Loren Data's SAM Daily™

FBO DAILY ISSUE OF JUNE 20, 2009 FBO #2763
SOLICITATION NOTICE

X -- Lease of hotel conference training space

Notice Date

6/18/2009
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs, Oklahoma City VAMC, Department of Veterans Affairs Medical Center, Department of Veterans Affairs; Oklahoma City VA Medical Center; 921 N.E. 13th Street; Oklahoma City OK 73104-5007
 

ZIP Code

73104-5007
 

Solicitation Number

VA-256-09-RP-0298
 

Response Due

6/25/2009
 

Archive Date

7/5/2009
 

Point of Contact

Beverly KimballContract Officer<br />
 

E-Mail Address

Contract Specialist
(beverly.kimball@va.gov)
 

Small Business Set-Aside

N/A
 

Description

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services, located in the southern metropolitan Oklahoma City, OK area. Request for Proposal VA-256-09-RP-0298 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, will be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor 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. The Departmentof Veterans Affairs does not indemnify contractors for services provided on behalf of the Government, nor do we procure insurance on behalf of the Government as we are a self-insurer. Therefore, any facilities requiring the Department of Veterans Affairs to maintain liability insurance will be deemed non-responsive. (Again, 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 FAR FAC 2005-05 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million respectively. This FedBizOp announcement/solicitation is solicited unrestricted and includes a soliciation package that will be issued. The Period of Performance for this requirement is: Tuesday, October 20, 2009 thru Wednesday, October 21, 2009 An estimated 3 sleeping room nights to accommodate anticipated speakers and the required meeting space MUST be housed in the same facility. The Department of Veterans Affairs (DVA), is sponsoring a training conference for its designated employees and participants. REQUIREMENTS: The hotel shall accommodate approximately 3-4 sleeping room nights and shall provide all requirements specified for conference needs as listed below. Lodging rates MUST be within the Government Per Diem rate (or lower) of $45/night (currently) for the southern region of Oklahoma City, OK either in Oklahoma or Cleveland county areas preferred. A response to requirements listed below shall be submitted on letterhead and shall address all requirements listed in a separate technical proposal. A hotel contract 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, AV equipment, and accessibility to nearby restaurants. Facility must have convenient access to the Interstate and be located within 10-15 minutes of the Oklahoma City Airport with a minimum of 20 minutes or more traveling distance away from the Oklahoma City Medical Center in Oklahoma City. 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, conferences, 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. 12101 et. Seq.). Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The purpose of the conference is to conduct Government business for Department of Veterans Affairs employees as a Federal entity, and, as such, we are tax exempt from State and local taxation. Facility shall provide tax exempt forms to all Department of Veterans Affairs employees and participating guests for use while participating in this conference. The hotel facility shall accommodate an estimated 90 attendees with the following needs: Part A: Hotel Lodging 3-4 sleeping room nights for guest participants arrival checking in on Tuesday, October 20th and checking out on Wednesday, October 21st. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for southern Oklahoma City, OK metro area. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Tuesday, 10/20 3-4 sleeping rooms Part B: One (1) General Session Meeting Room needed on Monday, October 19th for possible AV set up. Conference to start on Tuesday, October 20th at 8:00am and ending Wednesday, October 21st at 5:00pm to accommodate 90 people in Crescent Rounds of 6, without pillars and 9-ft. or greater ceiling (1700 square feet or larger with enough room for Rear-Screen AV equipment, panel table up front, and a Podium). Must be available 24-hours. Part C: (1a) Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. (1b) Proposal must indicate whether the hotel agrees to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the Fair Practice Procurement Regulations. AWARD CRITERIA: 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 completed solicitation package, cost and technical proposals, hotel contract and descriptive literature. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor 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 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.) CLAUSES INCORPORATED BY REFERENCE: 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; 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. PROPOSAL REQUESTS: All requests for a solicitation package must be submitted in writing to Beverly.Kimball@va.gov. Please include with your completed solicitation package all price, descriptive literature, technical proposals, and a full Hotel contract. Completed proposals and informational materials shall be due no later than close of business, or 4:30pm CST on Thursday, June 25, 2009.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/OCVAMC635/OCVAMC635/VA-256-09-RP-0298/listing.html)
 

Place of Performance

Address: Department of Veterans Affairs Medical Center;921 N.E. 13th;Oklahoma City, OK<br />

Zip Code: 73104<br />
 

Record

SN01848975-W 20090620/090618235205-276545f2ee6622c728685987cd2d5fcd (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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