SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space, and Hotel Services
- Notice Date
- 12/2/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721120
— Casino Hotels
- Contracting Office
- Cleveland Business Center;10,000 Brecksville Road;Building 3;Brecksville, OH 44141
- ZIP Code
- 44141
- Solicitation Number
- VA-777-10-RP-0003
- Response Due
- 12/9/2009
- Archive Date
- 2/7/2010
- Point of Contact
- Elizabeth BuchholzEvent Manager/Contracting Officer
- E-Mail Address
-
POC e-mail address
(Beth.Buchholz@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 located in one of the following geographic areas: Las Vegas, NV, Dallas, TX or Nashville, TN. Hotels connected or located near a mall in any of these cities are highly desirable. Request for Proposal VA-777-10-RP-0003 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 November 13, 2009 and VAAR 97-10. NAICS Code 721110 or code 721120 and the small business size standard is $7 million, respectively. This eCMS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be the following dates, May 16-21, 2010 first choice dates; May 23-29, 2010 2nd choice dates; August 29-Sept 3, 2010 2nd choice dates or May 09-14, 2010 4th choice dates. No other dates will be considered. An estimated 650 (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 2010 Chief Business Office (CBO) Conference. The hotel shall accommodate 650 sleeping rooms (peak nights based on the timeframe), with majority of attendees checking in Monday of the week with approximately 250 of the group checking out on Thursday of the week, the remaining majority of the group checking out on Friday of the week and the final group checking out on Saturday of the week and 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 or lower for the area. 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 700 attendees with the following needs: Part A: Hotel Lodging: 650 sleeping rooms required for participants arrival on Monday of the available week and group finally checking out on Saturday of the week. (Pattern/totals per night: Sunday=15, Monday=650, Tuesday=650, Wednesday=650, Thursday=400, Friday=25, Saturday=Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government seasonal per diem (or below) rate of $118/$109 for Las Vegas-first choice location; rate of $117.00 for Dallas, TX-second choice location or the rate of $119.00 for Nashville, TN-third choice location. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: Meeting Space Item 1) ONE General Session to be available on 24 hour hold starting at 6:00 am Monday until at Thursday at 8:30 pm. Set in classroom style seating for 700 people plus 1 or 2 aisles in the center and 2 side aisles plus space for rear screen projection of 2 screens, stage riser with handicap ramp to accommodate podium with head table for 6-8 people, AV technician booth, camera with operator on platform. An additional two six ft tables for in the rear of the room designated as reserved for staff is also needed. No less than. 14,200 square feet or larger room with no pillars needed. Item 2) Breakout Rooms: Eight (8) breakouts needed. These rooms are needed in addition to the General Session mtg room (total of 9 meeting rooms combined). These eight (8) Breakout rooms are needed on a 24-hour basis from 12:00 pm on Monday (AV and room set-up) until 5:30 pm on Thursday. 3 breakout rooms should be able to accommodate not less than 75-100 people in classroom style seating plus AVs and head table with podium approx. 1500 or larger per room. Five breakout rooms will need to accommodate no less than 100-125 attendees set in classroom seating with one center aisle and aisles on sides plus a head table and podium plus space for audiovisuals-front screen projection. Each of these five (5) breakout rooms should be no less than 1800 sq ft without pillars to obstruct the view. Item 3) Poster Session needed on a 24 hour basis starting on Monday at 12:00 pm for poster display boards set-up through Thursday at 4:00 pm- preference for this to be in the same room/area as the General Session room or the breakout rooms. Area needs to be able to accommodate no less than twenty (20) table top poster displays plus free standing poster display boards (8 x 8) behind the tables placed so that attendees may freely move around the displays. Area of approx. 3200 sq ft or greater with no less than 9-10 ft ceiling needed. Item 4) Registration Area/Desk starting on Monday at 8:00 am (set-up) through Thursday- last day of meeting at 6:30 pm (6 - six ft skirted tables, 7 chairs, 2-3 trash can). This area must be internet connation capability plus electrical outlets/power to accommodate 5 laptop computers and printers. Preference of location for this registration is outside or nearby the General Session room doorway. Item 5) Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10-15 and placed on a 24 hour hold beginning Monday at 8:00 am until 7 pm on Thursday. This room will need to be re-keyed to allow access by designated meeting staff only. Item 6) Faculty Preparation Room - Room should be located near general session room. This room is needed beginning at 8:00 am on Monday until 4 pm on Thursday and should be able to accommodate AV equipment and tables for 5-6 in conference style with electricity capability for several pieces of AV equipment and a direct call out phone line capability for connection to computer server. Part C: Anticipate Light refreshment for morning and afternoon breaks for Tuesday through Thursday during event times, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements: Item 1) Hotel location must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) in a safe area or by complimentary hotel shuttle service to restaurants. 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. 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. 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 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 offer/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: Elizabeth Buchholz, CGMP; Event Manager/Contracting Officer; Department of Veterans Affairs; Employee Education Center; 950 22nd Street North Suite 500; Birmingham, AL 35203-5300 ; Phone (205) 731-1812, Ext. 305; Fax (205) 731-1821 or 1820, or email Beth.Buchholz@va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, December 09, 2009 at 2:00 pm CT.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0003/listing.html)
- Record
- SN02015296-W 20091204/091203000443-f96f859953243f9dc8144aebbba807eb (fbodaily.com)
- Source
-
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