SOLICITATION NOTICE
V -- RECOVERY V--Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 1/6/2010
- 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-RQ-0054
- Response Due
- 1/15/2010
- Archive Date
- 3/16/2010
- Point of Contact
- Linda SemeContracting Officer
- E-Mail Address
-
POC email
(Timothy.Pleso2@va.gov)
- Small Business Set-Aside
- N/A
- Description
- Request for Quotation VA-777-10.RQ-0054 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, and Hotel Services located in downtown Washington, DC or adjacent areas to include Crystal City, VA and within three blocks of a Metro stop.This is not a solicitation for Event Planning Services or 3rd party event planning services. VA will not consider a quotation 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 vendor shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-35 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 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 June 13, 2010 through June 18, 2010 (approximately 95 sleeping rooms, and required meeting space). The Department of Veterans Affairs, Leadership VA (LVA) program is sponsoring department-wide leadership development training. The hotel must accommodate 95 sleeping rooms nightly, must provide all requirements specified for conference needs in Parts A, B, C, and D below, and must provide lodging rates within the stated Government Per Diem rate or lower for the area. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract, including Tax ID # and FEMA # shall be submitted with your technical and price 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, menus). To be eligible for award under this solicitation, the hotel facility must 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. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). In accordance with FAR 52.204.7 Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. Offers proposed facilities that are not listed will be rejected as non-responsive. Part A: A total of approximately 515 total room nights in the following sequence: 6/12/106/13/106/14/106/15/106/16/106/17/106/18/10 3595959595955 Hotel Lodging - 95 sleeping rooms for participants check-in on 06/13/10 with checkout on 06/18/10 (approximately 95% of the reserved rooms will check out on 06/18/10). Of these 95, 35 sleeping rooms will be needed for check-in on 06/12/10 and 15 rooms will be needed for check-out on 06/19/10. Rooms must be individual/private-sleeping rooms with toilet facilities at government Per Diem rate for Washington, DC ($226). Payments for Part A shall be the sole responsibility of each participant, to include cancellation fees. Part B: (1) Meeting Space - General Session Meeting Room (ideally 35-40 by 60-65) beginning on 6/13/10 and to be held on a 24-hour basis on 06/13/10 - 06/18/10 with setup of room and audio visual equipment to accommodate 80 ppl in 10 rounds of 8 without pillars and 14ft or greater ceiling; (with aisles at the outer edges); Cocktail roundtable on a riser next to the podium in the General Session room; 3 skirted 6' table and 8 chairs in the rear of the General Session for staff; 1 skirted 6' table in the rear of the General Session for conference materials; General Session room is needed 11:00 am, to 9:30 pm on June 13, 2010 (24 hour hold); (2) Use of own federal government audiovisual technicians and equipment with daily lockable storage. Daily lockable storage to begin on 06/11/10 through 06/19/10 (24 hour hold); (3) Hospitality Suite for daily use from 06/12/10 (PM) through 06/18/10 (AM), with the use of own purchased snacks and beverages. Registration should be set-up inside of the Hospitality Suite (two 6' skirted tables with four chairs and two waste baskets.); (4) Dinner (To Be Determined). All meeting space and public area of facility MUST be ADA complaint. Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order. Part C: Anticipated sit down dinner at per diem on the evening of June 13, 2010 for 95 persons. Anticipated light refreshments for morning and afternoon breaks will be required on June 15, 2010, and morning breaks on June 14, 2010, June 16, 2010, and June 18, 2010. Menus are to be provided with the technical written proposal. Payments for Part C shall be processed by Government Purchase Card or Government Purchase Order or by the direct billing process via cashier's check. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements - Charter bus access for loading and unloading attendees on June 16, 2010. Disclosure of any hotel restaurant inclusive of reduced meals/breaks. A variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) and located in a safe area. 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 the 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). 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 service, refreshments, and no cancellation and attrition. 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 quotation that does not meet the solicitation requirements will be rejected as non-responsive. 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. Meeting Space: Flexibility, Available of Space Required, Space as Requested, Quality of Meeting Space. 2. Provided Services (Cost Savings and Special Considerations): Complimentary/Discount AM/PM Breaks, F&B Discounts, Meeting Room Internet, Complimentary/Discount Shuttle Service, Room Upgrades, Discount to Attendees on Food Outlets, Complimentary/Discount Reception, Complimentary Rooms, Service Charge, Parking Discounts, Parking Passes, and Parking Prices. 3. Size and Quality of Accommodations: Full Service Hotel, Site Visit Observations/Past Experience, Fitness Center, Guest Room Internet Costs 4. Price: Cost of Accommodations, Services, Cancellation Fee, Attrition and Refreshments, Percent Back on Master Account, Discounts on Room Rates, Meeting Room Costs 5. Location: Exclusiveness, Proximity to Airport, Metro, and Outside Activities 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer; 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 52.232-19 Availability of Funds. The Government's obligation for performance of this contract beyond the date identified above is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. 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 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. FAR 52.232-18 Availability of Funds (Apr 1984). Submit all price, descriptive literature, technical proposals, and Hotel Contract to Tim Pleso, Event Manager/Contracting Officer, Department of Veterans Affairs, VA Learning University, 10000 Brecksville Road, Building 6, Suite 13, Brecksville, Ohio 44141. Phone: 440-526-3030 ext. 7788, FAX: 440-740-2372, email: timothy.pleso2@va.gov. Closing date for receipt of proposals is January 15, 2009 at 4:00 pm Eastern Time. Late proposals will not be evaluated or considered.
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