SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 3/26/2008
- 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-0134
- Response Due
- 4/3/2008
- Archive Date
- 6/2/2008
- Point of Contact
- Susie Riedthaler Dept. of Veterans Affairs Employee Education System 550 Foothill Drive, Suite 100 Salt Lake City, UT 84113
- E-Mail Address
-
Email your questions to POC email address
(Susie.Riedthaler@va.gov)
- Small Business Set-Aside
- N/A
- Description
- 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 San Antonio, TX (prefer Riverwalk area). Request for Proposal #VA-777-08-RP-0134 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, will 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). This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-05 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 is November 2-6, 2008 (approximately 75 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference on the topic of Health Care Leadership Institute Members Only, Week 2. The hotel shall accommodate 75 sleeping rooms (based on the timeframe), 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 of $112/night for San Antonio area. A response to requirements listed below shall be submitted on letterhead and shall 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, AV equipment 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. 12101 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. Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The hotel facility shall accommodate an estimated 80 attendees with the following needs: Part A: Hotel Lodging - 75 sleeping rooms ??? approximately 75 participants will check in on Sunday, 11/2/08 checking out on Friday, 11/. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each participant, to include no-show fee. Sunday, Nov. 2nd ??? 75 sleeping rooms Monday, Nov. 3rd ??? 75 sleeping rooms Tuesday, Nov. 4th ??? 75sleeping rooms Wednesday, Nov. 5th ??? 75 sleeping rooms Thursday, Nov. 6th ??? 68 sleeping rooms Part B: (1a) One (1) Breakout Room needed Sunday, 11/2/08 at 4:00pm-8:30pm to accommodate 20ppl. in U-Shaped tables for Coaches Meeting. (1b) One (1) General Session Meeting Room needed for AV set up on Sunday, 11/2/08 at 3pm ??? 6pm. Conference will start on Monday, 11/3/08 at 8:00am ??? Thursday, 11/6/08 ending at 5:00pm (must be on 24-hr basis) to accommodate 80ppl in Rounds of 6 seating, without pillars and 9-ft. or greater ceiling (3000 square feet or larger); 1-Skirted Table for faculty materials off to side front of room with plenty of room for audiovisual equipment (possibly rear-screen projection), Head Table and Riser. (1c) Registration Area to be set-up outside General Session Room with 3-six foot skirted tables, 2-schoolroom style draped tables behind against wall with 4-chairs and 2-waste baskets, beginning at 2:00pm on Sunday, 11/2/08 and ending at 5:00pm on Thursday, 11/6/08 (must be on 24-hour basis). (1d) Two (2) Breakout Rooms needed Monday, 11/3/08 ??? Thursday, 11/6/08 (700 square feet or larger) for 30ppl. in Rounds of 6 from 8:00am-5:30pm for Coaching Groups. Prefer rooms to be in close proximity of general session room. Each room must be on 24-hr basis. (1e) A Lockable Storage Room near Registration area for conference material boxes (a minimum of 300 square feet) beginning at 2:00pm on Sunday, 11/2/08 ??? Thursday, 11/6/08 at 5:00pm. Room must be on a 24-hour basis. Part C: (1a) Anticipate light refreshments for morning and afternoon breaks, for approximately 80ppl on Monday, 11/3???Thursday, 11/6, please provide menus. (1b) Possible Welcome Reception on Monday, 11/3 for approximately 80ppl. from 5:30pm-7:00 pm. Part D: (1a) Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. (1b) If there is a parking fee required at hotel, request 5 complimentary or discounted parking passes for each day for local attendees and faculty. (1c) Proposal must indicate whether the hotel agrees to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the Fair Practice Procurement Regulations. All proposals submitted in response to Solicitation #VA-777-08-RP-0134 shall remain valid for thirty 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). VA reserves the right to conduct an on-site inspection of offered facilities. 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. The technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror's services as a prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal for evaluation purposes. This is not a solicitation for Event Planning Services. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. The following provisions and clauses shall apply to this solicitation: FAR 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); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: Item 1. Size, quality of services, and accommodations. Item 2. Location. Item 3. Experience with large conferences, and Item. 4. Price, cost for accommodations, services, cancellation fee, attrition and refreshments. Size, quality of services, accommodations, location and experience with large conferences, when combined are more important than price); FAR 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; FAR 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; FAR 232-10 Availability of Funds for the Next Fiscal Year; 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. FAR 52. 232-18 is incorporated by reference ???Funds Are Not Presently Available For Performance Under This Contract Beyond September 30, 2008???. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Susie L. Riedthaler, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 550 Foothill Drive, Suite 100, Salt Lake City, UT, 84113 . Phone 801-924-6842, Fax 801-924-6806 or 6811, or email Susie.Riedthaler@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, April 3, 2008 @ 3:00PM CT.
- Record
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