AWARD
V -- Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 10/1/2009
- Notice Type
- Award Notice
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veteran Affairs;Employee Education System (EES);Attn: Contracting Office BLDG 50;#1 Jefferson Barracks Dr;Saint Louis MO 63125
- ZIP Code
- 63125
- Solicitation Number
- VA-777-09-RP-0291
- Response Due
- 9/18/2009
- Archive Date
- 11/29/2009
- Point of Contact
- Susie L RiedthalerEvent Manager/Contracting Officer
- E-Mail Address
-
POC email address
(Susie.Riedthaler@va.gov)
- Small Business Set-Aside
- N/A
- Award Number
- VA777-P-0300
- Award Date
- 9/30/2009
- Awardee
- WHM LLC;1900 N BUENA VISTA DR;LAKE BUENA VISTA;FL;328308432
- Award Amount
- 24,999.00
- 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 Orlando, FL area. Request for Proposal VA-777-09-RP-0291 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. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-27 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million respectively. This BOS announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is: Wednesday, 12/9/09 Friday, 12/11/09 An estimated 1470 sleeping room nights and the required meeting space MUST be housed in the same facility. The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference entitled Staff Educational Conference on SPD Reprocessing of Reusable Medical Equipment. The hotel shall accommodate approximately 1470 sleeping room nights (peak night) and shall provide all requirements specified for conference needs in Parts A, B, C, and D below, and lodging rates MUST be within the Government Per Diem rate (or lower) of $108/night (currently) for the Orlando, FL area. A response to requirements listed below shall be submitted on letterhead and shall address all requirements listed in a separate technical proposal. A complete and full hotel contract 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, AV equipment 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, conferences, or training seminars. Offers 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. 12101 et. Seq.). Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The hotel facility shall accommodate an estimated 450 attendees with the following needs: Part A: Hotel Lodging 1470 sleeping room nights for arrival checking in on Tuesday, December 8th, checking out on Friday, December 11th and Saturday, December 12th (see block breakout below); Rooms must be individual/private sleeping rooms with toilet facilities at government per diem (or below) rate for Orlando, FL area preferred (currently $108/night). Payments for Part A shall be the sole responsibility of each participant, to include no-show fees. Patterns/totals per night: Monday, 12/7 10 sleeping rooms Tuesday, 12/8 420 sleeping rooms Wednesday, 12/9 420 sleeping rooms Thursday, 12/10 420 sleeping rooms Friday, 12/11 200 sleeping rooms Part B: (1a) Registration Area to be set-up outside General Session Room with 4-six foot skirted tables, -six foot skirted tables behind against wall with 4-chairs and 4-waste baskets, beginning at 8am on Tuesday, 12/8/09 Friday, 12/11/09 at 5pm. Registration from 4pm-7pm on Tuesday and all day throughout the conference. Must be available 24-hours. (1b) One (1) General Session Meeting Room needed at 8am on Tuesday, 12/8/09 for possible AV set up. Conference to start on Wednesday, 12/9/09 at 8:00am Friday, 12/11/09 ending at 5:00pm to accommodate 450ppl in Crescent Rounds of 6, without pillars and 10-ft. or greater ceiling (8000 square feet or larger with enough room for Rear-Screen AV equipment, 2-Screens, Riser, Panel Table, and a Podium). Must be available 24-hours. (1b) One Breakout Room (Pre-conference committee meeting) needed on Tuesday, 12/8/09 from 12:00pm-9:00pm to accommodate 30ppl set in U-Shaped. (1c) One Breakout Room (Faculty Ready Room/Office/Storage) needed on Tuesday, 12/8/09 at 8:00am Friday, 12/11/09 to accommodate 20ppl set in U-Shaped or Boardroom Style. Prefer room to be close to General Session. Must be available 24-hours. (May use same room as one being used for Pre-conference committee meeting). (1d) Nine (9) Breakout Rooms needed on Wednesday, 12/9/09 Friday, 12/11/09 at 8:00pm-5:00pm to accommodate 50ppl set in Crescent Rounds of 6 (900 square feet or larger with enough room for interaction between tables and room for AV). Part C: (1a) Anticipate light refreshments for morning and afternoon breaks on Tuesday Friday. Please provide menus. (1b) Possible Networking Social on Wednesday, 12/9/09 from 6:00pm-7:30pm. Part D: (1a) Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. (1b) Proposal must indicate whether the hotel agrees to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. Government reserves the right to hire an outside audio visual company without any penalties incurred as part of the Fair Practice Procurement Regulations. 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). The 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 in terms of cost for accommodations and services, cancellation fees, attrition costs, and 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://www.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 the 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 FAR 52-212-3. Submit all price, descriptive literature, technical proposals, and a full hotel contract to: Susie L. Riedthaler Event Manager/Contracting Officer Department of Veterans Affairs, Employee Education System 550 Foothill Drive, Suite 100 Salt Lake City, UT, 84113 Phone 801-924-6842 Fax 801-924-6806 or 6811 Email Susie.Riedthaler@va.gov Faxed proposals will be accepted. Web-based proposals will not be accepted. Closing date for receipt of proposals is Friday, September 18, 2009 @ 3pm CT.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-09-RP-0291/listing.html)
- Record
- SN01977892-W 20091003/091001235410-ec0260d458805447c710a9de76590a04 (fbodaily.com)
- Source
-
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