SOLICITATION NOTICE
V -- HOTEL ACCOMMODATIONS AND CONFERENCE SERVICES
- Notice Date
- 11/24/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- CLEVELAND BUSINESS CENTER;VA MEDICAL CENTER;10000 BRECKSVILLE ROAD;BRECKSVILLE, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-10-RP-0036
- Response Due
- 11/30/2009
- Archive Date
- 1/29/2010
- Point of Contact
- LINDA STARKSEVENT MANAGER/CONTRACTING OFFICER
- E-Mail Address
-
POC email address
(linda.starks1@va.gov)
- Small Business Set-Aside
- N/A
- Description
- Description:This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services, located: 1st Choice; Washington, DC Metro Area; (listed in order of preference). Request for Proposal VA-777-10-RP-0036 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 2005-37 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7.0 million. This BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is: February 21 25, 2010 (approximately 60 sleeping rooms and the required meeting space must be housed in the same facility). The Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of HSM Core 3 and GHATP VACO Orientation. The hotel shall accommodate 60 sleeping rooms (based on the timeframe), shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Government Per diem rate ($207) or lower for selected 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 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, menus. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration website (www.ccr.gov). Offers proposing facilities that are not listed will be rejected as non-responsive. 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 120 attendees with the following needs: 0001: Hotel Lodging- (1a) Sleeping rooms: 5 participants will check in on Saturday, February 20, 2010, checkout on Thursday, February 25, 2010. 10 participants will check in on Sunday, February 21, 2010, checkout on Thursday, February 25, 2010 45 Participants will check in on Monday, February 22, 2010, checkout on Thursday, 25, 2010. Would like per diem rate available 3 days prior and 3 days after conference dates. 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. 0002: One (1) Meeting Space: One (1) General Session Room to accommodate 20 people set U-Shaped is needed from Sunday, February 21 Monday, February 22, 2010. 0002AA: One (1) General Session Meeting Room needed Tuesday, February 23 - Thursday, Thursday, February 25, 2010 (must be on 24-hr basis), to accommodate 75 people set in rounds of 6 per table, without pillars and 15 ft or greater ceiling, Set up for General Session Room will start on Monday, February 22, 2010 at 6:00pm or earlier; room must be large enough to accommodate a head table for 6 people and standing lectern in the front of the General Session room on a Riser with plenty of room for audiovisual equipment (rear screen projection anticipated) and a staff table in back of room with 4 chairs.. 0002AB: Registration to be set-up outside or in close proximity of the General Session meeting room beginning at 6:00am on Tuesday, February 23, 2010 and ending at 5:00pm on Thursday, February 25, 2010 (must be on 24-hour basis). 0002AC: Registration to be setup outside or in close proximity of the General Session room beginning at 11:30am on Sunday, February 20 and ending at 4:30pm Monday, February 21, 2010.) 0002AD: One (1) secured Breakout Room for office/meeting materials storage from Sunday, February 20 Thursday, February 25, 2010 (on 24-hr basis); 0003: Anticipate light refreshments for morning and afternoon breaks for 75 people on Tuesday, February 23 Thursday, February 25, 2010, please provide menus. The Department of Veterans Affairs Procurement Policy will not guarantee a minimum amount of food and beverage revenue. 0004: Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. Prefer hotel location to be within 4 blocks of Veterans Affairs Central Office located at 810 Vermont Ave or one block or less to Metro station on the Orange or Blue lines (direct access to the VACO/McPherson Metro Station). 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. Note: Federal Government reserves the right to hire an outside AV company without any penalties incurred as part of the Fair Practice Procurement regulations. 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). 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. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. 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): Item 1. Size, quality of services, and accommodations. Item 2. Location. Item 3. Experience with large conferences, Item 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 232-10 Availability of Funds for the Next Fiscal; 52.233-2 Service of Protest (Sep 2006); VAAR 852-233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852-233-71 Alternate Protest Procedure (JAN 1998) 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. 52.232-19 Availability of Funds for the Next Fiscal Year. As prescribed in 32.705-1(b), insert the following clause in solicitations and contracts if a one-year indefinite-quantity or requirements contract for services is contemplated and the contract (a) is funded by annual appropriations and (b) is to extend beyond the initial fiscal year (see 32.703-2(b)): AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this contract beyond December 18, 2009. The Governments obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond _December 18, 2009, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of clause) Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manager/Contracting Officer, Department of Veterans Affairs, Employee Education System, 950 22nd Street North, Suite 500, Birmingham, AL 35203. Phone 205-731-1812 x-321, Fax 205-731-0320, or email linda.starks1@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Monday, November 30, 2009 at 4:00PM CT.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0036/listing.html)
- Record
- SN02011130-W 20091126/091124235954-110fbd75b6ef55ca3cbd70ff9135c635 (fbodaily.com)
- Source
-
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