Loren Data's SAM Daily™

FBO DAILY ISSUE OF APRIL 28, 2011 FBO #3442
DOCUMENT

V -- HOTEL ACCOMODATIONS, CONFERENCE SPACE AND HOTEL SERVICES IN PORTLAND, OR - Attachment

Notice Date

4/26/2011
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;Atlanta VA Regional Office;1700 Clairmont Road;Decatur GA 30033
 

ZIP Code

30033
 

Solicitation Number

VA31611RP0006
 

Response Due

5/4/2011
 

Archive Date

5/19/2011
 

Point of Contact

Elaine Porter
 

E-Mail Address

9-5511<br
 

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: Portland, Oregon. Request for Proposal VA316-11-RP-0006 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. The NAICS Code for this requirement is 721110 and the small business size standard is $7 million. This announcement/solicitation is solicited unrestricted, and constitutes the only solicitation document that will be issued. The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in Portland, OR. The Department of Veterans Affairs, Veterans Benefits Administration, Vocational Rehabilitation and Employment (VR&E) Service, is sponsoring the "2011 VR&E Management Training Conference." The hotel must accommodate three sleeping rooms on July 8th, 15 sleeping rooms on July 9th, 110 sleeping rooms from July 10th-July 12th, 125 sleeping rooms on July 13th-July 14th, and 20 sleeping rooms on July 15th. The main arrival for the many of the guest will be on Sunday, July 10, 2011 and departure on Friday, July 15, 2011. VR&E Service expects a maximum of 125 sleeping rooms will be utilized during the peak of the event. The hotel must provide all requirements specified for conference needs below, and must provide lodging rates within the Federal Government per diem rate of $113.00. Hotel Lodging: 1.Dates of Stay: July 8-July 15, 2011, a total of 618 rooms Daily Breakdown: TECHNICAL REQUIREMENTS: 2. Hotel Requirements: a.Rooms must be individual/private-sleeping rooms at the federal government rate or lower. b.Hotel must be at least 4 star c.Hotel must be in compliance with the Americans with Disabilities Act. d.Hotel must be registered and current with Central Contractor Registration (CCR). e.Hotel must have a Dun and Bradstreet number. f.Hotel should have no penalty for rooms not used. g.The federal government per diem rate is also requested for three days prior and three days following the conference for individuals who would like to stay at their own expense. h.Hotel must have availability to lodge all participants in one hotel. i.Multiple restaurant options on site (not fast food) or within 4 blocks of the hotel j.All meeting space must be provided on-site. General Session: One general session room is required, approximately 3200 square feet. Meeting space for the General Session should be held on a 24-hour basis (some exclusions may apply if the hotel can guarantee that the room will be set one hour prior to the start of the general session each day). Room setup and audio visual equipment setup should be completed by 1:00 PM on Sunday. General session requirements begin at 8:00 AM on Monday through Friday ending at 3:00 PM. Set for 110 in round table seating for 6 (crescent); there should be a head table on the riser to include a podium, with access to the riser by both ramp and steps. Room must include additional space for two audio/visual front projection screens. 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 for Tuesday through Thursday, and should be approximately 800 square feet each. These rooms are in addition to the General Session meeting room (total of five separate regular meeting rooms throughout the week). Each room must accommodate no less than 25 people, set in rounds (crescents) with seating for 5-6 people per table. The four breakout rooms needed for Tuesday through Thursday must include a podium and additional space for audio/visual front screen projection. Ice water and glasses should be provided on each table (or water station) with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Two additional breakout rooms are needed for one day only. These rooms are also in addition to the General Session meeting room. Each of the additional two breakout rooms available for one day only must accommodate at least five tabletop exhibits and include adequate electrical access for each exhibitor. Reception Room: A reception room, set in rounds to accommodate 110 people, is requested for a catered, heavy hors d'oeuvres, welcome reception Sunday and a catered luncheon OR dinner for Wednesday. Room must include a podium and additional space for audio/visual front screen projection. This room must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered, heavy hors d'oeuvres, welcome reception is requested for Sunday evening. Continental breakfast, mid-morning refreshments, and light PM refreshments for 110 attendees beginning Monday morning through Friday morning. An awards ceremonies dinner will be scheduled for Wednesday. Please add a cost estimate for both meals so that we may compare value. All other meals are at guests' expense. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: 8 laptop computers, 6 LCD projectors, 6 large screens, 5 podium microphones, 5 remote controls for the laptops/projectors, 2 lavaliere microphones, 4 handheld microphones, 1 fax machine, 1 hub for drops from the T-1 line, 1 conference phone with speaker, 1 phone line for the fax machine, and 2 phones with two separate lines that can connect dial outside the hotel. A T-1 line is needed in the general session, one breakout room, and the communications room. Also requested are two radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. This group reserves the right to substitute their own equipment in for equipment provided by the company at no additional charge. All five rooms must be set with a sound system. 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). 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. This room must have the capability to connect to T-1 and phone lines. The room is needed from Saturday through Friday afternoon. Board Room: One room to be used as an ad hoc meeting room for no more than 15 people, set boardroom style is requested, in close proximity to the meeting space. The room is needed from Monday through Friday. Registration Area: A registration area is needed on Sunday from 2:00 to 6:00 PM. Preference for the registration area is in the lobby or another area easily accessible for guests. There should be two 6' tables with skirting, four to six chairs, an in-house only desk phone, and a large trash can. Hospitality/Networking Room: A hospitality/networking room is requested on 24-hour hold Sunday through Friday. This room should be the largest sleeping room available (typically called a Presidential Suite). 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 food/beverage. 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: Technical Proposal and Cost. Where Technical Proposal is more important than 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 the 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, and a completed copy of provision FAR 52-212-3. 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 (elaine.porter@va.gov) no later that 4:00 p.m. ET April 29, 2011. No telephone inquiries will be accepted. Closing date for receipt of proposal is Wednesday, May 4, 2011 at 3:00 pm ET
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AtlVARO/Atl316VARO/VA31611RP0006/listing.html)
 

Document(s)

Attachment
 

File Name: VA-316-11-RP-0006 VA-316-11-RP-0006_1.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=194461&FileName=VA-316-11-RP-0006-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=194461&FileName=VA-316-11-RP-0006-000.doc

 

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

Record

SN02434050-W 20110428/110426235211-b8bfa52891f80eca8969b725eb03fd2c (fbodaily.com)
 

Source

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

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