SOLICITATION NOTICE
99 -- 2007 VR&E MANAGEMENT TRAINING CONFERENCE
- Notice Date
- 3/8/2007
- 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-101-07-RP-0216
- Response Due
- 3/22/2007
- Archive Date
- 5/21/2007
- Small Business Set-Aside
- N/A
- Description
- The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental and hotel services located in San Diego, California. The Department of Veterans Affairs, Veterans Benefits Administration is sponsoring the "2007 VR&E Management Training Conference." The hotel must accommodate 110 sleeping rooms per night with the main arrival on Sunday August 26, 2007, and departure on Friday August 31, 2007. The hotel must provide all requirements specified for conference needs below, and must provide lodging rates within the stated federal government per diem rate of $131. Hotel Lodging: 110 sleeping rooms per night with arrival on Sunday and departure on Friday. Ten rooms are also requested for the Saturday prior to the conference, and five rooms for the Friday at the conclusion of the conference. (Total rooms for the week = 560) Rooms must be individual/private-sleeping rooms at the federal government per diem rate. The federal government per diem rate is also requested for three days prior and three days following the conference for individuals who would like to stay at their own expense. The group should not be penalized for rooms not used. Saturday August 25: 6 Rooms Sunday August 26: 110 Rooms Monday August 27: 110 Rooms Tuesday August 28: 110 Rooms Wednesday August 29: 110 Rooms Thursday August 30: 110 Rooms Friday August 31: 4 Rooms Meeting Space: All meeting space must be provided on-site. General Session: One general session room is required, approximately 3200 square feet. Meeting space for the General Session should be held on a 24 hour 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 Sunday August 26. General session requirements begin at 8:00 AM on Monday August 27 through Thursday August 30 ending at 8:00 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. Room must include additional space for two audio/visual front projection screens. 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. Breakout Rooms: Three breakout rooms are needed for Tuesday through Thursday, and should be approximately 800 square feet each. These rooms are in addition to the General Session meeting room (total of four separate regular 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. Ice water and glasses should be provided on each table (or water station) with writing pads and pens. Each of these breakout rooms must be without pillars/posts to obstruct the view. Reception Room: A reception room set in rounds to accommodate 110 people for a luncheon or dinner is requested for Thursday. Room must include a podium and additional space for audio/visual front screen projection. This room must be without pillars/posts to obstruct the view. Food/Beverage Requirements: A catered welcome reception is requested for Sunday evening. Continental breakfast, mid morning refresh, and light PM refreshments for 100 attendees beginning Monday morning through Thursday afternoon. An awards luncheon OR dinner will be scheduled for Thursday. Please add a cost estimate for both meals so that we may compare value. All other meals are at guests' expense. Audiovisual Equipment and Services: An on-site audiovisual department is required. Audiovisual equipment requirements include: Eight laptop computers, 6 LCD projectors, 6 large screens, five podium microphones, five remote controls for the laptops/projectors, two lavaliere microphones, four handheld microphones, one fax machine, one hub for drops from the T-1 line, one conference phone with speaker, one phone line for the fax machine, and two phones with two separate lines that can connect dial outside the hotel. A T-1 line is needed in the general session, one breakout room, and the communications room. Also requested are two radios with headsets (or Nextel walkie-talkies, or similar) for communication with hotel staff. This group reserves the right to substitute their own equipment in for equipment provided by the company at no additional charge. 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 or back of the room (not at the podium). 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. This room must have the capability to connect to T-1 and phone lines. The room is needed from Saturday through Friday afternoon. Board Room: One room to be used as an ad hoc 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 Monday through Friday morning. Registration Area: A registration area is needed on Sunday from 2:00 to 6:00 PM. Preference for the registration area is in the lobby or another area easily accessible for guests. There should be two six ft tables with skirting, four to six chairs, and an in-house only desk phone and a large trash can. Hospitality/Networking Room: A hospitality/networking room is requested on 24 hour hold Sunday through Friday morning. This room should be the largest sleeping room available (typically called a Presidential Suite). Point of Contract: The point of contact (POC) for this solicitation is Gladys Burns at (202) 273-6907 (Office), (202)275-5606 (Fax), email: gladys.burns@va.gov or Rosa Asencio, (202)273-6915. PAYMENTS FOR ROOMS SHALL BE VIA PURCHASE ORDER. In developing the quotation, the Offeror shall comply with the requirements stated in this solicitation by answering yes or no to each requirement as listed above. All submissions of proposals must be electronically using the email address in the previous sentence. The electronic copies shall be compatible with Microsoft Office 2000. All electronic proposals are due, March 22, 2007 by 10:00AM, Eastern Standard Time. Electronic copies not delivered by the time and date specified may be eliminated from further consideration. The Contractor shall certify that all files and electronic media have been checked for and are free of viruses. 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; quotations are being requested and a written solicitation will not be issued. In developing the proposal, the Offeror shall comply with the requirements stated in this solicitation by answering yes or no to each requirement as listed above and below. Please complete and submit 52.212.3 Offeror Representation and Certifications-Commercial Items with your proposal. Hotel Requirements: 1. Within two miles of the Gaslamp district (San Diego). 2. Federal government per diem rate available. 3. All meeting space available on site. 4. All sleeping rooms available on site. 5. ADA compliant. 6. Hotel must have a DUNS and BRADSTREET number. 7. Hotel must be registered and active in Central Contractor Registration (CCR) at the closing date and time of proposal. 8. Hospitality/networking room. 9. Direct access to onsite hotel representative during business hours. 10. Several restaurant and activity choices within 5 blocks of the hotel. 11. Onsite 24-hour security. 12. High speed internet access. 13. Onsite swimming pool and fitness center. 14. No penalty for rooms not used.
- Record
- SN01246566-W 20070310/070308220616 (fbodaily.com)
- Source
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