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

Notice Date

August 21, 2001

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 618-31-02

Response Due

September 26, 2001

Point of Contact

Janice M. Byrd 612-725-2188

Description

This is a combined synopsis/solicitation. Request for Quotation #RFQ 618-31-02 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 Solicitation 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 97-27 and VAAR 97-8. NAICS Code 721110 applies for this procurement 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 Orlando, FL area for a QUERI annual meeting. Hotel must accommodate an estimated 199 attendees with the following needs: (1) Individual/private sleeping rooms and toilet facilities required at government per diem rate for Orange County, FL -- $86.00/night rooms estimated at 50 per night for 12/11/01, an estimated 199 per night for 12/12/01 & 12/13/01 and an estimated 10 rooms for 12/14/01; (2) One large meeting room (classroom or theater style) for an estimated 199 people for general sessions required for 8:00am to 5:00pm on 12/13/01 which has the capability to be divided into two separate rooms, during portions of the day, for an estimated 75-100 people per room in classroom style; All tables will be skirted. (3) Varying size breakout rooms for smaller sessions (hollow square or conference table set-up; All hollow square tables will be skirted) required from 7:00am to 6:00pm each day: for 12/12/01 through 12/14/01 need ten rooms (4 rooms w/capacity for 50 people and 6 rooms w/capacity for 20-30 people -- hollow or conference style). All tables will be skirted and have specified AV equipment (see below). (4) Office space, which can be secured, for estimated 5 people: for 12/11/01 from 4:00pm to 6:00pm (early availability for setup); and for 12/12/01 through 12/14/01 from 7:00am to 6:00pm. Equipment required: computer & printer, photocopier, six tables and six chairs as a workspace, storage space (either shelves or additional table) and three wastebaskets. (5) Registration area: on 12/12/01 through 12/14/01 from 7:00am to 5:00pm. This area will contain three eight-foot skirted tables, with one phone (w/long-distance capability), a fax for receiving/sending (with separate dedicated phone line), one message board, and ten easels. This area will also a separate exhibit space to contain two six-foot skirted tables, including adequate space for erecting display unit (6-foot by 9-foot). Additional equipment requirements are: powerstrips at each table (including exhibit area), one rolling coat-rack and three wastebaskets. (6) Reception area on 12/13/01 from 5:30pm to 7:00pm for estimated 175 people (cocktail reception). Continental breakfast and AM/PM breaks to be served in a central area for an estimated 50 people for breakfast and AM break on 12/12/01 and an estimated 199 people for PM break on 12/12/01. On 12/13/01 and 12/14/01, continental breakfast and all AM/PM breaks to be served in a central area for an estimated 199 people. (7) Restaurant facilities (either wholly contained on the hotel property or in combination with local restaurants, within 6 blocks of the hotel) w/capability to simultaneously seat/serve up to an estimated 199 people. (8) A private dining/meeting room for focus group meetings (working meals) for 20-30 people should be available on 12/13/01 from 7am to 8am, 12pm to 1pm and 6pm to 9pm; and on 12/14/01 from 7am to 8am and 12pm to 3pm on 12/14/01 may required seating for 30-50 people. (9) Audio/visual requirements for 12/12/01 through 12/14/01: (a) Live microphones w/ mixer/sound system for all meeting spaces: for breakout rooms -- table stands (approximately 15) spaced every 3rd person around the table; for general session room -- floor stands (approximately 6-10) spaced evenly around room (b) One wireless Lavaliere microphone for speakers to use (podium); one laser pointer for speakers (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 and/or slide projectors and LCD (computer) projectors for PowerPoint presentations, wireless mouse, power strips for Laptop hookup at each table, flip charts for all rooms; audio recording equipment for general session and breakout sessions on 12/12/01 through 12/14/01; (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 26, 2001. Faxed proposals will be accepted at 612-725-2072.

Record

Loren Data Corp. 20010823/VSOL004.HTM (W-233 SN50V5M1)