and Prices. Part D: Location Requirements: 1. Variety of restaurants with walking distance (not to exceed 4 normal blocks) in safe area. 2. Walking distance in safe area or complimentary shuttle to DC Metro system station. 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. 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.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); 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: 205-731-1832, email: Beth.Buchholz@LRN.VA.GOV . Faxed proposals will be accepted. Closing date for receipt of proposals is October 4, 2005 at 3:00 PM CT. NOTE: THIS NOTICE WAS NOT POSTED TO WWW.FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (26-SEP-2005); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/VA/VAAAC/VAAAC/777-06-H402/listing.html)
- Record
- SN00904546-F 20050928/050926213329 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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