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-0181
- Archive Date
- 6/19/2009
- 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-0211
- Award Date
- 6/4/2009
- Awardee
- BOSTON PARK PLAZA HOTEL & TOWERS;20 PARK PLAZA;BOSTON;MA;021164303
- Award Amount
- 11,447.20
- Description
- DescriptionProlonged Exposure June Training June 16-19, 2009 VA-777-09-RP-0181 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 San Antonio TX or Kansas City MO area. Request for Proposal VA-777-09-RP-0181 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 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 June 16-19, 2009. An estimated 43 (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 a training conference on the topic of Prolonged Exposure Therapy (PE) June1 Training. The hotel shall accommodate 43 sleeping rooms (peak night), checking in Monday, June 15, 2009, checking out Friday, June 19, 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 45 attendees with the following needs: Part A: Hotel Lodging estimate 176 sleeping room nights for participants arrival on Monday, June 15, 2009, checking out Friday, June 19, 2009 or some possibly Saturday, June 20, 2009. (Pattern/totals per night: Monday=43, Tuesday=43, Wednesday=43, Thursday=43, possible Friday=5). Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for San Antonio TX ($117) or Kansas City MO ($107). 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, June 16 at 8:00am, thru Friday, June 19, 4:00pm (24-hour Hold) to accommodate 40 ppl in classroom set. Standing lectern with one long rectangular table for panel, with seating for 3. Tables with seating for 3 in rear of room for faculty. Room without pillars and 13-ft or greater ceiling. AV setup Monday, starting at 3:00pm, through Friday at 4:00pm (24-hour hold). Actual conference starting Tuesday, 8:00am thru Friday at 4:00 pm. 2) REGISTRATION Area starting at 6:00pm on Tuesday, June 16, 7:00 am thru Friday, June 19 at 4:00 pm (24-hour hold). Registration -2 skirted tables with four (4) chairs plus one skirted table against wall behind registration table for conference materials, 2 waste receptacles, water service. 3) TWO (2) Breakout sessions per day on June 16-19 and 5, 9:00 5:00 pm 2 rooms for 25 people each, classroom, podium with mic and small table for 2 people in front of room. 4) ONE Separate room for speaker ready room or materials storage for duration of training. 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. 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 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 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 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 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 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 Thursday, May 7, 2009 at 4:00 PM PDT
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