SOLICITATION NOTICE
V--V -- Conference Space Rental & Hotel Services
- Notice Date
- 1/13/2006
- 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-H408
- Response Due
- 1/24/2006
- Archive Date
- 2/23/2006
- 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: Orlando, FL. Request for Proposal 777-06-H408 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, 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. (Again, 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 2005-06, Effective October 31, 2005 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 April 23-27, 2006 (approximately 120 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of ?VHA Nursing Leadership Conference 2006 and NNEC Quarterly mtg?. The hotel must accommodate 120 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 rate or lower for the area. 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, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, 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. 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. 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 must accommodate an estimated 150 attendees with the following needs: Part A: Hotel Lodging- (1a) 120 sleeping rooms on 04/23/06--04/24/06; 75 sleeping rooms on 04/25/06; 5 sleeping rooms on 04/26/06; group will check-out on 04/27/06. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for Orlando, FL area ($83.00). 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 04/23/06 beginning at 9:00 am through Tuesday 04/25/06 at 7:00 pm. Set for 150 in classroom seating (2 people per 6 ft preferred) with 1 center and 2 side aisles, rear projection screen plus other audiovisuals with a lighted podium plus two 6-ft draped head tables plus 4 chairs beside the podium. No less than 3000 sq ft room with no pillars/posts to obstruct view. (2) Computer Training room: Room must be able to accommodate 60 computers on tables with chairs per computer and be wired to accommodate the electrical load when all 60 are on at once. The room should be set to accommodate 60 computers with a preference of no more than 2 computers with chairs per 6 ft table and space to accommodate 2 front projection screens with 2 LCD projectors plus electrical cables and power strips. The room must be available for set-up beginning 8:00 am on Monday, 04/24/06 and held on a 24 hr basis until 5:00 pm on Wednesday, 04/26/06. Meeting room should be no less than 6,000 sq ft in size with no pillars and be lockable. Security for the equipment during off meeting hrs will be hired. (3) Poster Session area: Area is needed beginning at 12:00 noon on Sunday, 04/23/06 until 5:30 pm on Tuesday 04/25/06. This area will need to accommodate 20 skirted tables for tabletop poster displays plus space for walking & viewing of displays. Area should be approx 2500 sq ft or greater required for this poster session. (4) Post-conference meeting: Three rooms needed on 04/26/06. Room A needed beginning at 6:00 am for AV set-up and meeting materials room set until 5:30 pm. Room should be set for 40 people in a U-shaped seating. Room size should be 1300 sq ft or larger in size. Rooms B & C are needed from 12:00 noon until 4:30 pm in addition to Room A on 04/26/06. Rooms B & C should accommodate 2 rounds of 8 with each round on opposite ends of the room. (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 04/23/06 at 10:00 am until 6 pm on Tuesday 04/25/06. This room will need to be re-keyed to allow access by designated meeting staff only. (6) Registration Area ? starting on Sunday 4/23/06 at 2:00 pm (set-up) through Tuesday 04/25/06 at 6:00 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 u-shape 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) Reception -TBD but planned on evening of Monday, 04/24/06 for approx 150 people . All meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate Light refreshment for morning and afternoon breaks for April 24-26, 2006, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area or by complimentary hotel shuttle service to restaurants. Proposal must indicate whether the hotel agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. 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 technical 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 for the Government to execute a separate agreement with a third party 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 (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 Elizabeth Buchholz, Event Manger/Contracting Officer, VA EES, 950 22nd Street North-Suite 500, Birmingham, AL 35203-5300. Phone: 205-731-1812 x 305, FAX: 205-731-1821, email: Beth.Buchholz@LRN.VA.GOV . Faxed proposals will be accepted. Closing date for receipt of proposals is January 24, 2006 at 3:00 PM CT.
- Record
- SN00966368-W 20060115/060113211955 (fbodaily.com)
- Source
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