AWARD
V -- Hotel accommodations, conference space and hotel services.
- Notice Date
- 9/16/2009
- Notice Type
- Award Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-09-RP-0212
- Archive Date
- 6/30/2009
- Point of Contact
- Robin WilsonEvent Manager/Contract Officer
- E-Mail Address
-
POC email address
(robin.wilson@va.gov)
- Small Business Set-Aside
- N/A
- Award Number
- VA777-P-0242
- Award Date
- 6/15/2009
- Awardee
- PHF II DENVER LLC;3801 QUEBEC ST;DENVER;CO;802071629
- Award Amount
- 1,317.00
- Description
- DescriptionPrevention Forum and Weight Management July 20-24, 2009 Denver CO VA-777-09-RP-0212 This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in downtown (or within 3-city blocks of restaurants) of the Denver CO (1st choice) or Salt Lake City areas. Request for Proposal VA-777-09-RP-0212 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. 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 2005-31, Effective 20 Apr 2009 & Fac 2005-32, Effective 31 Mar 2009, and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7M, respectively. This BOS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be July 20-22 and July 22-24, 2009. These are two separate programs back to back. The faculty will be the same for both but there will be two sets of attendees. These have been designated as HEALTHY meetings. An estimated 82 (peak night) sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring two training conferences on the topics of Prevention Forum and Weight Management. The hotel shall accommodate 82 sleeping rooms (peak night), checking in Monday, July 20, 2009, checking out Friday, July 24, 2009; and shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates MUST be within or lower than the Government Per Diem rate for the area and non-commissionable. A response to requirements listed 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, 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.). The hotel facility must accommodate an estimated 90 attendees with the following needs: Part A: Hotel Lodging estimate sleeping room nights for participants arrival on Monday, July 20, 2009, checking out Wednesday and the second group checking in Wednesday, July 22, 2009, checking out Friday July 24, 2009. (Estimated Pattern/totals per night: Monday=82, Tuesday=82, Wednesday=82, Thursday=82, Friday possibly 2 will stay over. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Denver CO ($149) or Salt Lake City UT ($102). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: 1) ONE LARGE General Session Meeting Space for Tuesday, July 21 at 8:00am, thru Friday, July 24, 1:00pm (24-hour Hold) to accommodate 90 ppl in Classroom style. Standing lectern and panel table with seating for 4 on riser in the front of the room, stairs with handrails on riser. Table with seating for 2 in rear of room for faculty. Room without pillars and 12-ft or greater ceiling. AV setup Monday, starting at 2:00pm, through Friday at 1:00pm (24-hour hold). Actual Prevention conference starting Tuesday, 8:00am thru Wednesday at 1:00 pm. Actual Weight Management conference starting Thursday, 8:00am through Friday at 1:00 pm. 2) REGISTRATION Area outside of general session starting at 5:00pm on Monday, July 20 thru Friday, July 24 at 1:00 pm (24-hour hold). Registration 3 skirted tables with four (4) chairs plus two skirted table against wall behind registration table for conference materials, 2 waste receptacles, water service. Electrical outlet and internet router required for 3 cad #5 hook ups. 3) ONE room for faculty and storage, set conference style for 12 people, water service, waste receptacles for duration of conference (Monday through Friday). Electrical outlet with internet connection. 4) ONE room for training lunch session with crescent rounds for 5, standing lectern on a riser Tuesday, July 21 and on Thursday, July 23. Location to be near general session room. 5) THREE break out rooms in addition to general session Wednesday, July 22 and Friday, July 24 large enough to hold 25 participants each, set in classroom style, with standing podium and panel table with seating for 2 on a riser in the front of the room. Faculty table in the back of the room with seating for 2. Part C: Anticipate Light refreshments for morning and afternoon breaks. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements: facilities located in the downtown area will receive the highest consideration as these are the most desirable location for this event; must be within walking distance of a variety of restaurants and shops (not to exceed 3 city blocks) in a safe area; Complimentary shuttle to nearby eating facilities and/or airport. Healthy foods must be provided. A map and walking path of 1 and 2 miles must be available.. Proposal must indicate whether the 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 audiovisual company without any penalties incurred as part of the fair practice procurement regulations. All proposals submitted in response to this solicitation 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). The technical proposals will be evaluated for size, quality of services and accommodations, ADA 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 June 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 or Consultant 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 June 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 prices, descriptive literature, technical proposal, and a completed Hotel Contract to: Robin Wilson, CMP, CGMP Event Manager/Contracting Officer Department of Veterans Affairs Employee Education Center, EES 5901 E. 7th Street (OOE), Long Beach, CA 90822. Phone (562) 826-5505, Ext. 2192 Fax (562) 826-5453, or email robin.wilson@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, June 2, 2009 at 4:00 PM PDT
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- SN01956841-W 20090918/090917000011-12f84d8502dbc0af80f23fb3886e0764 (fbodaily.com)
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