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 located in the following geographic area: Reno, NV. Request for Proposal VA-777-10-RP-0031 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 2005-37, Effective November 13, 2009 and VAAR 97-10. NAICS Code 721120 and the small business size standard is $7 million, respectively. This eCMS announcement/solicitation is solicited unrestricted, and constitutes the only bid document that will be issued. The Period of Performance for this requirement will be one of the following dates: February 28-March 6, 2010 1st choice dates, or January 31-February 6, 2010 2nd choice dates, or February 07-13, 2010 - 3rd choice dates. These are the ONLY dates of consideration, no other dates will be considered. An estimated 70 (peak night) sleeping rooms and the required meeting space MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring two training conferences on the topic of Intermediate Safety Training. The hotel shall accommodate 70 sleeping rooms (peak nights based on the timeframe), with majority of attendees checking in Sunday of the selected week, one group checking out on Friday of the week and the remaining group checking out on Saturday and the hotel shall provide all requirements specified for conference needs in Parts A, B and C below, and lodging rates MUST be within the Government Per Diem rate or lower for the area. A response to requirements listed shall be submitted on letterhead and must 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 proposed 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 must accommodate an estimated 70 attendees with the following needs: Part A: Hotel Lodging: 70 sleeping rooms required for participants arrival on Sunday and group finally checking out on Saturday. (Pattern/totals per night: Sunday=70, Monday=70, Tuesday=70, Wednesday=70, Thursday=70, Friday=35, Saturday=Checkout). Rooms must be individual/private sleeping rooms with toilet facilities at government seasonal per diem (or below) rate of $104 for Reno, NV as the only location. Payments for Part A shall be the sole responsibility of each participant, to include No-show fees. Part B: Meeting Space Item 1) Meeting Room A (Union Reps group) to be available on 24 hour hold starting at 6:00 am Monday until at Friday at 1:30 pm. Set in classroom style seating with 2 people per 6 ft table (preferred) or not more than 3 people per 6 ft table for 35 people with a head table for 3 plus speaker podium and LCD projector, screen, etc. An additional six ft tables for in the rear of the room with 2 seats designated as reserved for staff is also needed. No less than 700 square feet or larger room with without pillars to obstruct the view. Item 2) Meeting Room B (IHEEMFP group) to be available on 24 hour hold starting at 6:00 am Monday until at Friday at 5:30 pm. Set in classroom style seating with 2 people per 6 ft table (preferred) or not more than 3 people per 6 ft table for 35 people with a head table for 3 plus speaker podium and LCD projector, screen, etc. An additional six ft tables for in the rear of the room with 2 seats designated as reserved for staff is also needed. No less than 700 square feet or larger room with without pillars to obstruct the view. Item 3) Registration Desk/Staff office room - Room should be located both groups meeting rooms. This room should accommodate a conference table for 10and placed on a 24 hour hold beginning Monday at 6:00 am until 5 pm on Friday. This room will need to be re-keyed to allow access by designated meeting staff only. Registration desk should be set up outside this room or close to the two groups meeting rooms beginning on Monday at 6:00 am until 6 pm on Friday with two 6 ft skirted tables and 3 chairs plus waste baskets and internet line connection with electrical power. Part C: Anticipate Light refreshment in each meeting room with one morning and afternoon breaks for Monday through Thursday and one morning breaks on Friday for both groups with an additional afternoon break for Group B during event times, please provide Menus and Prices. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. Part D: Other requirements: Item 1) Hotel location must be within walking distance of a variety of restaurants and shops (not to exceed 4 city blocks) in a safe area or by complimentary hotel shuttle service to restaurants. 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). 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. Prices will be evaluated in terms of cost for accommodations and services, Cancellation fees, Attrition costs, and 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. 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: 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; 2. Location (downtown location, distance from airport); 3. Experience with large conferences and; 4. Price (Cost of accommodations, services, Cancellation Fee, Attrition and Refreshments). 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 the FAR 52.212-3 Offeror Representations and Certification along with his/her offer/proposal; FAR 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 FAR 52.212-1, Schedule of Prices Offered, and a completed copy of provision FAR 52-212-3. Submit all prices, descriptive literature, technical proposal, and a completed Hotel Contract to: Elizabeth Buchholz, CGMP; Event Manager/Contracting Officer; Department of Veterans Affairs; Employee Education Center; 950 22nd Street North Suite 500; Birmingham, AL 35203-5300 ; Phone +1 (555) 000-0000, Ext. 305; Fax +1 (555) 000-0000 or 1820, or email contact@example.gov. Faxed proposals will be accepted. Closing date for receipt of proposals is Friday, December 11, 2009 at 2:00 pm CT.