SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 12/9/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-10-RP-0039
- Response Due
- 12/17/2009
- Archive Date
- 2/15/2010
- Point of Contact
- Robin WilsonEvent Manager/Contract Officer
- E-Mail Address
-
POC email address
(robin.wilson@va.gov)
- Small Business Set-Aside
- N/A
- Description
- DescriptionPatient Safety Trainings May 24-28, 2010 VA-777-10-RP-0039 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 Washington DC Metro area. Request for Proposal VA-777-10-RP-0039 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 2005-36 Effective September 10, 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 May 24-28, 2010. An estimated 155 (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 4 training conferences, back to back and overlapping, on the topic of Patient Safety Training. This solicitation is for four back to back training sessions. The hotel shall accommodate 155 sleeping rooms (peak night), checking in Sunday, May 23, 2010 checking out Thursday, May 27, 2010 and Friday, May 28, 2010; 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 180 attendees with the following needs: Part A: Hotel Lodging estimate 540 sleeping room nights for participants arrival on Sunday, May 23, 2010, checking out Thursday, May 27 and Friday, May 28, 2010. (Estimated Pattern/totals per night: Sunday= 25; Monday=105; Tuesday=155, Wednesday=155, Thursday=90; Friday=10 possibly will stay over. Note that some students will attend one session or may attend up to all 4 sessions. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Washington DC ($226). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Reservation Cut off date shall be May 3, 2010. Part B: MEETING SPACE REQUIRED: All meeting space to be held on a 24-hour basis beginning on Sunday, May 23, 2010. Room without pillars and 12-ft or greater ceiling for general sessions. AV setup Monday, starting at 7:00am, through Friday at 5:00pm (24-hour hold). Actual conference starting Monday, 12:00 pm thru Friday at 4:00 pm. Registration Area starting on Monday, May 24th. Two 6 ft skirted tables, 4 chairs plus two skirted tables against wall behind registration tables for conference materials; telephone with in-house access only, and wastebasket. Need separate registration areas for each of the 4 meetings. Storage: Lockable office/storage room large enough for small faculty meetings of up to 15 people plus storage of conference materials must be available May 23 through May 28, 2010 at the conclusion of conferences. Keys must be provided to 3-4 staff members designated by Department of Veterans Affairs event manager. General Sessions: Meeting #1, Curriculum Workshop (May 24-25): Set up on Sunday, May 23, no later than 12:00 noon. Meeting room to accommodate a total of approximately 75 ppl in crescent rounds of 6 ppl each with a podium /head table in the front of the room. Room should be sufficient large to accommodate 6-8 skirted tables at rear of room for human-factors museum. If this cannot be accommodated in meeting room, space for human factors museum must be immediately next door to meeting room. Space for audio visual cameras on riser in rear of room, staff table for 5 faculty in rear of room. Meeting #2, Research Conference, (May 26-27): Same setup as Curriculum Workshop above set for 75 attendees at crescent round tables of 6 ppl each, with a podium / head table in the front of the room.. Need sufficient space in room for fifteen (15) 4x6 free-standing, double-sided poster boards. If this cannot be accommodated in meeting room, space for human factors museum must be immediately next door to meeting room. Space for audio visual cameras on riser in rear of room, staff table for 5 faculty in rear of room. Meeting #3, Patient Safety Improvement/RCA, (May 25-27): Set in crescent rounds of 6 for a total of 90 ppl. Room should be large enough to accommodate rear-screen projection as well as 2-4 skirted tables with chairs for 8 faculty in back of room. Breakouts: Two (2) breakout rooms needed for this group on Thursday, May 27, 8:00 am 4:30 pm. Set 4 tables with 8 chairs each for 32 people. Meeting #4, HFMEA, (May 28): Set in crescent rounds of 6 for a total of 90 ppl. Room should be large enough to accommodate rear-screen projection as well as 2-4 skirted tables in back of room for faculty with 8 chairs. 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 near a metro stop 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 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. AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this solicitation 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. 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 and other documents is Thursday, December 17, 2009 at 12:00 PM (NOON) PST.
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- Record
- SN02019663-W 20091211/091209234337-d2da7e641727fdcdfed254bdb5e0d671 (fbodaily.com)
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