SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space & Hotel Services
- Notice Date
- 3/20/2009
- 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-0125
- Response Due
- 3/26/2009
- Archive Date
- 5/10/2009
- 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 VA-777-09-RP-0125 (777-09-H131) 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 19 January 2009, FAR FAC 2005-30 effective 15 January 2009and 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: July 20-23, 2009 (approximately 3410 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference entitled National Mental Health Care Transformation and Best Practices. The hotel must accommodate approximately 3410 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 07/19/09 806 sleeping rooms, 07/20/09 866 sleeping rooms, 07/21/09 866 sleeping rooms, 07/22/09 866 sleeping rooms and 07/23/09 - 6 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for Washington, DC (metro area) $165. 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 Requirements: Pre-Conference Sessions July 20, 2009 1.New Local Evidence Based Psychotherapy Coordinators, large spacious room to accommodate 155 ppl set classroom style, will use LCD Projector Package/large screen, will need podium with mic. 2.VISN MH Leaders/Liaisons, spacious room to accommodate 25 ppl set classroom style, will use LCD Projector Package/screen. 3.VISN MH Admin Officers spacious room to accommodate 20 set conference style, will use LCD Projector Package/screen. 4.MIREEC & COE Directors, spacious room to accommodate 40 ppl set classroom style, will use LCD Projector Package/screen and will need podium with mic. 5.MIREEC & COE Educators, spacious room to accommodate 30 ppl set classroom style, will need podium w/mic. 6.SUDS Coordinators, spacious room to accommodate 40 ppl set classroom style, will use LCD Projector Package/screen and will need podium with mic. 7.Psychology Training Council, spacious room to accommodate 80 ppl set classroom style, anticipate use of LCD Projector Package/large screen, podium with mic. 8.MIRECC & COE Fellow Directors, spacious room to accommodate 35 ppl set conference style. 9.Homeless Coordinators & HUD VASH VISN POCs, space room to accommodate 35 ppl set in crescent rounds of six (6), anticipate use of LCD Projector Package/Screen, podium with mic. 10.Primary Care Mental Health Integration Group, spacious room to accommodate 100 ppl set classroom style, anticipate use of LCD Projector/Screen, podium w/mic. 11.Local Recovery Coordinators, spacious room to accommodate 90 ppl set classroom style, anticipate use of LCD Projector Package/Screen, podium with mic. 12.PTSD Mentors, spacious room to accommodate 50 ppl set classroomg style, anticipate use of LCD Projector Package/Screen, podium with mic. 13.RRTP Group, spacious room to accommodate 40 ppl set in crescent rounds of six (6) 14.Facility Disruptive Behavior & Violence Prevention Committees, spacious room to accommodate 50 ppl set classroom style, anticipate use of LCD Projector Package/Screen, podium with mic. 15.MIRECC & COE AOs, space room to accommodate 24 ppl set in crescent rounds of six (6), anticipate use of LCD Projector Package/Screen, podium with mic. (Group will require internet connection.) 16.**MHRRTP Mentors, space room to accommodate 20 ppl set conference style (evening session) 4pm-8pm All space for Pre-Conference Sessions are to be set/available at 1pm on Sunday, July 19, 2009 and to remain same through 6pm on Monday, July 20, 2009 unless noted (**). Poster Session room large, spacious room to accommodate thirty (30) double sided, free standing poster boards (4 x 8) with flow for 900. Poster session room is to be set/available at 7am on Tuesday, July 21, 2009 and to remain same thru 8pm on July 21, 2009. Lockable Office/Conference Material Storage room room large enough to accommodate storage of conference materials and six (6) staff, set conference style, to include house phone, water service and two (2) waste receptacles, this room is to be set/available at 1pm on July 19, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 3pm on July 23, 2009. Lockable Storage for AV Equipment room to accommodate storage of AV equipment/cases. AV equipment storage room is to be available beginning at 10am on July 19, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 5pm on July 23, 2009. Registration Area registration area is to be set up outside/adjacent to general session room, we will utilize three (3) separate registration areas in foyer, U-shape with seating for three (3) at each to include skirted table behind to hold conference materials, water station and waste receptacles. Registration area is to be set/available at 3pm on July 19, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 1:30pm on July 23, 2009. Speaker Ready Room room to accommodate ten (10) ppl set conference style with water service, this room is to be set/available beginning at 5am on July 21, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 12pm on July 23, 2009. General Session Room large spacious room with unobstructed view (no pillars) to accommodate 900 ppl set theatre style with panel table on riser with seating for four (4), to include standing lectern/mic, will use dual screens and LCD Projector package. Room is to be set/available at 1pm on July 20, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 1pm on July 23, 2009. Breakout Rooms (8) in addition to the general session room this group will require eight (8) breakout rooms, each room must be large enough to accommodate 100 ppl set theatre style to panel table on riser with seating for three (3), standing lectern w/mic and reserved faculty table in front of room with seating for three (3), rooms are to be set/available at 5am on July 21, 2009 and to remain same (24 hour hold) thru conclusion of conference, approximately 12pm on July 23, 2009. Informatics Group large, spacious room to accommodate 100 ppl set classroom style and 50 computer stations/laptops. Panel table on riser with seating for three (3) to include standing lectern/mic. Room is to be set available at 5am on July 21, 2009 and to remain same (24-hour hold) thru conclusion of conference, approximately 12pm on July 23, 2009. Part C: Anticipate light refreshments July 20-23, 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 VA-777-09-RP-0125 (777-09-H131) 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 Thursday, March 26, 2009, at 1pm CST.
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