SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 11/14/2007
- 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-0035
- Response Due
- 11/21/2007
- Archive Date
- 1/20/2008
- Point of Contact
- Beau.Chandler@va.gov
- E-Mail Address
-
Email your questions to Contract Specialist/Event Manager
(Beau.Chandler@va.gov)
- Small Business Set-Aside
- N/A
- Description
- Description Description This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services in Miami, Tampa, Orlando, FL, Houston, TX, or Phoenix, AZ . Request for proposal 777-08-H808 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/Management Services. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-13, effective September 28, 2006 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. The FedBizOpps announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is 02/04/2008 through 02/07/2008, approximately 550 sleeping room nights (see Part A below for pattern) and required meeting space. Department of Veterans Affairs, Employee Education System (EES) is sponsoring aconference; PSR Recovery Training. The hotel must accommodate approximately 550 sleeping room nights (based on 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 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 technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams, square footage, and menus. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing 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. 12010 et. seq.). In accordance with FAR 52.204-7 Central Contract Registration (Oct 2003), contractors are required to register in the Central Contract Registration (CCR) database http://www.ccr.gov prior to award of any contract. The hotel facility is to be located in Miami, Tampa, Orlando, FL, Houston, TX, or Phoenix, AZ and must accommodate attendees with the following needs: Part A: Hotel Lodging 02/04/2008 - 150 sleeping rooms; 02/05/2008 - 200 sleeping rooms; 02/06/2008 - 200 sleeping rooms; Rooms must be individual/private -sleeping rooms with toilet facilities at or below the current government per diem rate for Miami-$146.00, Tampa-$98.00, Orlando-$99.00, FL, Houston-$102.00, TX, Phoenix-$102.00,AZ . Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1) (a) Registration area (to remain same throughout conference) - registration area is to be set up outside/adjacent to general session room (two (2) 6' skirted tables, four (4) chairs, two (2) 6' 18 inch skirted tables against wall for materials and two (2) waste baskets) beginning at noon on 02/04/2008. ** Registration area to remain the same /07 through approximately 2pm on 02/07/2008. (b) General Session Room - 6:00 am on 02/04/2008- 2:00 pm on 02/07/2008- room with no pillars, large enough to comfortably accommodate #200 ppl set increscents configuration, one (1) elevated panel table for six (6) people with two (2) 8ft tables and one (1) standing lectern w/microphone, one (1) handicap ramp, to provided in the front of the general session room. Room is to be set up and available at noon on 02/04/2008 and on 24-hour hold through conclusion of conference, approximately 2pm on 02/07/2008. (c) Breakout rooms, conveniently adjacent to General Session Room: three (3), each accomodating 50ppl, room configured in crescent rounds setup 6 people per table, one (1) elevated panel table for six (6) people with two (2) 8ft tables and one (1) standing lectern w/microphone, one (1) handicap ramp, available on 24 hour hold from 6am on 11/27/07 -11/28/07. One (1) breakout room accomodating 50ppl, room configured in rounds setup with 6 person per table, one (1) elevated panel table for six (6) people with two (2) 8ft tables and one (1) standing lectern w/microphone, one (1) handicap ramp, avaliable for 24 hour hold on 02/06/2008 only. Part C: Anticipate light refreshments for morning and afternoon breaks, as appropriate for sessions. 02/04/200/-02/07/2008. Please provide menus and prices. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1. Other Requirements: variety of restaurants within walking distances (not to exceed 3 normal blocks) in safe area or there should be easily accessible transportation to restaurants. POSITIVE RESPONSES MUST INCLUDE: . 1LETTER OF AVAILABILITY FOR REQUESTED DATES; . 1FACILITY SPACE DIAGRAM WITH CAPACITIES; . 1MENUS FOR VENUE CATERING; . 1INFORMATION ABOUT HOTEL AND SURROUNDING AREA; . 1 OTHER PERTINENT INFO ABOUT HOTEL (remodeling, renovation, road work, etc.); . 1DUNS #; . 1CCR REGISTRATION EXPIRATION, OR VERIFICATION A CCR REG NUMBER HAS BEEN APPLIED FOR; . 1TAX ID #; and, . 1HOTEL CONTRACT [BEST OFFER]. Proposal must indicate whether 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 audio visual company without any penalties incurred as part of the fair practice procurement regulations. Attractive concessions: . 15-25% discounts on refreshments and A/V . 1 comp per 40 credited, at per diem rate, to master account . comped breaks and/or reception . Upgrades to suites and/or club level & welcome amenities for VIP's Terms and conditions of my contracts have been: . attrition clause invoked at below 75% of roomblock . attrition paid at a rate of 75% of contracted rate--nothing paid if rooms are otherwise sold or occupied. . no shows pay 75% of contracted room rate, for 1st night--nothing paid if group surpasses anticipated roomblock or rooms are otherwise sold or occupied. . cancellation fee calculated at 75% of anticipated conference expenses (room rental, a/v, f&b, service charges) . hotel restaurant(s) adequately staffed for group to get in and out in a timely manner . buffet lunch in hotel, at below lunch per diem-inclusive of chow, tax and tip. o This is a double win, because it keeps participant dollars in the hotel, and encourages participants to return on time. But participant have the choice to stay for buffet, or go out on their own-buffet would be at individual's expense. All proposals submitted in response to 777-08-H808 shall remain valid for thirty (30) days to accommodate possible legal reviews. 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 services and accommodations, location, and experience with similar conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. All responsible sources able to 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. The technical proposal submitted by an offeror that is not a hotel must describe the technical approach for the offeror's services as the prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contactor 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/Management Services.) An offer that requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offeror who does not meet the solicitation requirements will be rejected as non-responsive. 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://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 (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 40%. 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representation 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)(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 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: Beau Chandler US Contracting Officer/Event Manager EES, Long Beach Center (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 4999 FAX (562) 826-5986 Email: Beau.Chandler@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, October 5, 2007 @ 10:00am CT.
- Record
- SN01452091-W 20071116/071114223921 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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