SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space, and Related Conference Services
- Notice Date
- 10/30/2009
- 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-RQ-0020
- Response Due
- 11/6/2009
- Archive Date
- 1/5/2010
- 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, Conference Space, and Conference Related Services located in the geographic areas: Orlando, FL and Seattle, WA. Request for Quotation VA-777-10-RQ-0020 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 Service or 3rd Party Event Planning Services. VA will not consider a proposal submitted by an offeror that is not a hotel. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. This announcement incorporates provisions and clauses in effect through FAR FAC 2005-37 (October 14, 2009) and VAAR 97-10. NAICS Code 721110 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 January 25-29, 2010 (approximately 70 sleeping rooms and required meeting space). The Department of Veterans Affairs, VALU IT National Training and Education Office (VALU IT NT&EO) is sponsoring the VeHU 2010 Conference planning meeting. The hotel must accommodate 70+ sleeping rooms (based on the 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. 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. Hotel Contract 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 room space diagrams with square footage and capacity; information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to and from airport; and, current menus. Current costs for Internet, phone lines, package handling charges, services charges, audiovisual equipment, and other related services. 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. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42U.S. C. 12101 et. Seq.). 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 event. Offers proposed facilities that are not listed will be rejected as technically unacceptable. The hotel facility must accommodate an estimated 70+ attendees with the following needs: Part A: Hotel Lodging 70 sleeping rooms for attendees to begin check-in on Monday, January 25, 2010, with the majority of attendee check out on Friday January 29, 2010. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Orlando, FL (Currently $108) and Seattle, WA (Currently $159). Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Meeting space shall be provided beginning Monday, January 25, 2010, 11:00 a.m. through Friday, January 29, 2010, 3:00 p.m. - General Session dates/times: Monday, January 25, 2010, 11:00 a.m. through Friday, January 29, 2010, 2:00 p.m. One (1) large meeting room to hold 80 participants banquet style, a data projector, a large screen, and several flipcharts. Additional Breakout Rooms (total of 8): Tuesday, January 26, 2010, 7:00 a.m. through Thursday, January 28, 2010, 7:00 p.m.-Seven (7) breakout rooms to accommodate up to 10 people conference style and audiovisual equipment; and one (1) small room to be used as a conference call room. All meeting space and public areas of the facility MUST be ADA compliant. Part C: Other requirements; variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). Proposal must indicate whether the 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 audiovisual company without any penalties incurred as part of the fair practice procurement regulations. Part D: Special Considerations complimentary AM and PM refreshments. 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 and meeting space, services offered; size and quality of accommodations; and location. Price will be evaluated in terms of cost for accommodations and services, cancellation and attrition, 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 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 hotelier shall be deemed technically unacceptable). Any offer that does not meet the solicitation requirements will be rejected as nonresponsive. 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://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (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; and services offered; 2) Size and quality of accommodations; 3) Location, and, 4) Price including special considerations. Size and quality of meeting space,, services offered, accommodations 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. In accordance with FAR 52.204.7 Central Contractor Registration (Oct 2003); by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award of any contract; contractors register in the Central Contractor Registration (CCR) database at http://ccr.gov; 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)(15), (b)(21), (b)(24) (b)(25), (b)(26) (b)(35); applies if Government Purchase Card is used, (c)(1). 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 hotel contract to Georgene Granfors, Event Manager/Contracting Officer, VALU IT NT&EO, 10000 Brecksville Road, Building 6 Room 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, November 6, 2009, 4:00 p.m. ET.
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