SOLICITATION NOTICE
V -- Conference Space Rental & Hotel Services
- Notice Date
- 8/7/2008
- 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-0198
- Response Due
- 8/15/2008
- Archive Date
- 10/14/2008
- Point of Contact
- Susie L. RiedthalerEvent Manager/Contracting Officer
- 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 Washington, DC, (which includes Alexandria, Falls Church, Fairfax, VA, the counties of Arlington, Fairfax and Loudoun in VA, and the counties of Montgomery, Prince Georges in MD). Request for Proposal VA-777-08-RP-0198 and VA777-08-RP- 0199 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: First Conference - June 2124, 2009, Solicitation number VA-777-08-RP-0198 and Second Conference June 25-26, 2009, Solicitation number VA-777-08-RP-0199 (the sleeping rooms and the required meeting space must be housed in the same facility). The hotel must be able to accommodate both conferences and two contracts will be required. One contract for HCLI for ECF Candidates, Week 3 and one for the second conference ECF Mentor Development. The Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring two training conferences on the topics of Health Care Leadership Institute (HCLI) for ECF Candidates, Week 3 (first conference) and ECF Mentor Development (second conference). The hotel shall accommodate 490 sleeping room nights, and 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 $201.00 (or prevailing rate at time of conference) for the Washington, DC area. A response to requirements listed below shall be submitted on letterhead and shall address all requirements listed in a separate technical proposal. Two Hotel contracts for each conference shall be submitted with your proposals (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 price list 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 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 52.204-7 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 contract. The hotel facility shall accommodate the attendees with the following needs for: Part A: Hotel Lodging: 78 sleeping rooms approximately 78 participants will check in on Sunday, June 20, 2009, checking out on Friday, June 25, 2009. (Note: 60 of these participants will attend the second conference). 65 sleeping rooms approximately 65 participants will check in on Wednesday, June 23, 2009, checking out on Friday, June 26, 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-show fee. (Will put the entire room block in the first conference contract) Sunday (6/21) 78 sleeping rms first conf. (60 candidates, 15 coaches, 3 staff) Monday (6/22) 78 rms first conf. (60 candidates, 15 coaches, 3 staff) Tuesday (6/23) 78 rms first conf. (60 candidates, 15 coaches, 3 staff) Wednesday (6/24) 125 rms second conference (60 candidates, 60 mentors, 5 faculty and staff) Thursday (6/25) 125 rms second conference (60 candidates, 60 mentors, 5 faculty and staff) Friday (6/26) 6 rms (majority checks out) This will be a separate conference with a separate contract and billing from 2nd conference. Part B: Meeting Space: 1. First ConferenceHealth Care Leadership Institute for ECF Candidates, Wk 3: (1a) One (1) Breakout Room needed Sunday, 6/21/09 at 6:30pm-8:30pm to accommodate 18ppl. in U-Shaped table for Coaches Meeting. (1b) One (1) General Session Meeting Room needed on Monday, 6/22/09 at 8:00am Wednesday, 6/24/09 ending at 5:00pm (room must be on 24-hr basis) to accommodate 85ppl. in Crescent Rounds of 6 seating, without pillars and 9-ft. or greater ceiling (a minimum of 3000 square feet enough room for a Riser 6 x 12 deep and 2-TV cameras and videotaping equipment); 1-six foot skirted table for faculty materials off to front side of room and Standing Lectern in the front of the General Session room with plenty of room for audiovisual equipment. General Session to be available for possible AV set up on Sunday, 6/21/09 starting at 3pm. Keep the same General Session room for 2nd conference on 6/25-26). (1c) Registration Area - to be set-up outside General Session Room with two-6skirted tables, two-small tables behind against wall, with four-chairs and two-waste baskets, beginning at 3:00pm on Sunday, 6/20/09 and ending at 5:00 pm on Wednesday, 6/24/09 (leave up through entire conference). (1d)Two (2) Breakout Rooms - needed Monday, 6/22/09 Tuesday, 6/23/09 (a minimum of 700 square feet) for 40ppl. in Rounds from 8:00am-5:30pm. Each room must be on 24-hr basis. Prefer rooms to be in close proximity of general session room and each other. (1e) A Lockable Storage Room must be near Registration area for conference material boxes (a minimum of 300 square feet) beginning on Sunday, 6/21/09 Wednesday, 6/24/09. ~~~~~~~~~~~~~~~~~~~~~~~~~~~ This will be a separate conference with a separate contract and billing from the 1st conference. 2. Second Conference -ECF Mentor Development: (2a) One (1) General Session Room will be needed for 145ppl. in Crescent Rounds of 6 (a minimum of 3000 square feet) on Thursday, 6/25/09 @ 8:00am - Friday, 6/26/09 @ 12:00pm. (Room must be on 24-hr basis). (2b) Two (2) Breakout Rooms for 60ppl. in Rounds of 6 (a minimum of 800 square feet) for Thursday, 6/25/09 from 8:00am-5:30pm.to Friday, 6/26/09 from 8:00am12:00pm. (Each room must be on 24-hour basis). (2c) A Lockable Storage/Office Room - near Registration area for conference material boxes (a minimum of 300 square feet) for Thursday, 6/25 Friday, 6/26. (Use same room from 1st conference). Part C: 1a) Anticipate light refreshments for morning and afternoon breaks, for approximately 80ppl. on Monday, 6/22Wednesday, 6/24 (HCLI Week 3 Conference); Also for approximately 145ppl. on Thursday, 6/25-Friday, 6/26 (ECF Mentor Development Conference). 1b) Anticipate Graduation Dinner and Ceremony on Wednesday, 6/24/09 for approximately 78ppl. (HCLI Week 3 Conference) {if a reservation at the Mount Vernon Inn cannot be secured}. 1c) Anticipate Welcome Reception on Thursday, 6/25/09 for approximately 125ppl. from 5:30pm-7:30pm. (ECF Mentor Development Conference). Please provide menus. 1d) If there is a parking fee required at hotel, request 8 complimentary or discounted parking passes for Sunday, 6/21, 8 for Monday, 6/22, 8 for Tuesday, 6/23, 8 for Wednesday, 6/24, 10 for Thursday, 6/25, and 10 for Friday, 6/25 to accommodate local faculty members and participants. Part D: 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 agree 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-0198 and Solicitation VA-777-08-RP-0199 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 Friday, August 15, 2008 at 3pm CT.
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