SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space & Hotel Services
- Notice Date
- 3/10/2009
- 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-0113
- Response Due
- 3/13/2009
- Archive Date
- 4/27/2009
- Point of Contact
- Kimberley KapicaContracting Officer/Event Manager<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 Washington, DC (Metro Area). Request for proposal 777-09-H123 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. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-29, effective January 19, 2009 & FAR FAC 2005-30 effective January 15, 2009 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7million. The BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is May 5-7, 2009 (approximately 285 sleeping room nights and required meeting space.). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference Primary Care Leadership Conference. The hotel must accommodate approximately 285 sleeping room nights (based on timeframe), 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 rate or lower for the area. A response to requirements listed below 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, conference, 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. 12010 et. seq.). The hotel facility is to be located in Washington, DC (Metro Area) and must accommodate attendees with the following needs: Part A: Hotel Lodging 05/04/09 95 sleeping rooms, 05/05/09 85 sleeping rooms and 05/06/09 95 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for Washington, DC ($209). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1) (a) Meeting Space: General Session - spacious room large enough to accommodate 110 people set in half rounds of six (6) each to include standing lectern/mic, faculty table in front of room with seating for four (4), reserved staff table in rear of room with seating for three (3). (Will use LCD Projector package, please ensure room is large enough to accommodate all attendees etc.) Room is to be set/available at 7pm May 4, 2009 and on 24-hour hold thru approximately 2:00pm on May 7, 2009. (1) (b) Registration area: registration area is to be set up outside of general session meeting room, U-shape with seating for two (2) to include internet access, waste receptacle and water service. Registration area is to be set up/available at 12noon on May 4, 2009 and to remain same (24-hour hold) through conclusion of conference, approximately 2:00pm on May 7, 2009. (1) (c) Lockable Office/Storage room: lockable office/storage room with conference seating for four (4), office/storage room is to be set/available at 12noon on May 4, 2009 to remain same (24 hour hold) thru conclusion of conference, approximately 2:30pm on May 7, 2009. (1) (d) Breakout Rooms (3) breakout rooms, in addition to the general session room this group will require three (3) breakout rooms, each room is to be set in half rounds of six (6) each for a total of 30 to include space to accommodate LCD projector package w/screen & standing lectern w/mic, breakout rooms are to be set/available at 5am on May 5, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 12noon on May 7, 2009. Part C: Anticipate light refreshments May 5-7, 2009. Please provide menus and pricing. ***The Federal Government policy does not permit a guaranteed amount of food and beverage revenue.*** Part D: Location Requirements: 1. Facilities that are located in the downtown/metro area will receive the highest consideration as these are the most desirable location/area for this event. 2. Variety of restaurants within walking distance (not to exceed 3 normal blocks) in safe area. 3. Walking distance in safe area or complimentary shuttle to nearby eating facilities. 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 777-09-H123 shall remain valid for thirty (30) 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). 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 separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, 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://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 FAR 52.212-3 Offeror Representations and Certification along with his/her 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 52.212-3. Submit all prices, descriptive literature, technical proposal, and a completed hotel contract to: Kimberley Kapica, CGMP Event Manager/Contracting Officer Department of Veterans Affairs - EES (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 2334 FAX (562) 826-5453 or 5785 Email: Kimberley.kapica@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, March 13, 2009, at 10am CST.
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