Department of Veterans Affairs Medical Center, Chief, Acquisition and Materiel Management (90C), One Veterans Drive, Minneapolis, MN 55417

V -- NATIONAL LEADERSHIP BOARD MEETING SPACE SOL RFQ 618-69-00 DUE 120899 POC Janice M. Byrd 612-725-2188 This is a combined synopsis/solicitation. Request for Quotation #RFQ 618-69-00 entitled "National Leadership Board Meeting Space" is hereby issued for commercial items to be used by the VA and is prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12, Acquisition of Commercial Items, Subpart 12.6 and Part 13, Simplified Acquisition Procedures and as supplemented with additional information included in this notice. Simplified acquisition procedures apply and the VA will conduct the procurement according to a combination of Parts 12 and 13. This CBD announcement constitutes the only solicitation issued. A separate written solicitation document will not be issued. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-14 and VAAR 97-7. The Standard Industrial Code (SIC) is 7011 and the small business size standard is $5 million. Contractor's proposals (cost and technical) are herein requested. A response to requirements listed below under a firm fixed price contract shall be submitted on contractor's letterhead or formal quotation form and must address all requirements listed in a separate technical proposal. Contractor's price and technical proposal must contain the name; title and signature of person authorized to submit proposals/bids on behalf of the contractor. Descriptive literature for facility must also be included in proposal/bid package. VISN 13 has identified a need for conference meeting space and lodging in the Minneapolis metro area for August 15-16, 2000. Facility must accommodate the following needs: Item One Block of Sleeping rooms for August 14 and 15, 2000 at government rate (if possible) for 45 people (individuals will call in to reserve/guarantee room using Government Credit Card). Item Two Large conference room set up in U-shape with skirted tables to seat 45 people at the table, and approximately 10 chairs around the outside for extra participants. The meeting starts at 1:00 p.m. August 15 and concludes at 3:00 p.m. August 16. Item Three Registration Table set up outside the conference room with telephone with long distance capability. Item Four A smaller conference room with round tables for 20-25 people for an EES session 8:00 a.m. to 11:30 a.m. on August 15. Item Five Boardroom (or small conference room) set up in conference style with 10-12 chairs to be available for duration of the meeting. Used for breakout sessions or small meeting groups. Item Six One Executive Suite. Item Seven Use of Business Center for copying and receiving/sending fax. Item Eight Audio requirements: (a) Live microphones with table stands (approximately 15) spaced every 3rd person around the table with sound system; (b) One wireless Lavaliere microphone for speakers to use; (c) An audio teleconference system for an open-mike, live across the country 1.5 hour conference call (time of call will be furnished one week prior to meeting to contractor). VA will have one VANTS number to call to connect call. Facility must have long distance capabilities. A dedicated technician should be available during the call. The line should feed directly through the mixer and speakers to allow optimal communication with remote sites. The following audio visual equipment may be required: overhead projectors or powerpoint for presentations, video-recorder and large screen with surround sound projected into room; sound system for paging and announcements; (notification will be given at least one week in advance by VA). Item Nine Six power strips for Laptop hookups. Item Ten Food: require morning and afternoon breaks and lunch both days. Item Eleven Facility will by Y2K compliant. Evaluation of proposals offered will include the following factors: FEMA approved; extra amenities offered; location; and past performance history (include three corporate or Government references with phone numbers); capability to meet the Government's requirement; and price. Award will be made to the offeror determined to be the "best value" to the Government. Evaluation may be made withor without discussions with the offeror(s). 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 on their company letterhead or bid form. The following provisions and clauses shall apply to this solicitation: 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.arnet.gov/far (FAR) and http://www.va.govoa&;mm/vaar/ (VAAR); FAR 52.212-1, Instruction to Offers Commercial Items; FAR 52.212-2, Evaluation of Commercial Items; FAR 52.212-3 Representations and Certifications Commercial Items; FAR 52.212-4 Contract Terms and Conditions Commercial Items; FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes of Executive Orders Commercial Items; FAR 52.216-18 Ordering; FAR 52.216-19 Order Limitations; FAR 52.216-21 Requirements; VAAR 852.270-4 Commercial Advertising; VAAR 852.219-70 Veteran-owned business; 852.219-70 Protest Content; 852.236-76 Correspondence; 852.237-70 Contractor Responsibilities; 852.270-1 Representatives of Contracting Officers; and 852.233-71 Alternate Protest Procedure. Proposals shall include all information required in 52.212-1, Schedule of Prices Offered, a copy of published price list for the services proposed, a completed copy of provision 52-212-3, and be submitted to the attention of Janice Byrd, VA Medical Center Room 4G-107 One Veterans Drive Minneapolis MN 55417. For further information contact Janice Byrd at 612-725-2188 or Fax 612-725-2072. All offers must be received no later than close of business (4:30PM CST) on December 8, 1999. Faxed proposals will not be accepted. Posted 11/19/99 (W-SN402366). (0323)

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