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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 17, 2016 FBO #5259
DOCUMENT

V -- Hotel Conference Services - Attachment

Notice Date

4/15/2016
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

U.S. Department of Veterans Affairs;Strategic Acquisition Center;10300 Spotsylvania Ave;Fredericksburg VA 22408
 

ZIP Code

22408
 

Solicitation Number

VA11916N0160
 

Response Due

4/26/2016
 

Archive Date

8/3/2016
 

Point of Contact

Sonja L. Johnson
 

Small Business Set-Aside

N/A
 

Description

REQUEST FOR INFORMATION VA119-16-N-0160 Hotel Conference Services The Department of Veteran Affairs (VA), Office of Acquisition Operations, Strategic Acquisition Center (OAO SAC) on behalf of Veterans Health Administration (VHA) is conducting a Request for Information (RFI) in accordance with the FAR 15.201(e) to determine the availability and technical capabilities of providing qualified services to support hotel conference services which entails providing lodging, audio visual equipment, meeting space, meeting setup, and meeting storage space services directly from the National Hotel chains for VA training and business events. 1.0DESCRIPTION This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This RFI is part of the continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract nor does it restrict the Government as to the ultimate acquisition approach. It is emphasized that this is a notice solely for planning and informational purposes. The applicable North American Industry Classification System Code (NAICS) is 721110 Hotels (except Casino Hotels) and Motels The Product Service Code is V231 Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel 2.0PURPOSE VHA is seeking potential National Hotel chains to provide all labor, supervision, and other resources required to provide hotel lodging, audio visual equipment, meeting space, breakout rooms, registration area and services, board rooms, exhibit area, meeting setup, meeting and storage space as specified under individual BPA Orders throughout the Continental United States (CONUS) to support VA's conferences, meetings, seminars, and training sessions. VHA anticipates between 50 - 500 attendees. However, contingent on the type of training/business events, the number of attendees may vary. Please note these conference costs do not include sleeping rooms or other costs borne by the individual attendees. 3.0 RFI VENDOR SUBMISSION INSTRUCTIONS Companies are encouraged to respond, if on a national level, they have the capability and capacity to provide all labor, supervision, and other resources required to provide hotel lodging, audio visual equipment, meeting space, breakout rooms, registration area and services, board rooms, exhibit area, meeting setup, and meeting and storage space as specified under individual BPA Orders.. The services outlined under individual BPA Orders shall be required throughout CONUS to support VA's conferences, meetings, seminars, and training sessions. However, be advised that generic capability statements are not sufficient for effective analysis of respondents' capacity and capability to provide the required services. If your firm has an interest in responding to the requirement described above, please provide the following: A.Corporate Capability Statement - demonstrates capabilities, knowledge and experience related to providing hotel conference services consisting of lodging, audio visual equipment, meeting space, meeting setup, breakout rooms, registration area and services, board rooms, exhibit area, and meeting storage space. Significant subcontracting or teaming is not anticipated for this effort. The Contractor will provide information that indicates their ability to provide hotel conference services throughout CONUS. B.The Contractor shall be fully compliant with all Federal and State Regulations, meeting the industry standards of a three star rating in accordance with the following criteria: 1.Five-Star Rating - Amenities typically include gourmet dining, luxury spas, and full-service health clubs with lavish locker rooms. 2.Four-Star Rating - Guestrooms usually feature superior amenities. 3.Three-Star Rating - Properties in this classification place a greater emphasis on comfort and service. Additional information regarding the star ratings (hotel class) can be obtained via http://www.expedia.com/Hotel-Star-Rating-Information C.Sleeping Rooms offered shall be at or below the Federal Per Diem Rate. Attendees shall not be subject to an early departure fee. Attendees will be required to make their reservations on an individual basis. D.The Contractor shall guarantee room availability affirming that all hotels nominated for award of an order will make their best efforts to honor all guaranteed reservations for VHA. In the event attendees, with a guaranteed reservation, cannot be accommodated the hotel will provide the following: 1.Accommodations at a comparable hotel located as close as possible from the contracted hotel. 2.Any difference in rates between the contracted hotel and the alternate hotel will be borne by the contracted hotel. 3.Complimentary round trip ground transportation between hotel and the alternate hotel for each day the guest is displaced. 4.Offer to relocate displaced guest back to first available room. If room becomes available and the guest elects not to return to the hotel, the hotel will have no further obligations under this clause. 5.Credit to the group for any guests displaced toward its room block pickup for purposes of this agreement. E.The Contractor shall ensure a quiet environment as the demeanor of VHA events are quiet and conversational. Loud noises from adjoining or adjacent rooms are not acceptable and the hotel assumes the responsibility to ensure that the meeting will not be disturbed. In the event that the hotel will be undergoing any construction or renovation during the meeting dates, the hotel shall notify VHA.The hotel shall disclose at the time of an offer any construction/renovation that may affect the use of, quiet enjoyment or quality of service during the meeting dates. F.At the order level, the Contractor shall be required to provide one or more, but not limited to, of the following: 1. Conference Space and Meeting Rooms 2.Capacity Chart 3.Floor Plan 4.Sight Impediments (e.g. pillars) 5.Maximum number of participants 6.Audio Visual Support 7.Refreshments for the conference attendees on rare occasions approved by the VA Secretary 8.A specified number of available sleeping rooms 9.Breakout Rooms 10.Registration Area and Services 11.Board Room 12.Exhibit Area 13.Material Storage Room 14.Internet Service 15.Inbound/Outbound Delivery and Storage of training materials G. Audio Visual Equipment - unless specifically authorized under the individual BPA Order, if VHA brings in outside contractors, VHA will not be required to do the following: 1. Waived surcharges for use of outside contractors 2. No fees associated for hotel employees or agents to supervise any work associated with the set up or use of such equipment, unless specifically authorized in the individual BPA Order. H. Meeting Setup - there shall be no charge to VHA for the standard set-up of meeting space: 1. The hotel shall provide, at no charge, certain equipment/items standard for the types of meetings and events scheduled. 2. No charge equipment/items include standing lecterns, easels, registration tables and chairs, water and glasses, pads and pencils, bulletin or message boards and the house sound system as well as any power drops. I. Meeting Space - the hotel shall not reassign agreed upon function space without the concurrence of the VHA's event representative. No cost shall be incurred if the changes are at the hotel's request. If changes are required and results in a change in cost, it shall be approved in advance by the Government Contracting Officer. J. Meeting Material Storage space is required for VHA's training materials as follows: 1. The Hotel shall not charge for storing the group's meeting materials and publications for up to three business days prior to the first day of the meeting and up to two days after the conclusion of the meeting. 2. The Hotel staff shall assist in moving these materials to the registration area at no charge. K. Hotel Requirements 1. The hotel shall be responsible for complying with the public accommodations requirements of the Americans with Disabilities Act. 2. Federal Emergency Management Agency - Hotel must be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990. 3. Vendorization - Hotel must be registered in the Government's System for Award Management. L. Responses shall be identified with: 1.RFI number, VA119-16-N-0160 2.Company's name 3.Mailing address 4.Cage Code, DUNS, and Tax ID# 5.Business Size and business status 6.E-mail address 7.Telephone and fax numbers 8.Website address (if available), 9.Point of contact having the authority and knowledge to clarify responses with Government representatives. Interested parties shall submit a Corporate Capability Statement not exceeding 10 single-sided, type-written pages using Arial 11-point type or larger. The submission shall be clearly indexed and logically assembled. The page limit does not apply to advertising material such as company brochures and catalogs. If there is any information you deem proprietary, please mark accordingly. SUBMISSIONS ARE DUE no later than April 26, 2016 by 9:00 am, Eastern Daylight Time. All responses under this RFI shall be emailed to Sonja.Johnson3@va.gov. Acknowledgement of receipt of responses will not be made, nor will respondents be notified of the SAC view of the information received. Do not send any material that requires a non-disclosure agreement and identify information that is business sensitive. Responses to this notice will not be returned. Telephone calls/questions or inquiries will not be accepted If you have any questions concerning this opportunity please contact Sonja Johnson at email; Sonja.Johnson3@va.gov no later than 12:00 pm EDT on April 15, 2016.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/notices/6c6b7fb8d36a5b4c6951980a945f405b)
 

Document(s)

Attachment
 

File Name: VA119-16-N-0160 VA119-16-N-0160.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2677157&FileName=VA119-16-N-0160-004.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2677157&FileName=VA119-16-N-0160-004.docx

 

File Name: VA119-16-N-0160 Request for Information VA119-16-N-0160 Questions and Answers.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2677158&FileName=VA119-16-N-0160-005.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2677158&FileName=VA119-16-N-0160-005.docx

 

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

Record

SN04085666-W 20160417/160415234352-6c6b7fb8d36a5b4c6951980a945f405b (fbodaily.com)
 

Source

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

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