SOLICITATION NOTICE
99 -- Conference Space and Lodging for St. Petersburg,FL. For the 2007 Veterans Service CenterManager Conference
- Notice Date
- 10/17/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-08-RP-0033
- Response Due
- 10/31/2007
- Archive Date
- 12/30/2007
- Point of Contact
- Wendy Johnson Contract Specialist 202-273-6984
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental and hotel services located in St. Petersburg, FL (and immediate vicinity). The Department of Veterans Affairs is a federal agency and therefore exempt from any taxes. The Department of Veterans Affairs, Compensation and Pension Service, is sponsoring the "2007 Veterans Service Center Manager Conference". The hotel must accommodate 100 sleeping rooms per night with the main arrival on Sunday December 9, 2007, and departure on Friday December 14, 2007. The hotel must provide all requirements specified for conference needs below, and must provide lodging rates within the stated federal government per diem rate for FY 2008. The breakdown for hotel accommodations is estimated as follows; Saturday 12/8 (6); Sunday 12/9 (100); Monday 12/10 (100); Tuesday 12/11 (100); Wednesday 12/12 (100); Thursday 12/13 (100) Friday 12/14 (4) check-out Saturday 12/15. Based on the breakdown described, the total rooms requested are 510 each. PAYMENTS FOR ROOMS SHALL BE VIA PURCHASE ORDER. The following are the requirements for this solicitation; all rooms must be individual/private sleeping rooms with toilet facilities smoke free and at per diem rate or lower for St. Petersburg, FL. All offerors submitting proposals for this requirement must include Duns and Bradstreet Number and indicate whether or not their agency is registered in the Central Contractor Registration (CCR). All, the offerors must include the RFP number on their proposal; otherwise your proposal will be considered unresponsive. The website for CCR is www.ccr.gov. Also, the offeror must be in compliance with the American Disability Act (ADA). Additional hotel requirements are No penalty for rooms not used; Hotel must have availability to lodge all participants in one hotel; Direct access t onsite hotel representative during business hours; Multiple restaurant options (not just fast food) within 5 blocks of the hotel; Onsite 24-hour security; High speed internet access; Onsite pool and fitness center; One general session room is required, approximately 3200 square feet. Meeting space for the General Session should be held on a 24 hour basis (some exclusion may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed by 1:00PM on Sunday December 9, 2007. General session requirement begin at 7:30AM on Monday December 10th through Thursday December 13th ending at 8:00PM The room should be set for 120 people in round table seating for 6 (crescent); there should be a head table on the riser to include a podium, with access to the riser by both ramp and steps. The room must include additional space for two audio/visual front projection screens. Ice water and glasses should be provided on each table with writing pads and pens. The General Session room must be without pillars/posts to obstruct view. In additional to the General Session room (3) three breakout rooms are needed for Tuesday through Thursday and each room should be approximately 800 square feet. Each room must accommodate no less than 35 people, set in rounds (crescents) with seating for 6 people per table. Rooms must include a podium and additional space for audio/visual front screen projection. Ice water and glasses should be provided on each table (or water station) with writing pads and pens. Each room must be without pillars/posts to obstruct the view. A reception room set in rounds to accommodate 100 people for a luncheon one day during the week (Day TBD). Room must include a podium with microphone. This room must be without pillars/post to obstruct the view. A room for breakfast set in rounds to accommodate 100 people for a full breakfast one day during the week TBD. Room must include a podium with microphone. This room must be without pillar/posts to obstruct the view. A catered welcome reception with light refreshments is request for Sunday evening. Continental breakfast, mid morning refresh, and light PM refreshments for 100 attendees is required beginning Monday morning through Thursday afternoon. Audiovisual requirements include eight (8) laptop computers, six (6) LCD projectors, six (6) large screens, five (5) podium microphones, five (5) remote controls for the laptops and/or projectors, (two) (2) lavaliere microphones, four (4) handheld microphones, one (1) fax machine, one (1) hub for drops from the T-1 line, one (1) conference phone with speaker, one (1) phone line for the fax machine, and two (2) phones with two separate lines that can connect dial outside the hotel. A T-1 line is needed in the general session, one breakout room, and the communications room. Also request are two (2) radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. This group reserves the right to substitute their own equipment for equipment provided by the company at no addition charge. All five rooms must be set with a sound system. The general session room must be set with the laptop computer at a table at the side or back of the room (not at the podium). One room to be used for office/storage space is requested that is in close proximity to the meeting space, preferably very close to the general session room. This room must have the capability to connect to T-1 and phone lines. The room is needed from Saturday through Friday afternoon. One room to be used as an ad hoc meeting room for no more than 10 people, set boardroom style is request, in close proximity to the meeting space. The room is needed from Monday through Friday morning. A registration area is needed on Sunday from 2:00PM to 6:00PM. Preference for the registration area is in the lobby or another area easily accessible to guests. There should be two six foot long tables with skirting, four to six chairs, an in-house only desk phone and a large trash can. A hospitality/networking room is requested on 24-hour hold Sunday through Friday morning. Type of room is a large suite. The award of this contract shall be a contracting officers' decision based on varying factors such as price, location, etc. The Department of Veterans Affairs will only accept proposals from hotels. Proposals from third parties, brokers, or event planners cannot be considered. In developing the proposal, the offeror shall comply with the requirements stated in this solicitation by answering yes or not to each requirement as listed above. The GOVERNMENT INTENDS TO AWARD WITHOUT DISCUSSIONS. Therefore, each offeror is urged to examine this request for proposal in its entirety and to ensure that their proposal contains all necessary information, provides all required documentation, and is complete in all aspects. The point of contact for this solicitation is Wendy Johnson at (202) 461-6823, email wendy.johnson2@va.gov or Cassandra Hickman at (202) 461-6848, email cassandra.hickman@va.gov. All submissions of proposal must be electronic using the email address in the previous sentence. The electronic copies shall be compatible with Microsoft Office 2003. All electronic proposals are due October 31, 2007 by 12:00PM, eastern standard time. Electronic copies not delivered by the time and date specified may be eliminated from further consideration. The offeror shall certify that all files and electronic media have been checked for and are free of viruses. This is a combined synopsis/solicitation for commercial items prepared in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Please complete and submit FAR Clause 52.212-3 Offeror Representations and Certifications-Commercial Items.
- Record
- SN01435835-W 20071019/071017223511 (fbodaily.com)
- Source
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