SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 8/1/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-08-RP-0193
- Response Due
- 8/8/2008
- Archive Date
- 10/7/2008
- Point of Contact
- Gwendolyn Sellers, Event Manager810 Vermont Ave, NW
- 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 and Conference Space, and Hotel Services located in Orlando, Florida. Request for Proposal VA 777-08-RP-0193 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 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 2005-14 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6 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 March 14, 2009 through March 21, 2009 (approximately 450 sleeping rooms, and required meeting space). The Department of Veterans Affairs, Human Resources is sponsoring department-wide training conference. The hotel must accommodate 450 sleeping rooms nightly, 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 rate or lower for the area. 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, including Tax ID # and FEMA # shall be submitted with your technical and price 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 www.usfa.fema/gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.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. Offers proposed facilities that are not listed will be rejected as non-responsive. The hotel facility must accommodate an estimated 450 attendees with the following needs: Part A: Hotel Lodging -Approximately 95% of the reserved rooms will check-in on 3/16/09 and checkout on 03/21/09). Of these 450, 15 sleeping rooms will be needed for check-in on 03/14/08 with check-out on 03/22/08. Rooms must be individual/private-sleeping rooms with toilet facilities at government Per Diem rate for Orlando, FL ($99.00). Payments for Part A shall be the sole responsibility of each participant, to include cancellation fees. Part B: (1) Meeting Space The meeting space listed below will be occupied from 6:30 am 10:30 pm on all days specified. The rooms should under a 24 hour hold. Saturday Pre Conference setup and staging 1 large ballroom 500 600 people banquet seating (pre-conference staging) 1 Exhibit hall or large conference room that accommodates 200 people standing with table displays (pre-conference setup) 1 small conference room for storage and office space Sunday Pre-conference setup and staging 1 large ballroom 500 600 people banquet seating (pre-conference staging) 1 Exhibit hall or large conference room that accommodates 200 people standing with table displays (pre-conference setup) 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support Monday Pre-conference setup and staging. Also Pre-conference attendee activities 1 large ballroom 500 600 people banquet seating (pre-conference staging) 1 Exhibit hall or large conference room that accommodates 200 people standing with table displays (pre-conference setup) 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support 1 large conference room for managers summit, 200 people banquet seating 1 space for conference registration 1 indoor or outdoor space for conference welcome reception 300 reception style 1 hospitality suite 1 Executive board/Conference room Tuesday Conference Day 1 1 large ballroom 500 600 people banquet seating (pre-conference staging) 1 Exhibit hall or large conference room that accommodates 200 people standing with table displays 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support 1 large conference room for managers session, 200 people banquet seating 1 space for conference registration 8 Breakout rooms 1 hospitality suite 1 Executive board/Conference room Wednesday Conference Day 2 1 large ballroom, General Session 500 600 banquet seating (Working Lunch) 1 Exhibit hall or large conference room that accommodates 200 people standing with table displays 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support 1 large conference room for managers session, 200 people banquet seating 1 space for conference registration 8 Breakout rooms 1 hospitality suite 1 Executive board/Conference room Thursday Conference Day 3 1 large ballroom, General Session 500 600 banquet style 1 Exhibit hall or large conference room 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support 1 large conference room for managers session, 200 people banquet seating 1 space for conference registration 8 Breakout rooms 1 hospitality suite 1 Executive board/Conference room Friday Conference Day 4 1 large ballroom, General Session 500 600 banquet style 1 Exhibit hall or large conference room 1 small conference room for storage and office space 2 adjacent conference rooms for tech (computer) lab 1 small conference room for tech lab support 1 large conference room for managers session, 200 people banquet seating 1 space for conference registration 8 Breakout rooms 1 hospitality suite 1 Executive board/Conference room Saturday Post Conference 1 Exhibit hall or large conference room (move out) 1 small conference room for storage and office space (Move-out) 2 adjacent conference rooms for tech (computer) lab (USA Staffing) 1 small conference room for tech lab support 1 large conference room for ER/LR Session, 200 people banquet seating 1 space for conference registration 8 Breakout rooms 1 hospitality suite 1 Executive board/Conference room Conference General Session Room beginning on 3/14/09 to be held on a 24-hour basis on 03/14/09 - 03/21/09 with setup of room and audio visual equipment to accommodate 550 ppl in rounds of 10 without pillars and 14ft or greater ceiling, approximately 14,000 sq. ft.; (with an aisle in the center); Cocktail roundtable on a riser next to the podium in the General Session room; 3 skirted 6' table and 8 chairs in the rear of the General Session for staff. General Session room is needed 6:30 am to 10:30 pm on March 14, 2009 March 21, 2009 (24 hour hold); (2) Registration should be set-up outside of the General Session/Ballroom (three 6' skirted tables with eight chairs and two waste baskets.); (3) All meeting space and public area of facility MUST be ADA complaint. Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order. Part C: Anticipated light refreshments for morning and afternoon breaks will be required on March 17, 2009, through March 21, 2009. Menus are to be provided with the technical written proposal. Payments for Part C shall be processed by Government Purchase Card or Government Purchase Order or by the direct billing process via cashier's check. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Disclosure of any hotel restaurant inclusive of reduced meals/breaks. A variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) and located 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 the 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). 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 service, refreshments, and no cancellation and attrition. 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 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: 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 Offeror Representations 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 52.232-19 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. FAR 52.232-18 Availability of Funds (Apr 1984). Submit all price, descriptive literature, technical proposals, and Hotel Contract to Gwendolyn Sellers, Event Manager, Department of Veterans Affairs, Employee Education System, 1575 Eye Street, N.W. Washington, DC 20422. Phone: 202-461-4062, FAX: 202-501-3462, email: Gwendolyn.sellers@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is August 8, 2008 at 4:00pm EST
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