SOLICITATION NOTICE
V--V -- Conference Space Rental and Hotel Services
- Notice Date
- 3/21/2006
- 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-H426
- Response Due
- 3/28/2006
- Archive Date
- 4/27/2006
- 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 areas: New Orleans, LA; or Las Vegas, NV; or Reno, NV. Request for Proposal 777-06-H426 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 June 04-09, 2006 (approximately 500 sleeping rooms, and required meeting space). Alternate dates of Period of Performance are June 11-16, 2006 or June 18-23, 2006 or June 25-30, 2006. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of ?Facilities Management and Engineering/Safety Conference?. The hotel must accommodate 500 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, 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 550 attendees with the following needs: Part A: Hotel Lodging- (1a) 70 sleeping rooms on 06/04/06; 500 sleeping rooms on 06/05-08/06 and 100 sleeping rooms on 06/09/06. Rooms must be individual/private sleeping rooms with toilet facilities at government seasonal per diem rate for New Orleans, LA ($103.00) or Las Vegas, NV ($99.00) or Reno, NV ($126.00). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Hotel Facilities with wireless internet connections throughout the hotel including the meeting space are highly desirable. (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 Monday beginning at 8:00 am through Friday 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. Room must be accessible to a DSL high speed internet line or phone line for internet connection presentations. Stage must be wheelchair accessible for possible presenter. No less than 10,000 sq ft room with no pillars/posts to obstruct view. (2) Pre- Conference Meetings ? 3 rooms needed beginning on Monday at 7:00 am ? 6:00 pm. One room will need to accommodate no less than 30 people in classroom seating with AV equipment for presentations. Two rooms must accommodate no less than 20 attendees in Conference style seating plus AV equipment for presentations. (3) Breakout Rooms: twelve (12) breakouts needed. These rooms are needed IN ADDITION to the General Session mtg room (total of 13 meeting rooms combined). These twelve Breakout rooms are needed on a 24-hour basis from 8:00 am on Tuesday until 7:00 pm on Thursday and five of these rooms will be needed on Friday (total of 6 meeting rooms combined with General Session room) from 8:00 am ? 12:00 noon. ? Each room will need to accommodate no less than 50-60 attendees set in classroom seating with aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these breakout rooms should be no less than 900 sq ft without pillars to obstruct the view. (4) Poster Session ? needed on a 24 hour basis starting on Monday at 2:00 pm for poster boards set-up through Friday at 1:00 pm. Area needs to be able to accommodate no less than ten 8 ft x 8 ft free standing poster display boards plus 20 table top poster displays placed so that attendees may freely move around the displays and 6-10 pop-up displays. This room must have accessibility of phone lines and/or DSL lines for internet connections for displays. Area of approx. 5000 sq ft or greater with no less than 9-10 ft ceiling needed. This is the area will be utilized for our refreshment breaks each day and a possible award ceremony will be held in this room so sound system and electrical outlets will be needed in this space. (5) Communication Room ? This room should be able to accommodate AV equipment and tables for 20 in conference style or classroom style with electricity capability for several pieces of AV equipment and a direct call out phone line capability for connection to computer server plus a rented copier/fax/scanner unit. Room should be located near general session room if possible. (6) Computer Demo Room - Needed Tuesday beginning at 8:00 am until Friday at 12:00 noon. This room should be able to accommodate 2-3 laptop computers with 1-2 high speed internet connection lines and 3 six foot tables with 2 chairs each and theatre seating chairs for 30. (7) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10-15 and placed on a 24 hour hold beginning Sunday 06/04/06 at 12 noon until 2 pm on Friday 06/09/06. This room will need to be re-keyed to allow access by designated meeting staff only. (8) Registration Area ? starting on Monday 06/05/06 at 8:00 am (set-up) through Friday 6/09/06 at 2:00 pm. Preference for registration area is outside the General Session classroom. There should be five-six {5-6} 6-ft tables with skirting set in a U-shape, three 6 ft skirted tables for materials behind the 6 six foot tables and 6-8 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 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) Awards Ceremony (To be determined) anticipated to take place on Tuesday from 6:00 pm until 7:30 pm. All meeting space and public areas of facility MUST be ADA compliant. Part C: Anticipate light refreshment for morning and afternoon breaks for June 5-9, 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 with walking distance (not to exceed 4 normal blocks) in safe area. 2. Walking distance in safe area or complimentary shuttle to nearby restaurants/attractions. 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 (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: 205-731-1821, email: Beth.Buchholz@LRN.VA.GOV . Faxed proposals will be accepted. Closing date for receipt of proposals is March 28, 2006 at 3:00 PM CT.
- Record
- SN01011335-W 20060323/060321212222 (fbodaily.com)
- Source
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