X--VA Training and Ceremony

Training and Award Ceremony for the Dept of Veterans Affiars This RFQ VA-101-07-RQ-0335 is intended to procure Meeting Room and Guest Room accommodations. This is a combined synopsis/solicitation prepared in accordance with the format in Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation document incorporates provisions and clauses in effect through FAC 05-16. The associated NAICS Code work shall be performed under is 531120. This acquisition is unrestricted; there will be no set aside. The provisions at 52.212-1 Instructions to Offerors-Commercial Items, and 52.212-2 Offeror Representations and Certifications-Commercial Items apply to this solicitation. Offerors are responsible for returning a copy of the Representation and Certifications at FAR 52.212-2 with their proposal. A copy of the provision can be obtained at www.arnet.gov . Commercial items FAR clauses 52.212-4 Contract Terms and Conditions-Commercial Items, and 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders - Commercial Items, apply to this acquisition. All Contractors are required to register in the Central Contractor Registration (CCR) database prior to being awarded a contract. Contractors are responsible for the accuracy of information added to CCR. To register go to http://www.ccr.gov/. Statement of Work A. GENERAL OBJECTIVES AND REQUIREMENTS 1. Title of Project: Secretary's Robert W. Carey Performance Excellence Award Ceremony/ Reception and Symposium 2. Background: Ceremony: The Secretary of Veterans Affairs Robert W. Carey Performance Excellence Awards is VA's highest award for organizational excellence. The award provides a model against which organizations can use to assess their transformation effort, organizational effectiveness, and performance in delivering service to our Nation's veterans. It inspires organizations and individuals to do their best to improve service throughout VA and serves as an important management tool. Symposium: As part of the Secretary's Carey Performance Excellence Award Program, a two-day symposium has been held for the past 9 years that provides training and information on the organizational assessment process. The agenda includes speakers from: VA top management (i.e., the Deputy Secretary and the Under Secretaries); Baldrige winner's and subject matter experts in the arena of organizational assessment. 3. Purpose of the Project: Ceremony: To honor the Secretary's Robert W. Carey Performance Excellence Award winners. Symposium: Focuses on "Assessment Improvement" and emphasizes the Carey/Baldrige approach to improving business performance and customer service. The symposium also serves as a networking opportunity where conferees may learn from their peers throughout VA. The audience consists of VA's Health, Benefits, and Cemetery Administration, along with other organizations and independent staff offices personnel from across the Unite States. 4. Scope of Work: Ceremony: The Award Ceremony will take place no more than 30 minutes driving time from the VACO and be located with access to a metro station. Event starting time will be around 10:00 am and ending approximately 1:00 pm, on Thursday, November 1, 2007 with the Symposium being held on Tuesday and Wednesday, October 30 -31, 2007. Second acceptable date would be Thursday, November 29, 2007 with the Symposium being held on Tuesday and Wednesday, November 27 -29, 2007. Symposium: The hotel will provided all necessary supervision and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. The hotel shall provide the facilities and services necessary to perform the requirements of this contract including, but not limited to, guest rooms, meeting rooms, audiovisual equipment, and business center services. (For these requirements, the hotel's quotation shall include the information requested on the attached Program of Events.) The hotel shall provide the facilities and services for the symposium in the same hotel, unless the hotel cannot accommodate the group for all of the days/nights listed below. The symposium will be held over two (2) business days. The only acceptable dates for this symposium would be Tuesday and Wednesday October 30 -31, 2007 with the Ceremony being held on Thursday, November 1st or Tuesday and Wednesday, November 27 -28, with the ceremony being held on Thursday, November 29, 2007. 6. Mandatory Requirements: Ceremony: Carey Performance Excellence Award Ceremony and Reception. The following tasks description described here are within accordance with but not limited to: 1. Registration station with, chairs, wastebaskets, and cover tables 2. Space for Award Ceremony for 250 - 300 attendees. 3. Audio visuals needs: Tables for awards and fast fold screen. Also needed is a raised platform with podium with microphone and ramp, executive chairs and small table for the Secretary and guest speakers. 4. Reception for 200 - 225 attendees with light refreshments 5. Sitting area for brass band players (no more than 10 piece band) 6. Entrance for color guards. Symposium: Carey Performance Excellence Symposium. The following tasks description described within are in accordance with but not limited to: 1. Sleeping room for 110 attendees for Monday, October 29 - Thursday, November 1, 2007 or Monday, November 26 -29, 2007, with Complimentary rooms (if guest rooms available and individuals wants to arrive up to two days before or two days after the hotel shall apply the same rate listed in the Guest Room Block (estimated total of 20-15 rooms may request early check in and/or late check out dates). 2. Registration station with chairs, waste baskets and covered tables. 3. Continental breakfast, mid morning and afternoon breaks - (light refreshments/snacks). 4. Space for Symposium General Session for 220 attendees with tables (8-10 rounds) (setup on tables; i.e., water, pads, pens, and candies). 5. Audio visuals, for all days. Audio mixer, podium with microphone, hand held microphone, standing microphone, fast fold screen, and wireless microphone (wireless microphone will most likely be used for only one day). If projector is needed will we will need table for projector and the ability to tap into the hotel's sound system. Hotel audio visuals staff will work with the Department of Veterans Affairs audio visuals staff as far as use of equipment and assistant. Platform/raiser is needed with tables and chairs for guest speakers. Strong possibility a ramp will be needed for the platform/raiser. 7. Description of Tasks and Associated Deliverables: To provide the facilities and services necessary to complete the deliverables listed below, the contractor must complete the tasks as specified. The contractor is expected to seek informal comments and feedback from the Office of Planning and Preparedness throughout the planning process. Ceremony & Symposium: Task One: The hotel shall provide appropriate room(s) spacing and atmosphere to accommodate 220 attendees, audio visual needs, along with other tasks (See Program of Events Tentative Schedule Attachment A). Ceremony: Task One: The hotel shall provide the hotel's meeting room floor plan, capacity chart, and possible room set-up diagrams (if available) with its proposal submission. (See Program of Events Tentative Schedule Attachment A). Symposium: Task One. Guest Rooms Accommodations: The hotel shall provide the following block of rooms for group's use: Day Date Approximately Numbers of Rooms Needed (based on FY 02-06) Monday 10/29/07 100 Tuesday 10/30/07 120 Wednesday 10/31/07 120 Thursday 11/01/07 Check out Total Room Nights 330 - Minimum 90% (279) or Monday 11/26/07 100 Tuesday 11/27/07 120 Wednesday 11/28/07 120 Thursday 11/29/07 Check out Total Room Nights 330 - Minimum 90% (279) Task Two: Any rooms booked for dates between October 29 - November 1st or November 26-29, 2007, and individual wants to arrive up to two days before or two days after, upon hotel's room availability, hotel shall apply the same rate listed in the Guest Rooms' Block and Rates above; these nights will be added into the total room nights count listed in the Guest Rooms' Block and Rates. Task Three: Meeting Space Hotel shall include the hotel's meeting room floor plan, capacity chart, and possible room set-up diagrams (if available) with its proposal submission. (See Program of Events Tentative Schedule Attachment A). Period of Performance: Base year is 2007 with 3 option years based on customer satisfaction. Event would occur on or about the same time each year. Attachment A Program of Events Tentative Schedule Sample from 2006Event Date (s): Tuesday & Wednesday Time (11/14-15/06) Registration 7:30 am - 5:00 pm 200 Cloth & Skirt cover tables, w/chairs, waste baskets Symposium General Session 8:00 am - 5:00 pm 200 Banquet Cover Rounds of 8-10 w/setups (ex: pens, pads, water, candy Continental Breakfast Continental Breakfast 7:30 am- 8:15 am 175 Buff. *Mid Morning Break Break apx. 10:00 - 10:20 am 200 Buff. *Afternoon Break Break apx. 2:00 - 2:20 pm 200 Buff. Event Date (s): Thursday, November 16, 2006 Award Ceremony Award Ceremony 10:00 - 11:45 am 220 Autoram Style Award Reception Award Reception 11:45 am - 1:15pm 220 Additional Room Program of Events Tentative Schedule Date 9/22/2005 10:00 - 11:45 am Presentation of Colors National Anthem Pledge of Allegiance Invocation Opening - Assistant Secretary for Policy, Planning, and Preparedness Address - Secretary of Veterans Affairs Award presentations Achievement Awards Category Awards Trophy Award Presentation by trophy winner 11:45 am- 1:00pm Reception Award winners and attendees Suggested Menu Continental Breakfast, Mid Morning, and Afternoon Breaks Anticipated Attendance: 175 - 200 Continental Breakfast (3/4 hour) Assorted Chilled Fruit Juices Display of Sliced Fresh Fruit & Berries Breakfast Bakeries to Include: Chef's Specialty Giant Muffins, Croissants and Fruit & Cheese Danish Honey, Butter and Preserves Freshly Brewed Regular & Decaffeinated Coffee And Assorted Teas Mid-Morning Beverage Break (3/4 Hour Service) Sparkling & Non-sparkling Mineral Waters Freshly Brewed Regular & Decaffeinated Coffee And Assorted Teas Afternoon Refreshment Break (3/4 Hour service) Giant Home-style Cookies & Fudge Brownies Individual Bags of Popcorn and Pretzels Assorted Soft Drinks Sparkling & Non-sparkling Mineral Waters And Assorted Teas Suggested Menu Present on Buffet Fruit and Cheese Board International Cheeses Board Assorted and Domestic Cheeses Served with Fresh Seasonal Fruit With English Water Biscuits and Sliced French Bread Bountiful Harvest An Array of Fresh Vegetables Served with Assorted Dips Pasta Station Chafing dishes Displaying A choice of Three fresh pastas with Marinara, Basil and Alfredo Sauces, Including the following toppings: Prosciutto, Baby Shrimp and Grilled Chicken Red pepper flakes, Cracked Black pepper and Fresh Parmesan Cheese Accompanied by a Selection of Fresh Italian Breads Hors D'Oeuvres Display Seasoned Chicken Fingers with Herb Ranch Dipping Sauce Miniature Croissants filled with Chunky Chicken Salad Scallops Wrapped in Bacon Vietnamese Spring Rolls with Dipping Sauce Desserts and Coffee Station Selection of Miniature Eclairs, Cheesecake Squares, Fruit Tarts And Fudge Brownies Freshly Brewed Starbucks Coffee Freshly Brewed Regular and Decaffeinated Coffee And Assorted Teas Assorted Sodas and Bottles of Mineral Water - Charged on Consumption ???Ice. Tea, Lemon Aid, and Ice Water??? Please set stations throughout the room not everything in one place Request Audio Visual Needs Tuesday, October 30, 2007: 1 - 12 Channel Mixing Console 2 - 50' VGA Cable 1 - High Speed Internet Line 2 - Powered Speaker 1 - Standing Microphone 3 - Table Top Microphone 1 - VGA Distribution Amplifier 2 - Wireless UHF Lav Transmitter 2 - 7.5 X 10 Fastfold Screen Wednesday, October 31, 2007: 1 - 12 Channel Mixing Console 2 - 50' VGA Cable 1 - High Speed Internet Line 2 - Powered Speaker 1 - Standing Microphone 3 - Table Top Microphone 1 - VGA Distribution Amplifier 2 - Wireless UHF Lav Transmitter 2 - 7.5 X 10 Fastfold Screen Thursday, November 1, 2007 1 - 4 Channel Mono Mixer 2 - Powered Speaker 2 - 7.5 X 10 Fastfold Screen Program of Events Tentative Schedule Date 11/01/07 10:00 - 11:45 am Presentation of Colors National Anthem Pledge of Allegiance Invocation Opening - Assistant Secretary for Policy, Planning, and Preparedness Address - Secretary of Veterans Affairs Award presentations Achievement Awards Category Awards COE Awards Trophy Award Presentation by trophy winner 11:45 am - 1:00 pm Reception Award winners and attendees The only acceptable dates for this symposium are: 1st choice 11/01/07 - 2nd choice 11/29/07 Evaluation The following criteria are more important than price. Contract award shall be made to the responsible offeror whose offer, in conforming to this RFQ, provides an overall best value to the Government. Contractor will be evaluated on location and accessibility from the VACO location on 810 Vermont Ave, NW Washington, DC 20420 The contractor will be evaluated on their ability provide satisfactory meeting room, guest room, refreshments/catering, and break out space. Submissions are due May 17 th @ 1:00PM EST to contact@example.gov +1 (555) 000-0000. No Telephone calls will be accepted. ATTENTION: This is not a request for a meeting planner the VA will handle all negotiations independently