SOLICITATION NOTICE
X -- Procurement of Hotel rooms for the Hospital Hoptel program Procurement of Hotel rooms for the Hoptel Program
- Notice Date
- 8/28/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Brecksville Division;Cleveland VA Medical Center;10000 Brecksville Road;Brecksville Brecksville 44141
- ZIP Code
- 44141
- Solicitation Number
- VA250-09-RP-0373
- Response Due
- 9/17/2009
- Archive Date
- 10/17/2009
- Point of Contact
- DARA GREENE10000 BRECKSVILLE ROADBRECKSVILLE, OHIO 44141
- E-Mail Address
-
email address
(dara.greene@va.gov)
- Small Business Set-Aside
- N/A
- Description
- DESCRIPTION: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number VA250-09-RP-0373 is being issued as Request for Proposal (RFP) and the intent is to award an Indefinite Delivery / Indefinite Quantity Service Contract. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-36. This requirement is unrestricted under NAICS Code 721110, Size Standard 6.5M, (SIC 7011). REQUIREMENTS: The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (VAMC), 10701 East Boulevard, Cleveland, Ohio 44106, (hereafter known as the VAMC), is seeking hotel rooms. The VAMC estimates a need for 7 (and up to 13) hotel rooms per night with amenities 365 days a year. (7 rooms per night are guaranteed.) The hotel and parking areas must be in compliance with the American with Disabilities Act. The period of performance shall be from date of award through September 30, 2010 with three (3) one year renewable options. Requirement per room is as follows: Individual sleeping/private rooms with toilet facilities for lodging of the veteran and other VA Medical Center (VAMC) authorized guest(s) (VAMC Lodger). Each room shall be commercially available industry standard furnished 3-Diamond AAA or equivalent. Room amenities include (but shall not be limited to), alarm clock, microwave, on site laundry facilities, two double beds or larger, private bath (sink, toilet, shower/bath tub), wake-up service, basic cable or satellite television, smoke free, and telephone. Daily services shall include, (but shall not be limited to), Daily - cleaning of room, bathroom, bed making, linen change, clean towels, washcloth and bath mat replacement, and soap replenishment, facial tissue and toilet paper replenishment. The room price must include complimentary (free) parking (i.e. standard or handicapped). The hotel must be within the following delineated area: within 10 driving miles from the VAMC as determined by MapQuest (internet) driving mileage from offeror's hotel location to VAMC. Transportation services must be provided by the hotel and available for the veteran/authorized guest to use on an as needed basis. Transportation must be available 24 (twenty four) hours per day 7 (seven) days per week and only for transport to and from the VAMC Cleveland. VAMC will schedule conduct site visits upon receipt of proposals that meet the requirements as stated with in the solicitation. VAMC INSPECTIONS: VAMC reserves the right to conduct on-site health and safety inspections during the performance period of the contract of the contractor's facilities at any time. ROOM ORDERING / MAKING RESERVATIONS / CHECK-IN / CHECK-OUT PROCEDURES: The contractor shall provide flexible check-in and check-out procedures 24/7 to the VAMC Hotel Lodger. Upon VAMC Hotel Lodger check-in, the contractor shall request the veteran present his/her signed VAMC authorization letter which will indicate the name of the VAMC Lodger(s) and length of stay authorized. The signed VAMC authorization letter from VAMC Cleveland is the official authorization to make reservations and order rooms. A copy of this document will be FAXED to the Hotel. The contractor shall verify the identity of the VAMC Lodger(s). The contractor shall maintain a Roster that each VAMC Lodger must sign daily. The Roster shall contain the date, VAMC Lodger's printed name, signature, (if applicable; VAMC authorized guest(s) printed name and signature) and room assignment. The contractor is required to submit to the VAMC a copy of the Roster each Monday for the preceding week. The VAMC e-mail address or fax number to submit Roster shall be provided to the contractor at time of award. MONTHLY INVOICE: Contractor shall email invoices to VA designated representative the 1st day of each month (only), in arrears. Each invoice shall itemize VAMC Lodgers' name and dates lodging was provided. Payment will be made by Credit card per the Prompt Payment Act. LIMIT OF VAMC LIABILITY: The VAMC assumes no liability for damage caused by the veteran or his family. Any expenses incurred by the VAMC Lodger (e.g., to include but not limited to telephone use room service, internet charges, movies, room service, room butler) other than prescribed in the provisions of this contract, shall not be assumed by or the responsibility of the VAMC. The VAMC's liability under this contract is limited to the hotel room rental charge. The contractor shall explain to the VAMC Lodger and their guests' that any expenses and miscellaneous charges are not the liability of the VAMC and not covered by this contract. MINIMUM AND MAXIMUM VALUES: The guaranteed minimum daily number of rooms required under this contract will be 7 (seven) per night. The maximum rooms required by the VAMC will not exceed 13 (thirteen) rooms per night. PRICING AND LINE ITEMS: The daily room rate offered shall include all other charges, (e.g., to include but not limited to parking, state and local taxes). Based upon VAMC requirements the contract may be modified to add additional rooms at the contract rate. The Government reserves the right to cancel at any time if lodging is no longer required at no additional cost to the Government. This contract includes options to extend the period of performance. Refer to the various option clauses for details. The contractor will be provided notice of the VAMC's intent to renew an option within 60 days of expiration of the contract. Line Item No. 0001, BASE PERIOD: Provide seven (7) hotel rooms per night to authorized persons (To include up to thirteen (13) hotel rooms per night / at same rate / at VAMC option.) Seven (7) hotel rooms per night are guaranteed. Period of performance is from date of contract award to September 30, 2010. Unit Price: Room / Night $_____________. Total price (unit price X 7 each per night.) $_________ Line Item No. 0002, FIRST OPTION PERIOD: Provide seven (7) hotel rooms per night to authorized persons (To include up to thirteen (13) hotel rooms per night / at same rate / at VAMC option.) Seven (7) hotel rooms per night are guaranteed. Period of performance is from October 1, 2010 to September 30, 2011. Unit Price: Room / Night $_____________. Total price (unit price X 7 each per night.) $_________ Line Item No. 0003, SECOND OPTION PERIOD: Provide seven (7) hotel rooms per night to authorized persons (To include up to thirteen (13) hotel rooms per night / at same rate / at VAMC option.) Seven (7) hotel rooms per night are guaranteed. Period of performance is from October 1, 2011 to September 30, 2012. Unit Price: Room / Night $_____________. Total price (unit price X 7 each per night.) $_________ Line Item No. 0004, SECOND OPTION PERIOD: Provide seven (7) hotel rooms per night to authorized persons (To include up to thirteen (13) hotel rooms per night / at same rate / at VAMC option.) Seven (7) hotel rooms per night are guaranteed. Period of performance is from October 1, 2012 to September 30, 2013. Unit Price: Room / Night $_____________. Total price (unit price X 7 each per night.) $_________ CONTRACT PROVISIONS AND CLAUSES: FAR 52.212-2 Evaluation-Commercial Items: Award will be made to the offeror determined to be the Best Value to the Government in accordance to FAR 52.212 -2 Evaluation Factors. VA reserves the right to inspect premises that meet the requirements as listed in this solicitation. The following factors shall be used to evaluate offers: (1) Technical capability of the services offered to meet the Government requirement; 1a. Transportation1b. General room requirements1c. Miles from the VA(2) Price; and(3) Past performance; 3a. All contracts performed with in the last three years with contact names, numbers and what type of service was performed. The relative order of importance of the evaluation factors are in descending order of importance.Technical Capability and Price, when combined, are greater than Past Performance. Evaluation may be made with or without discussions with the offeror(s). FAR 52.212-4; Contract Terms and Conditions-Commercial Items. FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (b) The following FAR 52.212-5 clauses are checked by the Contracting Officer and are incorporated by reference into this contract; (1) FAR 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I. (3) FAR 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (if the offeror elects to waive the preference, it shall so indicate in its offer). (7) FAR 52.219-8, Utilization of Small Business Concerns.(11) FAR 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (if the "Small Disadvantaged Business" offeror elects to waive the adjustment, it shall so indicate in its offer).(15) FAR 52.222-3, Convict Labor.(16) FAR 52.222-19, Child Labor-Cooperation with Authorities and Remedies.(17) FAR 52.222-21, Prohibition of Segregated Facilities.(18) FAR 52.222-26, Equal Opportunity.(19) FAR 52.222-35, Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans.(20) FAR 52.222-36, Affirmative Action for Workers with Disabilities.(21) FAR 52.222-37, Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans.(22) FAR 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees(32) FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration. (c) The following FAR 52.212-5 clauses are checked by the Contracting Officer and are incorporated by reference into this contract; (1) FAR 52.222-41, Service Contract Act of 1965, as Amended. (2) FAR 52.222-42, Statement of Equivalent Rates for Federal Hires. (3) FAR 52.222-43, Fair Labor Standards Act and Service Contract Act-Price Adjustment (Multiple Year and Option Contracts). FAR 52.216-18, Ordering. The following dates are inserted into this clause; "Date of award through September 30, 2010". (Please note; if an option year is exercised, this date must be adjusted by modification.) FAR 52.216-19, Order Limitations. The following are inserted into this clause; (a) Minimum order "seven (7) rooms per night", (b) Maximum order. (1) "Thirteen (13) rooms per night at the contract rate"; (2) "thirteen (13) rooms per night at the contract rate" (3) "per night".(d) Delete this statement "unless that order (or orders) is returned to the ordering office within _____ days after issuance". Insert this statement "unless that order (or orders) is returned to the ordering office within "1 hour after receipt of order". FAR 52.216-22, Indefinite Quantity. The following is inserted into this clause; "September 30, 2010". (Please note; if an option year is exercised, this date must be adjusted by modification.)" FAR 52.217-5, Evaluation of Options. FAR 52.217-8, Option to Extend Services. The following is inserted into this clause "The Contracting Officer may exercise the option by written notice to the Contractor within 30 days."FAR 52.217-9, Option to Extend the Term of the Contract. The following are inserted into this clause; (a) "30 days" and (c) "three (3) years and six (6) months." FAR 52.232-18, Availability of Funds; FAR 52.232-19, Availability of Funds Next Fiscal Year. SUBMISSION OF OFFERS: FAR 52.212-1, Instructions to Offerors-Commercial Items. This clause applies to this acquisition with the following changes and addendums: (1) Clause paragraphs (d) Product samples, (e) Multiple offers, and (h) Multiple awards are deleted. (2) Addendums to this clause; FAR 52.215-1, Instructions to Offerors-Competitive Acquisition; FAR 52.215-5, Facsimile Proposals; VAAR 852.233-70, Protest Content; VAAR 852.233-71, Alternate Protest Procedure; and VAAR 852.270-1, Representatives of Contracting Officers. Also, in accordance with FAR 52.212-1(k) - Instructions to Offerors-Commercial Items; contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov. CCR registration shall be completed by the contractor prior to contract award. (3) FAR clauses incorporated by reference in this solicitation may be viewed on the following Internet Web Site - http://www.gsa.gov/far/current/pdr/toc.html#part_52 (4) VAAR clauses incorporated by reference in this solicitation may be viewed on the following Internet Web Site - http://vaww1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm Offerors shall submit their (signed) offer along with a completed copy of the provision at FAR 52.212-3; Offeror Representations and Certifications-Commercial Items. A completed copy of this provision shall be submitted with the offer unless the offeror registers for the Online Representations and Certifications Application (ORCA). The offeror must state in the Offer if ORCA registered. The ORCA internet site is < https://orca.bpn.gov/ >. ORCA is an e-Government initiative that was designed by the Integrated Acquisition Environment (IAE) to replace the paper based Representations and Certifications (Reps & Certs) process. The offer shall show proof that the Contractor's facility is FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at: http://www.usfa.fema.gov/hotel/search.cfm. The offer shall show proof that the Contractor's facility is compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) VAMC INSPECTION: VAMC reserves the right as part of evaluation of Offers to conduct on-site health and safety inspections of offered facilities at any time. All responsible sources that meet the VAMC requirements may respond to this solicitation by submitting a (signed) offer that provides; (1) Documentation (as listed above), (2) Pricing of Line Items and (3) Response to Evaluation Factors. Any offer that does not meet the solicitation requirements as deemed by the Contracting Officer may be rejected as non-responsive. Offers must be signed and submitted on or before 12:00 p.m. (Noon) September 17, 2009 to Dara Greene (Contract Specialist). Hard copies (8) must be submitted by mailing to Dara Greene at Louis Stokes Cleveland VA Department of Veterans Affairs, Acquisition Department 90(C), 10000 Brecksville Road, Brecksville, Ohio 44141. Facsimile copies are not accepted. All offers must provide company (Hotel) name, point of contact information and the VAMC solicitation number. For information contact Dara Greene at 440.526.3030 Ext. 7466.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BreVAMC/VAMCCO80220/VA250-09-RP-0373/listing.html)
- Place of Performance
- Address: LOUIS STOKES CLEVELAND DEPARTMENT OF VETERANS AFFA;10701N EAST BLVD;CLEVELAND, OHIO 44106
- Zip Code: 44106
- Zip Code: 44106
- Record
- SN01931793-W 20090830/090829003612-9872d67a202a6ea7693365fe74475957 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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