SOLICITATION NOTICE
V -- CONFERENCE SPACE AND HOTEL SERVICES
- Notice Date
- 4/9/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Employee Education System;950 22nd Street North, STE 500;Birmingham, AL 35203
- ZIP Code
- 35203
- Solicitation Number
- VA-777-08-RP-0146
- Response Due
- 4/14/2008
- Archive Date
- 6/13/2008
- Point of Contact
- Linda Starks950 22nd Street North, STE 500
- 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: Nashville, TN. Request for Proposal VA-777-08-RP-0146 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 2005-21 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: July 19 July 25, 2009 (approximately 1000 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of Cyber Security. The hotel shall accommodate 1000 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 or lower for selected area. A response to requirements listed below shall be submitted on hotel 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, 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 and the Central Contractor Registration website (www.ccr.gov). Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offerors 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 shall accommodate an estimated 1000 attendees with the following needs: Part A: Hotel Lodging- (1a) 1000 sleeping rooms 20 participants will check in on Sunday, July 19, 2009, checking out on Friday, July 24, 2009. 980 participants will check in on Monday, July 20, 2009 checking out on Friday, July 24, 2009, 20 participants will checkout on Saturday, July 25, 2009. 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-shows fee. Part B: One (1) Meeting Space: Ten (10) Breakout Rooms to accommodate 100 to 150 people each in schoolroom style are needed July 20 July 24 on a 24 hr basis. One (1) General Session Meeting Room needed Sunday, July 19 Friday, July 24, 2009 (must be on 24-hr basis) to accommodate 1000 people set in round seating with an additional 3000 sq ft for staging, without pillars and 21 ft or greater ceiling, Set up for General Session Room will start on Saturday, July 18, 2009 at 4:00 p.m.; room must be large enough to accommodate 100 rounds of 10; a stage (six 6x8x36 risers set 48 wide x 6 deep and five 6x8x24 risers setup 30 wide by 8 deep) a head table for 7 people and standing lectern in the front of the General Session room with plenty of room for audiovisual equipment (rear screen projection anticipated). Registration to be set-up outside or in close proximity of the General Session meeting room (beginning at 7:00 am on Monday, July 20, 2009 and ending at 5:00 pm on Friday, July 24, 2009 (must be on 24-hour basis and area large enough to accommodate 8 to 10 Registration booths). One (1) Exhibit Area needed Monday, July 20 Thursday, July 23, 2009 (a minimum of 40,000 square feet) for 100 (8x10) exhibits (with set up starting at 4:00 p.m. Saturday, July 18, 2009) must be on 24-hr basis, room shall be large enough for small stage and for refreshments to be served for possible Welcome Reception on Monday, July 20, 2009 from 5:0 0-7:00 pm; One (1) secured Breakout Room for office/meeting materials on July 19 July 24, 2009 (on 24-hr basis); One (1) Executive Boardroom for 12 ppl. in U-Shape on July 19 July 24, 2009; One Breakout Room for Presenters preparation needed July 19 July 24, 2009, One (1) secure Breakout Room needed Saturday, July 18 Friday, July 24 2009 for AV storage (on 24-hr basis); one breakout needed for 30 people set classroom style on Friday, July 24, 2009 from 10:00am 7:00pm. Part C: Anticipate light refreshments for morning and afternoon breaks for 1000 people on Tuesday, July 21 Friday, July 24, 2009 please provide menus. The Department of Veterans Affairs Procurement Policy will not guarantee a minimum amount of food and beverage revenue. Part D: 1. Other requirements; variety of restaurants and shops within walking distance (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 audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Note: Federal Government reserves the right to hire an outside AV 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). 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. 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 232-10 Availability of Funds for the Next Fiscal; 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. Availability of Funds During a Continuing Resolution. Funds are not presently available for performance under this contract beyond September 30, 2008. The Governments obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30, 2008, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 950 22nd Street North, Suite 500, Birmingham, AL 35203. Phone 205-731-1812 x-321, Fax 205-731-0320, or email linda.starks1@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, April 15, 2008.
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