SOLICITATION NOTICE
V--V -- Conference Space Rental and Hotel Services
- Notice Date
- 3/17/2006
- 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-H124
- Response Due
- 3/23/2006
- Archive Date
- 4/22/2006
- 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 Newport Beach, California, Irvine, California or Anaheim, California. Request for Proposal 777-06-H124 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 FAR provisions and clauses in effect through FAR FAC 2005-07, effective February 2, 2006 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6 million. The 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 5-9, 2006 (approximately 245 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference on SOARS Consultant and Team Leader Training. The hotel must accommodate approximately 245 sleeping room nights (based on 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 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, and 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. 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. 12010 et. seq.). In accordance with FAR 52.212.4(t) Central Contract Registration (Oct 2003), contractors are required to register in the Central Contract Registration (CCR) database http:www.ccr.gov prior to award of any contract. The hotel facility must accommodate attendees with the following needs: Part A: Hotel lodging 6/4/06 ? 25 sleeping rooms, 6/5/06 - 80 sleeping rooms, 6/6/06 - 80 sleeping rooms, 6/7/06 - 30 sleeping rooms, 6/8/06 ? 30 sleeping rooms. Rooms must be individual/private ? sleeping rooms with toilet facilities at the FY06 government per diem rate or lower for the area of Anaheim, CA ($104), Newport Beach, CA ($104) and/or Irvine, CA ($104). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space ? (1) (a) Office/storage room large enough for small meetings plus storage for conference materials must be available 6/4/06 at 12?noon through approximately 1:00pm on 6/9/06. (b) Registration will be held on 6/5/06 2:00pm ? 5:00pm and should be set up outside general session room at 12?noon on 6/5/06 (three (3) 6? skirted tables, four (4) chairs, two (2) skirted tables against wall for materials and two (2) waste baskets). Registration area to remain the same 6/5/06 through 6/9/06. (2) 2a. Meeting space for Monday, 6/5/06 ? 7am ? 5pm: room to accommodate 30 ppl set up U-shaped for SOARS Planning Committee Meeting. 2b. Meeting space for 6/6/06 (6:00am) to 6/7/06 (12?noon) : (a) GENERAL SESSION - SOARS Consultant Training - room to accommodate 85 ppl, set up classroom style, head table for six (6) on raised platform for panel and standing lectern in front of the General Session Room with plenty of room for audiovisual equipment (rear screen projection anticipated). AV set up Monday morning, 6/5/06 through Wednesday, 6/7/06 at 1:00pm (24 hour hold). Five (5) breakout rooms to accommodate 20 ppl each set up in rounds. Rooms must be available for set up on Monday, 6/5/06 at 4pm through Wednesday, 6/7/06 at 1pm (24 hour hold). (3) Meeting space for 6/8/06 (6:00am) to 6/9/06 (1:00pm) (b) GENERAL SESSION ? SOARS Teamleader Training - room to accommodate 35 ppl, set up in a U-shape on Thursday, 6/8/06 by 6:00am. AV set up Wednesday, 6/7/06 by 3pm through Friday, 6/9/06 at 1pm (24 hour hold). Part C: Anticipate light refreshments for morning and afternoon breaks 6/5/06 ? 6/9/06. Please provide menus and prices. *The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1. Other Requirements: variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area or there should be easily accessible transportation to restaurants. Proposal must indicate whether the hotels 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. All proposals submitted in response to 777-06-H124 should remain valid for thirty (30) days to accommodate possible legal and technical reviews. 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 separately from the technical proposal and 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 and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. 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.) Any offeror who does not meet the solicitation requirements will be rejected as non-responsive. 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://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; 2. Location; 3. Experience with large conferences, and 4. Price (cost of accommodations, services, cancellation fee, attrition and refreshments). 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 the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; 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 Kimberley Kapica, Event Manager/Contracting Officer, EES (00E), 5901 E. 7th Street, Long Beach, CA 90822. Phone: (562) 826-5505, ext. 2334, FAX: (562) 826-5453 or (562) 826-5785; email: Kimberley.kapica@VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, March 23, 2006, 3:00p.m. Central Time (CT).
- Record
- SN01008854-W 20060319/060317212203 (fbodaily.com)
- Source
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