SOLICITATION NOTICE
99 -- Hotel Accommodations, Conference Space,and Hotel Services
- Notice Date
- 5/18/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Cleveland Business Center;Building 3, Second Floor;10000 Brecksville Road;Cleveland OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-776-07-RP-0003
- Response Due
- 6/8/2007
- Archive Date
- 6/23/2007
- 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 located in the Tampa and Chicago geographic areas. Request for Proposal 776-07-819 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 2005-16 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 September 10-14, 2007, or September 17-21, 2007 (approximately 300 sleeping rooms and required meeting space). Actual conference days are Monday-Thursday. The Department of Veterans Affairs, Office of Information and Technology is sponsoring the TechTalk Conference 2007. The hotel must accommodate a total of 300+ 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. 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) (42 U.S. C. 12101 et. Seq.). The hotel facility must accommodate an estimated 300 attendees with the following needs: Part A: Hotel Lodging 300+ sleeping rooms for VA attendees to begin check-in on Sunday with the majority of attendees to check out on Friday. 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. Meeting space shall be provided beginning Monday, 6:00 a.m. through Thursday, 5:00 p.m. General Session Room needed Monday, 6:00 a.m. (or Sunday by 2:00 p.m.) -Thursday, 5:00 p.m. One (1) large meeting room to hold 350-400 participants set in crescent rounds, 2-3 high intensity data projectors, 2-3 large screens, and possibly a wheelchair accessible riser with podium and head table, and AV technical control area. General session room will be used for Monday Evening Event, 6:00 p.m.-8:00 p.m. Presentation/Registration/Breaks Area: Monday, 8:00 a.m.-Wednesday, 7:00 p.m. (Breaks area will go through Thursday, 5:00 p.m.). A large area (meeting room lobby or foyer) adjacent/near the meeting space to accommodate approximately 350 attendees, break food, and up to 8 tables and 8 easels. This area should be open enough to allow for congregation of small groups that engage in discussion without hampering the flow of individuals through the area. This can be two (2) separate locations, area for refreshments close to meeting space; area for presentations (Open Market-the 8 tables and 8 easels). Breakout Rooms four (4) breakout rooms approximately 1800-2400 square feet; required to accommodate 88 people in crescent rounds, audiovisual equipment and a table in the back of the room. Breakout rooms are needed Monday, 12:00 a.m. (set-up)-Thursday, 7:00 p.m. Conference Office Space: Sunday, 12:00 p.m. through Thursday, 5:00 p.m., one (1) meeting room approximately 500 square feet. Storage Rooms: 2 rooms approximately 500-650 square feet to be used for storage (one for conference materials; one for audiovisual storage). Part C: Food and Beverage: Possible AM and PM breaks Tuesday, Wednesday; and Thursday; and light refreshments for the Monday evening session. Please provide menus and price list. Part D: Other requirements and special consideration/concessions: Wired Internet Connectivity in meeting rooms. Per diem allowance cash lunch buffet Tuesday-Thursday to process 350 people through lunch time more quickly. Variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks); complimentary amenities for planning committee members-approximately 22; eight (8) VIP upgrades at the government rate; complimentary light refreshments for reception. 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 fees and attrition fees, and 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 describein 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 tosubmit 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/oa/ars/policyreg/vaar/index.cfm (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)(15), (b)(17), (b)(18), (b)(20), (b)(33); b(34) applies if Government Purchase Card is used; 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, VALU IT NT&EO, 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 June 8, 2007, 4:00 p.m. ET.
- Record
- SN01298107-W 20070520/070518220636 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |