SOLICITATION NOTICE
V -- CONFERENCE SPACE, RENTAL, HOTEL SERVICES
- Notice Date
- 1/9/2004
- 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
- 777-04-H317
- Response Due
- 1/16/2004
- Archive Date
- 2/15/2004
- Point of Contact
- Point of Contact - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, (205) 731-1812 ext. 320, Contracting Officer - Cynthia (Elaine) Beaver, Event Manager/Contract Officer, (205) 731-1812 ext. 320
- E-Mail Address
-
Email your questions to Cynthia (Elaine) Beaver
(elaine.beaver@lrn.va.gov)
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services located in the geographic area: Kansas City, MO. Request for Quotation 777-04-H317 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is not a solicitation for Event Planning Services. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-18 and VAAR 97-10. 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 the week of March 14-17, (approximately 325 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a conference on the topic of FY 04 Appropriation Review. The hotel must accommodate 325 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within or below the stated Government Per diem ($88.00). A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your technical and price proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage. To be eligible for award under this solicitation, the hotel facility must be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. seq.) and must be listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. seq.). The hotel facility must accommodate an estimated 325 attendees with the following needs: Part A: Hotel Lodging - (1a) 40 sleeping rooms for participant check-in on Sunday, March 14, 2004 with checkout Wednesday, March 17, 2004. 285 sleeping rooms for participant check-in on Monday, March 15, 2004 with checkout Wednesday, March 17, 2004. (alternate dates within this week?s time frame will be considered). Rooms must be individual/private-sleeping rooms with toilet facilities at or below the government per Diem rate for Kansas City, MO ($88.00). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees, early departure fees, and incidentals. Part B: (1) Meeting Space-General Session room for Monday, March 15, 2004 to accommodate 40 people in U shape beginning at 8:00 am ending 5:00 pm; General Session room to accommodate 325 people in classroom style held on 24 hr basis beginning Tuesday, March 16, 2004 at 8:00 am ending Wednesday, March 17, 2004 at 1:00 pm. (alternate dates within this week?s time frame will be considered). Two (2) skirted 6? tables in the rear of the General Session room for conference materials. (2) Breakout rooms- Seven (7) for Tuesday, March 16, 2004, beginning at 8:00 am until 5:00 pm; set up classroom for approximately 50 people each room. (alternate dates within this week?s time frame will be considered). Each room will have (1) 6? skirted table in rear of room for program materials. These rooms must be close to general session room and break area. Registration to be set-up outside of the general session room beginning Monday, March 15, 2004 at 3:00 pm and Tuesday, March 26, 2004 at 7:00 am and set up to remain for duration of conference; Part C: Light refreshments for morning and afternoon breaks will be anticipated and will be set up outside general session room. Part D: 1.Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. Award will be made to the offeror determined to be the Best Value to the Government in accordance with FAR 52.212-2 evaluation factors. Evaluation may be made with or without discussions with the offeror(s). Technical proposals will be evaluated for size, quality of services and accommodations, location, and experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and service, 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's 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 listed in descending order of importance: 1. Size and quality of services and accommodations; 2. Location; 3. Experience with large conferences, and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); Funds are not presently available for performance under this contract beyond January 31, 2004. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond January 31, 2004 until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. Offerors must include a completed copy of 52.212-3 Offeror Representations and Certification-Commercial Items 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 Elaine Beaver, Event Manger/Contracting Officer, EES, 950 22nd Street North, Suite 500, Birmingham, Al. 35244. Phone: 205-731-1812 x-320, FAX: 205-731-1833, email: elaine.beaver@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, January 16, 2004 at 3:00 pm CST.
- Web Link
-
RFP 777-04-H317
(http://www.bos.oamm.va.gov/solicitation?number=777-04-H317)
- Record
- SN00501241-W 20040111/040109211805 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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