SOLICITATION NOTICE
V -- Conference Services and Hotel Accommodations--09.VHADODEDUCATORS.A
- Notice Date
- 2/2/2009
- 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-777-09-RP-0090
- Response Due
- 2/10/2009
- Archive Date
- 4/11/2009
- Point of Contact
- Beau ChandlerEvent Manager/Contracting Officer<br />
- 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 in one of the following: San Antonio, TX or San Diego, CA. Request for proposal VA-777-09-RP-0090 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 FAC 2005-27, Effective 17 Oct 2008 and and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million. The FedBizOpps announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is 8/3-6/09 or 8/24-27/09 (Mon-Thur), (approximately 605 (175 rooms for 3 nights and 80 rooms for 1 night) sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a conference; FYO9 VHA DOD Family Based Educators Conference. The hotel must accommodate approximately 605 (175 rooms for 3 nights and 80 rooms for 1 night) sleeping room nights (over period of performance as detailed in Part A below), 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. A separate 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, square footage, and menus. 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 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. 12010 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. The hotel facility is to be located in one of the following: San Antonio, TX or San Diego, CA and must accommodate attendees with the following needs: Part A: Hotel Lodging Monday 175 sleeping rooms; Tuesday 175 sleeping rooms; Wednesday 175 sleeping rooms; Thursday 80 sleeping rooms (95 Guests check-out) Friday 80 Guests check-out of sleeping rooms; Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for one of the following: San Antonio, TX or San Diego, CA. Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1)(a) Registration area (to remain same throughout conference) registration area is to be set up outside/adjacent to general session room (two (2) 6 skirted tables, four (4) chairs, two (2) skinny skirted tables against wall for materials and two (2) waste baskets) beginning at 6:00am on Monday - Thursday. ** Registration area to remain the same Monday through approximately 6pm on Thursday. (b) General Session Room Tuesday Thursday room with no pillars, large enough to comfortably accommodate 225 ppl set in classroom style, faculty table in front of room with seating for 4 ppl and one standing lectern w/microphone. Room is to be set up and available at 2pm on Monday (8/3 or 24/09) and on 24-hour hold through conclusion of conference, approximately 6pm on Thursday (8/6 or 27/09). (c)One (1) Breakout Room Monday Friday and Three (3) Breakout Rooms Tuesday Thursday room with no pillars, large enough to comfortably accommodate (SEE DETAILS BELOW) ppl per each breakout room in classroom style, faculty table in front of the room with seating for 4 ppl and standing lectern w/microphone. Room is to be set up and available at 3pm on Monday. and on 24-hour hold through conclusion of conference, approximately 6pm on Thursday. DateTime to Time#Participants GENERAL SESSION 1Tuesday-Thursday24 hr hold225/Classroom Style (2) per 6 ft. or (3) per 8 ft. table BREAKOUT ROOMS 1 Monday - Friday 24 hr hold125 Classroom Style (2) per 6 ft. or (3) per 8 ft. table 2Tuesday - Thursday 24 hr hold125 Classroom Style (2) per 6 ft. or (3) per 8 ft. table 3Tuesday - Thursday 24 hr hold40 Half Rounds 4Tuesday - Thursday 24 hr hold30 Half Rounds ADDITIONAL ROOMS 5Monday Friday24 hr holdConference Office/ Conference Style for 12ppl Part C: Anticipate light refreshments for morning and afternoon breaks Tuesday - Thursday (8/4-6/09 or 8/25-27/09). Please provide menus and prices. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue**. Part D: 1. Other Requirements: variety of restaurants within walking distance (not to exceed 3 normal blocks) in safe area or there should be easily accessible transportation to restaurants. POSITIVE RESPONSES MUST INCLUDE: LETTER OF AVAILABILITY FOR REQUESTED DATES; FACILITY SPACE DIAGRAM WITH CAPACITIES; MENUS FOR VENUE CATERING; INFORMATION ABOUT HOTEL AND SURROUNDING AREA; OTHER PERTINENT INFO ABOUT HOTEL (remodeling, renovation, road work, etc.); DUNS #; CCR REGISTRATION EXPIRATION, OR VERIFICATION A CCR REG NUMBER HAS BEEN APPLIED FOR; TAX ID #; and, HOTEL CONTRACT [BEST OFFER]. Proposal must indicate whether 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 audio visual company without any penalties incurred as part of the fair practice procurement regulations. All proposals submitted in response to VA-777-09-RP-0090 shall remain valid for thirty (30) days to accommodate evaluation process and 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). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with similar 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 able to 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 offerors services as the prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Therefore, that offeror must describe in its proposal the technical approach for the offerors services as a prime contactor 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/Management Services.) An offer that requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offeror who 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://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 (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 40%. 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representation 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. 852.270-4 Commercial advertising. All VA contracts will include the following clause: COMMERCIAL ADVERTISING (NOV 1984) The bidder or offeror agrees that if a contract is awarded to him/her, as a result of this solicitation, he/she will not advertise the award of the contract in his/her commercial advertising in such a manner as to state or imply that the Department of Veterans Affairs endorses a product, project or commercial line of endeavor. (End of Clause) Submit all price, descriptive literature, technical proposals, and hotel contract to: Beau Chandler Contracting Officer/Event Manager EES, Long Beach Center (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 4999 FAX (562) 826-5986 Email: Beau.Chandler@va.gov Although electronic submissions are preferred, faxed, mailed and messenger-delivered proposals will also be accepted if received complete by closing date/time. Closing date for receipt of proposals is Tuesday 02/10/2009, 08:00am PT.
- Web Link
-
FedBizOpps Complete View
(https://www.fbo.gov/?s=opportunity&mode=form&id=440edeed83d7aa86bda180ead7a28195&tab=core&_cview=1)
- Record
- SN01742279-W 20090204/090202215233-440edeed83d7aa86bda180ead7a28195 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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