SOLICITATION NOTICE
99--99 -- Hotel Accommodations, Conference Space, and Hotel Services
- Notice Date
- 3/8/2007
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Office of Information Service Center, Cleveland Business Center, (19A), 10000 Brecksville Road, Brecksville, Ohio 44141
- ZIP Code
- 44141
- Solicitation Number
- 776-07-816
- Response Due
- 3/26/2007
- Archive Date
- 4/25/2007
- 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. Request for Proposal 776-07-816 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 provisions and clauses in effect through FAR FAC 2005-15 and VAAR 97-9. NAICS Code 721110 and the small business size standard is $6.5 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 August 11-16, 2007; August 25-30, 2007; August 18-23, 2007; August 4-9, 2007, July 14-19, 2007; July 28-August 2, 2007; or July 7-12, 2007 (approximately 1100+ sleeping rooms and required meeting space). Other dates may be considered if correct day pattern is offered. Actual conference days are Monday-Thursday. The Department of Veterans Affairs, Office of Information National Training and Education Office (OI NT&EO) is sponsoring the Veterans Health Administration (VHA) eHealth University 2007 conference. The hotel(s) must accommodate a total of 1100+ 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 proposal, along with descriptive literature to include but limited to sleeping rooms, meeting room space diagrams and square footage; current menus, current costs for Internet connectivity, rigging fees, patch fees, handling charges, phone lines, power fees, and other related services . 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. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42U.S. C. 12101 et. Seq.). The hotel facility must accommodate an estimated 1150 attendees with the following needs: Part A: Hotel Lodging ? 900 sleeping rooms for VA attendees to begin check-in on Saturday with the majority of attendees to check out on Friday after Conference; and 250 additional sleeping rooms set aside for non-VA attendees and exhibitors. This room block can be offered up to 20% above the prevailing per diem rate. This room block shall be excluded from the attrition and cancellation calculations. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate. Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Majority of meeting space shall be provided beginning the Saturday prior to actual conference dates, or by no later than Sunday, 7:00 a.m. through Thursday, 11:00 p.m. (Rooms are required Saturday and Sunday for set up of complex audiovisual equipment, staging, and computer equipment). Several small meeting rooms are required beginning the Thursday and/or Friday prior to actual conference dates for set up of Server/Network Headquarters Room, Computer Storage/Staging/Ready Room, Conference Office, and Program Headquarters. Property must be equipped with a configurable network infrastructure (facility shall have internal network that can be split/sectioned/portioned for restricted VA training use). All meeting space must be equipped with wired network connectivity to the infrastructure. Property must have on-site network manager. Meeting rooms used as computer training rooms shall provide proper electrical service. (1) General Session Meeting Room- approximately 20,000-30,000 square feet-to accommodate 1000 attendees classroom seating or combination classroom/theater seating, technician booth and staging, and to support overhead lighting and projection equipment. General Session Meeting Room shall be acquired no later than Saturday 12 noon. (2) Computer Training Rooms-eight (8) rooms-ranging in size-3,000-8,000 sq. ft. Computer rooms to accommodate 40-60 laptop computers, 40-120 people, riser, and 2 LCD projectors and 2 screens. NOTE: rooms used for computer training rooms need a 4 foot aisle between each row of tables. 18?x 6? and/or 8? tables may be used. No more than two attendees per 18? x 6? or 8? table. The four (4) largest Computer Training Rooms shall be provided Saturday 8:00 a.m.; the remaining four (4) Computer Training Rooms shall be provided by no later than 8:00 a.m. Sunday. (3) Breakout Lecture Rooms-eleven (11) meeting rooms to accommodate 100-400 people ? one (1) approximately 8000 sq. ft.; three (3) in the range of 5000-6500 square feet; two (2) in the range of 4500-5000 square feet; three (3) in the range 3000-4500 square feet; two(2)in the range of 200-300 square feet; all lecture rooms shall be classroom style seating, and room to accommodate 1-2 LCD projectors and 1-2 screens. The four (4) largest lecture breakout rooms shall be provided by Sunday, 12:00 noon. The other seven (7) lecture breakout rooms shall be provided by no later than 8:00 a.m. Monday. (4) Conference Support Rooms-Fourteen (14) rooms ? to serve as a Server/Network Headquarters room, conference office, webmaster room, faculty ready room, taping rooms, and several rooms for storage of computer crates, boxes, and video editing suites. Four (4) rooms ranging 700-900 square feet ? one (1) room required 8:00 a.m. Thursday prior to actual conference days; one (1) room required 8:00 a.m. Friday prior to actual conference days; one (1) room required Saturday 8:00 a.m.; and, one (1) room required Sunday 8:00 a.m. Six (6) meeting rooms 500-600 square feet ? one (1) room required 8:00 a.m. Friday prior to actual conference days; one (1) room required Saturday 8:00 a.m.; and four (4) rooms required Sunday by 8:00 a.m. Four (4) rooms 300-500 square feet ? one (1) room required 8:00 a.m. Friday prior to actual conference days, and three (3) rooms required 8:00 a.m. Saturday. (5) Exhibit Hall area- approximately 45,000-75,000+ sq. ft. to accommodate poster presentations, VA/vendor displays, AM/PM breaks, an evening reception, and a registration area. Exhibit Hall shall be provided Sunday through Thursday 11:00 p.m. Part C: Food and beverage will be required for evening reception(s) day(s) to be determined. Part D: Other requirements-complimentary meeting space if conference can be accommodated in one location/hotel; variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). Overflow hotels within walking distance to conference hotel/site or complimentary transportation provided to conference hotel site. Part E: Special Considerations-Complimentary meeting space-if property is able to accommodate the entire conference; 2 room upgrades to ultra large suites at government rate; 2 room upgrades to large suites at government large to be used as editing suites; up to 40 complimentary welcome amenities; up to 40 room upgrades (junior suite type) at the government rate; Complimentary light refreshments-AM/PM Breaks for 850 attendees-Tuesday-Thursday; Complimentary snacks and non-alcoholic beverages for presenter prep room-Monday ?Thursday; Complimentary snacks and non-alcoholic beverages for event staff-Saturday-Thursday; Complimentary reception for up to 100 presenters; 25 complimentary round trip airport transfers. 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 accommodations and services, 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 services, cancellation and attrition, food and beverage/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 proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is 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.) 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://vaww1.va.gov/oamm/acquisitions/ars/policyreg/vaar/index.htm (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 accommodations and services; 2) experience with large conferences; 3) location, and, 4) Price. Size and quality of accommodations and services, 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)(16)-(b)(21), (b)(26), (b)(32); if Government Purchase Card is used b(33), (c)(1), (c)(2), and (c)(4) apply; 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 Georgene Granfors, Event Manager/Contracting Officer, OI NT&EO (196E), 10000 Brecksville Road, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-740-2372, email: georgene.granfors@va.gov. Faxed proposals will be accepted. Closing Date for receipt of proposals is March 26, 2007, 3:00 p.m. ET.
- Record
- SN01246582-W 20070310/070308220631 (fbodaily.com)
- Source
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