SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 12/6/2007
- 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-0046
- Response Due
- 12/13/2007
- Archive Date
- 2/11/2008
- Point of Contact
- Georgene Granfors Event Manager 440-526-3030 X6105
- E-Mail Address
-
Email your questions to POC email adress
(georgene.granfors@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, Conference Space, and Hotel Services located in the geographic area: Minneapolis, MN. Request for Quotation VA-777-08-RP-0046 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 evaluations 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 provisions and clauses in effect through FAR FAC 2005-22 (November 23, 2007) and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is January 7-11, 2008 (approximately 70 sleeping rooms and required meeting space). The Department of Veterans Affairs, VALU IT National Training and Education Office (VALU IT NT&EO) is sponsoring the VeHU 2008 Conference planning meeting. The hotel must accommodate 70+ sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C, D and E 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 technical and price proposal, along with descriptive literature to include but not limited to sleeping rooms, meeting room space diagrams with square footage and capacity; information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to and from airport; and, current menus. Current costs for Internet, phone lines, package handling charges, services charges, audiovisual equipment, and other related services. 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) (42U.S. C. 12101 et. Seq.). In accordance with FAR 52.204-7 - Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. The hotel facility must accommodate an estimated 70+ attendees with the following needs: Part A: Hotel Lodging - 70 sleeping rooms for attendees to begin check-in on Monday, January 7, 2008, with the majority of attendee check out on Friday January 11, 2008. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Minneapolis, MN (currently $139). 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, January 7, 2008, 11:00 a.m. through Friday, January 11, 2008, 3:00 p.m. - General Session dates/times: Monday, January 7, 2008, 11:00 a.m. through Friday, January 11, 2008, 2:00 p.m. One (1) large meeting room to hold 75 participants banquet style, a data projector, a large screen, and several flipcharts. Additional Breakout Rooms (total of 8): Tuesday, January 8, 2008, 7:00 a.m. through Thursday, January 10, 2008, 7:00 p.m.-Three (3) breakout rooms to accommodate up to 15 people conference style and audiovisual equipment; four (4) breakout rooms to accommodate, and one (1) small room to be used as a conference call room. All meeting space and public areas of the facility MUST be ADA compliant. Part C: Food and Beverage: Anticipate PM break Monday, AM and PM breaks Tuesday-Wednesday-Thursday; and AM break for Friday. Please provide menus and price list. The Federal Government Policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). 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. Part E: Special Considerations - three (3) complimentary rooms, discount of food and beverage. 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, experience with large conferences and location. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition, 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 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.) Any offer that does not meet the solicitation requirements will be rejected as nonresponsive. 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://www1.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 services and accommodations; 2) experience with large conferences; 3) location, and, 4) Price. 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 Offeror Representations and Certification along with his/her offer); 52-212-4 Contract Terms and Conditions Commercial Items. In accordance with FAR 52.204.7 - Central Contractor Registration (Oct 2003); by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award of any contract; contractors register in the Central Contractor Registration (CCR) database at http://ccr.gov; 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)(21), (b)(24) (b)(25), (b)(26) (b)(35); applies if Government Purchase Card is used, (c)(1). 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, Building 6 Room 13, 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 Thursday, December 13, 2007, 4:00 p.m. ET.
- Record
- SN01465021-W 20071208/071206223741 (fbodaily.com)
- Source
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