SOLICITATION NOTICE
V -- Conference Space Rental
- Notice Date
- 3/19/2008
- 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-0130
- Response Due
- 4/8/2008
- Archive Date
- 6/7/2008
- Point of Contact
- Kimberly Kapica Contract Specialist/Event Manager 562.826.5505 x2334
- E-Mail Address
-
Email your questions to POC email address
(kimberley.kapica@va.gov)
- Small Business Set-Aside
- N/A
- Description
- 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 Washington, DC metro area or Baltimore, MD. Request for proposal 777-08-H120 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. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-24, effective February 28, 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. The BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is February 10 - 13, 2009 (approximately 1005 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference HSR&D National Meeting 2009. The hotel must accommodate approximately 1005 sleeping room nights (based on 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. A separate 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 sleeping rooms, meeting room space, diagrams and square footage, and menus. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror???s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12010 et. seq.). In accordance with FAR 52.204-7 Central Contract Registration (Oct 2003), contractors are required to register in the Central Contract Registration (CCR) database http://www.ccr.gov prior to award of any contract. The hotel facility is to be located in the Washington, DC (metro area) or Baltimore, MD and must accommodate attendees with the following needs: Part A: Hotel Lodging 02/10/09 ??? 180 sleeping rooms, 02/11/09 ??? 425 sleeping rooms and 02/13/09 ??? 400 sleeping rooms. Rooms must be individual/private ???sleeping rooms with toilet facilities at or below the prevailing government per diem rate for Washington, DC (currently $201) or Baltimore, MD (currently $155). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space ??? (1) (a) Office/storage room, set U-shape for 10, large enough for small meetings plus storage for conference materials, room must be available 02/10/09 at 10:00am and on 24-hour hold through approximately 5pm on 02/13/09. (b) HSR&D Registration area (to remain same throughout conference) ??? available at 10am 02/10/09 ??? 02/13/09 at 3pm (flow), registration area is to be set up outside/adjacent to general session room (four (4) 6??? skirted tables, six (6) chairs, three (3) skinny skirted tables against wall for materials and three (3) waste baskets). Registration area to remain the same 02/10/09 ??? 02/13/09. (b1) EES Registration area (to remain same throughout conference) ??? available at 10am on 2/10/09 ??? 2/13/09 at 3pm (flow), U-Shape with seating for three, to include two skinny skirted tables against wall for materials, include two waste baskets and water service. (c) Director???s Meeting Room ??? conference seating for ten (10), room is to be available/set up at 6:00pm on 2/10/08 and on 24-hold through 5pm on 2/13/08. (2) Meeting Space for 2/11/08 ??? General Session Room (CDA Meeting), set in crescents for 130, anticipate rear screen projection & room must be large enough to accommodate poster session (17 4???x8??? double sided poster boards placed in rear of room), 2(a) VA Nursing Meeting ??? room large enough to accommodate U-shape seating for 25, room is to be set/available from 6:00am ??? 7:00pm on 2/11/09. 2(b) VA Quality Scholars Meeting ??? room to accommodate 40ppl set in rounds, room is be set/available from 6:00am - 6:00pm on 2/11/09, 2(c) QUERI IRC Meeting ??? need room large enough to accommodate 15 ppl set conference style, (will use LDC Projector package, ensure room is large enough to accommodate such) room is to be set/available from 8:00am ??? 6:00pm on 2/11/09, 2(d) CDA Breakouts (3) ??? meeting rooms (4) must be able to accommodate the following: set for thirty (30) in rounds, rooms are to be set/available from 12:00pm ??? 4:00pm on 2/11/09, 2(e) Proposal Development Workshop ??? meeting room large enough to accommodate 60 ppl set classroom style (anticipate use of LCD Projector Package), room is to be set/available from 11:00am ??? 5:00pm on 2/11/09. 2(f) CDA Luncheon ??? meeting room large enough to accommodate 130 set in rounds of 8, with panel table on riser with seating for five (5) to include standing lectern/mic, room is to be set/available from 11:00am ??? 2:00pm on 2/11/09. 2(g) Workshop(s) (3) ??? three (3) rooms large enough to accommodate 70ppl each set theatre style, rooms are to be set/available from 1:30pm ??? 5:30pm on 2/11/09. 2(h) QUERI Executive Committee Meeting I ??? room large enough to accommodate 15 ppl set conference style, room is to be set/available from 3pm ??? 8:30pm on 2/11/09, QUERI Executive Committee Meeting II ??? room large enough to accommodate 20 set conference style, room is to be set/available from 4:00pm ??? 8:00pm on 2/11/09, QUERI Executive Committee Meeting III ??? room large enough to accommodate 10 ppl set conference style, room is to be set/available from 5pm ??? 7:30pm on 2/11/09, QUERI Executive Committee Meeting IV ??? room large enough to accommodate 20 ppl set conference style, room is to be set/available from 6pm-8pm on 2/11/09. 2(i) Poster Session A/Reception ??? (flow) room large enough to accommodate 35 4??? x 8??? double sided poster boards, room is to be available from 1pm ??? 7:30pm on 2/11/09. 2(j) REAP/TREP PI Meeting ??? room large enough to accommodate 18 ppl set in open U-shape, room is to be set/available from 4pm ??? 10:30pm on 2/11/09. 3(a) General Session Room (HSR&D National Meeting) ??? room large enough to accommodate 600 ppl set classroom style (will use LCD Projector, two large screens etc.), room is to be set/available from 3pm on 2/11/09 thru conclusion of conference, approximately 1pm on 2/13/09. 3(b) Special Interest Group (3) ??? three (3) meeting rooms large enough to accommodate 40 ppl each set theatre style, rooms are to be set/available from 6am ??? 9am on 2/12/09. 3(c) Exhibit Session (prefer close proximity to registration area) (flow) ??? space large enough to accommodate 6 full size pop-up displays and 2 table top displays, space is to be set/available from 5pm on 2/11/09 thru conclusion of conference, approximately 1pm on 2/13/09. 3(d) Breakouts-Workshops (7) ??? seven rooms large enough to accommodate 85 ppl set theatre style with head table on riser with seating for 5, rooms are to be set/available from 9am ??? 1pm on 2/12/09. 3(e) HSRD Luncheon - Panel Presentation/Working Lunch??? room large enough to accommodate 600 ppl set in rounds, panel tables on riser with seating for six (6), to include standing lectern & mic in front of room (no pillars/columns in room ??? need clear view), room is to be set/available from 8:00am ??? 2:30pm on 2/12/09. 3(f) Paper Sessions/Breakout Rooms ??? need seven (7) break out rooms, each room must be large enough to accommodate 85 ppl set theatre style + head table for five (5), breakout rooms are to be set/available from 1:00pm ??? 4:00pm on 2/12/09. 3(g) Workshop/Breakout Rooms ??? need seven (7) break out rooms, each room must be large enough to accommodate 85 ppl set theatre style + head table for five (5), workshop/breakout rooms are to be set/available from 2pm ??? 6:30pm on 2/12/09. 3(h) Poster Session B/Reception ??? (flow) room large enough to accommodate 35 4??? x 8??? double sided poster boards, room is to be available from 1pm ??? 8:00pm on 2/12/09. 3(i) COE/Resource Center PI Meeting ??? room large enough to accommodate 25 in Open U shape, room is to be set/available at 5pm thru 10:30pm on 2/12/09. 3(j) Special Interest Group ??? room large enough to accommodate 40 ppl set theatre style, to include space for LCD Projector Package (screen, AV cart etc), room is to be set/available from 3pm-9:30pm on 2/12/09. 4(a) Breakfast Session Breakouts (10) ??? ten (10) rooms large enough to accommodate 45ppl each set theatre style, rooms are to be set/available at 5am thru 9am on 2/13/09. 4(b) Paper Session Breakouts (7) ??? seven (7) rooms large enough to accommodate 85 ppl set theatre style with head table on riser with seating for five (5) (*will use LCD projector package in each room) ??? rooms are to be set/available from 9:30am ??? 12???noon on 2/13/09. 4(c) HSR&D Meeting Debrief ??? room large enough to accommodate 20 ppl set in U-shape, room is to be set/available from 11am thru 1:30pm on 2/13/09. 4(d) Interest Group Breakouts (3) ??? three (3) rooms for Interest Groups Breakouts ??? Group 1- room large enough to accommodate 50 ppl set theatre style, room is to be set/available from 11:30am ??? 2:30pm, Group 2 ??? room large enough to accommodate 45 ppl set in U-Shape, room is to be set/available from 11:30am ??? 3pm on 2/13/09, Group 3 ??? room large enough to accommodate 25 ppl set in U-Shape, room is to be set/available from 11:30am ??? 2pm on 2/13/09. Part C: Anticipate light refreshments for morning and afternoon breaks 2/11/09 ??? 02/13/09. Please provide menus and prices. **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Facilities that are located in the downtown area will receive the highest consideration as these are the most desirable location/area for this event. 2. Variety of restaurants within walking distance (not to exceed 3 normal blocks) in safe area. 3. Walking distance in safe area or complimentary shuttle to nearby eating facilities. . Proposal must indicate whether 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. NOTE: Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the fair practice procurement regulations. All proposals submitted in response to 777-08-H120 shall remain valid for thirty (30) days to accommodate possible legal reviews. 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 services and accommodations, location, and experience with large conferences. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated separately from the technical proposal and will be evaluated in terms of cost for accommodations and service, cancellation and attrition, 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. The technical proposal submitted by an offeror that is not a hotel must describe the technical approach for the offeror???s services as the prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal. Therefore, that offeror must describe in its proposal the technical approach for the offeror???s services as a prime contactor 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 that requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offeror who does not meet the solicitation requirements will be rejected as non-responsive. 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://arnet.gov/far (FAR) and http://www.va.govoa&mm/vaar/(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 services and accommodations (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined, are more important than price. The total technical evaluation will be weighted 60% and price will be weighted 40%. 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representation 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)(11)-(b)(15), (b)(19)(i), (b)(21), (b)(25), (b)(26) applies if Government Purchase Card is used, (c)(1), (c)(2), and (c)(4); 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: Kimberley Kapica, CGMP Event Manager/Contracting Officer DVA ??? Long Beach EES (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 2334 FAX (562) 826-5453 or 5785 Email: Kimberley.kapica@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, April 8, 2008, 10:00am CT.
- Record
- SN01536251-W 20080321/080319223750 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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