SOLICITATION NOTICE
V -- VA-255-09-RQ-0267, Lodging/Conference Facilities for 2009 Readjustment Counseling Annual Training
- Notice Date
- 3/5/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Heartland Network, Department of Veterans Affairs Heartland Network, Department of Veterans Affairs;VISN 15 Contracting Office (Eastern);VA Medical Center;#1 Jefferson Barracks Drive;St. Louis, MO 63125-4199
- ZIP Code
- 63125-4199
- Solicitation Number
- VA-255-09-RQ-0267
- Response Due
- 3/20/2009
- Archive Date
- 4/19/2009
- Point of Contact
- Karen Munroe, Contract SpecialistKaren.Munroe@va.gov<br />
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, as supplemented with additional information included in this notice. This announcement/solicitation is solicited unrestricted and constitutes the only solicitation; quotations are being requested and written solicitation will not be issued. Solicitation VA-255-09-RQ-0267 is issued as a Request for Quotation. The North American Industry Classification System (NAICS) code for this acquisition is 721110 and the size standard is $7.0 Million. The VA Heartland Network 15 supporting the Office of Readjustment Counseling, St. Louis, Missouri, is seeking Lodging with on-site Conference Center facility to provide meeting space, overnight accommodations, available airport shuttle service, on-site restaurant, and audio visual equipment for the weeks of June 29-July 3, 2009, July 6-10, 2009 and July 20-24, 2009 for Annual Training for Readjustment Counseling Service to be held in the St. Louis Metropolitan area. As a Federal Government entity, the VA is required to take maximum advantage of all applicable tax exemptions and must also limit charges to the Government Lodging and/or per diem rates for the area. 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. All questions must be submitted via e-mail to Karen.Munroe@va.gov by March 20, 2009, 4:00 p.m. local time. Responsible firms must submit a written response to this notice. Oral proposals will not be accepted. The VA intends to award a firm-fixed price contract to the offeror whose proposal represents the best value to the Government, price and other factors considered. Submit all price, descriptive literature, technical proposals and hotel contract to Attn: Karen Munroe (90AA/JB), VA Medical Center, #1 Jefferson Barracks Drive, St. Louis, MO 63125 by the due date of March 20, 2009. Proposals may also be faxed to 314-894-6589 or via e-mail to Karen.Munroe@va.gov. Confirmation that electronic (fax or e-mail) transmittal has been received is the responsibility of the Offeror. Requirements are as follows: 1. ACCOMMODATIONS: The Contractor shall provide sleeping room nights (single room occupancy) at the Government per diem rate or less for: Session 1 (GWOT Training) Lodging estimated for 21 participants June 29 July 3, 2009 (4 nights), checkout 7/3/09. Session 2 (Team/Leader Office Manager Training)- July 6-10, 2009 (4 nights) Lodging estimated for 95 participants, check out on 7/10/2009 Session 3 (Counselor Training) July 20-24, 2009 (4 nights) Lodging estimated for 75 participants, check out on 7/24/09. Quotes shall be submitted as one all inclusive, firm-fixed per room rate including all taxes and fees. Session 1 (6/29-7/3/09) Lodging Rate/Night $_____ x approx 84 room nights = $______ Session 2 (7/6-10/09) - Lodging Rate/Night $_____ x approx. 380 room nights = $_______ Session 3 (7/20-24/09) - Lodging Rate/Night $_____ x approx. 300 room nights = $_______ One (1) complimentary suite for Program Director and/or Visiting Speaker is required for each session. If Offeror is willing to provide complimentary rooms, please identify the number of rooms in your proposal. 2. CONFERENCE FACILITIES: Conference facility costs shall include cost for coffee (caffeinated and decaffeinated) for each day of the session. Identify cost of coffee accordingly if this service cannot be included in conference facility costs. The Contractor shall provide conference facilities as follows: Session 1 (June 29 July 3, 2009) One Conference Room to accommodate 21 people in classroom configuration. Session 2 (July 6-10, 2009) One (1) Large Conference Room to accommodate approx. 95 people in classroom configuration. One (1) Break-Out Room to accommodate approx. 50 people for: Thursday (7/9/09) entire day (8:00 a.m. to 4:00 p.m.)* *Times are approximate as agenda has yet to be finalized. Session 3 (July 20-24, 2009) One (1) Large Conference Room to accommodate approx. 75 people in classroom configuration One (1) Break-0ut Room to accommodate approx. 40 people for: Wednesday (7/23/09) entire day (8:00 a.m. 4:00 p.m.)* *Times are approximate as agenda has yet to be finalized. CONFERENCE ROOMS Session 1 (6/29-7/3/09) - $_______(indicate N/C for services provided free of charge) Session 2 (7/6-10/09) - $________ (indicate N/C for services provided free of charge) Session 3 (7/20-24/09) - $________ (indicate N/C for services provided free of charge) 3. AUDIO VISUAL EQUIPMENT REQUIREMENTS SHALL INCLUDE: T-1 access or equivalent for internet access connectivity in all conference rooms. Electric power connection for laptop and projector. A wireless microphone and PA system for each conference room Podium AUDIO/VISUAL AIDS Session 1 (6/29-7/3/09) - $________(indicate N/C for services provided free of charge) Session 2 (7/6-10/09) - $________ (indicate N/C for services provided free of charge) Session 3 (7/20-24/09) - $________(indicate N/C for services provided free of charge) Special Requirements: Lodging/Conference facility should be located within one (1) hour travel distance of the Lambert International Airport. Quotes shall be submitted as one all inclusive, firm-fixed per room rate for lodging. Conference rooms and audiovisual should be listed separately as part of the same quote or if such services will be provided free of charge. 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://usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration (CCR) database found at http://www.ccr.gov or by calling 1-888-227-2423 or 269-961-5757. Offerors 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. 1210 et.seq.) The VA reserves the right to fully inspect the offerors facilities. Appropriate notice will be provided prior to such inspection. This solicitation document incorporates the following provisions and clauses which are in effect through Federal Acquisition Circular (FAC) 2005-30. FAR 52.212-4, Contract Terms and Conditions Commercial Items (Oct 2008) Addendum to FAR 52.212-4 Contract Terms and ConditionsCommercial Items 52.252-2 Clauses Incorporated by Reference (Feb 1998) 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.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (End of Clause) FAR 52.232.35, Designation of Office for Government Receipt of Electronic Funds Transfor Information (May 1999) VAAR 852-203-70, Commercial Advertising (Jan 2008) VAAR 852.203-71. Display of VA Hotline Poster (Dec 1992) VAAR 852-237-70, Contractor Responsibilities (Apr 1984) (fill in State of Missouri) VAAR 852.273-75, Security Requirements for Unclassified Information Technology Resources (Oct 2008) VAAR 852.273-76, Electronic Invoice Submission (Oct 2008) VAAR 852.270-4. Commercial Advertising (Nov 1984) FAR 52-212-5. Contract Terms and Conditions required to Implement Statutes of Executive Orders Commercial Items (Jan 2009), inclusive of: 52-219-28. Post Award Small Business Rerepresentation (June 2007) 52.222-19, Child Labor Cooperation with Authorities and Remedies (Jan 2006); 52.222-21. Prohibition of Segregated Facilities (Feb 1999); 52.222-26. Equal Opportunity (Mar 2007); 52.222-36, Affirmative Action for Workers with Disabilities (Jun 1998); 52.225-3, Buy American Act-FreeTrade Agreements-Israeli Trade Act (Aug 2007) 52.225-13, Restrictions on Certain Foreign Purchases (Feb 2006); 52-232-34. Payment by Electronic Funds Transfer Other than Central Contractor Registration (May 1999); ELECTRONIC INVOICE SUBMISSION: The Department of Veterans Affairs (VA Financial Service Center (FSC) is the designated agency office for invoice receipt in accordance with the Prompt Payment Act (5 CFR part 1315). FSC or its designated representative may contact the vendor to provide specific instructions for electronic submission of invoices. The vendor will be responsible for any associated expenses. FSC may utilize third-party contractors to facilitate invoice processing. Prior to contact by FSC or its designated representative for electronic invoicing submissions, the vendor shall continue to submit all invoices to FSC at the following mailing address: Department of Veterans Affairs, Financial Services Center, P.O. Box 149971, Austin, TX 78714-8971. FAR 52.212-1. Instructions to Offerors Commercial Items (Jan 2008) Addenda to FAR 52-212-1: The following clauses apply to this acquisition: FAR 52.216-1, Type of Contract (fill in Firm Fixed Price) (Apr 1984) FAR 52.233-2, Service of Protest (Sep 2006) FAR 52.232-38, Submission of Electronic Funds Transfer Information with Offer (May 1999) VAAR 852-233-70, Protest Content/Alternative Dispute Resolution (Jan 2008) VAAR 852-233-71, Alternate Protest Procedure (Jan 1998) ADDENDUM to FAR 52.212-1 Instructions to Offerors --- Commercial Items - Sub-Part 13.5 Test Program This procurement is being conducted under the Subpart 13.5 test program where simplified acquisition procedures apply and the conduct of the procurement will be in accordance with Parts 12, 13 or 15 of the FAR or some combination thereof. FAR 52-212-2. Evaluation Commercial Items (Jan 1999) 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. Evaluation factors listed in descending order of importance: (1) Size, quality of services, accommodations and parking; (2) Location; (3) Experience with large conferences and Past Performance. (4) Price Size, quality of services, accommodations, parking arrangements, location and experience with large conferences, when combined, are more important than price. All responsible sources that can meet the requirements and provide items as listed above may respond to this solicitation by submitting price and technical proposals, hotel contract and descriptive literature. Technical proposal should consist of literature describing rooms and services offered. Past Performance should include information for lodging and comprehensive meeting services provided for groups similar in both size and scope. All responses to these requirements must be submitted on letterhead with attached hotel contract. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. Prices will be evaluated separately from the technical proposal and will be evaluated in terms of cost for accommodations, conference space, audio visual needs and cost of parking, cancellation and attrition. The negotiated room rate shall not exceed the Government Travel reimbursement rate in effect at the time the services are rendered (per diem rate). Room rates shall be non-commissionable, net rates. FAR 52.212-3, Offeror Representations and Certifications Commercial Items (Jun 2008) Offeror must include a completed copy of this provision with its offer or submit annual representation and certifications electronically at http://orca.bpn.gov.
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