Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 07, 2010 FBO #3025
SOLICITATION NOTICE

X -- Hotel Reservations for Golden Age Games - Honolulu May 23, 2011 to 1 Jun, 2011

Notice Date

3/5/2010
 

Notice Type

Combined Synopsis/Solicitation
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

VA Northern California HealthCare System;5342 Dudley Blvd. Bldg 98;McClellan Business Park CA 95652
 

ZIP Code

95652
 

Solicitation Number

VA-261-10-RP-0151
 

Response Due

4/5/2010
 

Archive Date

7/4/2010
 

Point of Contact

Ms. Leala Jew, 916-923-4516
 

E-Mail Address

Contract Specialist
(leala.jew@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 Hotel Services in Honolulu, Hawaii. Request for ProposalVA-261-10-RP-0151 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. The Department of Veterans Affairs (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. The NAICS Code for this requirement is 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 May 23 through Jun 1, 2011 and the required meeting space must be housed in the same complex. The VA National Programs and Special Events (NPSE), Veterans Canteen and Hospitalized Veterans are sponsoring the 2011 National Veterans Golden Age Games, which is considered the premier senior adaptive rehabilitation program in the United States. The requirements are as follows: Part A. The Department of Veterans Affairs has a requirement for hotel accommodations, conference space rental, and hotel services located in Honolulu, Hawaii. The hotel shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Federal Government Per Diem rate or lower for Honolulu, Hawaii in effect at the time services are rendered. It is preferred that all sleeping rooms be housed in the same complex which will considerably reduce transportation expenses. A response to requirements listed below shall be submitted on hotel letterhead and shall address all requirements listed in a separate technical proposal. The hotel must accommodate the following number of rooms for designated dates: May 23, 2011, 60 rooms; May 24, 2011, 90 rooms; May 25 thru May 30, 2011, 500+ rooms; May 31, 2011, 400+ rooms; and Jun 1, 2011, 25 rooms - containing 2 beds each. Sleeping rooms are based on single/double occupancy with 66% of the standard sleeping rooms containing 2 beds. The estimated number of Full/Partial ADA is 35 rooms and 40 rooms that can be adapted to meet special needs from May 25 through May 31, 2011. Participants shall be responsible for payment of rooms, to include no-shows fee. The standard one (1) complimentary room night per every 50 revenue room nights shall be honored. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.) The hotel facility shall accommodate an estimated 800 attendees with the following needs: 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 breakfast 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 proposing facilities that are not listed will be rejected as technically unacceptable. Part B. Function Space. Based on the anticipated sleeping room and food and beverage revenue the function space needed for this event shall be complimentary. This function space includes utilizing the Ballrooms (Conference rooms), Foyers and Meeting Rooms daily. Outdoor areas including Terraces, Lagoons, Patios, etc., will also be utilized on a complimentary basis for receptions and ceremonies. NOTE: All meeting and related spaces is to be held on a 24-hour basis beginning at 12:00 midnight Monday, May 23 and ending at 12:00 midnight on Tuesday, May 31, 2011. Part C: Anticipate breakfast meals beginning May 26 through June 1 for estimated 800 people each day and will be reviewed daily to reduce or increase count as needed. Also, anticipate food and beverage revenue for receptions and ceremonies as needed. Meal cost will be projected using the Government per diem rate for the island of Oahu and will include the established hotel service charge of 23%. Provide menus. Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: (1) Other hotel requirements: Hotel must be within walking distance (not to exceed 4 city blocks) of a variety of restaurants and shops in a safe area. (2) Proposal must indicate whether the hotel agrees to the right of VA 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. Note: Federal Government reserves the right to hire an outside AV company without any penalties incurred as part of the Fair Practice Procurement regulations. Proposals for this solicitation will be due Monday, April 5, 2010, at 4:00 pm (PST). Provide the following pricing information in the cost proposal: 1. Sleeping room - per occupant (with double bed) $ ____________ May 23, 2011 to Jun 1, 2011 (This cost will be charged to the attendees.) 2. Functional Spaces "Set up and tear down costs" From May 23 to Jun 1, 2011 - $ _____________ Estimated number of hours for set up/tear down is 40 to 50 hours 3. Breakfast - May 26 to Jun 1, 2011 $ _____________ Estimated 800 people each day - Total cost Total Cost of Bid Proposal: (Add items #2 and #3 only)$_____________ 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. 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. 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: FAR 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); FAR 52.212-1 Instructions to Offerors Commercial Items; FAR 52.212-2 Evaluation Commercial Items (The following factors will be used to evaluate offers and are listed in descending order of importance): 1. Size, quality of services, and accommodations. 2. Location. 3. Experience with large conferences, and 4. Price, cost for accommodations, services, cancellation fee, and refreshments. Factors 1, 2 and 3, when combined, are significantly more important than cost or price." FAR 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; FAR 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; FAR 232-19, Availability of Funds for the Next Fiscal; 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. By email only, submit all price, descriptive literature, technical proposals, and Hotel Contract to: Ms. Leala Jew, Contracting Officer, Leala.Jew@va.gov 5342 Dudley Blvd., Bldg 209, McClellan Park, CA 95652.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VANCHCS/VANCHCS/VA-261-10-RP-0151/listing.html)
 

Place of Performance

Address: Department of Veteran Affairs;VA Pacific Islands Healthcare System;459 Patterson Road;Honolulu, HI

Zip Code: 96819
 

Record

SN02084215-W 20100307/100305235220-f570af4179d978f974c0e23d97f32027 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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