Loren Data's SAM Daily™

FBO DAILY ISSUE OF FEBRUARY 11, 2011 FBO #3366
DOCUMENT

X -- 11.T.LB.PACTLS4C.A - PACT Collab. LS4 Central Region - Hotel A&C - Cincy - Mar 21-24, 2011 - Attachment

Notice Date

2/9/2011
 

Notice Type

Attachment
 

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

VA77711RP0132
 

Response Due

2/15/2011
 

Archive Date

4/16/2011
 

Point of Contact

Susie L Riedthaler
 

E-Mail Address

Manager/Contracting
 

Small Business Set-Aside

N/A
 

Description

Description This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services located: Cincinnati, OH Request for Proposal (Solicitation #VA-777-11-RP-0132) 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. Department of Veterans Affairs will not consider 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 2005-32 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7M, respectively. This Federal Business Opportunity announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. This solicitation is issued under full and open competition. This contract will be firm fixed price. The Period of Performance for this requirement will be March 21-24, 2011. The Government requires 270 (peak night) sleeping rooms and the required meeting space to be housed in the same facility, but will accept alternate proposals for multiple facilities in close proximity. The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference on the topic of œPatient Aligned Care Team (PACT) Collaborative (LS$) “ Central Region . The hotel shall accommodate 270 sleeping rooms (ref CLIN 0001) (based on required time frame), shall provide all requirements specified for conference needs in Parts A, B and C below. Lodging rates must be within the Government Per Diem rate ($115/night) or lower for selected area. VA travelers shall check in individually and shall pay guest room costs by individual Government credit card. Hotel shall provide state and local tax exempt forms for VA travelers to submit as this travel constitutes official business of the Federal Government. A master account shall be established for Group costs (meeting and other room costs in Part B below and food.). Proposal must indicate whether the hotel agrees to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the Fair Practice Procurement Regulations. TECHNICAL PROPOSAL: A technical proposal shall be submitted addressing the requirements listed and pricing. Your technical proposal should include descriptive literature and commercial list prices of sleeping rooms, meeting room space, meeting space diagrams and square footage and capacity charts, information (availability/cost) on amenities of hotel, i.e., parking, shuttle services; transportation to/from airport, audio visual equipment and menus, and other amenities offered. Pricing information in this section is considered to be part of the technical proposal, not the price proposal. PRICE PROPOSAL: A price proposal in accordance with the following CLINS must be provided. To be eligible for award under this solicitation, the hotel facility must propose for use a facility that is compliant with the requirements of Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm) and the Central Contractor Registration website (www.ccr.gov). Offers proposing 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. 1201 et Seq.). The hotel facility shall accommodate an estimated 2000 attendees with the following needs: Part A: Hotel Lodging 0001 Two hundred and seventy (270) guest rooms with check-in on Monday, March 21, 2011 with majority of participants to checkout on Thursday, March 24th (approx. 220 people) and checkout on Friday, March 25th (approx. 50 people). Guest rooms must be individual private sleeping rooms with toilet facilities. Payment shall be the sole responsibility of each participant. Lodging rates shall not exceed the prevailing Federal Government rate for selected area. CLIN 0001 shall not be priced or awarded on the subsequent contract. Lodging rates are solely to price and ensure per diem rates are not exceeded. Part B: Meeting Space 0002 One General Session room (6000 sg. ft. or larger room) to accommodate three hundred and twenty (320) people set in crescent rounds of 8, without pillars, and 15 feet or greater ceiling. Room shall be large enough to accommodate forty (40) crescent rounds of 8, with additional room to accommodate fourteen (14) 6 ft. tables around perimeter of room for Table Top Exhibits, against walls, a Riser with a head table for seven (7) people, a standing lectern and audio visual equipment (rear screen projection anticipated). General Session room will be needed at 8am on Monday, March 21st (for set up) until 3pm on Thursday, March 24th. Room must be on 24-hour hold. Note: The Exhibits may be placed in another meeting room if necessary “ prefer to use General Session room. Exhibits will be displayed on March 22-24th. 0003Seven (7) Breakout rooms: Each breakout room shall be set in crescent rounds of 8 with ample room for AV equipment: Five (5) Breakout rooms to be set in crescent rounds of 8 for fifty (50) people, needed on Tuesday, March 22nd “ Wednesday, March 23rd from 8am “ 5pm, and on Thursday, March 24th until 12noon. Two (2) Breakout rooms to be set in crescent rounds of 8 for seventy-five (75) people, needed on Tuesday-Wednesday from 8am-5pm, and on Thursday until 12noon. 0004 Registration area to be set outside in close proximity of General Session room. Registration area to be set with four (4) 6 ft. tables in u-shape with three (3) chairs. Registration area will be needed Monday, March 21st at 8am “ Thursday, March 24th until 3pm. Area must be held on 24-hour basis. High speed internet connectivity required. 0005 Lockable Staff Office/Storage Room near General Session room for ten (10) people set in conference style with additional four (4) 6 ft. tables around perimeter of room for conference materials. Room needed on Monday, March 21st at 8am “ 3pm on Thursday, March 24th. Room must be on 24-hour hold. 0006 One (1) Breakout room for Pre-Conference Meeting set in crescent rounds of 8 for thirty (30) people, needed on Monday, March 21st from 3pm-8pm. (Steering Committee, Faculty, Coaches) 0007 One (1) Breakout room for Pre-Conference Meeting set in crescent rounds of 8 for one hundred (100) people, needed on Monday, March 21st from 4pm-6pm. (PACT 101) Part C: Other Requirements 0008Audio Visual Equipment Rental “ hotel shall submit a price quote for the following AV needs: a.General Session: 1-Laptop Computer, 1-Large Screen to accommodate three hundred and twenty (320) people, 1-Standing Lectern w/Microphone, 1-Wireless Lavaliere Microphone, 3-Wireless Handheld Microphones w/Aisle Stands, 4-Table Top Wireless Microphones, 4-Flipcharts/markers/post-it paper, 1-LCD Projector Package, 1-Sound System, 1-Confidence Monitor, 1-DVD Player, 4-Easels, 1-Channel Mixer, Table Stanchions for each table, AV Technician in room at all times, 1-Internet Connection. b.Registration: 1-Internet Connection, 1-Power Strip for Power Cord c.Seven (7) Breakout rooms: 1-Laptop Computer, 1-Screen, 1-Wireless Lavaliere Microphone, 1-Wireless Handheld Microphone, 2-Flipcharts w/markers/post-it paper, 1-LCD Projector Package, 1-Sound System, 1-DVD Player, 1-Standing Lectern d.Miscellaneous: Nine (9) Easels for Signage Award will be made to the offeror determined to be most advantageous to the Government price and other factors considered. Award may be made with or without discussion with the offeror(s). Department of Veterans Affairs reserves the right to conduct an on-site inspection of offered facilities. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting price and technical proposals. Any offer that does not meet the solicitation requirements will be rejected as technically unacceptable. The following provisions and clauses shall apply to this solicitation: FAR 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 these locations: http://www.arnet.gove/far (FAR) and http://wwww.va.govoa&mm/vaar/(VAAR); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items. Commercial Items: 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: I. Technical Evaluation Factors: Size and Quality of Services and Accommodations 1.Guest Room and Meeting Space in a single facility. While the Government may review alternate proposals, its highest preference is a single venue. 2. Meeting Space: Flexibility, Availability of Guest Rooms Required, Meeting Space as Requested, Quality of Meeting Space. A Department of Veterans Affairs Representative may schedule a site visit to validate size and quality of meeting space and accommodations. 3.Hotel Quality: Last renovation/update, Site Visit Observations, Literature Descriptions, Online Reviews, Event Planner Feedback, if available. 4.Hotel Services: Full Service Hotel, Fitness Center, Parking, Guest Room Internet, Onsite Restaurants, Shuttle to/from Airport, Variety of Restaurants within walking Distance (not to exceed 4 normal city blocks) in a safe area. 5.Location: Proximity to Downtown, Airport, Metro/Light Rail, Restaurants, Outside Activities. 6.Added Value: Complimentary/Discount AM/PM Breaks, Other Food and Beverage Discounts, Discount to Attendees on Food Outlets, Complimentary/Discount Guest Room Internet, Complimentary/Discount Meeting Room Internet, Complimentary Airport Transfers, Complimentary/Discount Shuttle Service, Room Upgrades at Group Rate, Complimentary/Discount Reception, Complimentary Guest Rooms, Complimentary/Discount Parking, and other complimentary considerations. The Department of Veterans Affairs policy will not guarantee a minimum amount of Food and Beverage revenue. II. Past Performance 1.Feedback from other planners 2.Provide up to three references of events of similar size and scope 3.Reviews online and commercially available customer comments III. Price Factors 1.Lodging rates (room rates at or below Per Diem) 2.Meeting Room costs as set forth in Part B 3.Break “ Light Refreshments costs 4.Luncheon costs 5.Other Discounts or cost factors The following factors shall be used to evaluate offers: Technical Acceptance, Past Performance, and Price in descending order of importance. Subfactors are of approximately equivalent importance. The factors other than Price, when combined, are more important than Price. FAR 52.212-4 Contract Terms and Conditions Commercial Items; 52.212-5 Contract Terms and conditions Required to Implement Statues 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); 52.233-2 Service of Protest (Sep. 2006); VAAR 852-233-70 Protest Content/Alternative Dispute Resolution (JAN 2008); VAAR 852-233-71 Alternate Protest Procedure (JAN 1998); VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. 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 proposal or be registered with On-Line Representations and Certification (ORCA). 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 or a statement of ORCA completion. Submit all price proposals, descriptive literature, a full contract, and technical proposal to: Susie Riedthaler Event Manager/Contracting Officer Department of Veterans Affairs/Employee Education System 550 Foothill Drive, Suite 100 Salt Lake City, UT 84113 Telephone: 801-924-6842 Fax: 801-924-6806 E-mail: Susie.Riedthaler@va.gov Closing Date for Receipt of Proposal is Tuesday, February 15, 2011 at 3:00pm EST. Contracting Office Address: St. Louis Employee Education System VA Medical Center, Bldg. 2 1 Jefferson Barracks Drive St. Louis, MO 63125
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA77711RP0132/listing.html)
 

Document(s)

Attachment
 

File Name: VA-777-11-RP-0132 VA-777-11-RP-0132_1.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=175544&FileName=VA-777-11-RP-0132-002.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=175544&FileName=VA-777-11-RP-0132-002.doc

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN02375986-W 20110211/110209234025-d3ea54fa180ab6c8bae14003297dda66 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's FBO Daily Index Page |