V -- CONFERENCE/MEETING SPACE/HOTEL LODGING-QUERI

Notice Date

August 30, 2000

Contracting Office

Department of Veterans Affairs Medical Center, Chief, Acquisition and Materiel Management (90C), One Veterans Drive, Minneapolis, MN 55417

ZIP Code

55417

Solicitation Number

RFQ 618-28-01

Response Due

September 18, 2000

Point of Contact

Janice M. Byrd 612-725-2188

Description

This is a combined synopsis/solicitation. Request for Quotation #RFQ-618-28-01 entitled "Conference/Meeting Space/Hotel Lodging -- QUERI" is hereby issued for commercial items prepared in accordance with the format in FAR Part 12, Acquisition of Commercial Items, Subpart 12.6, Streamlined Procedures for Evaluation and Soliciation for Commercial Items, Part 13, Simplified Acquisition Procedures, and as supplemented with additional information included in this notice. This procurement is being conducted under FAR Subpart 13.5 test program; simplified acquisition procedures apply and the VA will conduct the procurement according to a combination of Parts 12 and 13. This announcement incorporates provisions and clauses in effect through FAR FAC 97-19 and VAAR 97-8. NAICS Code 721110 applies for this procurement (formerly SIC code 7011) and the small business size standard is $5 million. This CBD announcement/solicitation constitutes the only bid document that will be issued. A separate written solicitation document will not be issued. Contractor's proposals (cost and technical) are herein requested. A response to requirements listed below shall be submitted on contractor's letterhead or formal quotation form and must address all requirements listed in a separate technical proposal. Contractor's price and technical proposal must contain the name; title and signature of person authorized to submit proposals/bids on behalf of the contractor. Descriptive literature for facility must also be included in proposal/bid package. The VA Medical Center (VAMC), Minneapolis, Minnesota, has identified a need for Hotel lodging and meeting rooms in the Washington, DC area for a QUERI annual meeting. Hotel must accommodate an estimated 170 attendees with the following needs: (1) Individual/private sleeping rooms and toilet facilities required at government per diem rate for Fairfax County, VA -- $118.00/night rooms estimated at 15 per night for 1/09/01, an estimated 160 per night for 1/10/01 & 1/11/01 and an estimated 10 rooms for 1/12/01; (2) One large meeting room (theater style) for an estimated 170 people for general sessions required for 8:00am to 5:00pm on 1/11/01 and 1/12/01 which has the capability to be divided into two separate rooms during portions of both days for an estimated 85 people per room in classroom style; All tables will be skirted. (3) Varying size breakout rooms (hollow square or conference table set-up; All hollow square tables will be skirted) for 1/10/01 from 7:00am to 6:00pm-need one room w/capacity for 30 people (in hollow square design); for 1/11/01 and 1/12/01 mornings from 8:00am to 12:00 noon need five rooms (2 rooms w/capacity for 50 people and 3 rooms w/capacity for 20 people); afternoons from 1:00pm to 5:00pm need nine rooms (4 rooms w/capacity for 50 people and 5 rooms w/capacity for 20 people); late afternoon from 5:00pm to 6:00pm need one room for 50 people. All tables will be skirted and have specified AV equipment (see below). (4) Office space for estimated 5 people for 1/10/01 from 7:00am to 6:00pm; on 1/11/01 from 7:00am to 5:00pm; and on 1/12/01 from 7:00am to 5:00pm. Equipment required: computer & printer, table with 2-3 chairs, storage space (either shelves or additional table). (5) Registration area on 1/10/01 from 4:00pm to 6:00pm (available earlier for setup); on 1/11/01 for 7:00am to 5:00pm; on 1/12/00 for 7:00am to 5:00pm. This area will contain six skirted tables with one phone (w/long-distance capability), message board(s) and fax for receiveing/sending (6) Reception area on 1/11/01 at 5:30pm to 6:30pm for estimated 100 people. Continental breakfast in a reception area for an estimated 30 people on 1/10/01 and an estimated 170 people on 1/11/01 and 1/12/01. (7) Restaurant w/capability to simultaneously seat 30 people and/or offer buttet capacity for Dinner (1/9/01) through lunch (1/10/01) and then simultaneoulsy seat 170 people and/or offer buffet capacity for all meals, beginning with Dinner on 1/10/01 through Dinner on 1/12/01. (8) A private meeting room near the main dining area for focus group meetings with buffet style meal facilities (not separate charge) for 20-30 people with varying tastes since all meals will be working sessions for the following -- 4pm to 9pm on 1/10/01; 12pm to 1pm and 6pm to 9pm on 1/11/01; and 7am to 8am and 1pm to 3pm on 1/12/01 on 1/12/01 may have 30-50 people. (9) Audio/visual requirements for 1/11/01 and 1/12/01: (a) Live microphones w/table stands (approximately 15) spaced every 3rd person around the table with sound system; (b) One wireless Lavaliere microphone for speakers to use (podium); (c) An audio teleconference system for an open-mike, live conference call (time of call will be furnished one week prior to meeting to contractor). VA will have one VANTS number to call to connect call. Facility must have long distance capabilities. A dedicated technician should be available during the call. The line should feed directly through the mixer and speakers to allow optimal communication with remote sites. The following audio visual equipment may be required: overhead projectors and LCD projector for PowerPoint presentations, power strips for Laptop hookup at each table, flip charts for all rooms; audio recording equipment for general session area on 1/11/01 and 1/12/01; (notification of exact requirement will be given at least one week in advance by VA). This will be a firm fixed price contract. Evaluation of proposals offered will include the following factors: FEMA approved; extra amenities offered; location; and past performance history (include three corporate or Government references with phone numbers); capability to meet the Government's requirement; and price. 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). 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 on their company letterhead or bid form. 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; 52.212-3 Offeror Representations and Certification-Commercial Items (NOTE Offerors must include a completed copy of "Offeror Representations and Certification" along with his/her offer); 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; FAR 52.216-18 Ordering; FAR 52.216-19 Order Limitations; FAR 52.216-21 Requirements; FAR 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; VAAR 852.219-70 Veteran-owned business; 852.219-70 Protest Content; 852.236-76 Correspondence; 852.237-70 Contractor Responsibilities; 852.270-1 Representatives of Contracting Officers; and 852.233-71 Alternate Protest Procedure. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, a copy of published price list for the services proposed, and a completed copy of provision 52-212-3. Submit all price, descriptive literature and technical proposals to Janice M. Byrd, Contracting Officer (90C), VA Medical Center, Room 4G-107, One Veterans Drive, Minneapolis, MN 55417. For further information, contact Janice M. Byrd at (612) 725-2188. Offeror's proposals are due by Noon on September 9/18/00, 2000. Faxed proposals will be accepted.

Record

Loren Data Corp. 20000901/VSOL001.HTM (W-243 SN491728)