SOLICITATION NOTICE
V -- Hotel Accommodations, Confererence Space and Hotel Services
- Notice Date
- 2/12/2009
- Notice Type
- Modification/Amendment
- 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, VA Cleveland Business Center;10,000 Brecksville Road;Cleveland, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-09-RP-0065
- Response Due
- 2/20/2009
- Archive Date
- 4/21/2009
- Point of Contact
- Elizabeth BuchholzEvent Manager/Contracting Officer<br />
- Small Business Set-Aside
- N/A
- Description
- This is an amendment to combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, and Hotel Services located in one of the following geographic areas listed in order of preference: Orlando, FL or Chicago, IL or Houston, TX. The amendment is for Request for Proposal VA-777-09-RP-0065 concerning a change of Period of Performance requirements for Part A: Hotel lodging requirements and Part B for meeting space requirements for the dates of April 20-25, 2009. An estimated 375 (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 CPEP: Improving Communication-Part II. The hotel shall accommodate 375 sleeping rooms (peak nights based on the timeframe) 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. The facility will need to accommodate the sleeping and meeting needs for approx. 425 people as follows: Part A Revised Needs: Hotel Lodging - 5 sleeping rooms required for participants arrival on Sunday, April 19, 2009 with additional attendees checking in on Monday, April 20, 2009 and most of group checking out on Friday, April 24 with the reminder of the group departing on Saturday, April 25, 2009. (Pattern/totals per night: Sunday=5, Monday=375, Tuesday=375, Wednesday=375, Thursday=375, Friday=5; Saturday=Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Orlando, FL ($109 seasonal rate) 1st choice location; Chicago, IL ($157 seasonal rate) 2nd choice location; or Houston, TX ($110) 3rd choice location. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B Revised Needs: Item 1) GENERAL SESSION Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Monday, April 20 beginning at 8:00 am until Friday, April 24 at 4:30 pm. Set for 425 ppl in crescent seating rounds of 5-6 people per table round (no less than 71 table rounds) with 1 or 2 center aisles and 2 side aisles, rear or front 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 this General Session room. ALTERNATE seating style that will be considered is full rounds for 425 people 2nd seating style choice or classroom style for 350 people 3rd seating style choice. No less than 6,000 sq ft room with 12 ft or greater ceiling and with no pillars/posts to obstruct view. ** AV setup Monday, starting at 8:00 am, through Friday at 4:30 pm (24-hour hold). Actual conference starting Tuesday, 8:00 am thru Friday at 1:00 pm. Item 2) TWO Breakout Rooms: For use on Tuesday, April 21. These two breakout rooms should be located near General Session room and are needed in addition to this meetings General Session room (3 rooms total). Each of these breakout room should be able to accommodate seating for 150 people in table rounds seating of 5-6 per table round no less than 25 table rounds of 6 per table (or full rounds of 8-10 per table) plus space for front projection screen and other AVs and a podium with head table for two people on a stage riser will be needed. These two breakout rooms will be needed beginning at 6:00 am for AV set-up until 8:00 pm for AV tear down. Program event used will be from 1:00 pm until 5:00 pm on Tuesday, April 21, 2009 only. A minimum of 1600 sq ft per breakout room is required. Item 3) SMALL Group Breakout Rooms: For use on Wednesday, April 22 only. There will need to be workgroups of no more than 10 people per table round=43 tables rounds minimum are required. It is desired that no more than 5 or 6 small groups be in a single meeting room and that space be available to separate the small groups as far apart as possible. The general session room for all days may be utilized for 8 small groups and the required breakout rooms for Thursday, April 23 may be utilized for 5 of these small groups per room. Four additional breakout rooms of 5 tables rounds each will be needed or a series of smaller breakout rooms may be utilized to accommodate the additional 20 rounds of 10. Item 4) THREE Breakout Rooms - For use on Thursday, April 23 only. These three breakout rooms should be located near General Session room and are needed in addition to this meetings General Session room (4 rooms total). Each of these breakout room should be able to accommodate seating for 100 people in table rounds seating of 5-6 per table round no less than 17 table rounds of 6 per table (or full rounds of 8-10 per table) plus space for front projection screen and other AVs and a podium with head table for two people on a stage riser will be needed. These two breakout rooms will be needed beginning at 6:00 am for AV set-up until 8:00 pm for AV tear down. Program event used will be from 12:30 pm until 6:00 pm on Thursday, April 23, 2009 only. A minimum of 1600 sq ft per breakout room is required. Item 5) Staff Office/Faculty Prep Room - No change from previous solicitation. Item 6) Registration Area No change from previous solicitation. All meeting space and public areas of facility MUST be ADA compliant. All other needs and conditions for the conference remain the same as the original solicitation. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Elizabeth (Beth) Buchholz, Event Manger/Contracting Officer, VA EES, 950 22nd Street North-Suite 500, Birmingham, AL 35203-5300. Phone: 205-731-1812 x 305, FAX: 205-731-1821, email: Beth.Buchholz@va.gov. Faxed proposals will be accepted. Closing date for receipt of Revised or New proposals is February 20, 2009, 2:00 PM CT.
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