SOLICITATION NOTICE
99 -- Directors Workshop (2006 VBA)
- Notice Date
- 8/10/2006
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Central Office;Acquisition Operations Service (049A3);810 Vermont Avenue, NW;Washington DC 20420
- ZIP Code
- 20420
- Solicitation Number
- VA-101-06-RP-0247
- Response Due
- 8/21/2006
- Archive Date
- 10/20/2006
- Description
- REQUIREMENTS DOCUMENT The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental and hotel services located in Boston, MA. The Department of Veterans Affairs, Veterans Benefits Administration is sponsoring the "2006 VBA Directors Workshop." The hotel must accommodate 115 sleeping rooms per night Monday October 30, 2006 through Thursday November 2, 2006, and must provide all requirements specified for conference needs below, and must provide lodging rates within the stated federal government per diem rate of $165.00. Hotel Lodging: 115 sleeping rooms per night during the following dates: October 30 - November 2, 2006, checking out on November 3, 2006. Fifteen rooms are also requested for the night of October 29, 2006, and five rooms the night of November 3, 2006. Also, five VIP Upgrades are requested for the week. (Total rooms for the week = 485) Rooms must be individual/private-sleeping rooms with toilet facilities at the federal government per diem rate. The federal government per diem rate is also requested for three days prior and 3 days following the conference. The group should not be penalized for rooms not used. Provide pricing for sleeping rooms as a separate line item. 10/29: 15 Rooms 10/30: 115 Rooms 10:31: 115 Rooms 11/1: 115 Rooms 11/2: 115 Rooms 11/3: 5 Rooms VIP Upgrades: 5 General Session: One general session room is required, approximately 3200 square feet. Meeting space for the General Session should be held on a 24 hours basis (some exclusions may apply if the hotel can guaranty that the room will be set one hour prior to the start of the general session each day). Room setup and AV equipment setup should be completed by 1:00 PM on Monday October 30, 2006. General session requirements begin at 7:00 am on Tuesday October 31, 2006 through Friday November 3, 2006, ending at 12:00 pm. Set for 120 in round table seating for 6 (crescent); there should be a head table on the riser to include a podium, with access to the riser by both ramp and steps. Ice water and glasses should be provided on each table with writing pads and pens. General Session room must be without pillars/posts to obstruct view. Provide price for the General Session as a separate line item. Breakout Rooms: Four breakout rooms are needed Tuesday October 31, 2006, through Friday November 3, 2006 ending at 12:00 pm, approximately 800 square feet each. These rooms are in addition to the General Session meeting room (total of five meeting rooms throughout the week). Each room must accommodate no less than 35 people, set in rounds (crescents) with seating for 6 people per table. Rooms must include a podium and additional space for audio/visual front screen projection for each breakout room. Ice water and glasses should be provided on each table with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Provide pricing for Breakout Rooms as a separate line item. Food/Beverage Requirements: A catered welcome reception is requested for the evening of Monday October 31, 2006. Continental breakfast, mid morning refresh, and light PM refreshments are for 115 attendees beginning Tuesday morning October 31, 2006, through the continental breakfast on Friday November 3, 2006. Provide pricing for Food/Beverage requirements as a separate line item. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: Ten laptop computers, six LCD projectors, six large screens, five podium microphones, five remote controls for the laptops/projectors, two lavaliere microphones, ten handheld microphones, one fax machine, one photocopier, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones that can connect to an outside line. A T-1 line is needed in the general session, the four breakout rooms, and the communications room. Also requested are five radios with headsets for communication with hotel staff. All five rooms must be set with a sound system. The general session room must be set with the laptop computer at a table at the side of the room (not at the podium). Provide a price breakdown for audiovisual equipment within a separate line item for audiovisual equipment and services. Office Space/Communications Room: One room to be used for office/storage space is requested that is in close proximity to the meeting space, preferably very close to the general session room. The room is needed from 12:00 PM on Sunday October 29, 2006, through Friday November 3, 2006 at 6:00 PM. Provide a separate line item for office space/communication room. Board Room: One room to be used as a meeting room for no more than 10 people, set board room style is requested, in close proximity to the meeting space. The room is needed from 12:00 PM on Monday October 30, 2006, through Friday November 3, 2006 at 6:00 PM. Provide a separate line item price for the board room. Registration Area: A registration area is needed on Monday October 30, 2006, from 4:00 to 7:00 PM. Preference for the registration area is in close proximity to the general session room (ideally directly outside the room). There should be three six ft tables with skirting, four to six chairs, and an in-house only desk phone and a large trash can. Provide separate line item pricing for the registration area. Reception Room: A reception room is requested for Monday evening, October 30, 2006, from 6:00 - 9:00 PM. Provide separate line item pricing for reception room. Hospitality/Networking Room: A hospitality/networking room is requested on 24 hour hold for Monday, Tuesday, Wednesday, and Thursday evenings (October 30 - November 2, 2006). Provide separate line item pricing for Hospitality/Networking Room. Hotel Requirements: Within 3 miles of the downtown Boston area. Federal government per diem rate available. ADA compliant. Hotel must have a DUNS and BRADSTREET number. Hotel must be registered in Central Contractor Registration (CCR). Hospitality/networking room. Direct access to onsite hotel representative during business hours. Several restaurant and activity choices within 5 blocks of the hotel. Within 5 miles of Logan International Airport. Within 5 blocks of commuter lines. Onsite 24-hour security. High speed internet access. Onsite indoor swimming pool and fitness center. 5 VIP upgrades. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.
- Record
- SN01111456-W 20060812/060810220807 (fbodaily.com)
- Source
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