SOLICITATION NOTICE
V--V -- CONFERENCE ROOM RENTAL AND HOTEL SPACE
- Notice Date
- 1/13/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- Attn: Department of Veterans Affairs Austin Automation Center, (00D), 1615 Woodward Street, Austin, Texas 78772
- ZIP Code
- 78772
- Solicitation Number
- 777-06-H940
- Response Due
- 1/23/2006
- Archive Date
- 2/22/2006
- Small Business Set-Aside
- N/A
- Description
- Description This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Conference Space, located in the geographic area: Washington, DC. Request for Proposal 777-06-H940 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. (Again, this is not a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-06, Effective October 31, 2005 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 will be July 31 2006 - August 4, 2006. An estimated 600 sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, ? is sponsoring a training conference on the topic of ?Joint VA/DOD Social Work? co-sponsored by the Employee Education System (EES). The hotel shall accommodate 600 sleeping rooms checking in Monday, checking out Friday; and shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Government Per Diem rate or lower for the area. A response to requirements listed shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, menus. To be eligible for award under this solicitation, the hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and also on the Central Contractor Registration website (www.ccr.gov). Offers proposed facilities that are not listed will be rejected as non-responsive. In addition, the offeror?s 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 350 attendees with the following needs: Part A: Hotel Lodging - 150 sleeping rooms for participants? arrival on Monday, July 31,2006 and departure on Friday, August 4, 2006. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for Washington, DC ($145.00). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: 1) Meeting Space: A General Session room accommodating approximately 350 individuals in rounds of 10 seating style without pillars and 15-ft or greater ceiling; with ample room for extensive AV staging area. A Head Table for 6 people for Panel and Standing Lectern in the front of the General Session Room with plenty of room for audiovisual equipment (rear screen projection anticipated). AV setup Monday afternoon/Monday all day (set up) through Friday (24-hour hold). 2) Six (6) Breakout rooms holding approximately 50 people in classroom seating, with ample room for AV equipment, Monday (set-up starting at 8:00am) thru Friday, 3:00 p.m. (24-hour hold). One 6ft skirted table in rear of each breakout room for program materials. 3) Poster Session/Exhibit Space for approximately 15 6? skirted tables needed on a 24 hour basis starting Monday, July 31 at 8:00 a.m. for poster boards setup through Friday, 8/4/06. Area needs to be able accommodate no less than twelve 8ft x 8 ft free standing poster display boards plus 6 table top poster displays placed so that attendees may freely move around the displays. Area of approximately 3000 sq. ft. or greater with no less than 9-10 ft ceiling. 4) A Faculty Preparation Room ? located near general session room. This room should be able to accommodate AV equipment and table for 5-6 in conference style with electrical capabilities for several pieces of AV equipment and a direct call out phone line capability for connection to computer server. 5) Registration Area -starting 3:00pm on Monday, July 31, 2006 thru Friday, August 4, 2006, 3:00 pm (24-hour hold). Preference for registration area is outside the General Session Room, Request four (4), 6ft table with skirting set U-shape, plus an in house only desk phone and a large trashcan. Part C: Anticipate Light refreshments for morning and afternoon breaks along with possible 2 days of box lunches for ?lunch & learn? sessions, days to be determined. Welcome Reception in evening, first day of conference, all of which is an integral part of the whole conference. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. Proposal must indicate whether the hotel agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. 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). The 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 services, cancellation, attrition costs, and 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. (This is not a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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 (cost of accommodations, services, cancellation fee, attrition and refreshments). Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of the FAR 52.212-3 Offeror Representations and Certification along with his/her proposal; FAR 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all price, descriptive literature, technical proposals, and Hotel Contract to: Gwendolyn Sellers Event Manager/Contracting Officer Department of Veterans Affairs Employee Education Center VA Medical Center 50 Irving St. NW Washington, DC 20422 Phone (202) 745-8223 Fax (202) 745-8274, or email gwen.sellers@lrn.va.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is January 23, 2006 at 3:00 PM CT
- Place of Performance
- Address: Washington, DC
- Zip Code: 20422
- Country: United States
- Zip Code: 20422
- Record
- SN00966366-W 20060115/060113211953 (fbodaily.com)
- Source
-
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