SOLICITATION NOTICE
V -- Hotel Accommodations, Meeting Space and Other Hotel RelatedServices
- Notice Date
- 12/21/2007
- 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-0059
- Response Due
- 1/14/2008
- Archive Date
- 3/14/2008
- Point of Contact
- Georgene Granfors Event Manager 440-526-3030 X6105
- E-Mail Address
-
Email your questions to POC email address
(georgene.granfors@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 the geographic areas: Las Vegas, NV; Kansas City, MO; Tampa, FL; and Orlando, FL. Request for Proposal VA-777-08-0059 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 insurances(s) (standard business, liability, extraordinary insurances) in order 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 shall be deemed technically unacceptable.) This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-22, Effective November 23, 2007, and VAAR 97-10. NAICS Code 721110, 721120 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 5/16-22/2008 in Kansas City, MO; 7/11-17/2008 in Tampa, FL; 8/8-14/2008 in Las Vegas, NV; or 8/21-29/2008 in Orlando, FL (approximately 1650+ sleeping rooms and required meeting space). Actual conference days are Monday (pre-conference classes)-Thursday. The Department of Veterans Affairs, VALU IT National Training and Education Office (VALU IT NT&EO) is sponsoring the Veterans Health Administration (VHA) eHealth University 2008 conference. The hotel(s) must accommodate a total of 1100+ 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 the stated Government Per Diem for your city/county. 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 limited to sleeping rooms, meeting rooms space diagrams and capacity/square footage charts; current menus, 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. The hotel 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 1900-2000 attendees with the following needs: Part A: Hotel Lodging ??? 1650 sleeping rooms for VA attendees to begin check-in on Saturday with the majority of attendees to check out on Friday after conference; and 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/fees. 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. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Majority of meeting space shall be provided beginning the Saturday prior to actual conference dates, or by no later than Sunday, 7:00 a.m. through Thursday, 11:59 p.m. (Meeting rooms are required Saturday and Sunday for set up of complex audiovisual equipment, staging, and computer equipment). Several small meeting rooms are required beginning the Thursday and/or Friday prior to actual conference dates for set up of Server/Network Headquarters Room, Computer Storage/Staging/Presenter Ready Rooms, Conference Office, and Webmaster Room. Property must be equipped with a configurable network infrastructure (facility shall have internal network that can be split/sectioned/portioned for restricted VA training use). All meeting space must be equipped with wired network connectivity to the infrastructure. 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 20,000-30,000 square feet-to accommodate 2000 attendees classroom seating or combination classroom/theater seating, technician booth and staging, and to support overhead lighting and projection equipment. General Session Meeting Room shall be acquired no later than Saturday 12 noon. (2) Computer Training Rooms-eight (8) rooms-ranging in size-3,000-8,000 sq. ft. Computer rooms to accommodate 40-60 laptop computers, 40-120 people, riser, and 2 LCD projectors and 2 screens. NOTE: rooms used for computer training rooms need a 4 foot aisle between each row of tables. 18???x 6??? and/or 18??? x 6??? tables may be used. No more than two attendees per 18??? x 6??? or 18??? x 8??? table. The four (4) largest Computer Training Rooms shall be provided Saturday 8:00 a.m. (two of these rooms are preferred to be acquired the Friday prior to conference); the remaining four (4) Computer Training Rooms shall be provided by no later than 8:00 a.m. Sunday. (3) Breakout Lecture Rooms-Twelve (12) meeting rooms to accommodate 200-250 people ??? four (4) approximately 4000-5000 sq. ft.; four (4) in 3000-4000 square feet; four (4) in the range of 2000-3000 square feet; all lecture rooms shall be classroom style seating, and room to accommodate 1-2 LCD projectors and 1-2 screens. The four (4) largest lecture breakout rooms shall be provided by Sunday, 12:00 noon. The other seven (8) lecture breakout rooms shall be provided by no later than 8:00 a.m. Monday. (4) Conference Support Rooms-eight (8) rooms ??? to serve as a Server/Network Headquarters room, conference office, webmaster room, presenter ready room, computer storage/ready room; and a few rooms for storage of computer crates, boxes, and audiovisual storage. One (1) room to serve as the Presenter Ready Room- approximately 2000-3000 square feet-required beginning Friday prior to actual conference dates by 8:00 a.m.; one (1) room to serve as the VA Network/Server Headquarters-approximately 2500 square feet-this room required Thursday prior to actual conference dates by 12:00 noon; one (1) room to serve as the AV storage room/editing suite-approximately 3000 square feet-required Saturday by 8:00 a.m.; one (1) room to server as the Computer Storage/Ready room-approximately 3000 square feet-required beginning Friday prior to actual conference dates by 8:00 a.m.; one (1) room to serve as the Conference office-approximately 400-700 square feet-required Friday prior to actual conference dates by 8:00 a.m.; one (1) room to serve as the Webmaster room approximately 300-500 square feet-required beginning Saturday by 8:00 a.m.; two (2) rooms to serve as storage rooms-approximately 300-500 square feet-these two rooms are required beginning Friday prior to the conference dates by 10:00 a.m. (5) Exhibit Hall area- approximately 50,000-75,000+ sq. ft. to accommodate poster presentations, VA/vendor displays, AM/PM breaks, and evening receptions. Exhibit Hall shall be provided Saturday through Thursday 11:00 p.m. (6) Registration area ???a secure area or room required-Friday ??? Thursday-wired Internet access required. Part C: Anticipate light refreshments for evening training reception(s), day(s) to be determined. The Federal Government Policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements/special considerations: complimentary meeting space, variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). Overflow hotels within walking distance to conference hotel/site or complimentary transportation provided to/from conference hotel site; Complimentary snacks for presenter ready room Sunday-Thursday; snacks and non-alcoholic beverages; complimentary snacks for the conference staff (20-25) Saturday-Thursday; Complimentary AM and Pm Breaks-coffee-regular and decaf, and hot tea-AM break; cold beverage and snack (i.e., cookies, brownies, candy bars, etc.) for attendees (Monday up to 400 attendees; Tuesday-Thursday up to 1650 attendees); 40 complimentary welcome amenities; 40 room upgrades at the government rate from time of check-in through check out; 2 presidential type room upgrades at government rate (Thursday prior to conference through Friday after conference); complimentary reception for up to sixty-five (65) VIP staff with open bar and heavy hors d???oeuvres to include hot and cold food items; 30 complimentary round trip airport transfers; discount on food and beverage prices; 10 complimentary rooms. 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; experience with large conferences, and location. 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 and descriptive literature. For a 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.) 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 services, 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 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), (b)(7), (b)(15-16) (b)(18)-23), (b)(35); 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 Georgene Granfors, Event Manager/Contracting Officer, VALU IT NT&EO, 10000 Brecksville Road, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-740-2372, email: georgene.granfors@va.gov. Faxed proposals will be accepted. Closing Date for receipt of proposals is Monday, January 14, 2008, 3:00 p.m. ET.
- Record
- SN01475065-W 20071223/071221223901 (fbodaily.com)
- Source
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