SOLICITATION NOTICE
V--V -- Conference Space Rental & Hotel Services
- Notice Date
- 2/6/2006
- 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-H210
- Response Due
- 2/17/2006
- Archive Date
- 3/19/2006
- 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 and Hotel Services, located in Washington, DC area (which includes Alexandria, Falls Church, Fairfax, VA, the counties of Arlington, Fairfax and Loudoun in VA, and the counties of Montgomery, Prince George?s in MD). Request for Proposal 777-06-H210 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 June 25, 2006 ? June 28, 2006 (approximately 78 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 Health Care Leadership Institute, Week 3. The hotel shall accommodate 78 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 $145 for the Washington, DC 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 85 attendees with the following needs: Part A: Hotel Lodging- (1a) 78 sleeping rooms ? approximately 78 participants will check in on Sunday, June 25, 2006 checking out on Wednesday, June 28, 2006. Special Note: There will be a meeting piggybacked onto this conference, with approximately 40 of this conference?s participants attending with an additional 40 ppl. (Total of 80 ppl.) on Thursday, June 29, 2006 at 8:00am ? Friday, June 30, 2006 at 12:00pm. It is called the ?ECF Mentoring? conference. The hotel must be able to accommodate 35 additional sleeping rooms on Tuesday, June 27 ? Friday, June 30, 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) Breakout Room needed Sunday, 6/25/06 at 6:30pm-8:30pm to accommodate 17 ppl. in U-Shaped tables; One (1) General Session Meeting Room needed on Monday, 6/26/06 at 8:00am ? Wednesday, 6/28/06 ending at 5:00pm (must be on 24-hr basis) to accommodate 85 ppl. in Rounds of 8 seating, without pillars and 9-ft. or greater ceiling (a minimum of 1200 square feet); Set up for General Session Room on Monday, 6/26/06 at 6:00 a.m.; Head Table for faculty materials off to side of room and Standing Lectern in the front of the General Session room with plenty of room for audiovisual equipment. Registration Area to be set-up outside General Session Room (two 6?skirted tables with four chairs and two waste baskets), beginning at 3:00pm on Sunday, 6/26/06 and ending at 6:00 pm on Wednesday, 6/28/06 (must be on 24-hour basis). Two (2) Breakout Rooms needed Monday, 6/26/06 ? Tuesday, 6/27/06/06 (a minimum of 600 square feet) for 45 ppl. in Rounds from 8:00am-5:30pm. Each room must be on 24-hr basis; Special Note: There will be a meeting piggybacked onto this conference, with approximately 40 of this conference?s participants attending with an additional 40 ppl. (Total of 80 ppl.) on Thursday, June 29, 2006 at 8:00am ? Friday, June 30, 2006 at 12:00pm. It is called the ?ECF Mentoring? conference. The hotel must be able to accommodate the following: One (1) Break Out Room will be required for 40ppl in Rounds of 8 (a minimum of 700 square feet) for Wednesday, June 28, 2006 from 8:00am-5:30pm. One (1) General Session Room will be needed for 85 ppl. in Rounds of 8 (a minimum of 1200 square feet) on Thursday, June 29-Friday, June 30, 2006. Each room must be on 24-hr basis; This will be a separate conference with separate billing from first conference. Part C: Anticipate light refreshments for morning and afternoon breaks, for approximately 78 ppl. on Monday, 6/26/06?Wednesday, 6/28/06; And also on Thursday, 6/29-Friday, 6/30/06, 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. 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, February 17, 2006 at 4pm CT.
- Record
- SN00981168-W 20060208/060206212950 (fbodaily.com)
- Source
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