SOLICITATION NOTICE
V -- HOTEL ACCOMMODATIONS, CONFERENCE SPACE, AND OTHER CONFERENCE RELATED SERVICES
- Notice Date
- 10/14/2009
- Notice Type
- Combined Synopsis/Solicitation
- 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-777-10-RP-0014
- Response Due
- 10/23/2009
- Archive Date
- 12/22/2009
- Point of Contact
- Georgene GranforsEvent Manager
- E-Mail Address
-
POC email address
(georgene.granfors@va.gov)
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations and Hotel Related Services, Conference Space, and other Conference Related Services located in the geographic areas: Anaheim, CA; Las Vegas, NV; Orlando, FL; Phoenix, AZ; Portland OR; San Diego, CA; Seattle, WA; and, Tampa, FL. Request for Proposal VA-777-10-RP-0014 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 quotation submitted by an offeror that is not a hotel or hotels/ convention center combination. This is NOT a solicitation for Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party vendor shall be deemed technically unacceptable. This announcement incorporates FAR provisions and clauses in effect through FAR FAC 2005-36, Effective August 11, 2009, and VAAR 97-10. NAICS Code 721110, 721120 and the small business size standard is $7 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is May 20-27, 2010; June 3-10, 2010; June 10-18, 2010, June 17-24, 2010; July 7-16, 2010; July 22-29, 2010, July 29-August 5, 2010, August 5-12, 2010; August 12-19, 2009; August 19-26, 2010; OR, August 26-September 2, 2010; (approximately 1600+ sleeping rooms and required meeting space). Actual conference days are Monday (pre-conference classes)-Thursday. The Department of Veterans Affairs is sponsoring the Veterans Health Administration (VHA) eHealth University 2010 conference. The hotel(s) or hotels plus convention center must accommodate a total of 1600+ sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C, D, and E below, and must provide lodging rates within the stated Government Per Diem for your city/county. A separate written 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. Contract(s) including, Tax ID Number and FEMA Number, with non-commissionable guest room rates shall be submitted with your technical and price proposal, along with descriptive literature to include but not limited to sleeping rooms, meeting rooms space diagrams and capacity/square footage charts; current menus, current costs for Internet connectivity, rigging fees, patch fees, handling charges, phone lines, power fees, AC charges, union fees, and other related services pertinent to this solicitation. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/ hotel/search.cfm. In accordance with FAR 52.204.7 Central Contractor Registration (Oct. 2003); contractors are Required To Register in the Central Contractor Registration (CCR) database http;//www.ccr.gov, PRIOR to award of any contract. VA contracting officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training events. Offers proposed facilities/properties that are not listed will be rejected as technically unacceptable. The facility/property must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42U.S. C. 12101 et. Seq.). The facility/property must accommodate an estimated 1800 attendees with the following needs: Part A: Hotel Lodging 1600 sleeping rooms for VA attendees to begin check-in on Sunday (Staff will begin to check in Thursday prior to conference dates approximately) with the majority of attendees to check out on Friday after conference; and 150-200 additional sleeping rooms set aside for non-VA attendees and exhibitors. This room block can be offered up to 20% above the prevailing per diem rate. This room block shall be excluded from the attrition and cancellation calculations/fees. Rooms must be individual/private-sleeping rooms with toilet facilities at Government prevailing per diem rate. Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. The method for reservations to be used is a combination of rooming list and individual call in. The cut-off date is to be two weeks prior to conference. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis once acquired. Three (3) of the large rooms to be used as computer rooms must be provided beginning the Friday prior to actual conference dates. The balance (5) of the computer room meeting space must be provided by Saturday 7:00 a.m. All computer rooms must e available through Thursday, 11:59 p.m. Exhibit Hall must be provided Saturday, 8:00 a.m. Registration area must be provided Friday. (Meeting rooms are required Saturday and Sunday for set up of complex audiovisual equipment, staging, and computer equipment). Several small meeting rooms are required beginning the Thursday and/or Friday prior to actual conference dates for set up of Server/Network Headquarters Room, Computer Storage/Staging/Presenter Ready Rooms, Conference Office, and Webmaster Room. (See below for more details regarding acquired rooms, dates and times). Property shall be equipped with a configurable network infrastructure (internal network that can be split/sectioned/portioned for restricted VA training use). All meeting space must be equipped with wired network connectivity to the infrastructure in the meeting space. Property must have on-site network manager for set up days and throughout conference. If facility has public or private wireless accessibility from meeting space area, the ability to turn off must exist. Anticipate the need for four (4) possibly five (5) separate level one VLANs. Exhibit hall will be on a single VLAN and meeting rooms will utilize the remainder of the VLANs. Each meeting room should have three (3) possibly four (4) VLAN ports and 1 internet port. Meeting space used as computer training rooms and network server room must provide adequate electrical service. NOTE: Network server rooms additional power must be pulled by Thursday prior to conference and available through Thursday week of conference. AC for Network server room must run 24 hours a days for 8 days beginning Thursday prior to conference through Thursday week of conference. {1} GENERAL SESSION MEETING ROOM--approximately 30,000 square feet or larger with ceiling height of at least 20 ft.--to accommodate 1800 attendees classroom seating or combination classroom/theater seating, technician booth and staging, and to support overhead lighting and projection equipment. General Session Meeting Room must be acquired no later than Saturday 12 noon. {2} COMPUTER TRAINING ROOMS-eight (8) rooms-Seven (7) rooms ranging -3,000-5000 sq. ft. in size; one (1) room ranging 2500-3000 in size. Computer rooms to accommodate 50-100 laptop computers, 50-200 people, riser, and 2 LCD projectors and 2 screens. NOTE: rooms used for computer training rooms need a 4 foot aisle between each row of tables. 18x 6 and/or 18 x 6 tables may be used. No more than two people per 18 x 6 or 18 x 8 table. Three (3) of the largest computer training rooms must be provided Friday prior to conference; and the additional five (5) large Computer Training Rooms must be provided no later than Saturday 8:00 a.m. {3} BREAKOUT LECTURE ROOMS-nine (9) meeting rooms to accommodate approximately 150-350 people five (5) approximately 3000-400 sq. ft.; four (4) in 2500-3000 sq. ft.; all lecture rooms shall be set classroom or combination of classroom/theater seating, and room to accommodate 1-2 LCD projectors and 1-2 screens. The five (5) large lecture breakout rooms must be provided by Sunday, 12:00 noon. The other four (4) lecture breakout rooms shall be provided by no later than 8:00 a.m. Monday. {4} CONFERENCE SUPPORT ROOMS-eleven-twelve (11-12) rooms to serve as a Server/Network Headquarters room, conference office, webmaster room, presenter ready room, computer storage/ready room; and a several rooms for storage of computer crates, boxes, and audiovisual storage. One (1) room to serve as the Presenter Ready Room- approximately 1100-1200 square feet-required beginning Saturday prior to actual conference dates by 8:00 a.m.; one (1) room to serve as the VA Network/Server Headquarters-at least 1600- 2000 square feet-this room required Thursday prior to actual conference dates by 8:00 a.m.; one or two (1or 2) room(s) to serve as the AV storage room/editing suite-approximately 2000 square feet-required Saturday by 8:00 a.m. (this room can be divided into two rooms); one (1) room to serve as the Computer Storage/Ready room-approximately 1600-200 square feet-required beginning Wednesday prior to actual conference dates by 8:00 a.m.; two (2) rooms to serve as the Conference Office and Conference work room-approximately 500-700 square feet-both required Friday prior to actual conference dates by 8:00 a.m.; three (3) room to serve as the Webmaster room, photographer studio, and ID device work room--each approximately 300-500 square feet-required beginning Friday by 8:00 a.m.; two (2) rooms to serve as additional storage rooms-approximately 300-500 square feet-these two rooms are required beginning Friday prior to the conference dates by 10:00 a.m. {5} EXHIBIT HALL - approximately 50,000-75,000+ sq. ft. to accommodate poster presentations, VA and vendor displays, AM/PM breaks, and evening reception. Exhibit Hall shall be provided Saturday 8:00 a.m. through Thursday 11:00 p.m. {6} REGISTRATION AREA-approximately 6,000-10,000 square feeta secure area or room; required Friday Thursday, 7:00 p.m.; wired Internet access required. Part C: Anticipate light refreshments for evening training reception(s), day(s) to be determined. The Federal Government Policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements: variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). Overflow hotels within walking distance to conference hotel/site or complimentary transportation provided to/from conference hotel site. Proposals must indicate whether the property agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to property sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practices procurement regulations. PART E: SPECIAL CONSIDERATIONS: Complimentary snacks for presenter ready room (approximately 25-30 people per day) Sunday-Thursday; snacks and non-alcoholic beverages; complimentary snacks for the conference staff (20-25) Saturday-Thursday; Complimentary AM and PM Breaks-coffee-regular and decaf, and hot tea-AM break; cold beverage and snack (i.e., cookies, brownies, candy bars, etc.) for attendees (Monday up to 400 attendees; Tuesday-Thursday up to 1650 attendees); 40 complimentary welcome amenities; 3-4 presidential type room upgrades at government rate (Thursday prior to conference through Friday after conference); 40 room upgrades at the government rate from time of check-in through check out; additional upgrades in lieu of 1 per 50 complimentary rooms; complimentary Sunday brunch for up to seventy-five (75) VIP staff; 30 complimentary round trip airport transfers; food and beverage discounts--extended to both VA and VA partners purchases; discount to DVA conference attendees in food outlets (example-$4.00 off menu prices); discount on shipping/receiving/storage costs; discount on parking; complimentary parking passes. 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 and quality of meeting space and accommodations, provided services, and location. Price will be evaluated in terms of cost for meeting space, provided services, and food and beverage/refreshments. VA reserves the right to conduct an on-site inspection of offered facilities. 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 or hotels/convention center and descriptive literature. Include in your package a separate document summarizing the following items below and other items that may be significant to this conference: Please list the following Costs: room rental fees, Internet Package fees, re-key costs, AC fees for network/server room; food and beverage, electrical, and audiovisual discounts; water for presenters and water stations throughout facility; cost for pulling extra power into computer training rooms; provide the following costs that would apply to our conference: 3 morning breaks to include hot coffee and breakfast pastries for 1800; 3 afternoon breaks to include cold beverage and healthy snacks for 1800. Please list the following Services: number of hotels to be used if offering combination hotels/convention center; list of meeting rooms to be used for conference; rooms that can and cannot be rekeyed; union stipulations, commitment in providing per diem rate options in food outlets; shipping/storage options for conference materials prior to conference, list of complimentary items. 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. 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://vaww1.va.gov/oamm/ acquisitions/ ars/ policyreg/vaar/index.htm (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 meeting space 2) provided services; 3) quality of accommodations; 4) location, and 4) Price. Size and quality of meeting space; provided services, and location, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items (offerors must include a completed copy of Offeror Representations 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)(1), (b)(7), (b)(15-16) (b)(18)-23), (b)(35); 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 contract(s) to Georgene Granfors, Event Manager/Contracting Officer, VALU IT NT&EO, 10000 Brecksville Road, Bldg. 6 Rm. 13, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-740-2372, email: georgene.granfors@va.gov. Faxed proposals will be accepted. Closing Date for receipt of proposals is Friday, October 23, 2009, 4:00 p.m. Eastern Time.
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