SOLICITATION NOTICE
V--V -- Conference Space
- Notice Date
- 3/12/2007
- 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
- 777-08-H701
- Response Due
- 3/16/2007
- Archive Date
- 4/15/2007
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in the Washington, D.C. area. Request for Proposal 777-08-H701 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 2005-15, Effective February 12, 2007 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 will be August 25-29, 2008. An estimated 800 sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, ?VHA Senior Management Training Conference? co-sponsored by the Employee Education System (EES). The hotel shall accommodate 800 sleeping rooms checking in Monday, August 25th, checking out Thursday, August 28, 2008; and 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 or lower for the area. A response to requirements listed 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 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. To be eligible for award under this solicitation, 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 and also on the Central Contractor Registration website (www.ccr.gov). Offers proposed 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 must accommodate an estimated 1100 attendees with the following needs: Part A: Hotel Lodging ? 800 sleeping rooms for participants? arrival on Monday, departure on Thursday. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for the Washington, D.C. area ($162). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: 1) A General Session room accommodating approximately 1100 individuals in Rounds without pillars and 15-ft or greater ceiling; with ample room for extensive AV staging area (anticipate a Dais of Six-6?x8?x36? risers set 48? wide x 6?deep and Five-6?x8?x24? risers set 30? wide x 8? deep) a Head Table for 7ppl for Panel and Standing Lectern in the front of the General Session Room with plenty of room for audiovisual equipment (rear screen projection anticipated). AV setup Sunday afternoon/Monday all day (set up) through Thursday (24-hour hold). 2) Ten (10) Breakout rooms holding approximately 120 people in rounds, with ample room for AV equipment, Monday (set-up starting at 8:00am) thru Thursday (24-hour hold). 3) Small Suite (near general session) for Emergency Management Team with their monitoring equipment ? 10ppl. Starting Monday, thru Thursday (24-hour hold). 4) Suite for Secretary of Department to hold private meetings, Monday, thru Thursday (24-hour hold). 5) Speaker Ready Room (near general session) for Faculty, starting Monday, thru Thursday (24-hour hold). 6) Large Office ?Operations Center? for 30ppl to assemble registration materials, copy machine, material storage, starting at 8:00am on Sunday, thru Thursday (24-hour hold). 7) Registration Area (8-10 Registration Booths) starting 8:00am on Monday, thru Thursday (24-hour hold). 8) Exhibit Hall (minimum of 20,000 sq.ft.) Starting Monday (set-up at 8:00am) thru Thursday (24-hour hold). Not sure if area will be used for Poster Displays or 10? x 10? Vendor Displays. Allow ample space for crowd to move around and wheelchair accessibility; anticipate light refreshments to be served in same area along with possible Welcome Reception. Part C: Anticipate Light refreshments for morning and afternoon breaks along with possible 1-day of box lunches for ?lunch & learn? sessions on Tuesday with possible Welcome Reception in evening, all which is an integral part of the whole conference. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 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 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). The 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 services, cancellation, attrition costs, and 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 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 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://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: 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); 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; 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; 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: Karla Nardi, CGMP Event Manager/Contracting Officer Department of Veterans Affairs Employee Education Center 10000 Brecksville Road Brecksville, OH 44141 Phone (440) 526-3030, Ext. 6641 Fax (440) 746-2139, or email karla.nardi@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is March 16, 2007 at 3:00 PM CT
- Record
- SN01248954-W 20070314/070312220331 (fbodaily.com)
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