SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and HotelServices
- Notice Date
- 10/17/2008
- 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;Cleveland Business Center;10000 Brecksville Road, Building 3;Brecksville, OH 44141.
- ZIP Code
- 00000
- Solicitation Number
- VA-777-09-RP-0003
- Response Due
- 10/29/2008
- Archive Date
- 12/28/2008
- Point of Contact
- Elizabeth Buchholz, CGMPEvent 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 and Conference Space, located in easy accessibility of the location VA Medical Center (less than 15 mile radius) of the Dallas, Texas; or Salt Lake City, UT or Tucson, AZ or Seattle, WA area. Request for Proposal VA-777-09-RP-0003 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 or 3rd Party Event Planning Services. VA will not consider a proposal submitted by an offeror that is not a hotel. 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 2005-27, Effective 17 Sep 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million, respectively. This eCMS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be one of the following weeks, listed in order of preference: June 14-19, 2009; May 31-June 5, 2009; June 7-12, 2009; and June 21-26, 2009. An estimated 500 (peak night) sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Decision Support System (DSS) Users Conference 2009. The hotel shall accommodate 500 sleeping rooms (peak nights based on the timeframe), with majority of attendees checking in Monday, June 2009 with approx 1/3 of the group checking out Thursday June 2009; and the remainder of the group checking out on Friday, June 2009 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 or lower for the area. A response to requirements listed shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A completed Hotel Contract with non-commissionable meeting rates 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, and menus. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and 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). VA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Offers proposed facilities that are not listed will be rejected as technically unacceptable. 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 must accommodate an estimated 525 attendees with the following needs: Part A: Hotel Lodging - 500 sleeping rooms required for participants arrival on Monday, with approx 1/3 of group checking out Thursday and remainder of group checking out on Friday, June, 2009. (Pattern/totals per night: Sunday=60, Monday=500, Tuesday=500, Wednesday=500, Thursday=350, Friday=Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Dallas, TX ($115) 1st choice location; Salt Lake City, UT ($102) 2nd choice location; Tucson, AZ ($124) 3rd choice location; or Dallas, TX ($158) 4th choice location;. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: Item 1) ONE General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday beginning at 8:00 am through Friday at 7:00 pm. Set for 525 ppl in classroom seating (2 people per 6 ft preferred) with 2 or 3 center aisles and 2 side aisles, rear projection screen plus other audiovisuals with a lighted podium plus two 6-ft skirted head tables for panel members plus 6 chairs beside the podium/lectern on Riser with Stairs & Wheelchair Ramp in the front of the General Session room. No less than 12,000 sq ft room with 14 ft or greater ceiling and with no pillars/posts to obstruct view. ** AV setup Monday, starting at 8:00 am, through Friday at 8:00 pm (24-hour hold). Actual conference starting Tuesday, 7:00 am thru Friday at 1:00 pm. Item 2) EIGHT (8) BREAKOUT Rooms needed. These rooms are needed in addition to the General Session mtg room (total of 9 meeting rooms combined). These eight Breakout rooms are needed on a 24-hour basis from 8:00 am on Monday (AV and room set-up) until 1:30 pm on Friday. Each room will need to accommodate no less than 75-100 attendees set in classroom seating with aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these breakout rooms should be no less than 1500 sq ft without pillars to obstruct the view. ** AV setup Monday, starting at 8:00 am, through Thursday at 6:00pm (24-hour hold). Actual conference usage starting Tuesday, 7:00 am thru Friday at 1:00 pm. Item 3) POSTER SESSION - needed on a 24 hour basis starting on Monday at 2:00 pm for poster boards set-up through Friday at 2:00 pm- preference for this to be in the same room/area as the General Session room. Area needs to be able to accommodate no less than twenty five (25) table top poster displays plus 25 poster display boards placed so that attendees may freely move around the displays. Area of approx. 3000 sq ft or greater with no less than 9-10 ft ceiling needed. NOTE: Group will consider combining poster session room and general session room space in same ballroom no less than 17,800 sq ft would be needed to combine these two space needs. Item 4) Faculty Preparation Room - Room should be located near General Session room. This room should be able to accommodate AV equipment and tables for 5-6 in conference style with electricity capability for several pieces of AV equipment and a direct call out phone line capability for connection to computer server. Room will be needed Monday beginning at 12:00 noon until 12:00 noon on Friday. Item 5) Customer Support Staff Room - This room should be able to accommodate 3-5 people in a conference style setting with 2 direct dial out phones and in a quiet area. This room will be needed on Monday from 6:00 am until Friday at 3:00 pm. Item 6) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10 and placed on a 24 hour hold beginning Sunday at 12:00 noon until 3 pm on Friday. This room will need to be re-keyed to allow access by designated meeting staff only. Item 7) Registration Area starting on Monday at 10:00 am (set-up) through Friday at 3:00 pm. Preference for registration area is outside the General Session classroom. There should be six (6) 6-ft tables with skirting set in a U-shape, three or four 6 ft skirted tables for materials behind the 6 six foot u-shape tables and 4-6 chairs will be needed in this area plus an in-house only desk phone and a large trash can. However, if there is an available registration desk near the general session room, this would also be acceptable, but it will need to be keyed for designated meeting staff only. Item 8) Reception - TBD but planned on evening of Tuesday for approx 500 people. Part C: Anticipate Light refreshment for morning and afternoon breaks for Tuesday through Thursday and one morning break on Friday, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; Item 1) Hotel with meeting facility must be within a 15 mile radius of the local VA Medical Center plus have easy accessibility to the local VA. Item 2) Location must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) 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 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). The 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 services, Cancellation fees, Attrition costs, and 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. However, VA will not consider or accept a proposal submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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 (downtown location, distance from airport); 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 the FAR 52.212-3 Offeror Representations and Certification along with his/her offer/proposal; FAR 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to: Elizabeth Buchholz, CGMP; Event Manager/Contracting Officer; Department of Veterans Affairs; Employee Education Center; 950 22nd Street North Suite 500; Birmingham, AL 35203-5300 ; Phone (205) 731-1812, Ext. 305; Fax (205) 731-1821 or 1820, or email Beth.Buchholz@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, October 29, 2008 at 2:00 PM CT
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