SOLICITATION NOTICE
V -- Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 10/27/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Employee Education System;Contracting Office Bldg. #50;#1 Jefferson Barracks Drive;Saint Louis, MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-10-RP-0017
- Response Due
- 10/30/2009
- Archive Date
- 12/29/2009
- Point of Contact
- Barbara GambleEvent Manager/Contracting Officer
- E-Mail Address
-
POC email address
(Barbara.Gamble@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 in the Reno/Sparks, NV area. Request for Proposal VA-777-10-RP-0017 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. 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 2005-37 effective October 14, 2009, and VAAR 97-10. NAICS Code 721110 or 721120, and the small business size standard is $7 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is May 2-7, 2010 (approximately 4,550 sleeping room nights and the required meeting space must be housed in the same facility). Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of Readjustment Counseling. The hotel shall accommodate 4,550 sleeping room nights (based on the timeframe), shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be at or below the Federal Government Per diem rate or lower for the Reno/Sparks area. A response to requirements listed below shall be submitted on hotel letterhead and shall 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 proposing 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 shall accommodate an estimated 1,500 total attendees with the following needs: Part A: Hotel Lodging- Sunday, May 2, 750 sleeping rooms; Monday, May 3, 750 sleeping rooms; Tuesday, May 4, 1500 sleeping rooms; Wednesday, May 5, 750 sleeping rooms; Thursday, May 6, 750 sleeping rooms; and Friday, May 7, 50 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Meeting Space: (1) General session room must be available Sunday (proposed set-up day) through Friday (must be on 24 hour hold beginning at noon Sunday) to accommodate 750 people set in classroom style, without pillars and 15 ft or greater ceiling. PLEASE NOTE that on Wednesday, May 5, general session should accommodate 1,500 people, preferably classroom style; however, a mixture of classroom and theater style seating will be acceptable if necessary. Room must be large enough to accommodate classroom seating with middle and side aisles, rear screen projection, riser in front of room, with wheelchair ramp, to accommodate standing podium, head table for 8 ppl, and U.S. and VA flags (to be furnished by Dept of Veterans Affairs). Set up for General Session may begin early Sunday afternoon. (2) Five (5) breakout rooms without pillars are needed Monday-Friday to accommodate approximately 150 people each set in classroom style with riser in front of room (must be on 24 hold beginning on Sunday.). Set-up for these breakout rooms may begin Sunday afternoon. (3) Two (2) rooms are needed Sunday-Friday for office and storage. They must be lockable and approximately 4 keys per room furnished to event manager on Sunday. (4) One (1) board room needed Sunday-Friday for ad hoc meetings/consultations. (5) Poster Displays: Room large enough to accommodate approximately 75-100 table-top displaysskirted tables to be provided by hotel. Poster display room is needed starting on Sunday (to begin set-up) through Friday. (6) Registration: Early registration will be held on Sunday afternoon/eveningtime to be determined. Registration should remain set up through the conclusion of the conference. Registration area is to consist of four (4) skirted tables with 8 chairs in addition to four (4) skirted tables against wall behind registration tables (to accommodate registration materials). Registration should be in foyer area outside general session room. NOTE: All meeting and related space is to be held on a 24-hour basis beginning on Sunday and ending approximately 1:00 pm on Friday. Part C: Anticipate light refreshments for morning and afternoon breaks for numbers of people indicated each day above. Please provide menus. Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1. Other requirements: must be within walking distance (not to exceed 4 city blocks) of a variety of restaurants and shops in a safe area. (2) Proposal must indicate whether the hotel agrees to the right of VA 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. Note: Federal Government reserves the right to hire an outside AV company without any penalties incurred as part of the Fair Practice Procurement regulations. (3) 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. 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: FAR 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); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance): 1. Size, quality of services, and accommodations. 2. Location. 3. Experience with large conferences, and 4. Price, cost for accommodations, services, cancellation fee, attrition and refreshments. Size, quality of services, accommodations, location and experience with large conferences, when combined, are more important than price); FAR 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; FAR 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; FAR 232-19, Availability of Funds for the Next Fiscal; 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 price, descriptive literature, technical proposals, and Hotel Contract to: Barbara Gamble Event Management Coordinator/Contracting Officer Department of Veterans Affairs, Employee Education System 950 22nd Street North, Suite 500, Birmingham, AL 35203 Phone 205-731-1812 x-301 Fax 205-731-1821 E-mail barbara.gamble@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, October 30, 2009, 4:00 p.m. Central Time.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0017/listing.html)
- Record
- SN01992523-W 20091029/091027234426-242f03c4cb268a33d6e248a14cbb1f4e (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |