SOLICITATION NOTICE
V -- LETC Conference 2010
- Notice Date
- 8/8/2009
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs, VA Central Arkansas Health Care System, Department of Veterans Affairs Central Arkansas Veterans Health Care System, Department of Veterans Affairs;Chief, A&MM (90C/NLR);Central Arkansas Veterans HCS;2200 Fort Roots Drive, Bldg 41, Room 200;North Little Rock AR 72114 1706
- ZIP Code
- 00000
- Solicitation Number
- VA-256-09-RP-0351
- Response Due
- 9/22/2009
- Archive Date
- 11/21/2009
- Point of Contact
- David DillingerContract Specialist501-257-1045<br />
- E-Mail Address
-
David.dillinger@va.gov
(David)
- 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 Tampa, Florida. Request for proposal VA-256-09-RP-0351 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 or 3rd Party Event Planning Services. VA will not consider a proposal submitted by an offeror that is not a hotel. This is NOT a solicitation for Event Planning Services. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-33, effective June 15, 2009 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is April 26, 2010 through April 29, 2010 (approximately 225 sleeping room nights and required meeting space.). Department of Veterans Affairs, Law Enforcement Training Center is sponsoring the 2010 VA Police Chief Training Conference. The hotel must accommodate approximately 225 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 rate or lower for the area. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A completed hotel contract with non-commissionable meeting rates shall be submitted with your proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage, information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to/from airport, and menus. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). VA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conference, or training seminars. Offerors proposed facilities that are not listed will be rejected as technically unacceptable. 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.). The hotel facility is to be located in Tampa, Florida and must accommodate attendees with the following needs: Part A: Hotel Lodging 4/21/2010- 4/25/2010 estimated 4-15 sleeping rooms, 4/26/2010 through 4/29/2010 estimated 225 sleeping rooms. Rooms must be individual/private sleeping rooms with toilet facilities at or below the current government per diem rate for Tampa Florida($104) ***Payments for Part A shall be the sole responsibility of each participant, to include no-show fees.*** Part B: Meeting Space: General Session large spacious room set in rounds to accommodate 225 people to include standing lectern/microphone and head table on riser with seating for eight (8) and reserved staff/faculty table in rear of room with seating for eight (8). This group will require an LCD Projector package (includes laptop and wireless remote to advance slides) with three (3) large screens and one (1) DVD player. General session room is to be set/available at 7am on 27 April 2010 and to remain same (24 hour hold) thru conclusion of event, approximately 5pm on April 29 2010. Registration area: Require two (2) registration tables. Six (6) additional tables for use by regional inspectors to meet with constituents. Registration area is to be set up/available at 3pm on April 26, 2010 until 8pm. Breakout Rooms: in addition to the general session room this group will require six(6) breakout rooms, each breakout room must be large enough to accommodate 50 people each set classroom style and include standing lectern w/microphone, small head table on riser with seating for one (1), LCD Projector Package (includes LCD Projector, large screen, wireless remote to advance slides, cabling and AV cart) and one (1) laptop computer with ability to play DVD. Breakout rooms are to be set/available beginning at 7am on April 27, 2010 and to remain same (24 hour hold) through 5pm on April 29, 2010. **Need access to internet, copier, fax, etc.*****Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order.*** Part C: 1. Light refreshments is required for morning and afternoon breaks for April 27, 2010 - April 28, 2010 and in the morning on April 29. Light refreshments will also be required for the registration session on April 26, 2010. Please provide menus and pricing. 2. Banquet dinner for estimated 225 people for Tuesday evening, April 27, 2010. Please provide at least two separate menus and pricing. Banquet menu should conform to government GSA established rate for meals. *** Payments for the banquet dinner, C:2, shall be the sole responsibility of each participant*** **The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. ***Payments for Part C:1, light refreshments, shall be processed by Government Purchase Card or Government Purchase Order.*** Part D: Location Requirements: 1. Variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area. 2. Walking distance in safe area or complimentary shuttle to nearby eating facilities. All proposals submitted in response to VA-256-09-RP-0351 shall remain valid for sixty (60) 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. However, VA will not consider or accept a proposal submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party 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://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; 2. Location; 3. Experience with large conferences and; 4. Price (cost of accommodations, services, cancellation fee, attrition and refreshments). 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 FAR 52.212-3 Offeror Representations and Certification along with his/her proposal. FAR 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 prices, descriptive literature, technical proposal, and a completed hotel contract to: David Dillinger Contracting Officer Department of Veterans Affairs 2200 Fort Roots Drive North Little Rock, Arkansas Phone (501)-257-1045 Email: David.Dillinger@va.gov Faxed proposals will be not be accepted. Closing date for receipt of proposals is Tuesday, September 22, at 10am CST. Contracting Office Address: Department of Veteran Affairs; 2200 Fort Roots Drive, North Little Rock, AR 72114Point of Contact(s): David Dillinger, Contracting Officer 501.257.1045
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VACAHCS598/VACAHCS598/VA-256-09-RP-0351/listing.html)
- Record
- SN01904660-W 20090810/090808233529-debeee9f2c91ce6af5e68f3b122943d8 (fbodaily.com)
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