SOLICITATION NOTICE
V -- Conference Space Rental
- Notice Date
- 10/30/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-08-RP-0025
- Response Due
- 11/9/2007
- Archive Date
- 1/8/2008
- Point of Contact
- Karla Nardi Contract Specialist/Event Manager 440.526.3030 X6641
- E-Mail Address
-
Email your questions to POC email address
(karla.nardi@va.gov)
- 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 Chicago, Illinois area. Request for Proposal ??????????????VA-777-08-RP-0025 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 2005-19, Effective 17 Sept 2007 and VAAR 97-10. 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 will be April 28 - May 1, 2008. An estimated 75 sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of "VISN Coordination of Palliative Care." The hotel shall accommodate 75 sleeping rooms checking in Monday, April 28, checking out Thursday, May 1, 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 300 attendees with the following needs: Part A: Hotel Lodging - 75 sleeping rooms for participants' arrival on Monday, April 28, departure on Thursday, May 1, 2008. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for the Chicago area ($149). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: 1) ONE General Session (GS) room accommodating approximately 90 individuals in Classroom Style seating without pillars and 15-ft or greater ceiling; with ample room for possible AV staging area (anticipate using small risers with wheelchair ramp & stairs) a Head Table for 4ppl for Panel and Standing Lectern in the front of the General Session Room with plenty of room for audiovisual equipment. One (1) Skirted Table in back of room for staff with 2-Chairs (near entrance of room). Conference starting at Tuesday, April 29 at 12:00N through Thursday, May 1, 2008 at 1:00pm (24-hour hold). 2) THREE (3) Breakout Rooms (in addition to GS) to accommodate 20 individuals/room, Classroom Style on Wednesday, April 30 (8:00am-5:00pm) and Thursday, May 1, 2008 (8:00am-12:00N) 3) ONE Office Area for 10ppl to assemble registration materials, material storage, starting at 8:00am on Monday, April 29 through Thursday, May 1, 2008 at 3:00pm (24-hour hold). 4) Registration Area outside General Session (3-Skirted Tables with Chairs in "L-shape") starting Tuesday, April 29 at 8:00am through Thursday, May 1, 2008 at 1:00pm (24-hour hold). Part C: Anticipate Light refreshments for morning and afternoon breaks. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; must be within walking distance of a variety of restaurants and shops (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); 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; 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); 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; 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 Friday, November 9, 2007 at 3:00 PM CT
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