Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 16, 2017 FBO #5592
DOCUMENT

X -- NVCAF Hotel - Attachment

Notice Date

3/14/2017
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veteran Affairs;SAO East;PCAE STL Contracting Officer;11152 South Towne Square;Saint Louis MO 63123
 

ZIP Code

63123
 

Solicitation Number

VA77717N0047
 

Response Due

3/21/2017
 

Archive Date

4/20/2017
 

Point of Contact

William Singleton
 

E-Mail Address

4.6656
 

Small Business Set-Aside

Total Small Business
 

Description

Synopsis: This notice is a Notice of Intent (NOI). This notice is published in accordance with Federal Acquisition Regulation (FAR) 5.101(a)(1) requiring dissemination of information regarding proposed contract actions. This is a Notice of Intent to award a Sole Source Firm-Fixed Price Contract under the authority of 41 U.S.C. 3304(a)(1), as implemented by FAR 13.106-1(b) - Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements., and is not a request for competitive quotes. The Department of Veterans Affairs, Office of National Veterans Sports Programs & Special Events intends to award a firm-fixed price sole source contract to WNY Lodging, LLC, DBA Adams Mark Buffalo 120 Church St., Buffalo. NY 14202. This contract will include: 1. Title of Project: 2017 National Veterans Creative Arts Festival (NVCAF) Hotel Services. 2. Background: The NVCAF is an annual rehabilitative event that recognizes Veterans for their creative accomplishments at the local level and gives them an opportunity to showcase their talents at a National event. The top medal winners in local competitions are invited to participate in the Festival October 23-30, 2017 in Buffalo, New York to engage in art workshops, exhibit their art and writing work, and perform in a stage show to an audience in order to demonstrate the therapeutic benefits of the arts in the lives of Veterans. 3. Objectives: To recognize Veterans for their creative accomplishments through a competitive process in which top entries are selected to participate in the NVCAF; to engage Veterans in therapeutic arts workshops and writing seminars for the purpose of teaching them new artistic skills can be incorporated into their lives; to present opportunities for artistic interaction among Veterans in a supportive environment that reinforces their involvement in the therapeutic arts; and to demonstrate to the NVCAF host community the benefits of the arts as therapy, through a visual arts and writing exhibit and stage show performance by Veterans. These artistic opportunities are offered for the duration of a week s time, October 23-30. For the Veteran s health and well-being and to maintain the continuity of schedule of workshops, seminars and sessions, it is necessary for the host hotel to provide meals to Veterans for the NVCAF week. 4. Scope of Work: The Department of Veterans Affairs and the Office of National Veterans Sports Programs and Special Events intend to contract for conference services support of the NVCAF. Contractor shall provide all resources to accommodate approximately 300 attendees. 5. Mandatory Tasks and Deliverables: The Contractor must be a minimum 3 star hotel and provide in house banquet service. The contractor shall perform the mandatory tasks and provide the specific deliverables described below within the performance period stated in this Performance Work Statement (PWS). If, for any reason, any deliverable cannot be delivered on time according to the below schedule, the Contractor shall provide a written explanation to the Program Manager (PM)/Contracting Officer s Representative (COR) three days prior to deliverable due date. This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the PM/COR shall cite the reasons for the delay and the impact on the overall project. The Contractor shall not commit or permit any act that interferes with the performance of work awarded to another Contractor or with the performance of Government employees. In any case where, in the course of fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor must restore such disturbed work. Task 5.1 The Contractor shall accommodate 1,385 total room nights for approximately 220 attendees. Sleeping rooms for Veterans shall be paid for via this contract. Some paying guests shall pay guest room costs by individual government credit card and some guests will pay room costs by individual personal credit card. Lodging rates for rooms paid for via this contract shall not exceed the prevailing federal government rate for the selected area. Detailed lodging lists for these room nights will be provided to the hotel no later than 20 days prior to event start date. Deliverable 5.1 Lodging Table 1A, Mandatory Deliverable Table Room Nights Paid via Contract Date Day King Doubles ADA Suites Total 10/21/2017 Sat 5 1 6 10/22/2017 Sun 9 1 10 10/23/2017 Mon 20 45 10 1 76 10/24/2017 Tues 20 45 10 1 76 10/25/2017 Wed 40 80 15 1 136 10/26/2017 Thurs 40 80 15 1 136 10/27/2017 Fri 40 80 15 1 136 10/28/2017 Sat 40 80 15 1 136 10/29/2017 Sun 40 80 15 1 136 Total room nights paid via contract: 848 In addition to the room nights paid for via the contract, additional rooms will be paid for individually by each guest or via payment from the American Legion Auxiliary or another sponsor. A separate lodging list will be provided for these room nights. Table 1B, Mandatory Deliverable Table Room Nights Paid Individually or via Sponsor Date Day King Doubles ADA Suites Total 10/21/2017 Sat 4 2 1 7 10/22/2017 Sun 14 14 2 30 10/23/2017 Mon 23 20 2 45 10/24/2017 Tues 28 20 2 50 10/25/2017 Wed 33 30 2 65 10/26/2017 Thurs 38 30 2 70 10/27/2017 Fri 38 40 2 80 10/28/2017 Sat 50 43 2 95 10/29/2017 Sun 50 43 2 95 Total room nights paid individually or via sponsor: 537 TOTAL ROOM NIGHTS NEEDED = 1,385 Task 5.2 The Contractor shall accommodate food and beverage for approximately 300 attendees at peak. Food and beverage for Veterans shall be paid for via this contract not to exceed the government rate ($17 Breakfast, $19 Lunch, $28 Dinner, $20 Brunch). Additional meals will be purchased individually by other guests attending the NVCAF. Deliverable 5.2 Food and Beverage Table 2, Mandatory Deliverable Table Date Day Breakfast Lunch Dinner Brunch 10/23/2017 Mon     80   10/24/2017 Tues 80 80 80   10/25/2017 Wed 80 80 135   10/26/2017 Thurs 135 135 135   10/27/2017 Fri 135 135 135   10/28/2017 Sat 135 135 135   10/29/2017 Sun     135 135 TOTAL 565 565 835 135 Total Breakfasts: 565 Total Lunches: 565 Total Dinners: 835 Total Brunches: 135 Additional meals will be purchased individually by other guests attending the NVCAF. Task 5.3 The contractor shall provide meeting room space to accommodate an estimated 300 attendees. Rooms needed Sunday, October 22 at 8:00 a.m. to Monday, October 30 at 11:59 a.m. 24-hour hold on all meeting rooms. Deliverable 5.3 Meeting Room Space as indicated below. Table 3, Mandatory Deliverable Table Date Start Time End Time Function Type Set-up Style No. of People Approx. Sq. Feet Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Main Rehearsal Layout TBD; Dance Floor 150 6,500 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Banquet Room Rounds 8 per table; 8 x8 stage; 6 x12 banner hung 250 5,000 Sun. 10/22/2017 Wed. 10/25/2017 8:00 AM 11:59 PM Registration Layout TBD Flow 2,000 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Interaction Sessions/ Multi-Purpose Theater Style 150 2,000 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Headquarters & Media Center Room Re-Keyed; Layout TBD 20 1,000 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Costumes/Rehearsals Layout TBD Flow 1,000 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Creative Writing Seminar Schoolroom Style 20 500 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Rehearsals/Meetings Theater Style 30 500 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Rehearsals/Meetings Theater Style 30 500Is this a duplicate? This is not a duplicate in error. We need multiple spaces for daily team meetings. Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Video Recording/ Meetings Layout TBD 20 500 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Storage Room Re-Keyed; Layout TBD 500 Sun. 10/22/2017 Mon. 10/30/2017 8:00 AM 11:59 PM Internet CafĂ© Room Re-Keyed; Layout TBD 200 Task 5.4 The contractor shall deliver 25 lbs. of ice daily to the Hospitality Room (Suite TBD). Deliverable 5.4 25 lbs. of ice delivered daily as indicated below. Table 4, Mandatory Deliverable Table Date Day # of lbs. Time of Delivery 10/22/2017 Sun 25 1 p.m. 10/23/2017 Mon 25 8:30 a.m. 10/24/2017 Tues 25 8:30 a.m. 10/25/2017 Wed 25 8:30 a.m. 10/26/2017 Thurs 25 8:30 a.m. 10/27/2017 Fri 25 8:30 a.m. 10/28/2017 Sat 25 8:30 a.m. 10/29/2017 Sun 25 8:30 a.m. Task 5.5 The contractor shall install a dance floor in the main rehearsal space. The largest dance floor size the hotel can provide up to 30 deep and 40 wide. Deliverable 5.5 Dance floor Table 5, Mandatory Deliverable Table Date Item Quantity Sun. 10/22/2017 Sun. 10/29/2017 Dance Floor in Main Rehearsal Room Largest size possible up to 30 deep and 40 wide. 1 Task 5.6 The contractor shall install a T-1 line in headquarters/media center and provide Wi-Fi in internet cafĂ© conference room. Deliverable 5.6 T-1 line in HQ/Media Center and Wi-Fi in Internet CafĂ©. The installation of the T-1 line must be completed 1 month prior to need date (September 22, 2017) to ensure time frame available for local VA staff to ensure functionality. Table 6, Mandatory Deliverable Table Date Item Quantity Sun. 9/22/2017 Mon. 10/30/2017 One (1) T1 Line in Headquarters/Media Center Needed in 1 conference room Sun. 10/22/2017 Mon. 10/30/2017 Six (6) Wi-Fi connections in Internet CafĂ© Needed in 1 conference room Task 5.7 The contractor shall re-key various meeting rooms. Deliverable 5.6 Conference rooms re-keyed. Table 7, Mandatory Deliverable Table Date Item Quantity Sun. 10/22/2017 Re-key Meeting Rooms 3 rooms TBD Task 5.8 The contractor shall hang the 2017 NVCAF Sponsor Banner (size 6 x 12 ) in the Banquet Room. Deliverable 5.8 Banner provided to host hotel on or before Monday, October 23. Table 8, Mandatory Deliverable Table Date Item Quantity Mon. 10/23/2017 Hang Banner 1 Task 5.9 The contractor shall tune the hotel piano. Deliverable 5.9 Hotel piano tuned. Table 9, Mandatory Deliverable Table Date Item Quantity Mon. 10/23/2017 Tune Piano 1 Task 5.10 The contractor shall provide a podium microphone beginning Monday, October 23 through Sunday, October 29. Deliverable 5.10 Audio Visual Equipment Podium Microphone Table 10, Mandatory Deliverable Table Date Day Location Item 10/23/2017 Mon Main Banquet Room Podium Microphone 10/24/2017 Tues Main Banquet Room Podium Microphone 10/25/2017 Wed Main Banquet Room Podium Microphone 10/26/2017 Thurs Main Banquet Room Podium Microphone 10/26/2017 Thurs Breakout Room Podium Microphone 10/27/2017 Fri Main Banquet Room Podium Microphone 10/28/2017 Sat Main Banquet Room Podium Microphone 10/29/2017 Sun Main Banquet Room Podium Microphone Task 5.11 The contractor shall provide audio visual equipment Thursday, October 26 through Sunday, October 29. Deliverable 5.11 Audio Visual Equipment Podium Microphone Table 11, Mandatory Deliverable Table Date Day Location Item 10/26/2017 Thurs Breakout Room Wired or Wireless Handheld Mic, Wireless Lav Mic and LCD Projector Package (projector, screen, cart, cables) 10/27/2017 Fri Breakout Room Wireless lav & speaker 10/27/2017 Fri Breakout Room Wireless lav & speaker 10/27/2017 Fri Breakout Room Wireless Lav Mic and LCD Projector Package (projector, screen, cart, cables) 10/28/2017 Sat Breakout Room Wireless lav & speaker 6. Government-Furnished Equipment (GFE): One (1) 6 x 12 NVCAF sponsor banner 7. Performance Details: 7.1 Period of Performance: The period of performance shall be Sunday, September 22, 2017 Monday, October 30, 2017. 7.2 Place of Performance: Work shall be performed at the Contractor s site: TBD. Contractor shall provide 24-hour services during place of performance s normal business hours, or as otherwise specified. 7.3 Observance of Government Holidays. There are 10 Federal holidays set by law (USC Title 5 Section 6103). Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November 7.4 Type of Contract: The Government anticipates award of a Firm Fixed-Price contract. 7.5 Contractor Reporting Requirements The Contractor shall provide a Banquet Invoice after each meal for review. The invoice shall contain the number of meals provided and the total cost. The Contractor shall provide an Individual Guest Folio on Wednesday, October 25 and Friday, October 27. The Contractor shall notify the PM/COR, in writing, if problems arise that could have an adverse effect upon the performance of the contract. 7.6 Contract Post-Award Meeting: The Contractor shall not commence performance on the tasks in this PWS until the CO has conducted a post-award meeting or has advised the Contractor that the post-award meeting has been waived. 8. Travel: The Government anticipates travel under this PWS to attend contract-related meetings through the period of performance which would fall within the 50 mile radius therefore travel and per diem cost reimbursement is not applicable to this contract. 9. Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor s quality control program is the means that the work complies with the requirement of the contract. 10. Formal Acceptance or Rejection of Deliverables: The Government will review each deliverable within 1 business day and provide comments. The Contractor shall have 2 business days to incorporate the Government s comments and make appropriate revisions. 11. Changes to the PWS: Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a contract folder, along with all other products of the contract. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. 12. Invoice Submission: http://www.fsc.va.gov/einvoice.asp (PLEASE USE THIS LINK FOR FSC Mandatory Electronic Invoice Submission INSTRUCTIONS) 13. Invoice Requirements: The Contractor shall email a copy of the invoice to both the Program Office and the Contracting Officer for their review and approval. The Contractor shall also submit an invoice through the OB-10/Tungsten Network to initiate the certification and payment process. The Contractor shall include the Purchase Order number on all invoices. For inquiries regarding payment, please contact the Vendor Inquiry Line toll free at (877) 353-9791. The associated North American Industry Classification System (NAICS) code for this procurement is 721110 with a small business size of $32.55 M. WNY, LLC is a small business. This will be the only notice of the Government s intent to solicit, negotiate, and award to one source to satisfy this requirement. The Government plans to award a contract for this requirement within 30 days of this notice. While this synopsis does not constitute a solicitation, interested vendors may identify their interest and capability to satisfy this requirement. The Government understands that VizuALL/ScheduALL is the only vendor which can provide the requested services for EES. However firms that believe they can provide the capability required to fully meet the Government s requirement may submit in writing, a capability statement, proposal or quotation that will be considered by this agency to the identified point of contact within five (5) days after publication of this notice. Such documentation shall be evaluated solely for the purpose of determining whether or not to conduct this procurement on a competitive basis. A determination not to compete this requirement based upon responses to this notice, is solely within the discretion of the Government. Interested parties may identify their interest and capability to respond to this requirement or submit offers on VA777-17-N-0047. For additional information or to submit responses, please contact William Singleton, mailto:william.singleton2@va.gov
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA77717N0047/listing.html)
 

Document(s)

Attachment
 

File Name: VA777-17-N-0047 VA777-17-N-0047.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3336873&FileName=VA777-17-N-0047-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3336873&FileName=VA777-17-N-0047-000.docx

 

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

Record

SN04434689-W 20170316/170314234642-7370d4bdf318502640eb35c6e2e51a0e (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 |