SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 3/31/2010
- 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-RP-0124
- Response Due
- 4/5/2010
- Archive Date
- 6/4/2010
- Point of Contact
- Kimberley KapicaContracting Officer/Event Manager
- E-Mail Address
-
POC email address
(kimberley.kapica@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 locations, in order of preference: 1.) San Diego, CA 2.) San Francisco, CA or 3.) Seattle, WA. Request for proposal (RFP) VA-777-10-RP-0124_2 (777-10-H124) 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. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-39, effective March 19, 2010 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7million. The BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is July 13-15, 2010 (approximately 900 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference Medical Home Regional Collaborative West Region. The hotel must accommodate approximately 900 sleeping room nights (based on timeframe), 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 response to requirements listed below 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, conference, 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. 12010 et. seq.). The hotel facility is to be located in order of preference: 1.) San Diego, CA 2.) San Francisco, CA or 3.) Seattle, WA and must accommodate attendees with the following needs: Part A: Hotel Lodging 7/12/10 300 sleeping rooms, 7/13/10 300 sleeping rooms, and 7/14/10 300 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for San Diego, CA ($147), San Francisco, CA ($166) or Seattle, WA ($139). ***Payments for Part A shall be the sole responsibility of each participant, to include no-show fees.*** Part B: Meeting Space (1) (a) Meeting Space: General Session - large spacious room with unobstructed view (no pillars) set in crescent rounds of six (6) for 315 ppl, to include standing lectern w/mic, head table on riser with seating for six (6) and reserved faculty/staff table in rear of room with seating for eight (8), one (1) LCD projector package (includes LCD projector, two large screens, AV cart and wireless remote to advance slides), one (1) laptop computer, one (1) WiFi connection for presenters, two (2) wireless lavalieres, two (2) wireless tabletop mics, three (3) wireless hand held mics with stands for audience Q&A, audio mixer and four (4) flipchart packages (includes easel, post it type flip chart paper and markers). Meeting room is to be available for initial set up beginning at 1pm on July 12, 2010 and to remain same (24 hour hold) through conclusion of event, approximately 1pm on July 15, 2010, 2010. Breakout Rooms (6) in addition to the general session room this group will require six (6) breakout rooms, each breakout room must be large enough to accommodate 48ppl, room is to be set in crescent rounds of eight (8) and include standing lectern w/mic, LCD projector package (includes LCD projector, large screen, AV cart and wireless remote to advance slides), one (1) laptop computer and three (3) flipchart packages (includes easel, post it type flip chart paper and markers) in each breakout room. Breakout rooms are to be available for initial set up at 4pm on July 12, 2010 and to remain same, 24 hour hold, through 6pm on July 14, 2010. Poster Session Room Large spacious room to accommodate forty-five (45) tri-fold table top displays, will need 45 draped/skirted table (30W x 6L) with flow for 315. Poster session room is to be set/available at 4pm on July 12, 2010 and to remain same, 24 hour hold, through 12pm on July 15, 2010. Registration registration is to be set up outside/adjacent to general session room, U-shape with seating for four (4) to include two (2) complimentary WiFi connections, water service and large waste receptacle. Registration area is to be set up/available at 1pm on July 12, 2010 and to remain same (24 hour hold) through approximately 1pm on July 15, 2010. Pre-Conference Planning Committee Meeting room large enough to accommodate 50ppl set in crescent rounds of six (6), room is to be set/available at 4pm on July 12, 2010 and to remain same through 9pm on same date. Lockable Office/Storage Room small room located adjacent to/near general session room with conference style seating for six (6) to include house phone, water service and large waste receptacle. Office/storage room is to be set/available at 1pm on July 12, 2010 and to remain same (24 hour hold) thru conclusion of conference, approximately 1:30pm on July 15, 2010. Lockable Space for AV Equipment lockable storage room (medium size room) for storage of AV equipment, room is to be available beginning at 12pm on July 12, 2010 and to remain same (24 hour hold) through approximately 1:30pm on July 15, 2010. Part C: Anticipate light refreshments July 13-15, 2010. Please provide menus and pricing. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue.** Part D: Location Requirements: 1. Facilities that are located in the downtown area/near various shopping/dining options will receive the highest consideration as these are the most desirable location/area for this event. (Client will not consider airport property). 2. Variety of restaurants within walking distance (not to exceed 3 normal blocks) in safe area; complimentary shuttle to nearby eating facilities and/or airport. Proposal must indicate whether 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 audio visual company without any penalties incurred as part of the fair practice procurement regulations. Please include AV price list All proposals submitted in response to VA-777-10-RP-0124_2 (777-10-H124) 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). 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 separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, 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://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 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 52.212-3. Submit all prices, descriptive literature, technical proposal, and a completed hotel contract to: Kimberley Kapica, CGMP Event Manager/Contracting Officer Department of Veterans Affairs - EES (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 2334 FAX (562) 826-5453 Email: Kimberley.kapica@va.gov Faxed or email proposals will be accepted. (e-proposals will not be accepted) Closing date for receipt of proposals is Monday, April 5, 2010 at 11am PDT. ***Late submissions will not be accepted/considered***
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0124/listing.html)
- Record
- SN02108324-W 20100402/100331235448-e5c2fec8e260dfde468198fc47f72a36 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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