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: Las Vegas, NV. Request for Quotation VA-777-08-RP-0136 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 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 evaluations 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 provisions and clauses in effect through FAR FAC 2005-24 (February 28, 2008) and VAAR 97-10. NAICS Code 721110 and 721120 the small business size standard is $6.5 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 August 17-22, 2008; September 14-19, 2008; or September 21-26, 2008 (approximately 70 sleeping rooms and required meeting space). The Department of Veterans Affairs, VALU IT National Training and Education Office (VALU IT NT&EO) is sponsoring the VeHU 2008/2009 Focus Groups Meeting. The hotel must accommodate 70+ sleeping rooms (based on the timeframe), must provide all requirements specified for Meeting 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 but not limited to sleeping rooms, meeting room space diagrams with square footage and capacity; information (availability/cost) on amenities of hotel i.e., parking, shuttle services; transportation to and from airport; and, current menus. Current costs for Internet, phone lines, package handling charges, service charges, audiovisual equipment, and other related services. 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. The hotel facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-366) (42U.S. C. 12101 et. Seq.). In accordance with FAR 52.204-7 Central Contractor Registration (Oct 2003); contractors are required to register in the Central Contractor Registration (CCR) database http://www.ccr.gov, prior to award of any contract. The hotel facility must accommodate an estimated 70+ attendees with the following needs: Part A: Hotel Lodging 70 sleeping rooms for attendees to begin check-in on Sunday, with the majority of attendee check out on Friday. Rooms must be individual/private-sleeping rooms with toilet facilities at government prevailing per diem rate for Las Vegas, NV (currently $93.00). Payment for Part A shall be the sole responsibility of each attendee, to include any incidentals and no-show fees. Part B: Meeting space-all meeting space shall be provided on a 24-hour hold basis. Meeting space shall be provided beginning Monday, 6:00 a.m. through Friday, 5:00 p.m. Monday-2 breakout rooms to accommodate 20 people each conference style, Tuesday and Wednesday-3 rooms to accommodate 20 people each conference style, and Thursday-2 rooms to accommodate 20 people each conference style. All meeting space and public areas of the facility MUST be ADA compliant. Part C: Food and Beverage: Anticipate AM and PM breaks Monday-Thursday. Please provide menus and price list. The Federal Government Policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements; variety of restaurants at property or within walking distance of the property (not to exceed 4 normal city blocks). 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, experience with large conferences and location. 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, food and beverage/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 proposal submitted by an offeror that is not a hotel, the offeror, not the hotel, is 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. (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.) 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://www1.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm (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; 2) experience with large conferences; 3) location, 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. In accordance with FAR 52.204.7 Central Contractor Registration (Oct 2003); by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award of any contract; contractors register in the Central Contractor Registration (CCR) database at http://ccr.gov; 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)(15), (b)(24), b(37); applies if Government Purchase Card is used, (c)(1). 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 Georgene Granfors, Event Manager/Contracting Officer, VALU IT NT&EO, 10000 Brecksville Road, Building 6 Room 13, Brecksville, OH 44141. Phone: 440-526-3030 x6105, FAX: 440-740-2372, email:
[email protected]. Faxed proposals will be accepted. Closing Date for receipt of proposals is Monday, April 28, 2008, 4:00 p.m. ET.