SOLICITATION NOTICE
99 -- The Office of Patient Care Services - Senior Leadership Retreat September 13-15, 2010
- Notice Date
- 7/15/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;VA Boston Healthcare System;Contracting Officer (90C);940 Belmont Street;Brockton MA 02301
- ZIP Code
- 02301
- Solicitation Number
- VA24110RQ0477
- Response Due
- 7/28/2010
- Archive Date
- 8/27/2010
- Point of Contact
- Yolanda Cotten
- E-Mail Address
-
cting
- Small Business Set-Aside
- N/A
- Description
- Combined Synopsis/Solicitation This is a combined synopsis/solicitation for commercial items prepared in accordance with the format prescribed in the Federal Acquisition Regulations (FAR) subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the Request for Quotation (RFQ) for the required items under Solicitation No. VA-241-10-RQ-0477. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-37. The North American Industry Classification System (NAICS) number is 721110, the business size is 7.0 million. REQUIREMENT: The Department of Veterans Affairs, VA Boston Healthcare System is requesting the following: The Contractor shall provide all necessary labor, facilities, equipment, materials, food etc. to the Department of Veterans Affairs/ Veterans Health Administration, Office of Patient Care Services (OPCS) to facilitate a conference entitled "Office of Patient Care Services - Senior Leadership Retreat" to be held on September 13th - 15th, 2010 in strict accordance with all terms, conditions and specification of the solicitation and resulting contract. MEETING SIZE/ACCOMODATIONS: Approximately 85 participants will attend the meeting/retreat. OPCS will require an estimated 85 Rooms at the hotel (85 rooms for each of the following days: September 13th and 14th, 2010). Approximately 30-60 rooms may be required on September 12th, 2010 in advance of the retreat for those requiring early arrival from out of town. Sleeping rooms must be priced at the government per diem rate, held in a block to be reserved and paid for by individual participants, along with expenses they may incur that are outside the specified schedule of items, for example, personal telephone calls and room service. Location: Location of the hotel shall be within one hour of Dulles Airport, located outside of the Metro DC area. The area of consideration should include points south/southwest of and including Fredericksburg, Virginia- West of and including Culpepper, Virginia, and West of and including Front Royal, Virginia (See Provision 52.212-2 for technical submission of this requirement). Any facility interested in responding to this solicitation MUST meet the fire and safety requirements of the Hotel and Motel Fire Safety Act (see http://www.usfa.fema.gov/applications/hotel/hotmot_act.cfm). Water, paper, and pencils shall be provided in all meeting rooms. Audio-visual equipment (detailed below) shall be provided as specified below for each day as needed at the expense of the Department of Veterans Affairs. Meeting rooms (detailed below) shall be ready for use no later than one (1) hour prior to scheduled meeting times. The meeting property shall be in a safe and secure location. SCHEDULE OF ITEMS: This is to be a group booking contract for meeting rooms, food, beverages and audio-visual equipment. The items covered in the contract are to be billed directly to VA and are not the responsibility of individual attendees of the retreat. Item No. 1 MEETING SPACE ITEMS - each meeting space provided shall include glasses, pitchers of water, paper and pencils. Notes: Classroom Style - Adult education, table and chairs for group of 8 that allows view to presentations. DAY 1 - September 13th, 2010 General Session (to accommodate 85 people) ______________ 11:00 am - 6:00 pm Classroom Style Photocopies (80)______ea______________ DAY 2 - September 14th, 2010 General Session (to accommodate 85 people) ______________ 7:00 am - 6:00 pm Classroom Style Photocopies (80)______ea______________ (2) break-out rooms (to accommodate 40 people each) ______________ 8:00 am - 4:00 pm Classroom Style DAY 3 - September 15th, 2010 General Session (to accommodate 85 people) ______________ 8:00 am - 12:00 pm Classroom Style Photocopies (80)______ea______________ (2) break-out rooms (to accommodate 40 people each) ______________ 8:00 am - 12:00 pm Classroom Style Note: As previously indicated paper, pencils, glasses and pitchers of water should be supplied in all meeting rooms throughout the retreat. TOTAL FOR SPACE NEEDS:$_______________________ Item No. 2 AUDIO VISUAL EQUIPMENT GENERAL SESSION ROOM - requirements: Large screen______ea____________LCD projector______ea____________ Podium with microphone______ea____________ One (1) table-top microphone ______ea____________ One (1) standing microphones (for audience) ______ea____________ Two (2) Flip Charts______ea____________Easel for Sign Placement______ea ____________ BREAK-OUT ROOMS - requirements for each break-out room: Two (2) Flip Charts______ea____________ Markers______ea____________ Masking Tape______ea____________ Easel for Sign Placement______ea____________ TOTAL AUDIO VISUAL REQUIREMENTS$_______________________ Item No. 3 MEALS and BREAKS: Please provide packages/pricing for breakfast, lunch, snacks and dinner for a Retreat such as what is provided in the Statement of Work. DAY 1 - September 13th, 2010 Dinner 85 attendees'________ea____________ DAY 2 - September 14th, 2010 Breakfast 85 attendees'________ea____________ Light Snacks Mid - Morning 85 attendees'________ea____________ Mid - Afternoon 85 attendees'________ea____________ Lunch 85 attendees'________ea____________ Dinner 85 attendees'________ea____________ DAY 3 - September 15th, 2010 Breakfast 85 attendees'________ea____________ TOTAL FOR ALL MEALS AND BEVERAGES$_______________ AGGREGATE TOTAL OF MEETING SPACE, AUDIO VISUAL AND MEAL REQUIREMENTS$___________________ The following Federal Acquisition Regulation (FAR) provisions and clauses apply to this acquisition: 52.212-1, Instructions to Offerors - Commercial Items (June 2008), 52.212-2, Evaluation - Commercial Items (JAN 1999), award will be made to the Offeror proposing the Best Value to the Government considering technical, past performance, and price. All technical factors are approximately equal to price. 52.212-3 Offeror Representations and Certifications - Commercial Items (AUG 2009) to include Alternate I (APR 2002). These certifications must be included in the quote. Contractors are encouraged to submit through http://orca.bpn.gov. FAR 52.212-4 Contract Terms and Conditions- Commercial Items (MAR 2009) and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders - Commercial Items (APRIL 2010) are applicable to this solicitation. FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998), the full text of the clause may be accessed electronically at Internet address http://www.arnet.gov/far; include FAR 52.204-7 Central Contractor Registration (APR 2008) Implement Statutes or Executive Orders - Commercial Items (APR 2009) (b)(2) the offeror shall provide a Data Universal Numbering System (DUNS) or if applicable, it's DUNS+4 number with it's offer, which will be used by the Contracting Officer to verify that the offeror is registered in the CCR database, (d) Lack of registration in the CCR database will make an offeror ineligible for award. Offerors and Contractors may obtain information on registration and annual confirmation requirements by calling 1-888-227-2423 or 1-269-961-5757, or via the internet at http://www.ccr.gov. Offerors must also comply with all instructions contained in Veterans Affairs Acquisition Regulations (VAAR) 852.203-70 Commercial Advertising (JAN 2008), VAAR 852.237.70 Contractor Responsibilities (APRIL 1984), VAAR 852.273-76 Electronic Invoice Submission (Interim - October 2008), and VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008). If interested, email, fax, or mail your offer to the Point of Contact stated herein. Quotations must be received no later than 2:00 pm E.S.T, on July 28, 2010. The Government prefers that all offers and questions are emailed to the point of contact below with Solicitation No. VA-241-10-RQ-0477 and contractors name in the subject line. Facsimile quotes will be accepted at (774) 826-3347. Offers/quotes should be mailed to: Department of Veterans Affairs, V.A. Boston Healthcare System, Brockton VAMC, 940 Belmont Street (90C), Brockton, MA 02301 (attn: Yolanda Cotten). The Government primary contact is Yolanda Cotten (Yolanda.Cotten@va.gov). Table of Contents A.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)7 A.2 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (DEC 2009)7 A.3 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009)8 SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS9 D.1 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999)9 A.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 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.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (End of Clause) 52.212-4CONTRACT TERMS AND CONDITIONS--JUN 2010 COMMERCIAL ITEMS 52.212-5CONTRACT TERMS AND CONDITIONSJUN 2010 REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS--COMMERCIAL ITEMS 52.246-4INSPECTION OF SERVICES--FIXED-PRICEAUG 1996 A.2 VAAR 852.215-70 SERVICE-DISABLED VETERAN-OWNED AND VETERAN-OWNED SMALL BUSINESS EVALUATION FACTORS (DEC 2009) (a) In an effort to achieve socioeconomic small business goals, depending on the evaluation factors included in the solicitation, VA shall evaluate offerors based on their service-disabled veteran-owned or veteran-owned small business status and their proposed use of eligible service-disabled veteran-owned small businesses and veteran-owned small businesses as subcontractors. (b) Eligible service-disabled veteran-owned offerors will receive full credit, and offerors qualifying as veteran-owned small businesses will receive partial credit for the Service-Disabled Veteran-Owned and Veteran-owned Small Business Status evaluation factor. To receive credit, an offeror must be registered and verified in Vendor Information Pages (VIP) database. (http://www.VetBiz.gov). (c) Non-veteran offerors proposing to use service-disabled veteran-owned small businesses or veteran-owned small businesses as subcontractors will receive some consideration under this evaluation factor. Offerors must state in their proposals the names of the SDVOSBs and VOSBs with whom they intend to subcontract and provide a brief description of the proposed subcontracts and the approximate dollar values of the proposed subcontracts. In addition, the proposed subcontractors must be registered and verified in the VetBiz.gov VIP database (http://www.vetbiz.gov). (End of Clause) A.3 VAAR 852.215-71 EVALUATION FACTOR COMMITMENTS (DEC 2009) The offeror agrees, if awarded a contract, to use the service-disabled veteran-owned small businesses or veteran-owned small businesses proposed as subcontractors in accordance with 852.215-70, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, or to substitute one or more service-disabled veteran-owned small businesses or veteran-owned small businesses for subcontract work of the same or similar value. (End of Clause) SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS Completion of a Quality Assurance Surveillance Plan and Quality Assurance Worksheet will be required. D.1 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: Technical, Price and Past Performance. Technical - Submission required: Please include materials in a folder/binder marked Volume 1 and address each numbered question below in order. 1.Offerors should include a brief narrative of the rooms/spaces intended to meet the government's requirement (including dimensions and amenities). Offerors should include a photo/snapshot, brochure or other means illustrating the various space layout (but elaborative artwork is not required). 2.Offerors should include information relative to the lodging requirements for the evenings of September 12th through September 14th, 2010 and the hotel's capabilities to reserve the requested number of rooms (at the government rate). 3.Offerors should include a brief narrative describing the hotel's proximity to a major airport, and other amenities in the surrounding area. 4.Offerors should include a copy of the facilities' certificate of compliance (or other documentation) relative to the fire and safety requirements of the Hotel and Motel Fire Safety Act (see http:www.usfa.fema.gov/application/hotel/hotmot_act.cfm). Past Performance - Submission required: Please include referral in Volume 1 but list Past Performance as a separate section on the binder/folder. 1.Offerors should include a referral for other state or federal government conferences held at their facility (to include main point of contact, telephone number or email address and date of event). In the event a state or federal government event has not occurred at the facility, a referral form the commercial industry should be provided. Contact will be made to verify customer satisfaction. Pursuant to FAR 13.106-1, a best value determination will be made based upon the overall offer, price and other factors considered. Please include one original and three copies (marked "COPY") of your offer. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). (c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of Provision)
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