SOLICITATION NOTICE
V -- Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 3/12/2009
- 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-0079
- Response Due
- 3/18/2009
- Archive Date
- 5/17/2009
- Point of Contact
- DEBORAH PALMERCONTRACTING 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 the following city:Baltimore, MD. Request for proposal VA777-09-RP-0079 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 announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-24, effective Feb. 28, 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million. 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 April 27-May 1, 2009 (sleeping room nights and required meeting space.). Department of Veterans Affairs, Employee Education System (EES) is sponsoring two training conferences HR Professional Training April/ May 2009. The hotel must accommodate approximately 44 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. 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 and square footage, 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 locations: Baltimore, MD and must accommodate attendees with the following needs: Part A: Hotel Lodging April 27-May 1, 2009 Sunday 4 sleeping rooms, Monday 40 sleeping rooms and Tuesday 40 sleeping rooms. Wednesday 40 sleeping rooms. Thursday 40 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for Baltimore, MD ($157). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1) (a) Lockable office/storage room, large enough for small meetings plus storage for conference materials, room must be available at 1pm on Sunday and on 24-hour hold through conclusion of conference, approximately 1:30pm on Friday. (b) Registration area is to be set up near/adjacent to general session room 2 (6) 6 tables skirted with two (2) skinny tables behind for conference materials, two (2) chairs and two waste receptacles. Registration area is to be set up/available by 10am on Monday and to remain same through conclusion of conference, approximately 1:00pm on Friday. (c) Meeting Space: General Session Room *spacious, square shape room required* - room large enough to accommodate 45ppl set in classroom style seating, (2 people per 6 table), reserved faculty table in front of room with seating for four (4), and staff table in back of room with seating for (4). (**Room must be large enough to accommodate LCD Projector package (to include LCD projector, screen, AV cart, multi-plug extension cord and audio sound system) and two (2) flipchart packages (easel, markers and post-it type flip chart paper). Room is to be set/available at 8 am on Monday, and on 24-hour hold thru conclusion of conference, approximately 1:00pm on Friday. (*All required meeting space is to be on 24-hold.) Part C: Anticipate light refreshments Monday - Friday. 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 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. 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 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 price, descriptive literature, technical proposals, and hotel contract to: Deborah Palmer, Event Manager/Contracting Officer EES, 810 Vermont Ave, NW, Washington, DC 20420, Phone (202) 461-4062 FAX (202) 501-3462 or Email: Deborah.Palmer3@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, March 18, 2008, at 10am EST.
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