SOLICITATION NOTICE
V -- Conference Space Rental and Hotel Services
- Notice Date
- 5/21/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Corporate Franchise Data Center, Department of Veterans Affairs Corporate Franchise Data Center, Department of Veterans Affairs;Education SVC;1615 Woodward Street;Austin TX 78772
- ZIP Code
- 78772
- Solicitation Number
- VA-777-08-RP-0159
- Response Due
- 5/29/2008
- Point of Contact
- Robin WilsonEvent Manager
- Small Business Set-Aside
- N/A
- Description
- DVA Reinvigorating Community Residential CareRFP 777-08-H1028 FPO V777-08-RP-0159 Description: This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Services in Chicago, IL or Washington DC Metro area. Request for proposal 777-08-H1028 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 September 16-19, 2008 (approximately 240 sleeping room nights and required meeting space). Department of Veterans Affairs, Employee Education System (EES) is sponsoring a training conference Reinvigorating Community Residential Care. The hotel must accommodate approximately 240 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 Federal 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 offerors 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 one of the following locations: Chicago, IL or Washington DC Metro Area and must accommodate attendees with the following needs: Part A: Hotel Lodging 9/16/08 80 sleeping rooms, 9/17/08 80 sleeping rooms, and 9/18/08 80 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for: Chicago, IL ($205) or Washington DC area ($201). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Part B: Meeting Space (1) (a) Lockable office/storage room, large enough for small meetings plus storage for conference materials, room must be available at noon on 9/16/08 and on 24-hour hold through conclusion of conference, approximately 2:30pm on 9/19/08. (b) Registration area is to be set up near/adjacent to general session room three (3) 6 tables skirted (U-shape) with two skinny tables behind for conference materials, two chairs and two waste receptacles. Registration area is to be set up/available by 12noon on 9/16/08 and to remain same through conclusion of conference, approximately 2:30pm on 9/19/08. (c)Meeting Space General Session Room room large enough to accommodate 95 ppl set in classroom with panel table with seating for four (4), on riser with standing lectern. Will need LCD Projector, DVD player, screen, laptop, etc. Room is to be set/available at 5:00 am on 9/17/08 and on 24-hour hold thru conclusion of conference, approximately 2:30pm on 9/19/08. (c1) Breakout Rooms no breakout rooms are planned at this time. Part C: Anticipate light refreshments 9/17/08 9/19/08. 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-H1028 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 offerors 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 offerors 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. 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52.212-3. Submit all price, descriptive literature, technical proposals, and a hotel contract to: Robin Wilson, Event Manager/Contracting Officer VA Medical Center, EES (00E) 5901 E. 7th Street Long Beach, CA 90822 Phone (562) 826-5505 ext. 2192 FAX (562) 826-5453 or 5785 Email: Robin.wilson@va.gov Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, May 29, 2008, at 4:30 pm PDT.
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