Added: Jul 01, 2008 2:16 pm
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 geographic area: Richmond, VA. Request for Proposal VA-777-08-RP-0176 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. For a proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to be considered the prime contractor. 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 2005-26, Effective June 12, 2008 and VAAR 97-10. NAICS Code 721110 and the small business size standard is $6.5 million. 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 November 04-07, 2008 (approximately 95 sleeping rooms, and required meeting space). No additional dates will be considered at this time. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Nursing Polytrauma Conference III. The hotel must accommodate 95 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within the stated Government Per Diem. A separate written solicitation document will not be issued. A response to requirements listed below shall be submitted on letterhead and must address all requirements listed in a separate technical proposal. A Hotel Contract shall be submitted with your technical and price 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, menus. The hotel facility must be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. In accordance with FAR 52.204.7 Central Contractor Registration (April 2008); contractors are Required To Register in the Central Contractor Registration (CCR) database http://www.ccr.gov, PRIOR to award of any contract. 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.). The hotel facility must accommodate an estimated 120 attendees with the following needs: Part A: Hotel Lodging- (1a) 5 sleeping rooms on Monday, November 3, 2008; 95 sleeping rooms on Tuesday, Wednesday and Thursday; and 5 sleeping rooms on Friday, November 7, 2008. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for Richmond, VA ($115). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: Hotel Facilities with wireless internet connections throughout the hotel including the meeting space are highly desirable. (1) Meeting Space- (Item 1) General Session Meeting Room to be held on a 24 hours basis starting with set-up for room and AV equipment on Tuesday, November 4, 2008 beginning at 8:00 am through Thursday at 8:00 pm. Set for 120 classroom seating style of 2 people per six foot table (preferred seating) with space between table rows to allow for faculty/attendee movement plus one or two center aisles and 2 side aisles with rear projection screen plus other audiovisuals with a lighted podium plus head table for 4 people beside the podium on a stage riser with steps and a safety handrail. Also require space for two designated six foot tables in the back of the room for faculty/staff people. Room must have DSL high speed internet line connection capability or phone line for internet connection presentations. Stage riser must be wheelchair accessible for possible presenter. No less than 2,800 sq ft room with no pillars/posts to obstruct view. (Item 2) Breakout Rooms: Two (2) breakouts needed. These rooms are needed IN ADDITION to the General Session mtg room (total of 3 meeting rooms combined). These two Breakout rooms are needed on a 24-hour basis from 4:00 pm on Wednesday, November 5 until 6:00 pm on Thursday, November 6, 2008. Each breakout room will need to accommodate no less than 60 attendees set in theater style seating with space between rows to allow for faculty/attendee movement plus a head table for 2 and podium plus space for audiovisuals-front screen projection. Both of these breakout rooms should be no less than 600 sq ft without pillars to obstruct the view. (Item 3) Speaker Ready/Staff Office Room - Room should be located near general session room. This room should accommodate a conference table for 10-15 and placed on a 24 hour hold beginning Tuesday, November 4 at 7:00 AM until 7:00 pm on Thursday, November 6, 2008. The office room should have Internet access capability. This room will need to be re-keyed to allow access by designated meeting staff only. (Item 4) Registration Area starting on Tuesday, Nov. 4 at 8:00 am (set-up) through Thursday at 7:00 pm. Preference for registration area is outside the General Session classroom. There should be four to five {4 or 5} 6-ft tables with skirting set in a U-shape, Two 6 ft skirted tables for materials behind the 4 six foot tables and 3 to 4 chairs will be needed in this area plus an in-house only desk phone and several large trash cans. However, if there is an available registration desk near the general session room, this would also be acceptable, but, it will need to be keyed for designated meeting staff only. All meeting space and public areas of facility MUST be ADA compliant. Part C: 1. Anticipate light refreshment for morning and afternoon breaks for Wednesday through Thursday, please provide Menus and Prices. 2. There is a luncheon planned for Wednesday, November 5th. It is anticipated that this will be a box lunch type meal. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Location Requirements: 1. Hotel facilities that are close to the Richmond VA Medical Center are highly desirable for this event. 2. Variety of restaurants with walking distance (not to exceed 4 normal blocks) in safe area. 3. Walking distance in safe area or complimentary shuttle to nearby restaurants/attractions. Proposal must indicate whether the hotel agrees to the right of DVA to use their own audiovisual equipment and if there is a cost incurred for connection to hotel sound system with use of own equipment. NOTE: Government reserves the right to hire an outside audiovisual company without any penalties incurred as part of the fair practice procurement regulations. 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). 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. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition, refreshments. 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. For a technical proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is to be considered the prime contractor. Therefore, that offeror must describe in its proposal the technical approach for the offerors 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. (This is not a solicitation for Event Planning Services. An offer which requires for the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) Any offer that does not meet the solicitation requirements will be rejected as nonresponsive. The following provisions and clauses shall apply to this solicitation: 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); 52.212-1 Instructions to Offerors Commercial Items; 52.212-2 Evaluation Commercial Items (factors listed in descending order of importance: 1. Size and quality of services and accommodations (40% weighted); 2. Location (30% weighted); 3. Experience with large conferences (30% weighted), and 4. Price. Size and quality of services and accommodations, location and experience with large conferences, when combined are more important than price); 52.212-3 Offeror Representations and Certification-Commercial Items. Offerors must include a completed copy of Offeror Representations and Certification along with his/her offer); 52.212-4 Contract Terms and Conditions Commercial Items; 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; 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 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3.Submit all price, descriptive literature, technical proposals, and Hotel Contract to Elizabeth (Beth) Buchholz, Event Manger/Contracting Officer, VA EES, 950 22nd Street North-Suite 500, Birmingham, AL 35203-5300. Phone: 205-731-1812 x 305, FAX: 205-731-1821, email: Beth.Buchholz@VA.GOV. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, July 11, 2008 at 2:00 PM CT.
