SOLICITATION NOTICE
99 -- HR Professionals Training February 2009
- Notice Date
- 1/13/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Office of Information Service Center, Department of Veterans Affairs Office of Information Service Center, Department of Veterans Affairs;Cleveland Business Center;Building 3, Second Floor;10000 Brecksville Road;Cleveland OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-776-09-RP-0028
- Response Due
- 1/16/2009
- Archive Date
- 2/15/2009
- Point of Contact
- Joseph M KohutContract Specialist<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 the Baltimore Inner Harbor, Atlanta Buckhead, Las Vegas and Dallas Downtown geographic areas. Request for Proposal VA-776-09-RP-0028 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. This announcement incorporates provisions and clauses in effect through FAR FAC 2005-16 and VAAR 97-9. 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 dates for this requirement are February 9-13, 2009, and January 23-27, 2008 (approximately 25 sleeping rooms and required meeting space). The Department of Veterans Affairs, Veterans Health Administration is providing a series of training sessions to the Administrations HR professionals. The hotel must accommodate a total of 25 sleeping rooms (based on the timeframes), 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. The VA is hosting meetings in EACH of the selected geographic regions on BOTH of the listed Periods of Performance. The VA intends to award one contract for each geographic region. Therefore a responsive bid must include availability for both periods of performance. 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 proposal, along with descriptive literature to include but not limited to sleeping rooms, meeting room space diagrams and square footage; current menus. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42 U.S. C. 12101 et. Seq.). The hotel facility must accommodate an estimated 25 attendees with the following needs: Part A: Hotel Lodging 25 sleeping rooms for VA attendees to begin check-in on Monday with the majority of attendees to check out on Friday. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate. Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Hotel must be able to accommodate 25-30 participants in U-shape style set ups in the meeting room from 7:30 AM to 6:00 PM and be flexible with a starting and ending time should the meeting need to end early or be extended. The meeting space should allow participants enough space to use laptops plus writing notepads side by side and allow easy movement. The VA intends to meet for half the day in the Monday afternoons on the dates of performance, full day meetings Tuesday through Thursday, and half day Friday morning. Facility must be able to provide high-speed wireless or wired Internet connection in the conference room and in the guest rooms. General set up for the meeting space will need to include: table to accommodate a laptop and projector; large projection screen (6 x 6); LCD SVGA Projector; 2 Power Strips (if needed); 2 25 extension cords (if needed); Flipchart Kit (pad, easel, & markers). Part C: Food and Beverage: Possible mid morning and mid afternoon breaks during meetings. Please provide menus and price list. Part D: Other requirements and special consideration/concessions: The VA will give considerable preference to proposals with limited cancellation and/or attrition liability. Limiting the inherent risk to the group is a top priority. All responsive vendors should include occupancy statistics from previous years during the requested dates to justify specific cancellation or attrition clauses. The chosen facility should keep travel costs for transportation to a minimum. Proposals should include proximity to local airport and variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). Discounted or complimentary parking rates for attendees will be given additional consideration when making award decision; 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 limitation of cancellation and/or attrition liability, quality of accommodations and services, location, and possible past experience with government 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 and attrition fees, and food and beverage/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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is 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.) 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://vaww1.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) Quality of accommodations and services; 2) cancellation fees and attrition fees; 3) location, and, 4) Price. Size and quality of accommodations and services, location, and cancellation and attrition fees, 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)(15), (b)(17), (b)(18), (b)(20), (b)(33); b(34) applies if Government Purchase Card is used; 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 Joseph Kohut, Contracting Officer, Cleveland Business Center, 1809 Windsor Avenue SW, Roanoke, VA 24015. Phone: 540-904-5074, FAX: 440-746-2123, email: joseph.kohut2@va.gov. Faxed proposals will be accepted, but proposals submitted as email attachments are preferred. Closing Date for receipt of proposals is Friday, January 16, 2009, 4:00 p.m. ET.
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