SOLICITATION NOTICE
V--V -- Conference Space Rental & Hotel Services
- Notice Date
- 11/29/2005
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (00D), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-06-H202
- Response Due
- 12/2/2005
- Archive Date
- 1/1/2006
- 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 Cincinnati, Ohio. Request for Proposal 777-06-H202 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, will 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.) This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-05 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 January 30 _ February 3, 2006 (approximately 138 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 ECF Feedback & Critical Skills Assessment Center (2005a). The hotel shall accommodate 138 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 $78 for the Cincinnati, Ohio 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 150 attendees with the following needs: Part A: Hotel Lodging- (1a) 130 sleeping rooms _ approximately 40 participants will check in on Sunday, January 29, 2006 checking out on Thursday, February 2, 2006; approximately 85 participants will check in on Monday, January 30, 2006 checking out on Thursday, February 2, 2006; approximately 5 participants will check in on Monday, January 30, 2006 checking out on Friday, February 3, 2006; approximately 8 participants will check in on Thursday, February 2, 2006 checking out on Friday, February 3, 2006. 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) General Session Meeting Room needed Monday, January 30, 2006 _ Thursday, February 2, 2006 (must be on 24-hr basis) to accommodate 150 ppl. in 20 rounds of 8 seating, without pillars and 9 ft or greater ceiling (a minimum of 2000 square feet). Note _ Tuesday, January 31, 2006 the General Session Room will need to be set up in a specific style for large group simulation; Set up for General Session Room on Monday, January 30, 2006 at 7:00 a.m.; Head Table for faculty materials and water station; Standing lectern in the front of the General Session room with plenty of room for audiovisual equipment. Registration to be set-up outside General Session Room (two 6_ skirted tables with 4-chairs and 2-waste baskets and a water station beginning at 8:00 am on Monday, January 30, 2006 and ending at 1:00 pm on Thursday, February 2, 2006 (must be on 24-hour basis). Office/Storage Area with small table with 2 chairs to set up for off-line computer/printer to secure equipment/supplies on Friday, January 27, 2006 at 12:00pm_Thursday, February 2, 2006 at 12:00pm. In addition to the General Session: One (1) Breakout Room needed on Monday, January 30, 2006 (a minimum of 700 square feet) for 50 ppl. set in Rounds from 12:00pm-5:30pm. Room must be on 24-hr basis. Three (3) Breakout Rooms needed Tuesday, January 31, 2006 (a minimum of 350 square feet) for 20 ppl. set in Rounds from 8:00am-5:30pm. Each room must be on 24-hr basis. Four (4) Breakout Rooms needed for Tuesday, January 31, 2006 (a minimum of 650 square feet) for 45 ppl. set in Rounds from 8:00am-5:30pm. Each room must be on 24-hr basis. Eight (8) Breakout Rooms /with small table needed Wednesday, February 1, 2006 for 2 ppl. from 8:00am-5:30pm (can be Boardrooms/Large Suites with no bed visible) for interviewing purposes. Each room must be on 24-hr basis. Eight (8) Breakout Rooms needed for Wednesday, February 1, 2006 for 5 ppl from 8:00am-5:30pm set up in boardroom style with a table with 4 chairs on one side and 4 on the other side, each room (again, can be Boardrooms/Large Suites with no bed visible) for interviewing purposes. Each room must be on 24-hr basis. Three (3) Breakout Rooms needed Wednesday, February 1, 2006 (a minimum of 350 square feet) for 20 ppl. set in Rounds from 8:00am-5:30pm. Each room must be on 24-hr basis. One (1) Breakout Room needed Wednesday, February 1, 2006 (a minimum of 800 square feet) for 60 ppl. set in Rounds from 8:00am-5:30pm. Room must be on 24-hr basis. One (1) Breakout Room needed for Thursday, February 2, 2006 from 1:00pm-5:00pm until Friday, February 3, 2006 from 8:00am-12:00pm (a minimum of 350 square feet) for 20 ppl. set in Square or U-Shaped tables. Room must be on 24-hr basis. Possible Welcome Reception on Monday, January 30, 2006 from 6:00pm-7:30 pm. Part C: Anticipate light refreshments for morning and afternoon breaks, for approximately 130 people on Monday, January 30_Thursday, February 2, 2006, 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; In accordance with FAR 52.204.7 _ Central Contractor Registration (Oct. 2003); by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award of any contract: contractors register in the Central Contractor Registration (CCR) database at http://www.ccr.gov; 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 December 17, 2005_. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Susie L. Riedthaler, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 550 Foothill Drive, Suite 100, Salt Lake City, UT, 84113 . Phone 801-924-6842, Fax 801-924-6806 or 6811, or email Susie.Riedthaler@LRN.VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, December 2, 2005.
- Place of Performance
- Address: Cincinnati, OH
- Zip Code: 45202
- Country: United States
- Zip Code: 45202
- Record
- SN00941273-W 20051201/051130090127 (fbodaily.com)
- Source
-
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