SOLICITATION NOTICE
V -- CONFERENCE ROOM SPACE, SLEEPING ROOMS AND AV EQUIPMENT
- Notice Date
- 2/3/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Atlanta VA Medical Center;1670 Clairmont Road;Decatur GA 30033
- ZIP Code
- 30033
- Solicitation Number
- VA-316-10-RP-0004
- Response Due
- 2/16/2010
- Archive Date
- 3/18/2010
- Point of Contact
- Elaine PorterContract Specialist
- E-Mail Address
-
Contract Specialist
(elaine.porter@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 the following geographic area: Louisville, KY. Request for Proposal VA-316-10-RP-0004 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. The NAICS Code for this requirement is 721110 and the small business size standard is $7 million, respectively. This announcement/solicitation is solicited unrestricted, and constitutes the only solicitation document that will be issued. The Requirements are as follows: The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in Louisville, KY. The Department of Veterans Affairs, Veterans Benefits Administration is sponsoring the "2010 Department of Veterans Affairs Directors' Workshop." The hotel must accommodate 15 sleeping rooms for Sunday, March 7, 2010 and up to 100 sleeping rooms per night Monday March 8, 2010, Tuesday, March 9, 2010, Wednesday, March 10, 2010, and Thursday, March 11, 2010, and up to 10 sleeping rooms for Friday, March 12, 2010. The hotel must provide all requirements specified for conference needs below, and must provide lodging rates within the stated federal government per diem rate for FY 2010 of $105. Hotel Lodging: We need 15 sleeping rooms for Sunday, March 7, 2010 and up to 100 sleeping rooms per night Monday, March 8, 2010, Tuesday, March 9, 2010, Wednesday, March 10, 2010, and Thursday, March 11, 2010. We will also need up to 10 sleeping rooms for Friday, March 12, 2010. Rooms must be individual/private-sleeping rooms at the federal government per diem rate. The same rate is also requested for three days prior and three days following the conference. The group should not be penalized for rooms not used. 03/07: 15 Rooms 03/08: 100 Rooms 03/09: 100 Rooms 03/10: 100 Rooms 03/11: 100 Rooms 03/12: 10 Rooms General Session: One general session room is required, approximately 3,500 square feet. Meeting space for the general session should be held on a 24-hour basis (some exclusions may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed by 1:00 PM on Monday March 8, 2010. General session requirements begin at 7:00 am on Tuesday, March 9, 2010, through noon on Friday, March 12, 2010. Set for 100 in crescent seating for six; there should be a head table on a riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided on each table with writing pads and pens. General session room must be without pillars/posts to obstruct view. Breakout Rooms: Four breakout rooms are needed Tuesday, March 9 at 7:00 am, through Friday, March 12, 2010, ending at 2:00 pm, approximately 800 square feet each. These rooms are in addition to the general session meeting room. Each room must accommodate no less than 30 people, classroom style. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. Ice water and glasses should be provided on each table with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered welcome reception is requested for the evening of Monday, March 8, 2010. Continental breakfast, mid morning refresh, and light PM refreshments are required for attendees Tuesday, March 9, 2010 through Thursday, March 11, 2010. Continental breakfast is requested for Friday, March 12, 2010. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: five laptop computers (one in each room), six LCD projectors (two in general session; one in each breakout), six large screens (two in general session; one in each breakout), four podium microphones (one in each room), four remote controls for the laptops/projectors (one in each room), two lavaliere microphones (general session), four handheld microphones with table stands (general session), one fax machine, one photocopier, two printers, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones that can connect to an outside line. A T-1 line is needed in the general session, the communications room, and may be needed in the breakout rooms. Also requested are two radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. All four rooms must be set with a sound system, unless the breakout rooms are small enough not to need sound. The general session room must be set with the laptop computer at a table at the side or back of the room (not at the podium). Full-time technical expert requested for the entirety of the general session. Office Space/Communications Room: One room to be used for office/storage space is requested that is in close proximity to the meeting space, preferably very close to the general session room. The room is needed from 12:00 PM on Sunday, March 7, 2010, through 3:00 pm on Friday, March 12, 2010. Board Room: One room to be used as a meeting room for no less than 12 people, set boardroom style is requested, in close proximity to the meeting space. The room is needed from 8:00 AM on Tuesday, March 9, 2010, through noon on Friday, March 12, 2010. Registration Area: A registration area is needed on Monday, March 8, 2010, from 12:00 pm to 6:00 pm. Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six ft tables with skirting, four to six chairs, and a large trash can. Reception Room: A reception room is requested for Monday evening, March 8, 2010, from 6:00 - 9:00 PM. Hotel Requirements: Within walking distance (2-3 blocks) of the 4th Street Live District Regular rooms at or below the federal government per diem rate of $105/night Hotel must be in compliance with the Americans with Disabilities Act Hotel must have a DUNS and BRADSTREET number Hotel must be registered and current with Central Contractor Registration (CCR) All meeting space available on-site Hotel must have availability to put all participants in one hotel Direct access to onsite hotel representative during business hours Multiple restaurant options within 5 blocks of the hotel Onsite 24-hour security High speed internet access Onsite indoor swimming pool and fitness center No penalty for rooms not used 3 STAR and above rating Award will be made to the offeror determined to be the Best Value to the Government. Evaluation may be made with or without discussions with the offeror(s). The technical proposals will be evaluated and selection will be based on how the offeror's proposal best conforms to the requirements outlined in this solicitation. 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. 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: Quality, Value, (Quality and Value, for this solicitation, refers to how well the offeror's proposal conforms to the requirements of this solicitation) and Cost. Quality and Value combined are more important that Cost. 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. This is an all electronic solicitation: Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to elaine.porter@va.gov Questions related to this solicitation must be submitted by email to (elaine.porter@va.gov) no later that 4:00 p.m. ET February 8, 2010. No telephone inquiries will be accepted. Due date for receipt of proposals is Tuesday, February 16, 2010 at 10:00 am ET.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AtlVARO/Atl316VARO/VA-316-10-RP-0004/listing.html)
- Record
- SN02056756-W 20100205/100203235137-b0b574b0a5ddd44fa26299137ec5e2bf (fbodaily.com)
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