SOLICITATION NOTICE
V -- Lodging BPA Multiple Locations
- Notice Date
- 12/2/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Rocky Mountain Network;VISN 19 Contracting;500 Foothill Drive;Salt Lake City, UT 84148
- ZIP Code
- 84148
- Solicitation Number
- VA25911RQ0012
- Response Due
- 12/20/2010
- Archive Date
- 2/18/2011
- Point of Contact
- Glenn Breitling
- E-Mail Address
-
breitling@va.gov<br
- Small Business Set-Aside
- N/A
- Description
- This is a combined synopsis/solicitation for Lodging and Billeting Services for the Veterans Integrated Service Network 19 with Veterans Healthcare Administration facilities located in Cheyenne, WY; Grand Junction, CO; Sheridan, WY and Fort Harrison, MT. This requirement for temporary, short term lodging is being procured IAW FAR 12.6, entitled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items" as supplemented with additional information in this notice, and FAR 13.303 entitled "Blanket Purchase Agreements (BPA)". Prospective Offerors are encouraged to view the Federal Business Opportunities website, www.fedbizopps.gov, frequently for any amendment to the solicitation. The Government intends to satisfy existing requirements for temporary lodging services by awarding multiple Blanket Purchase Agreements to various hotels located within the local commuting areas of the facilities listed above. This announcement constitutes the only solicitation that will be issued. The base period of performance will be from January 1, 2011 through December 31. 2011. Option periods will consist of 12 months, and will not exceed 4 option year periods. This procurement is issued on a unrestricted basis under the NAICS 721110 that has a small business size standard of $7M. The areas of consideration for possible awards are the locations listed above. A pricing schedule identifying quantities and types of services is attached and shall be completed and returned. All quantities are estimated and vary by location. Unit prices shall be inclusive of all applicable service fees, the federal government does not pay taxes. A performance work statement (PWS) describing the scope of work is attached and is hereby made part of this request for quotes. The following provisions and clauses are applicable to this acquisition: FAR Provisions 52.212-1, 52.212-3 Alt I, and 52.252-1; FAR Clauses 52.212-4, 52.212-5, 52.252-2. FAR provision 52.212-3 shall be completed and returned with your offer. If your company information is available through Online Representations and Certifications (ORCA) so indicate in 52.212-3 and return only the first page of the online portion showing your current registration. FAR Provision 52.252-1 and FAR Clause 52.252-2: full text language of provisions and clauses incorporated by reference can be located at http://farsite.hill.af.mil. The following clauses included in 52.212-5 are applicable: 52.217-6, 52.217-8, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.225-13, 52.232-33, and 52.232-36. In addition, clauses, 52.222-41, 52.222-42, and 52.222-44 or 52.222-53, included in 52.212-5 may be deemed applicable pending contractors response to paragraph (k)(2) in FAR Provision 52.212-3. The following Veterans Affairs Acquisition Regulation, VAAR, clause is applicable to this acquisition: 852.273-75. The Service Contract Act of 1965 and all wage determinations applicable for the location of the proposed hotel facility will be made a part of any resulting award if FAR clause 52.222-41 is determined to be applicable. This BPA will be established on a fixed price basis and may be discontinued upon 30 days' written notice by either party. The BPA will be reviewed annually before the anniversary of its effective date and revised as necessary to conform to the requirements of the FAR and VAAR. This BPA can only be changed by modification of the agreement itself. Discontinuing or modifying this BPA shall not affect any prior contract incorporating this BPA. This BPA does NOT state or imply any agreement by the Government to place future contracts or orders with the contractor; or be used in any manner to restrict competition. All contracts and purchase orders using this BPA will be incorporated by specific reference, the BPA number and name when established. This BPA for temporary lodging services located within the local commuting areas of the facilities listed in this synopsis has a dollar limitation of $15,000.00 for each individual purchase of lodging services. This BPA does not have a minimum purchase requirement. The Government is obligated only to the extent of authorized purchases actually made under this BPA. Contractors shall furnish services if and when requested by the Contracting Officer's Technical Representative, COTR, located at each Healthcare facility listed in this synopsis for the inclusive dates of this agreement. The names, contact information and the dollar limitation of the COTR's will be provided to the successful contractors. Delivery /lodging tickets shall contain the following minimum information: name of supplier, BPA number, date of purchase/reservation, purchase number, itemized list with name of veteran, type of room and price, and dates service provided. Invoices shall be submitted monthly in arrears or upon expiration of the BPA, whichever occurs first, for all services during the billing period, identifying the delivery/lodging tickets covered therein, stating their total dollar value and supported by receipt copies of the delivery/lodging tickets. Each offeror shall indicate if the government purchase card (VISA card) is an acceptable form of payment. Awards will be made to the lowest priced offers determined to be technically acceptable. To be determined technically acceptable, the following minimum requirements must be met: (1) Hotels must provide for complete and inclusive lodging services as prescribed in the performance work statement and by the attached pricing schedule. (2) Hotels must have free on-site parking and provide non-smoking rooms. (3) Hotels must be located within the local commuting area of the VA Healthcare Center; this is usually interpreted to be within 5 miles of the VA Healthcare Center. (4) Hotels must be FEMA approved. (5) Some Healthcare Centers may require local transportation back and forth for the Veteran from the lodging facility to the Healthcare Center. In order to determine if minimum requirement (1) can be met, all services requested must either be priced or annotated as provided at no additional cost on the attached pricing schedule. For minimum requirements (2), (3), & (4) offeror must provide a fact sheet which addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (3) can be met. Pricing shall be provided on attached B.2 Schedule of Services/Pricing. The government intends to make multiple awards; however, funds will NOT be committed or obligated until services have been rendered. For purposes of price evaluation, if there is a mathematical error in which the unit price multiplied by the quantity does not equal the extended total, the unit price will prevail and be used for evaluation and award purposes. Paragraph (e) of FAR Provision 52.212-1 encourages offerors to present alternative terms and conditions for satisfying the requirements of this solicitation. The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rates proposed by the offeror that is determined to offer the lowest technically acceptable offer. As stated in paragraph (g) of Federal Acquisition Regulation (FAR) Provision 52.212-1, included in this solicitation, the Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial proposal should contain the offerors best terms from a price and technical standpoint. All questions shall be submitted in writing and received prior to the time and date scheduled for receipt of quotes. Questions can be sent via email to: glenn.breitling@va.gov or fax (801) 584-2506. QUOTES ARE DUE: Not later than 4:30 p.m. MST, December 20, 2010. A complete proposal will consist of the following documents: -1 Completed B.2 Schedule of Services/Pricing -2 Page 1 of the Completed Online Representations and Certifications found at http://orca.bpn.gov in accordance with FAR 52.212.3, Offeror Representations and Certifications-Commercial Items. -3 Signed Offerors Letter providing: Contractor's name, address, name of point of contact, phone numbers, email addresses, FAX number, DUNS number and Tax ID number. Insure the proposal number VA259-11-RQ-0012 appears on all pages and documents in the proposal. Identify acceptable forms for payment, i.e. purchase card, electronic funds transfer, etc. Include the fact sheet describing the 5 technical requirements. Submit Proposals To: Glenn Breitling, Contract Specialist via email to glenn.breitling@va.gov. DEFINITIONS: Hotels - Refers to all commercial lodging facilities that provide rooms for short term use and would include hotels, motels, and bed and breakfast vendors. ADMINISTRATIVE DATA: Cheyenne VA Medical CenterSheridan VA Medical Center 2360 E. Pershing Blvd1898 Fort Road Cheyenne, WY 82001Sheridan, WY 82801 Grand Junction VA Medical CenterVA Montana Health Care System 2121 North Avenue3687 Veterans Drive Grand Junction, CO 81501P.O. Box 1500 Fort Harrison, MT 59636 B.2 SCHEDULE of SERVICES / PRICING Offered by Contractor Name:__________________________________ Date: ____________ DUNS number: ____________________ Tax ID:__________________________________ Phone Number: ____________________ email: ____________________________________ Print Contact Name: _______________________ Signature ____________________________ Item No. and Description of Services follows. BASE YEAR, JANUARY 1, 2011 - DECEMBER 31, 2011 CLINDescriptionEst QtyUnit of issue Unit Cost Total Price 0001 Single Occupancy Room 1 bed 1 Room 0002 Double Occupancy Room w/ 2 beds 1 Room Circle if Local Transportation IS / IS NOT included as a service provided with this Offer for Base Year OPTION YEAR 1 JANUARY 1, 2012 - DECEMBER 31, 2012 CLINDescriptionEst QtyUnit of issue Unit Cost Total Price 1001 Single Occupancy Room 1 bed 1 Room 1002 Double Occupancy Room w/ 2 beds 1 Room Circle if Local Transportation IS / IS NOT included as a service provided with this Offer for Option Year 1 OPTION YEAR 2 JANUARY 1, 2013 - DECEMBER 31, 2013 CLINDescriptionEst QtyUnit of issue Unit Cost Total Price 2001 Single Occupancy Room 1 bed 1 Room 2002 Double Occupancy Room w/ 2 beds 1 Room Circle if Local Transportation IS / IS NOT included as a service provided with this Offer for Option Year 2 OPTION YEAR 3 JANUARY 1, 2014 - DECEMBER 31, 2014 CLINDescriptionEst QtyUnit of issue Unit Cost Total Price 3001 Single Occupancy Room 1 bed 1 Room 3002 Double Occupancy Room w/ 2 beds 1 Room Circle if Local Transportation IS / IS NOT included as a service provided with this Offer for Option Year 3 OPTION YEAR 4 JANUARY 1, 2015 - DECEMBER 31, 2015 CLINDescriptionEst QtyUnit of issue Unit Cost Total Price 4001 Single Occupancy Room 1 bed 1 Room 4002 Double Occupancy Room w/ 2 beds 1 Room Circle if Local Transportation IS / IS NOT included as a service provided with this Offer for Option Year 4 A.1 BLANKET PURCHASE AGREEMENT A Blanket Purchase Agreement (BPA) is hereby established between the Government and the following contractors under the following terms and conditions incorporated in this BPA: ADMINISTRATIVE DATA VA Healthcare Centers: Cheyenne VA Medical CenterSheridan VA Medical Center 2360 E. Pershing Blvd1898 Fort Road Cheyenne, WY 82001Sheridan, WY 82801 VA Montana Health Care SystemGrand Junction VA Medical Center 3687 Veterans Drive2121 North Avenue P.O. Box 1500Grand Junction, CO 81501 Fort Harrison, MT 59636 Contractor: Contractor/Vendor ( complete name) Corporate Address Contact Name & TitleSignature:________________________ Mailing Address Email Address Phone numberDate: _______________ Alternate point of contact (name, email, phone #) A. 2 AUTHORITY This BPA is entered into pursuant to the Federal Acquisition Regulation Part 13.303-2. DESCRIPTION OF AGREEMENT The contractor shall provide lodging services at the rates proposed on the B.2 Schedule of Services/ Pricing in accordance with the terms and conditions of the performance work statement and only for the locations they have designated. Order for services will be placed by the designated Contracting Officer Technical Representative, COTR's located at the Veteran's Healthcare Centers listed in the Administrative Data above. The basic period of performance for the lodging services shall commence January 1, 2011 and conclude December 31, 2011. Option years will ensue and consist of 12 months which cannot exceed a total maximum of four years. The total period of performance including options is 1 base year and four one year option periods. Under this agreement, the BPA holder shall provide lodging services in accordance with the attached performance work statement. The described supplies and/or services shall be provided when ordered by an authorized Contracting Officer or authorized representative during the specified period stated on the pricing schedule. This BPA is in support of the VA Healthcare Center or Centers listed above in the Administrative Data. A.3SERVICES AVAILABLE UNDER THIS BPA Reference the pricing schedule for agreed upon rates and services plus other services as stated in the contractors offer and fact sheet and included in this BPA as services to be provided. PREVAILING TERMS AND CONDITIONS All orders placed against this BPA are subject to the terms and conditions of clauses and provisions in full text or incorporated by reference herein: A.4 SEGREGATION OF COSTS a. The "Payments under this BPA provides for reimbursement to the contractor of costs incurred for certain services purchased directly for the contract subject to certain limitations set forth in the clause. Such items include proposed rates submitted by the contractor and accepted by the Government. The items and services which the BPA holder is authorized to invoice on a cost- reimbursement basis shall be limited to only those specific items and services described on the pricing schedule. b. The BPA holder shall segregate costs associated with services provided. The BPA holder shall provide the Government with an itemized spreadsheet and one complete invoice by no later than the 5th day of each month outlining services rendered for the previous month. Upon receipt of said spreadsheet, the COTR at each respective VA Healthcare Center will evaluate and verify costs and coordinate and/or make corrections to invoice. Upon validation, subject invoice shall be submitted to Austin, TX for payment by the Government or paid using the Government purchase card. A.5 REPRESENTATIVE OF THE CONTRACTING OFFICER a. The named Contracting Officer's Technical Representative (COTR) at the appropriate ordering Program Office's are authorized to act as an official representative of the Contracting Officer. The name and contact information for each location will be provided after award. Reference the Performance Work Statement b. The COTR above are designated by the Contracting Officer and are authorized to act within the limitations specified herein and written restrictions specifically imposed under the terms of the order and by the Contracting Officer. This authority shall extend to the following: inspection, acceptance, or rejection of work. c. This designation does not include authority to direct changes in scope, price, terms or conditions of the contract or order. The authority herein also does not include authority to execute modifications to the contract or order, which require the signature of the Contracting Officer, or to bind the Government by contract in terms of a proposed contract change. d. The BPA holder shall designate a Task Leader as the contact person for the COTR and Program Manager. The BPA holder shall furnish all the necessary qualified personnel, materials, facilities and management resources to furnish the services set forth in the Performance Work Statement (PWS) within the terms specified and at the price(s) stated. e. BPA holder personnel are required to possess all the skills necessary to support at least the minimum requirements of the Performance Work Statement (PWS). Training to meet such minimum requirements must be provided by the BPA holder and is included in the fixed price labor rates.. f. Notwithstanding any other provision, the BPA holder shall maintain sufficient accounting records for verification of rooms utilized monthly. It is further understood and agreed that the accounting records shall be available for Government review during the performance of the contract and until three years after final payment under the contract. g. Payment under individual orders for CLINs will be in accordance with FAR 52.232-7 A.6NONPERSONAL SERVICES a. In performance of this contract, the BPA holder will provide support in the form of services required by program offices. This will be based upon the order's performance work statement for the specific effort. Calls will be formally placed by the COTR to the BPA holder Task Leader as opposed to employees of the BPA holder. b. The services required under the Agreement constitute professional and management services within the definition provided by FAR 37.201. Under this Agreement the Government will obtain professional services, which are essential to the mission but not otherwise available within. c. The Government will neither supervise BPA holder employees nor control the method by which the BPA holder performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual BPA holder employees. It shall be the responsibility of the BPA holder to manage their employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the BPA holder feels that any actions constitute, or are perceived to constitute personal services, it shall be the BPA holder's further responsibility to notify the Contracting Officer immediately. d. These services shall not be used to perform work of a policy/ decision making or management nature. All decisions relative to programs supported by BPA holders will be the sole responsibility of the Government. Support services will not be ordered to circumvent personnel ceilings, pay limitations, or competitive employment procedures. A.7 TERM OF BPA Reference the B.2 Schedule of Services/ Pricing for terms of the BPA to include the base year and option years if exercised. The base year of the BPA expires on December 31, 2011, if options are exercised the expiration date changes accordingly. The last date to use this BPA is December 31, 2015. A.8 OBLIGATION OF FUNDS This BPA does not obligate any funds. The Government is obligated only to the extent of authorized orders actually issued under the BPA by appropriately authorized Purchasing Agents, Government Purchase Card Holders and Contracting Officers. A.9 AUTHORIZED USERS Government Purchase Agents, Contracting Officers and Government Purchase Card holders are the only users authorized to establish purchase orders under this BPA. BPA holders shall not accept or perform any purported order that does not contain the BPA number and the funding purchase order number. A.10 PERFORMANCE a. See Pricing Schedule and Performance Work Statement b. The BPA holder shall be familiar with Federal Government and acquisition regulations, directives and instructions. If a particular document is required in a specific order, it will be cited within the order's PWS. c. The BPA holder shall not provide technical direction to any other acquisition BPA holder(s) or government personnel at any time. Neither shall the Government directly supervise BPA holder employees. The BPA holder Task Leader should conduct Day to day supervision of BPA holder personnel wherever the BPA holder personnel are located. All direction of the BPA holder shall be through the Contracting Officer (CO) of the ordering organization specified in each individual order. Technical "tasking" assignments for the BPA holder will be transmitted by the program office's COTR (or program manager) to the BPA holder's Task Leader. d. The "ordering period" will run from BPA award or until such ending date of any option year, which may be exercised by the Government. The "performance period" will terminate with the end of the contract, unless the ordering CO elects to extend performance as provided under the contract. If the ordering CO elects to extend performance beyond the end of the contract, he/she may extend performance up to six (6) months beyond the end of the order period. e. Capitalization Requirements: The BPA holder shall provide their employees sufficient computer equipment to support orders. The BPA holder shall be able to support the automatic transmission of unclassified data only to the requiring Program Office by modem if so requested. Any computers connected to, or transmits to (connected or via magnetic media) the government shall be properly protected from computer viruses. The BPA holder shall be capable of supporting the software packages utilized by or for the indicated processors. Specific software packages utilized within a program office shall be stated in the order PWS if it is other than Microsoft Office Professional or Microsoft Project. f. Cancellation: This BPA may be canceled if the BPA holder fails to perform in accordance with the terms and conditions of the GSA contract, this BPA, any order established under this BPA, or if deemed as in the best interests of the Government. The BPA holder must strictly comply with all terms and conditions or the Contracting Officer may determine that performance by the BPA holder has been unsatisfactory and cancel this BPA. A.11INVOICES a. Inspection and acceptance shall be accomplished as follows The Government for all services furnished under any resulting order hereby designates the COTR in the program office as the point of final inspection and acceptance. When the COTR receives an accurate and complete invoice, he/she will return a signed copy to the BPA holder within five (5) working days. If the invoice is incomplete or inaccurate, the COTR will return the unsigned invoice to the BPA holder for correction. The COTR will then forward the signed invoice to the Chief Financial Officer (CFO) for payment or direct the contractor to submit the invoice to the VA Financial Services Center or authorize payment by government purchase card. Final payment for each order will be accomplished by final invoice accompanied by a receiving report. b. An itemized invoice shall be submitted to the COTR at least monthly in arrears or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. Copies of delivery tickets shall support these invoices. "Approved-for-payment" invoices will be submitted to the payment address specified on each individual order issued under this BPA. A.12 OPTION TO EXTEND THE TERM OF THE BPA a. The Government may extend the term of this BPA by written notice to the Contractor at any time prior to the expiration of the BPA, provided, that the Government shall give the Contractor a preliminary written notice of its intent to extend at least 15 days before the BPA expires. The preliminary notice does not commit the Government to an extension. b. If the Government exercises this option, the extended BPA shall be considered to include this option provision. c. The total duration of this BPA, including the exercise of any options under this clause, shall not exceed the performance period of the governing contract or five years and 6 months. A.13FAR Clauses. The following provisions and clauses are applicable to this agreement. All clauses listed in the combined synopsis and FAR clause 52.252-2, 52.217-8 and 52.217-9. Full text language for clauses incorporated by reference are found at http://farsite.hill.af.mil. A.14Service Contract Act The Service Contract Act of 1965 and all wage determinations applicable for the location of the proposed hotel facilities will be made a part of any resulting award if FAR clause 52.222-41 is determined to be applicable.
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