SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 8/29/2008
- 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-0207
- Response Due
- 9/4/2008
- Archive Date
- 11/3/2008
- Point of Contact
- Barbara GambleEvent Manager/Contracting Officer<br />
- 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 order of preference) in Atlanta, GA; Fort Lauderdale, FL; or Houston, TX. Request for Proposal VA-777-08-RP-0207 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 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 FAC 2005-26, effective June 12, 2008, 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 November 5-7, 2008 (approximately 480 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring the Workforce and Management Consulting All-Staff Retreat. The hotel must accommodate approximately 480 sleeping room nights (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates at or below the Federal Government per diem rates for Fiscal Year 2009. 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 sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel, e.g., parking, shuttle services, transportation to/from airport, 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.dhs.gov/applications/hotel/. 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.). In accordance with FAR 52.204-7Central 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 attendees with the following needs: Part A: Hotel Lodging 11/04/08, 20 sleeping rooms; 11/05/08, 220 sleeping rooms; 11/06/08, 220 sleeping rooms; 11/07/08, 20 sleeping rooms. Rooms must be individual/private-sleeping rooms with toilet facilities at or below FY 2009 government per diem rate for the locations listed above. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Meeting Space- (1) Registration should be set up outside general session room two 6 skirted tables with four (4) chairs plus two skirted tables against wall for materials, and two waste baskets. Registration area to remain the same 11/05/08 through 11/07/08 as there will be daily registration approximately 7:00-8:00 a.m. beginning on 11/05/08. (2) Meeting Space for 11/04/08 through 11/07/08: (a) 11/04/08: Set-up day for general session and breakout rooms. GENERAL SESSION room to accommodate 220 ppl in rounds of 8 each. Room must have NO pillars or other barriers and must be large enough to accommodate a riser with sturdy steps, rear screen projection and other audiovisual equipment; (b) A minimum of FIVE (5) breakout rooms on 11/05/08 and 11/06/08, large enough to accommodate one large round table for 10 ppl in each corner of the room (total of 4 tables per breakout room). Each table will be occupied by workgroups, and there must be sufficient space that the groups may work independently and not disturb each other. If necessary, the general session may be used as one of the breakout rooms. If rooms with sufficient space for these four tables are not available, additional smaller breakout rooms must be available to accommodate a total of 20 workgroups of 10 ppl each. Part C: Light refreshments for morning and afternoon breaks may be required November 5-7, 2008. Please provide menus and prices. Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1.Other requirements: a variety of restaurants within walking distance (not to exceed 4 normal blocks) in a safe area, or there should be easily accessible transportation to restaurants. Proposal must indicate whether the hotel agrees to the right of VA to use an audiovisual vendor of its choice and whether there is a cost incurred for connection to hotel PA system with use of outside equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. All proposals submitted in response to VA-777-08-RP-0207 should remain valid for a period of 30 days to accommodate possible legal and technical 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 large 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 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: 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.Location 3. Experience with large conferences, 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; 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 Barbara Gamble, Event Management Coordinator/Contracting Officer, EES, 950 North 22nd Street, Suite 500, Birmingham, AL 35203. Phone: 205-731-1812, ext. 301; FAX: 205-731-1825; email: barbara.gamble@va,gov. Faxed proposals will be accepted; however, proposals/contracts via e-mail are preferred. Closing date for receipt of proposals is September 4, 2008, 4:00 p.m. Central Standard Time.
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