X -- SOTA CONFERENCE ON INFORMED CONSENT

Notice Date

December 21, 2000

Contracting Office

Contracting Officer (90C), VA Medical Center, 150 South Huntington Avenue, Boston, MA 02130

ZIP Code

02130

Solicitation Number

RFP 523-20-01

Response Due

January 12, 2001

Point of Contact

Michael C. Kennison, 617-232-9500, extension 5538, Edward Carney, 617-232-9500, extension 5536

E-Mail Address

Click here to contact the Contracting Officer via (michael.kennison@med.va.gov)

Description

This is a Request for quotation for commercial items. This is a combined synopsis/solicitation for commercial items in accordance with the format in the Federal Acquisition Regulation (FAR) 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a solicitation package will not be issued Solicitation Number RFP 523-20-01 is issued as a request for quotation and incorporates provisions and clauses in effect through Federal Acquisition Circular 97-20. The associated NAICS is 72110 and the business size standard is $5.M. This will be an all or none firm-fixed price contract. The Department of Veterans Affairs Office of Research & Development (VHA OR&D) is hosting a state-of-the-art Conference (SOTA) during the period March 7-9, 2001. The conference will be held in Washington, DC. This meeting is a on Informed Consent for the Department of Veterans Affairs Office or Research & Development (VHA OR&D). The purpose of the of the conference is to bring together researchers, policymakers, managers and clinicians to provide a common framework for conceptualizing, implementing, and assessing informed consent in VHA. Participants will discuss issues relating the responsibility to ensure that patients' participation in research be informed and voluntary. With this conference, VA R&D hopes to identify what we know and need to know about informed consent and identify steps necessary to fill in the gaps of our knowledge. Approximately 140 participants, who are Federal employees, will attend this event and it is estimated that 200 rooms at the hotel will be needed and must be priced at the Government's rate and specified as such. The Contractor's facility must be located within 5 miles of the Department of Veterans Affairs, 810 Vermont Avenue, NW, Washington, DC and have easy access by public transportation. Quotes will only be accepted from facilities large enough to accommodate all lodging and functions pertaining to the conference. The conference facility and lodging must be housed in the same facility. This is to be a group booking contract for sleeping accommodations, meeting rooms, scheduled meals, breaks, and audio-visual equipment as specified in the schedule of items. The items covered in the contract are to be direct billed to VA and are not the responsibility of individual attendees of the conference. However, conference participants are responsible for expenses they may incur which are outside the specified schedule of items -- for example, personal telephone calls and room service. The Government shall not be responsible for payment of these individual costs. If civilian personnel, not Federal employees, choose to stay in lodging, any additional costs will be paid for by the civilian or by the Federal employee who is hosting the civilian. The government will not pay for any costs rendered by civilian personnel. Quotes will only be accepted from facilities large enough to accommodate all lodging and functions pertaining to the conference and the conference facility and lodging must be housed in the same facility. The contractor shall provide all necessary labor, facilities, equipment, material, etc, to the Department of Veterans Affairs Office of Research and Development for their "SOTA V, Informed Consent" conference to be held March 7-9, 2001 in strict accordance with all terms, conditions and specifications of this solicitation as follows: (1) Meeting rooms shall be ready for use no later than one hour prior to scheduled meeting times; (2) Meeting rooms should include audio-visual and computer receptacles, phone lines for Internet access & electrical outlets; (3) Water shall be provided in all meeting rooms at all times; (4) Paper and pencils shall be provided in all meeting rooms; (5) Audiovisual equipment shall be provided as specified in the schedule of items for each day as needed; (6) A registration area shall be provided near the meeting rooms as specified in the schedule of items; (7) The contractor shall be capable of providing breaks and meals as listed in the schedule of items: The opening reception is to include assorted light snacks and appetizers (facility shall provide the services of bartender and cashier for operation of cash bar). An opening dinner to include a dinner entree including soup, salad, dessert, and regular & decaffeinated coffee -- menu to be determined within two weeks of meeting date. Continental breakfast (2 days): to include a choice of two chilled juices, muffins, croissants, assorted bagels and cream cheeses and coffee cakes, whole and sliced fresh fruit and berries, regular & decaffeinated, coffee and hot flavored teas. Working lunches are to be served as a buffet and the menu to will be determined within two weeks of meeting date. The contractor shall set up a room for afternoon breaks. The breakout room set-up is to include a variety of soft drinks, coffee (regular & decaffeinated) and hot flavored tea. Per Diem rates of all Federal employees attending the Conference or while in travel status will be adjusted in reflection of meals provided during the conference. The conference facility and lodging must comply with the Hotel/Motel Fire Safety Act of 1990, 15 U.S. C. 2201 (PL 101-391) and must comply with the Americans with Disabilities Act, 42 U.S.C. Section 12101 et. seq. (ADA). The facility must have one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; or Three diamonds or higher per AAA. All prices provided shall be fixed and shall be broken-down to reflect: the price per room per night; the fees for use of the meeting rooms; daily coffee/refreshment breaks; banquet room & meal; and any other applicable charges. Interested parties should submit as a part of their quotation (1) informational literature on the facility and the services offered;(2) confirmation of its overall quality rating;(3) past performance information; and (4) price. The Department of Veterans Affairs will use the following factors to evaluate quotations: Technical Capability -- facility quality rating, its proximity to 810 Washington Avenue, and its ability to accommodate the conference requirements during the required time frame; Past Performance -- How well the facility performed in accommodating conferences of a similar size, its commitment to customer service based on its reputation for demonstrating concern for its customers; and Price. The Department of Veterans Affairs intends to make an award on a best value basis. Offerors must also submit with their quotation, in accordance with FAR 52.212-3, a signed Offeror Representations and Certifications -- Commercial Items. This certification can be downloaded from www.arnet.gov/far at Part 52. The following FAR provisions are also applicable: 52.212-1, Instructions to Offerors _ Commercial; 52.212 -2, Evaluation _ Commercial Items; 52.212-4, Contract Terms and Conditions _ Commercial Items; and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders _ Commercial Items. Any amendments to this solicitation will be provided to all contractors expressing an interest for this acquisition. Quotations are due by 3:00 PM, local time, on January 12, 2001. Facsimiles responses are acceptable. Please fax to 617-278-4546 or mail to the Contracting Officer (90C), VA Boston Healthcare System, Building Nine Room 413, 150 South Huntington Avenue, Boston, MA 02130-4893.

Web Link

Click here to download far certifications. (www.arnet.gov/far )

Record

Loren Data Corp. 20001226/XSOL001.HTM (W-356 SN5094C8)