SOLICITATION NOTICE
U -- Hotel Accommodations, Meeting Space, and Audio-visual Equipment and Services for the VR&E Management Training Conference in St. Petersburg FL
- Notice Date
- 2/22/2008
- 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-101-08-RP-0117
- Response Due
- 3/7/2008
- Archive Date
- 5/6/2008
- Point of Contact
- Jim Kinslow @ james.kinslow.va.gov (202) 461-6834 Ida Green @ ida.green@va.gov (202) 461-6843
- E-Mail Address
-
Email your questions to Contractor
(james.kinslow@va.gov)
- Small Business Set-Aside
- N/A
- Description
- 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. This solicitation is being issued as a Request for Proposal (RFP) under RFP #VA-101-08-RP-0117. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-23. The Department of Veterans Affairs has a requirement for Hotel Accommodations and Hotel services located in the geographical area of St. Petersburg, FL. The Department of Veterans Affairs, Veterans Benefit Administration, Office of Vocational Rehabilitation will be participating in the VR&E Management Training Conference during the week of 6/21/08 - 6/27/08. The breakdown for individual room accommodations is as follows: Saturday 6/21/08 (10 rooms); Sunday 6/22/08 through Thursday 6/26/08 (110 rooms per day); and Friday 6/27/08 (15 rooms). The total number of hotel rooms requested for the week is 575 rooms. The following requirements apply to this solicitation: all hotel rooms must be individual/private sleeping rooms (smoke free) with toilet facilities and offered at the federal government per diem rate (or lower) for St. Petersburg, FL; hotel shall have at least a 3-star rating; hotel shall have the availability to lodge all personnel on site (in one hotel); hotel shall be within two miles of the beach or downtown St. Petersburg; all meeting rooms shall be available on site; no penalty shall be assessed for rooms that are not used; restaurants/shopping shall be available within 4 - 5 blocks of the hotel; direct access to on site hotel representative shall be provided during normal business hours; on site security shall be provided on a 24-hour basis; high speed Internet access shall be available; on site swimming pool and fitness center shall be available. In addition to the requirement for individual hotel room accommodations, the following meeting space is required during the training conference: Registration Area: A registration area is needed Sunday (6/22/08) from 2:00 - 6:00 PM. Preference for the location of the registration area is in the lobby or another area easily accessible for guests. The registration area shall include two 6 foot tables with skirting, four to six chairs, an in-house only desk phone, and a large trash can. General Session Room: One general session room of approximately 3,200 square feet in size shall be available on a 24-hour basis (some exclusions may apply if the hotel can guarantee that the room will be completed 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. General session requirements begin at 8:00 AM (Mon through Fri) and end at 3:00 PM. The room shall be set for 110 personnel with round table seating (crescent) for 6 personnel; there should be a head table on the riser, to include a podium, with access to the riser by both ramp and steps. The room must include additional space for two audio/visual front projection screens. Ice water and glasses should be provided on each table along with writing pads and pens. The General Session room must be without pillars/posts so as not to obstruct view. Breakout Rooms: Four breakout rooms of approximately 800 square feet each are needed for Tuesday through Thursday. These rooms are in addition to the General Session meeting room. Each breakout room must accommodate at least 25 people, with round table seating (crescent) for 5-6 people per table. Each breakout room must include a podium and additional space for audio/visual front screen projection. Ice water and glasses should be provided on each table (or a water station) along with writing pads and pens. Each of these breakout rooms must be without pillars/posts so as not to obstruct the view. Board Room: One board room is required for use as an ad hoc meeting room (for up to 15 people). A boardroom set style is requested, in close proximity to the meeting space. This room is needed from Monday through Friday. Reception Room: One reception room that can accommodate up to 110 personnel with round table seating is requested for a catered, heavy hors d'oeuvres, welcome reception on Sunday and a catered luncheon OR dinner on Thursday. The reception room must include a podium and additional space for audio/visual front screen projection. This room must be without pillars/posts so as not to obstruct the view. Office Space/Communications Room: One office space/communications room is requested for office/storage space. The room should be 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. This room is needed from Saturday through Friday afternoon. Hospitality/Networking Room: A hospitality/networking room is requested on 24-hour hold Sunday through Friday. This room should be the largest sleeping room available (typically called a Presidential Suite). The following Audiovisual Equipment and Services are required: An on-site audiovisual department is required. Audiovisual equipment requirements include the following: 8 laptop computers, 6 LCD projectors, 6 large screens, 5 podium microphones, 5 remote controls for the laptops/projectors, 2 lavaliere microphones, 4 handheld microphones, 1 fax machine, 1 hub for drops from the T-1 line, 1 conference phone with speaker, 1 phone line for the fax machine, and 2 phones with two separate lines that can connect dial outside the hotel. A T-1 line is needed in the general session room, 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 for equipment provided by the company at no additional charge. All five rooms (general session room and breakout 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). Food/Beverage Requirements: A catered, heavy hors d'oeuvres, welcome reception is requested for Sunday evening. Continental breakfast, mid-morning refresh, and light PM refreshments for 110 attendees are required, beginning Monday morning through Friday afternoon. An awards luncheon OR dinner will be scheduled for Thursday. Include a cost estimate for both meals so that a best value comparison may be made. All other meals are at guests' expense. Billing: The successful Vendor must provide one master billing to include all services provided (per the aforementioned requirements) at the conclusion of the conference. This billing shall NOT include any fees for participants' hotel rooms and incidentals incurred in connection with their rooms. Participants are responsible for payment of their own hotel room bills. ALL Offerors submitting proposals in response to this requirement must include their DUNS number and indicate whether or not their agency is registered in the Central Contractor Registration (CCR). The website for CCR is www.ccr.gov. Offerors must include the RFP number on their proposals; otherwise, proposals will be considered non-responsive. Offerors must also be in compliance with the American Disability Act (ADA). The provision at FAR 52.212-1, Instructions to Offerors, applies to this acquisition. All proposals must be for all items, as stated, partial proposals will not be considered. Award will be made to a single Offeror. The provision at FAR 52.212-2, Evaluation of Commercial Items applies. Hotel agreements shall use the best value procurement method in the acquisition of hotel accommodations, commodities and services. The contracting office responsible for issuing the solicitation document shall, in cooperation with the user or using office(s), determine what criteria shall be used in the evaluation of proposals received for the award of the contract. The contract award shall be the Contracting Officer's decision based on varying factors such as location, room/space availability, amenities, price, etc. The Department of Veterans Affairs will only accept proposals from hotels. Proposals from third parties, brokers and/or event planners cannot be considered. Offerors must submit a completed copy of the provision at FAR 52.212-3, Offeror Representations sand Certifications-Commercial Items, with their proposals or, affirm that their Offeror's Representations and Certifications are current and available online at https://orca.bpn.gov. Offerors that fail to furnish this information, or reject the terms and/or conditions of this solicitation, may be excluded from further consideration. A copy of FAR provision 52.212-3 can be downloaded from the internet: http://www.arnet.gov/far/. All FAR clauses and provisions incorporated by reference may be viewed in full text via the Internet at http://www.arnet.gov/far/. The following clauses and provisions are applicable to this acquisition: FAR 52.204-7, Central Contractor Registration; FAR 52.212-4,Contract Terms and Conditions--Commercial Items; FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items; FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration; FAR 52.252-1, Solicitation Provisions Incorporated by Reference; and FAR 52.252-2, Clauses Incorporated by Reference. Proposals submitted in response to this RFP must be received no later than 4:00 PM (Eastern Time) on March 7, 2008. Proposals must be emailed to Jim Kinslow at james.kinslow@va.gov and Ida Green at ida.green@va.gov (preferred) or faxed to Jim Kinslow and Ida Green @ (202) 273-7448. THE GOVERNMENT INTENDS TO AWARD WITHOUT DISCUSSIONS; therefore, Offerors are urged to examine this RFP in its entirety and ensure that their proposals contain all necessary information, provide all required documentation and are complete in all aspects. Electronic proposals shall be compatible with Microsoft Office 2003. Electronic proposals not delivered by the time/date specified herein may be eliminated from further consideration. Offerors shall certify that all files and electronic media have been checked for, and are free of, any/all viruses. The points of contact for this RFP are Jim Kinslow at (202) 461-6834; email: james.kinslow@va.gov and Ida Green at (202) 461-6843; email: ida.green@va.gov.
- Record
- SN01514766-W 20080224/080222223801 (fbodaily.com)
- Source
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