SOLICITATION NOTICE
V -- Hotel Accomodations, Conference Space and Hotel Services
- Notice Date
- 3/20/2010
- 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-RP-0108
- Response Due
- 3/26/2010
- Archive Date
- 5/25/2010
- 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
- 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 downtown (or within 4-blocks of reasonably priced restaurants) in Washington, DC area - to include the cities of Alexandria, Falls Church and Fairfax, and the counties of Arlington and Fairfax, in Virginia; and the counties of Montgomery and Prince George's in Maryland. Request for Proposal #VA-777-10-RP-VA777-10-RP-0108 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, will be considered the prime ontractor. Therefore, that offeror must describe in its proposal the technical approach for the offeror's services as a prime contractor and must also include a copy of all insurance(s) (standard business, liability, extraordinary insurances) in order to submit a complete technical proposal for evaluation purposes. (Again, 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 2005-38, Effective 01 Feb 2010 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 July 1215, 2010. Dates are not flexible. The Department of Veterans Affairs (DVA), Employee Education System (EES) is sponsoring a training conference entitled 2010 Caregiver Support Conference. The hotel shall accommodate approximately 500 sleeping rooms Peak Night (and the required meeting space must be housed in the same facility), and shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Government Per Diem rate of $170 (or prevailing Government Per Diem) for Washington, DC area. A response to requirements listed below shall be submitted on letterhead and shall address all requirements listed in a separate technical proposal. A 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 offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. 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.). In accordance with FAR 52.204-7 Central Contract Registration (Oct 2003) contractors are required to register in the Central Contract Registration (CCR) database http://www.ccr.gov prior to award of any contract. Offerors must additionally submit their DUNS #, FEMA ID # and Tax ID # with proposal and/or contract. The hotel facility shall accommodate an estimated 650 attendees with the following needs: Part A: Hotel Lodging - 375 sleeping rooms for participants arrival on Sunday, July 11th, 2010, 500 sleeping rooms on Monday Wednesday, 385 sleeping rooms on Thursday and check out on Friday, July 16th. Rooms must be individual/private sleeping rooms with toilet facilities. Payments for Part A shall be the sole responsibility of each participant, to include no-show fee. Sunday, July 11th 375 sleep rooms Monday, July 12th 500 sleeping rooms Tuesday, July 13th 500 sleeping rooms Wednesday, July 14th 500 sleeping rooms Thursday, July 15th 385 sleeping rooms Friday, July 16th check out Part B: (1) One (1) Office/Speaker Ready Room needed Sunday, 7/11/10 at 7:00am Thursday, 7/15/2010 till 6:00pm to accommodate 20ppl. in U-Shaped or Boardroom style. Room to be large enough for six (6) six-foot tables around perimeter of room for conference materials. Room must be near the General Session room. Room must be on 24-hour hold. Internet Access (Wireless or Wired) for five (5) laptops from Sunday Thursday. (2) One (1) General Session Meeting Room needed on Monday, 7/12/10 at 7:00am (AV set up conference starts on Tuesday) Thursday, 7/15/10 ending at 4:30pm to accommodate 650ppl. in Theater seating (8000 square feet or larger) WITHOUT PILLARS and 15-ft. or greater ceiling. Set 1-Skirted Table for faculty materials off to side front of room. Room must be large enough to accommodate the theater seating with middle and side aisles, rear-screen projection, Riser with wheelchair ramp, Podium, Head Table for 10, and U.S. and VA Flags (to be provided by conference staff). Room must be on 24-hour hold. (3) Registration Area to be set-up in foyer outside General Session Room set with six (6) six-foot skirted tables with six (6) six-foot skirted tables behind against wall for conference materials, with 6-chairs (ergonomic or office type chairs) and 6-medium waste baskets beginning at 12:00pm on Sunday, 7/11/10 (for early registration at 4pm-6pm), and ending at 4:30pm on Thursday, 7/15/10. Registration area should remain set up until the conclusion of the conference. Internet Access (Wireless or Wired) for seven (7) laptops from Sunday Thursday. (4) Four (4) Breakout Rooms needed Monday, 7/12/10 at 7am (pre-conference) Thursday, 7/15/10 till 4:30pm, (2400 square feet or larger) for up to 136ppl. set in Classroom Style. NO PILLARS. Room large enough to accommodate Riser with Podium, Head Table for 6, AV. Prefer rooms to be in close proximity of general session room. Rooms must be on 24-hour hold. (5) Two (2) Breakout Rooms needed Monday, 7/12/10 at 7am (pre-conference) Thursday, 7/15/10 till 4:30pm, (2400 square feet or larger) for up to 160ppl. set in Rounds of 8. (Eighteen (18) 90 tables). NO PILLARS. Rooms large enough to accommodate Riser with Podium, Head Table for 6, AV. Prefer rooms to be in close proximity of general session room. Rooms must be on 24-hour hold. (6) Poster Session Room needed on Monday, 7/12/10 (set up) at 12pm Thursday, 7/15/10 till 12pm. Room must be large enough to accommodate approximately twenty (20) poster boards (4x8), twenty (20) six-foot tables to place underneath the poster boards, refreshment break tables and 650 participants. Space to be near the entrance door. Exhibits to also be in this room, but as far from door as possible. (7) Exhibit Room needed on Monday, 7/12/10 (set up) at 12pm Thursday, 7/15/10 till 12pm. Room must be large enough to accommodate approximately fifty (50) Exhibit tables (six-foot) and 1-chair, 1-trashcan, refreshment break tables and 650 participants. Note that this room/area must be located away from areas that participants have to walk past. Poster Session to also be in this room but at a separate end of the room, OR may put into a room next to Poster Session room. NOTE: All meeting and related space is to be held on a 24-hour basis beginning on Sunday and ending approximately 6:00pm on Thursday. Part C: (1) Anticipate light refreshments for morning and afternoon breaks each day please provide menus. Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: (1) Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in a safe area. (2) Prefer hotel location to be within walking distance to Metro Station / Public Transportation to accommodate approximately 150 local attendees/faculty. (3) If there is a parking fee required at hotel, request several complimentary or discounted parking passes for each day for local attendees and faculty. (4) 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. All proposals submitted in response shall remain valid for thirty days to accommodate possible legal reviews. 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). 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. The technical proposal submitted by an offeror that is not a hotel, must describe the technical approach for the offeror's services as a prime contractor and must also include a copy of insurance and all necessary licenses in order to be considered a complete technical proposal for evaluation purposes. This is not a solicitation for Event Planning Services. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. 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 (factors listed in descending order of importance: Item 1. Size, quality of services, and accommodations. Item 2. Location. Item 3. Experience with large conferences, and Item. 4. Price, cost for accommodations, services, cancellation fee, attrition and refreshments. Size, quality of services, accommodations, location and experience with large conferences, when combined are more important than 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 232-10 Availability of Funds for the Next Fiscal Year; 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, March 26, 2010 @ 3pm CT.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAAAC/VAAAC/VA-777-10-RP-0108/listing.html)
- Record
- SN02098353-W 20100322/100320233026-b42399bb0d0f4aa5c0ce2df5deddb483 (fbodaily.com)
- Source
-
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