SOLICITATION NOTICE
V -- CONFERENCE SPACE RENTAL AND HOTEL SERVICES
- Notice Date
- 5/15/2003
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (316= ), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-03-H026
- Response Due
- 6/4/2003
- Archive Date
- 7/4/2003
- Point of Contact
- Contracting Officer - Linda Starks, Event Manager, (205) 731-1812 = ext. 321
- E-Mail Address
-
Email your questions to Linda Starks
(linda.starks@lrn.va.gov)
- Description
- Description This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space Rental and Audio Visual and Hotel Services located in one of two geographic areas: 1st Option: New Orleans, LA and 2nd Option: San Antonio, TX Request for Quotation 777-03-H026 is in accordance with FAR Subpart 13.5 test program. This is not a solicitation for Event Planning Services. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-09 and VAAR 97-9. NAICS Code 721110 and the small business size standard is $6 million. This BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is August 11, 2003 =96 August 14, 2003 (approximately 160 sleeping rooms, audio visual support, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of National Home Health Care. The hotel must accommodate 160 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts B, C and D below, and must provide lodging rates within the stated Government Per diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on hotel letterhead and must address all requirements listed in a separate technical proposal. Descriptive literature for facility must also be included in proposal/bid package including meeting room diagram and square footage. Hotel Contract must also be included in response to this solicitation. Hotel must be FEMA approved and accommodate an estimated 175 attendees with the following needs: Part A: Hotel Lodging (1a) 160 sleeping rooms for participants with check-in on 8/11/03 and check-out on 8/14/03. Rooms must be individual/private-sleeping rooms with toilet facilities at government per Diem rate for the New Orleans ($139) or San Antonio area ($91).=20 Part B: (1) Meeting Space-General Session Meeting Room for 08/11/03 - 08/14/03 to accommodate 175 ppl classroom seating (with aisles on each side and in center); Head Table on a riser next to the podium for 4 ppl in the front of the General Session room with 2 table microphones; 1 skirted 6=92 table in the rear of the General Session for conference materials; podium with microphone; 1 LCD Data projector; (large screen) general session room is needed by 6:00 pm on August 10, 2003 (2) 2 breakout rooms needed beginning 08/11/03, 2003 from 8:00 am until 5:00pm and should be set up in classroom style to accommodate 88 people each (general session room can be used if the room divides into 2 sections large enough for 88 ppl each); Each breakout room will require a Podium with microphone; LCD Data Projector; Screen; and flipcharts; one 6=92 skirted table in rear of each breakout room for program materials. These rooms should be very close to general session room and break area. Additional 2 small breakout rooms to accommodate 50/60 ppl for pre-conference meeting on 08/11/03. Registration to be set-up outside of the general session room (two 6=92 skirted tables with four chairs and two waste baskets.) Part C: Light refreshment for morning and afternoon breaks will be required from August 11 through August 14, 2003. Part D: 1. Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. Only proposals from Hotels that are compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 W.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at=20 http://www.usfa.fema.gov/hotel/search.cfm. Offerors proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror=92s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.). Only Hotels that can meet the requirements and provide items as listed above may respond to this solicitation by submitting cost and technical proposals on their letterhead, along with the Hotel Contract. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 with evaluation factors listed in descending order of precedence: size, price, experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities.=20 Evaluation may be made with or without discussions with the offeror(s). Prices will be evaluated in terms of cost for accommodations, cancellation and attrition, refreshments. 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, hotel contract and descriptive literature. The technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror=92s services as a prime contractor in order to be considered a complete technical proposal. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. 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 (factors in descending order of importance: location, price); 52.212-3 Offeror Representations and Certification-Commercial Items (NOTE =3D3DOfferors 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 and in accordance with FAR 12.603(c )(2)(xii) the following provisions under the clause apply (b)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25) (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); FAR 52.232-18 Availability of Funds; VAAR 852.270-4 Commercial Advertising; 852.237-70 Contractor Responsibilities; and 852.270-1 Representatives of Contracting Officers. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manger/Contracting Officer, EES, 950 22nd Street North, Suite 500, Birmingham, Al. 35244. Phone: 205-731-1812 x-321, FAX: 205-731-1821, email: linda.starks@lrn.va.gov.=20 Faxed and electronic (email) proposals will be accepted. Closing date for receipt of proposals is June 4, 2003 at 4:00pm CST. Proposals will not be accepted after the closing date and time. Please reference the Request for Proposal number (777-03-H026) when submitting a proposal.
- Web Link
-
RFP 777-03-H026
(http://www.bos.oamm.va.gov/solicitation?number=3D777-03-H026)
- Record
- SN00324786-W 20030517/030515213357 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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