SOLICITATION NOTICE
V -- Hotel Accommodations, Conference Space and Hotel Services
- Notice Date
- 2/3/2010
- 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-0083
- Response Due
- 2/5/2010
- Archive Date
- 4/6/2010
- Point of Contact
- Linda SemeContracting Officer
- E-Mail Address
-
POC email
(Timothy.Pleso2@va.gov)
- Small Business Set-Aside
- N/A
- Description
- Request for Quotation VA-777-10-RQ-0083 is in accordance with FAR Subpart 12.6-Streamlined Procedures for Evaluation and Solicitation for Commercial Items. This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space, and Hotel Event Related Services located in downtown Atlanta, GA or Buckhead area.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. 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 2005-38 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $7 million. 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 August 16, 2010 through August 20, 2010 (approximately a total of 300 sleeping rooms daily and required meeting space). The Department of Veterans Affairs, 2010 Office of Public & Intergovernmental Affairs National Training Conference is sponsoring the annual PAO training conference for newly appointed PAOs and personnel serving in positions with PAO duties. The hotel must accommodate a total of 300 sleeping rooms nightly, 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 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. A Hotel Contract, including Tax ID # and FEMA # shall be submitted with your technical and price 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, menus). To be eligible for award under 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 www.usfa.fema/gov/hotel/search.cfm. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.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. Offers proposed facilities that are not listed will be rejected as non-responsive. Part A: Hotel Lodging Total of 1245 sleeping rooms for participants in the following room block pattern: Sunday, August 15, 2010: 20 rooms; Monday, August 16, 2010-300 rooms; Tuesday, August 17, 2010-300 rooms; Wednesday, August 18, 2010-300 rooms; Thursday, August 19, 2010-300 rooms; and, Friday, August 20, 2010-25 rooms. Total Room Nights: 1245. Check-in to begin on 8/15/10 with primary checkout on 8/19/10. Rooms must be individual/private-sleeping rooms with toilet facilities at the prevailing 2010 government Per Diem rate for Atlanta, GA (currently $140). Payments for Part A shall be the sole responsibility of each participant, to include no show and/or individual cancellation fees. Part B: (1) Meeting Space - General Session Meeting Room to begin set-up at 6:00am on 8/16/10 with the program to begin at 12:00pm and to be held on a 24-hour basis on through 8/20/10 at 5:00pm with setup of room and audio visual equipment to accommodate 300 ppl in crescent rounds without pillars and 12ft or greater ceiling; (with an aisle in the center); stage with podium, 2 skirted tables and 4 chairs; and 4 skirted 6' tables and 12 chairs in the rear of the General Session for staff. (2) Three meeting rooms to be used as Speaker Room, Staff Office, and Storage Room, all lockable, located in the vicinity of the General Session Room. The Speaker Room will be set up in a board room style, preferably next to the general session room for AV feedback; Staff Office will be set up in a Hollow Square style with skirted tables; the Storage Room needs to be large enough to hold AV equipment and conference materials. All of the rooms will need to be available beginning 8/15/10 at 8:00am to be held on a 24 hour basis through 8/20/10 at 5:00pm. (3) Breakouts: Breakout rooms needed to accommodate 30-40ppl set classroom style in the following sequence: Monday: 3 rooms Tuesday: 10 rooms Wednesday: 10 rooms Thursday: 10 rooms All meeting space and public area of facility MUST be ADA complaint. Payments for Part B shall be processed by Government Purchase Card or Government Purchase Order. Part C: Anticipate light refreshments for morning and afternoon breaks on 8/17/10 through 8/19/10. A lunch will be required on 8/18/10. Menus are to be provided with the technical written proposal. Payments for Part C shall be processed by Government Purchase Card or Government Purchase Order or by the direct billing process via cashier's check. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Audio Visual The Department of Veterans Affairs reserves the right to bring in outside AV support at no additional charge to the government. Minor AV may be requested from Hotel AV Company. Minor AV is defined as flip charts, pipe and drape, podium, microphone, and wireless internet connection in the general session room. 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. VA reserves the right to conduct an on-site inspection of offered facilities. Prices will be evaluated in terms of cost for accommodations and provided services, refreshments, and cancellation and attrition fees. 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. Any quotation that does not meet the solicitation requirements will be rejected as non-responsive. 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. Meeting Space: Flexibility, Available of Space Required, Space as Requested, Quality of Meeting Space. 2. Provided Services (Cost Savings and Special Considerations): Complimentary/Discount AM/PM Breaks, F&B Discounts, Meeting Room Internet, Complimentary/Discount Shuttle Service, Room Upgrades, Discount to Attendees on Food Outlets, Complimentary/Discount Reception, Complimentary Rooms, Service Charge, Parking Discounts, Parking Passes, and Parking Prices. 3. Size and Quality of Accommodations: Full Service Hotel, Site Visit Observations/Past Experience, Fitness Center, Guest Room Internet Costs 4. Location: Exclusiveness, Proximity to Airport, Metro, and Outside Activities 5. Price: Cost of Accommodations, Services, Cancellation Fee, Attrition and Refreshments, Percent Back on Master Account, Discounts on Room Rates, Meeting Room Costs (Meeting Space, Provided Services, Quality of Accommodations, and Location, when combined are more significant 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)(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 52.232-19 Availability of Funds. The Government's obligation for performance of this contract beyond the date identified above is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. 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. FAR 52.232-18 Availability of Funds (Apr 1984). Submit all price, descriptive literature, technical proposals, and Hotel Contract to Tim Pleso, Event Manager/Contracting Officer, Department of Veterans Affairs, VA Learning University, 10000 Brecksville Road, Building 6, Suite 13, Brecksville, Ohio 44141. Phone: 440-526-3030 ext. 7788, FAX: 440-740-2372, email: timothy.pleso2@va.gov. Closing date for receipt of proposals is February 5, 2009 at 4:00 pm Eastern Time. Late proposals will not be evaluated or considered.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RQ-0083/listing.html)
- Record
- SN02056966-W 20100205/100203235410-2fa8b909c449245dc9a4d237805e2f0b (fbodaily.com)
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