DOCUMENT
X -- Veterans Affairs' Human Resources & Administration Leadership of Veterans Affairs Cohort A, Session IV Training - Attachment
- Notice Date
- 7/19/2013
- Notice Type
- Attachment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Acquisition Business Service;Office of Acquisition Operations (003B5);425 I Street, NW;Washington, DC 20001
- ZIP Code
- 20001
- Solicitation Number
- VA10113Q0180
- Response Due
- 7/26/2013
- Archive Date
- 9/24/2013
- Point of Contact
- Office of Acquisition Operations
- E-Mail Address
-
a
- Small Business Set-Aside
- N/A
- Description
- This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the information in the Federal Acquisition Regulation (FAR) Subpart 12.603, Streamlined Solicitation for Commercial Items and FAR 13, Simplified Acquisition Procedures, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation WILL NOT be issued. The solicitation reference number is VA101-13-Q-0180. The Department of Veterans Affairs, (VA) Office of Acquisition Operations, Acquisition Business Service, on behalf of the Office of Policy & Resource Management (OPRM) Division, is issuing a combined synopsis/solicitation to procure hotel and conference support services located in the St. Louis, Missouri Metropolitan area. See the Statement of Work (SOW), Attachment 1 for details. THIS REQUIREMENT IS BEING SOLICITED UNRESTRICTED. The period of performance shall be August 18, 2013 with conference hours from 2:00 PM Central Daylight Time (CDT) through 8:00 PM CDT; and August 19, 2013 through August 23, 2013 with conference hours beginning 8:00 AM to 8:00 PM CDT. The place of performance shall be performed at the contractor's facility. This solicitation document incorporates all mandatory commercial item provisions and clauses in effect through Federal Acquisition Circular 2005-68; effective 26 June 2013. The North American Industry Classification Code (NAICS) is 721110, Hotels (except Casino Hotels) and Motels services with a Size Standard of $30.0 Million; the Product Service Code category is X1AB, Lease/Rental of Conference Space and Facilities. Please note that third party services (i.e. event planning, corporate travel counseling, retreat planning, etc.) will NOT be considered. All Offerors that provide a proposal agree that the requirement and services can be provided in its entirety, for the specified performance period. Offerors that cannot provide the complete requirement and services during the performance period of August 18 - 23, 2013 should not provide a proposal, as it WILL NOT be considered. All Offerors must have an active registration in the System for Award Management (SAM) at http://www.sam.gov. The VA intends to award one Firm-Fixed Price Contract to the Offeror that represents the lowest priced, technically acceptable proposal. A site visit of the facility WILL NOT be conducted prior to award. The evaluation factors established in this requirement are 1. the hotel facility is located within the St. Louis, Missouri Metropolitan area, accessibility to and from multiple modes of transportation, e.g. airports, trail, rail, taxi, bus, within three (3) walking blocks (or 0.5 transport mile radius) of a Missouri Metrolink transit station and within three (3) walkable blocks (sidewalks, not crossing over/under interstate or major highways more than four (4) lanes total) to counter and full-service restaurants; 2. availability of the required hotel facility's meeting space and sleeping rooms for August 18 - 23, 2013; 3. venue dimensions, meeting space layout, and meeting accommodations in accordance with the measurements outlined in the SOW; 4. audiovisual equipment and technical support are available and meet the requirements; 5. light refreshment services throughout the duration of the training are available and meet the requirements in the SOW; 6. Past Performance (that shall identify a minimum of three (3) comparable size conferences held in the past three (3) years for either commercial or government contracts, which includes the name and phone numbers of the contracts' Point of Contacts, contract value, performance period, and description of services performed; and 7. Price. The Offeror shall submit a technical proposal (Volume I) addressing the six (6) requirements of this solicitation and the evaluation factors as set forth above, and a price quote (Volume II) for each item outlined within Attachment 2 Price Schedule. The Offeror shall submit separate proposal submissions (Volume I and II). Proposal Submission: Please cite the solicitation reference number of VA101-13-Q-0180 in the subject line of the email. The proposal submission must include the solicitation number, be signed and dated. Proposals must be received by 12:00 PM Eastern Daylight Time (EDT) Friday, July 26, 2013. Proposals shall be submitted electronically to Ms. Anethra Facione at Anethra.Facione@va.gov, and Mr. Christian Fowler at Christian.Fowler@va.gov. The Offeror shall submit a pricing proposal within the Price Schedule (Attachment 2) provided. The Contract Line Item Numbers (CLINs) information; Description of Items, Quantities, and Units, Unit Price, and Total are shown in the Price Schedule which shall be provided by Offerors in response to the deliverables outlined in the SOW (Attachment 1) and presented in a format that is clear and concise. Fixed rates shall include all costs and fees, and shall not include the local St. Louis, MO tax rates as the procuring and paying entity is a Federal Government entity. The state tax exemption form will be presented to the selected vendor at the time of award. Solicitation Provisions / Clauses: The following FAR provisions/clauses and supplemental agency VAAR provisions/clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items FAR 52.212-3, Offeror Representations and Certifications - Commercial Items FAR 52.212-4, Contract Terms and Conditions - Commercial Items FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders - Commercial Items The following clauses within FAR 52.212-5 are applicable to this acquisition: 52.204-10, 52.209-6, 52.219-4, 52.219-28, 52.222-3, 52.222-21, 52.222-26, 52.222-36, 52.223-18, 52.225-13, and 52.232-33. VAAR 852.203-70, Commercial Advertising (JAN 2008) VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2012) VAAR 852.237-70, Contractor Responsibilities (APR 1984) VAAR 852.252-71, Representatives of Contracting Officers (JAN 2008) OFFEROR MUST COMPLETE AND SUBMIT WITH ITS PROPOSAL, FAR 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--COMMERCIAL ITEMS; AVAILABLE ELECTRONICALLY AT: http://www.acquisition.gov/far/ OR PROOF OF REGISTRATION THROUGH THE SYSTEM FOR AWARD MANAGEMENT (SAM); VIA: https://www.sam.gov/portal/public/SAM/ The complete text of the FAR and clauses and provisions are available online at http://www.acquisition.gov/far/ Questions Submission: Any questions regarding this solicitation shall be submitted no later than 12:00 PM EDT Monday, July 22, 2013. A response reply to questions shall be provided within twenty-four (24) hours after the close date of the inquiry submission date. All responsible sources may submit a proposal that, if timely received, shall be considered by the agency. Contact persons: Ms. Anethra Facione at 202-632-5463; e-mail: Anethra.Facione@va.gov, and Mr. Christian Fowler at 202-632-5468; e-mail: Christian.Fowler@va.gov. NOTE: Communication with other officials may compromise the integrity and competitiveness of this acquisition, which could result in the cancellation of the solicitation and/or exclusion of your quotation. ? Statement of Work A.Title of Project Leadership of Veterans Affairs (LVA) 2012-13 Cohort A, Session IV Training B.Purpose The U.S. Department of Veterans Affairs (VA), Human Resources and Administration's VA Learning University (VALU) requires a single location for lodging, meeting facilities, audio-visual services, and food and beverage for its Leadership of Veterans Affairs (LVA) 2012-13 Cohort A, Session IV Training. The VA anticipates hosting this session in St. Louis, MO beginning August 18, 2013 through August 23, 2013. C.Background LVA is an annual training program designed to enhance the skills and competencies of VA employees preparing for senior level positions. Cohort A, Session IV Training will offer attendees an opportunity to learn through personal introspection, exposure to analytical leaders in the field of strategic leadership, and discussion of the realities of leadership in the VA from a global perspective. It is anticipated that approximately eighty-four (84) VA attendees will participate in this training. D.Scope of Work The contractor shall provide hotel training space, conference support services, and room accommodations, in accordance with the requirements set forth in this Statement of Work. See Deliverables Schedule Section J. below for specific details. 1.Hotel Location The hotel shall be within the St. Louis, Missouri Metropolitan Area, accessible to and from multiple modes of transportation, e.g. airports, trail, rail, taxi, bus, within three (3) walking blocks (or 0.5 transport mile radius) of a Missouri Metrolink transit station and within three (3) walkable blocks (sidewalks, not crossing over/under interstate or major highways more than four (4) lanes total) to counter and full-service restaurants. 2.Room Accommodation Requirements The contractor shall provide a block of eighty-four (84) guest rooms to accommodate attendees during the performance period. These rooms shall be a minimum size of 250 square feet that shall include, but is not limited to, a television, phone, bed, bathroom, and in-room safe. The government shall not be liable for any charges associated with these "blocked" rooms. Un-booked "blocked" rooms may be released two days prior to the period of performance begin date for hotel use and at no charge to the government. Individual attendees will be responsible for all incidental room charges and any guest room nights not included in the period of performance. Do not include lodging pricing in proposal, as attendees will be responsible for respective costs; however, Offerors shall not exceed the General Services Administration (GSA) hotel per diem rate during the period of performance as established by GSA (http://www.gsa.gov/portal/category/100120), for the individual attendees. 3.Parking The contractor shall provide five (5) onsite parking accommodations at no additional cost to the government. Apart from these five (5) spaces, parking and parking costs shall otherwise be the responsibility of the travelers/vehicle owners. 4.Meeting Space Requirements The contractor shall provide for the following: one (1) REGISTRATION AREA; one (1) Staff Office OR Stand-Alone Board Room; and one (1) GENERAL SESSION AREA; during the period of performance stated. Specific details provided in the Deliverables Schedule Section J. below. a.A Registration area is required for Sunday, August 18, 2013 starting at 2:00 PM Central Daylight Time (CDT) and ending at 8:00 PM CDT; and for Monday, August 19, 2013 through Friday, August 23, 2013 starting at 8:00 AM CDT and ending at 8:00 PM CDT. b.The Staff Office or Stand-Alone Board Room shall be made available from 2:00PM CDT Sunday, August 18, 2013 and remain available until 8:00 PM CDT Friday, August 23, 2013. c.General Session area is required beginning Monday, August 19, 2013 8:00 AM CDT through Friday, August 23, 2013 8:00 PM CDT. This area shall be in close proximity to other meeting spaces (i.e. breakout rooms) and shall have adequate sound proofing to avoid disruption by other facility activities. All meeting rooms shall have controllable lighting. Meeting rooms and functional space temperature shall be monitored throughout the day by the contractor's staff. Additional coordination is expected to be made with the delegated Contracting Officer Representative (COR) regarding space, setup, and details provided within the Deliverables Schedule below. All meeting rooms, guest rooms, and functional spaces shall be Americans with Disabilities Act (ADA) compliant. d.Conference Refreshments - In accordance with 41 CFR § 301-74.11, the contractor shall provide light refreshments for Morning and Afternoon Breaks, to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins, for eighty-four (84) attendees. e.Audio Visual Media Equipment and Technical Support - The contractor shall supply all equipment required to conduct a successful conference session including, but not limited to, projectors, video smart boards, audiovisual media, microphones, one (1) computer with internet and universal serial bus (USB) connectivity for conference use in the General Session area, and an equipment support professional to assist with the technical setup and/or facilitation of the conference, as stated within the Deliverables Schedule Section J. below. E.Place of Performance The designated place of performance is within the St. Louis, Missouri Metropolitan Area, accessible to and from multiple modes of transportation, e.g. airports, trail, rail, taxi, bus, within three (3) walking blocks (or 0.5 transport mile radius) of a Missouri Metrolink transit station and within three (3) walkable blocks (sidewalks, not crossing over/under interstate or major highways more than four (4) lanes total) to counter and full-service restaurants. F.Period of Performance The performance period is August 18, 2013 through August 23, 2013. G.Contractor Responsibilities The Contracting Officer (CO) is the only person authorized to approve changes or modify any of the requirements under this contract on behalf of the government. In the event the contractor effects any changes(s) at the direction of any person other than the CO, that change shall be considered to have been made without authority and no adjustment in price shall be made in the contract to cover any increase in charges incurred as a result thereof. The contractor shall submit all requests for modification of this contract and any inquiries pertaining to the administration of the contract to the designated CO. The CO for this project is noted below: Department of Veterans Affairs Office of Acquisition Operations Acquisition Business Service Attention: Kelly Lynch 425 I Street, NW, Washington, DC 20001 Voice: 202.632.5475 E-mail: Kelly.Lynch2@va.gov The Contractor shall designate a primary Point of Contact during the period of this contract for prompt accessibility and administration. The Contractor shall also provide a Point of Contact with immediate accessibility during the period of performance for audiovisual setup, concerns, questions, or issues. The Contractor shall make available a list of key personnel that will be providing services throughout the duration of this contract, including their titles and contact information. H.Confidentiality and Non-Disclosure Agreement All presentations, videos, and associated materials, working papers, and other materials deemed relevant by VA which has been generated by the contractor in performance of this contract are the exclusive property of the United States Government and shall be submitted to the COR at the completion of the contract. The contractor is not authorized to release information to any party or organization other than the CO. The CO shall be the sole authorized official to release verbally or in writing, any data, draft deliverable, final deliverable, or any other written or printed material pertaining to this contract to other individuals, groups, or organizations. Any request for information about this contract presented to the contractor shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project shall not be publicized and shall be immediately reported and provided to the CO. I.Site Security Requirements The contractor should have an individual on staff that has an extensive training and background in hotel security. This individual should be responsible for ensuring that the facility meets all safety and security requirements. If additional security requirements are identified by the VA, this individual shall work with the VA CO and COR to ensure all additional security requirements are completed in a timely manner to provide a safe environment for VA attendees. The contractor must adhere to the following: 1.Hotel/Motel Fire Safety Act of 1990 (Public Law 101-391 as amended by Public Law Number 105-85, November 18, 1997) 2.FEMA Requirements listed in FEMA database: (http://apps.usfa.fema.gov/hotel/) J. Deliverables Schedule ITEM #DELIVERABLESINSPECTIONDUE DATE 1 The contractor shall participate in a contract kick-off meeting at the contractor's facility with the COR and any other VA Project Team members identified by the COR. During the kick-off meeting, both the VA and contractor will: a.Review the Statement of Work (SOW) and discuss the detailed requirements of all deliverables. b.Review and discuss technical requirements including, setup, schedule, and support details; noting that at least one (1) two-hour video-teleconference (VTC) session is anticipated during the training week (specific date, time, and connecting location will be provided by the COR). c.Review of the facility to discuss layout, equipment, supplies and support package. Kick-off meeting: a.VA's VALU will be responsible for the meeting minutes and shall ensure that all parties receive a copy. The minutes shall include a list of planning committee members present, date and primary discussion items. b.Each item discussed will identify the decision or action item and the names of responsible individuals and due dates.Yes - VA COR and Contractor's Program Manager 5 Days After Award Date 2The contractor shall provide a Registration Area that will include the following: a.Setup for approximately six (6) individuals, including two (2) 6' (foot, minimum length) tables with white tablecloth/linens and skirting, six (6) banquet chairs (or equivalent), two (2) reception tables with white tablecloth/linens, two (2) easels (at minimum 2'X 3' (foot)) for signage, and two (2) waste baskets/trashcans (at minimum 15 gallons, emptied at least three (3) times daily and/or as needed); Table setup to include six (6) notepads and pens, two (2) water pitchers (routinely refreshed/refilled) and six (6) drinking glasses. Registration setup shall be outside the general session training area, within six (6) feet of electrical outlets. b.Audiovisual support to include three (3) High Speed Internet Access (HSIA) wireless connections and two (2) six-outlet power strips with surge protection.Yes - VA CORAugust 18, 2013 2:00 PM CDT Through August 23, 2013 8:00 PM CDT 3The contractor shall provide one (1) Staff Office OR Stand-Alone Board Room that will include the following: a.Setup for approximately ten (10) individuals (a minimum of 400 square feet), including ten (10) key/key access cards for lockable room area to secure equipment and materials, one (1) table setup including ten (10) notepads and pens, two (2) water pitchers (routinely refreshed/refilled), and ten (10) drinking glasses. b.Audiovisual support to include one (1) HSIA wireless connection, two (2) six-outlet power strips with surge protection.Yes - VA CORAugust 18, 2013 2:00 PM CDT Through August 23, 2013 8:00 PM CDT 4The contractor shall provide one (1) room for the General Session training that will include the following: a.Setup for approximately eighty-four (84) individuals (a minimum of 2,000 square feet); including ten (10) tables with banquet chairs (or equivalent) to accommodate eight (8) persons each with enough space for training materials and laptops per individual; Each table setup shall also include eight (8) notepads and pens one (1) water pitcher (routinely refreshed/refilled), and eight (8) drinking glasses; Each table shall also include table number stands with identifying table number cards. The room shall also include one (1) 12'X16' (foot) riser, one (1) podium, and additional seating and tables to accommodate ten (10) individuals, including four (4) 6' (six-foot, minimum length) tables with white tablecloth/linens and skirting, ten (10) banquet chairs (or equivalent) for support faculty and staff at room rear. b.Audiovisual support to include two (2) 4,000 lumen LCD projectors, two (2) 10' (foot) projection screens, corresponding screen dress kit, one (1) supporting laptop computer within one (1) presentation mouse with laser pointer, one (1) WIRED HSIA for laptop computer, two (2) wireless lavaliere microphones, three (3) wireless, handheld audience microphones (with stands), supporting sound system, and video-teleconference (VTC) capabilities (with at least one (1) audience camera).Yes - VA CORAugust 19 - 23, 2013 Approximately 8:00 AM - 8:00 PM CDT 5Contractor shall provide light refreshments for Morning Breaks, to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins, for approximately eighty-four (84) individuals. Yes - VA CORAugust 19, 2013 and August 21 - 23, 2013 Approximately 8:00 - 10:00 AM CDT 6Contractor shall provide light refreshments for Afternoon Breaks, to include, but not be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, fruit, pretzels, cookies, chips, or muffins, for approximately eighty-four (84) individuals.Yes - VA CORAugust 19 - 23, 2013 Approximately 2:00 - 4:00 PM CDT ? PRICE SCHEDULE Project: Leadership of Veterans Affairs Cohort A, Session IV Training Line Item#DescriptionQuantityUnit Unit PriceTotal 0001See Statement of Work (SOW) Deliverable 2a 6DAY 0002SOW Deliverable 2b 6DAY 0003SOW Deliverable 3a6DAY 0004SOW Deliverable 3b6DAY Project: Leadership of Veterans Affairs Cohort A, Session IV Training Line Item#DescriptionQuantityUnitUnit PriceTotal 0005SOW Deliverable 4a5DAY 0006SOW Deliverable 4b5DAY Project: Leadership of Veterans Affairs Cohort A, Session IV Training Line Item#DescriptionQuantityUnitUnit PriceTotal 0007SOW Deliverable 5 Morning Break Refreshments4EA 0008SOW Deliverable 6 Afternoon Break Refreshments5EA GRAND TOTAL $
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