SOLICITATION NOTICE
V -- Hotel Accomodations, conference space rental and hotelservices
- Notice Date
- 12/3/2007
- Notice Type
- Solicitation Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-08-RP-0045
- Response Due
- 12/7/2007
- Archive Date
- 2/5/2008
- Point of Contact
- Linda Seme 10000 Brecksville Rd Brecksville, Ohio 44141
- E-Mail Address
-
Email your questions to POC email address
(linda.seme@va.gov)
- Small Business Set-Aside
- N/A
- 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 Maryland and the Washington DC metropolitan area. Request for Proposal VA-777-08-RP-0045 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 provisions and clauses in effect through FAR FAC 2005-21 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is July 3-11, 2008; (approximately 2700-3000 sleeping rooms and required meeting space). Actual conference days are Tuesday-Thursday. The Department of Veterans Affairs (DVA), VALU IT National Training and Education Office is sponsoring the DVA, Information Technology Connection. The hotel must accommodate a total of 3000 sleeping rooms (based on the timeframe), with the majority of sleeping rooms located at the main hotel and expect to utilize additional hotels. Must provide all requirements specified for conference needs in Parts A, 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 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 but not limited to 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. Current costs for Internet connectivity, rigging fees, patch fees, handling charges, phone lines, power fees, and other related services. 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. In accordance with FAR 52.204.7 - Central Contractor Registration (Oct. 2003); contractors are Required To Register in the Central Contractor Registration (CCR) database http;//www.ccr.gov, PRIOR to award of any contract. In addition the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42U.S. C. 12101 et. Seq.). The hotel facility must accommodate an estimated 2700-3000 attendees with the following needs: Part A: Hotel Lodging - (1a) 8-10 rooms on Thursday, July 3; (2a) 25-100 rooms on Friday, July 4; (3a) 100-150 rooms on Saturday, July 5; (4a) 150-300 rooms on Sunday, July 6 with the remaining 2440 sleeping rooms on Monday, July 7 for VA attendees to begin check-in. Check-Out: Approx. 800 attendees to check out on Thursday, July 10 after 3pm and the remainder to check out on Friday, July 11. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate. Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. (5a) 200-250 additional sleeping rooms set aside for non-VA attendees and exhibitors. This room block can be offered up to 20% above the prevailing per diem rate. This room block shall be excluded from the attrition and cancellation calculations. Part B: (Item 1) Meeting Space- All meeting space and public areas of facility MUST be ADA compliant. All meeting space shall be provided on a 24-hour hold basis. Majority of meeting space shall be provided beginning Saturday July 5, 2008 by 8:00 a.m. All meeting space must be equipped with wired network connectivity. Property must have on-site network manager. Meeting rooms used as computer training rooms shall provide proper electrical service. (1) General Session Meeting Room- approximately 35,000 square feet to accommodate 2700-3000 attendees in classroom seating, technician booth and staging, and to support overhead lighting and projection equipment. General Session Meeting Room shall be acquired no later than Saturday, 8:00 a.m. (2) Breakout Rooms: 6-10 rooms to accommodate 150 attendees; 3-4 rooms to accommodate 200-300 attendees; 8-10 rooms to accommodate 100 attendees. All of these rooms are to be set in classroom style and must include the use of hotel provided podiums and adequate stage risers in each room at no additional cost. In addition, 4-6 rooms to be used as support rooms to accommodate office, web room, etc.; one board room to accommodate 8-12 people for executive meetings; and, one room to accommodate 5-10 people to be used as a help desk station. (3) Exhibit Hall- 50,000 square feet minimum (4) Registration area-a secure area or room required for registration, to open on Sunday evening at 4pm and all day Monday and ? day Tuesday, this room/area requires internet access. This room or area required Saturday 8:00 a.m. to begin set up. Part C: Food and beverage will be required for possible evening reception and AM / PM breaks. Meals to be available at the government per diem. Please provide menus. Part D: Other requirements-complimentary meeting space, variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). 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. All active displays (digital or other outside the rooms) will be the sole use of the DVA for the duration of the conference without charge. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. Overflow hotels within walking distance to conference hotel/site or complimentary transportation provided to conference hotel site. Overflow hotels will assist in coordinating transportation to and from conference site. Part E: Special Considerations- 30 complimentary welcome amenities; 2 Presidential Suites- complimentary from July 4-11, 2007, a minimum of 80+ room upgrades at the government rate (or the number available at the facility); 20% discount on Food and Beverage. Up to 35 airport transfers. 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 accommodations and services, 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 and attrition, food and beverage/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/contracts and descriptive literature. For a technical proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is 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.) Any offer that does not meet the solicitation requirements will be rejected as nonresponsive. 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://vaww1.va.gov/oamm/acquisitions/ars/policyreg/vaar/index.htm (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 accommodations and services; 2) experience with large conferences; 3) location, and, 4) Price. Size and quality of accommodations and service, experience with large conferences, location, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items (offerors 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) (1), (7), (15), (16), (18), (19), (20), (21),(22), (23), (35) if Government Purchase Card is used, b(33), (c)(1), (c)(2), and (c)(4) apply; 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 Seme, Event Manager/Contracting Officer, VALU IT NT&EO (196E), 10000 Brecksville Road, Brecksville, OH 44141. Phone: 440-526-3030 x6123, FAX: 440-740-2372, email: linda.seme@va.gov. Faxed proposals will be accepted. Closing Date for receipt of proposals is December 7, 2008, 4:00 p.m. ET.
- Record
- SN01462108-W 20071205/071203223432 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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