V--Hotel Accommodations, Conference Space, and Hotel Services

This is a combined synopsis/solicitation to negotiate a Firm Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services in (1) Las Vegas, NV, or (2) Tucson, AZ. Request for Proposal VA-777-09-RP-0036 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. VA will not consider a proposal submitted by an offeror that is not a hotel. 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 2005-27 effective October 17, 2008 and VAAR 97-10. NAICS Code 721120 or 721110 and the small business size standard is $7 million. This announcement/solicitation is solicited unrestricted and constitutes the only bid document that will be issued. The Period of Performance for this requirement is January 27-30, 2009 (approximately 500 sleeping room nights and the required meeting space must be housed in the same facility). Department of Veterans Affairs (VA), Employee Education System (EES) is sponsoring a training conference on the topic of Patient Safety. The hotel shall accommodate 500 sleeping room nights (based on the timeframe), shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates must be within the Federal Government Per diem rate or lower for Las Vegas ($126) or Tucson ($106). A response to requirements listed below shall be submitted on hotel letterhead and shall address all requirements listed in a separate technical proposal. A completed Hotel Contract with non-commissionable meeting rates 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, and menus. To be eligible for award under this solicitation, the hotel facility MUST be listed with current status on the Central Contractor Registration website (www.ccr.gov) and be FEMA approved and listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). VA Contracting Officers may contract only with listed hotels or motels on the above lists to conduct meetings, conventions, conferences, or training seminars. Offers proposing facilities that are not listed will be rejected as technically unacceptable. 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 shall accommodate an estimated 130 total attendees with the following needs: Part A: Hotel Lodging- (1a) Monday, January 26, 80 sleeping rooms; Tuesday, January 27, 130 sleeping rooms; Wednesday, January 28, 130 sleeping rooms; Thursday, January 29, 120 sleeping rooms; Friday, January 30, 40 sleeping rooms. Some rooms may be needed pre and post conference dates. 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-shows fee. Part B: One (1) Meeting Space: General session room #1 needed Monday, January 26 through Friday, January 30, (must be on 24 hour hold beginning January 26) to accommodate 90 people set in crescent rounds 6 per table, without pillars and 15 ft or greater ceiling. Room must be large enough to accommodate crescent seating, rear screen projection, and 6-8 skirted display tables in back of room. Set up for General Session #1 will start on Monday, January 26, 2009, approximately 12:00 noon. General Session room #2 is needed Wednesday, January 28 and 29 (must be on 24 hold) to accommodate 60 people set in crescent rounds of 6 per table, without pillars and 12 ft or greater ceiling. Room must be large enough to accommodate crescent seating and 6-8 skirted tables in the rear perimeter of room for table top displays. Set up for General Session #2 will start on Tuesday, January 27 approximately 12:00 noon. One breakout room is needed on Thursday, January 29, to accommodate approximately 40 people each in crescent rounds of 6 per table (must be on 24 hold.). Registration area for General Sessions #1 and #2 are to be set-up outside or in close proximity to each General Session meeting room (beginning at 12:00 noon Monday, January 26, 2008, and ending at 5:00 pm on Friday, January 30, 2008. One (1) secured Room to be used for storage (close to general session rooms) of materials from Monday, January 26 through Friday, January 30, 2008 (must be held on 24-hr basis). Part C: Anticipate light refreshments for morning and afternoon breaks for numbers of people indicated each day above. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: 1. Other requirements: must be within walking distance (not to exceed 4 city blocks) of a variety of restaurants and shops in a safe area. Proposal must indicate whether the hotel agree to the right of VA 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. Note: Federal Government reserves the right to hire an outside AV 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). The 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. 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. However, VA will not consider or accept a proposal submitted by an offeror that is not a hotel. (This is not a solicitation for Event Planning Services or 3rd Party Event Planning Services. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable.) 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: 1. Size, quality of services, and accommodations. 2. Location. 3. Experience with large conferences, and 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 232-19, Availability of Funds for the Next Fiscal; 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 Hotel Contract to: Barbara Gamble Event Management Coordinator/Contracting Officer Department of Veterans Affairs, Employee Education System 950 22nd Street North, Suite 500, Birmingham, AL 35203 Phone 205-731-1812 x-301 Fax 205-731-1821 E-mail [email protected]. Faxed proposals will be accepted. Closing date for receipt of proposals is Tuesday, November 25, 2008, 3:00 p.m. Central Time.