Description: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 Cincinnati, OH area. Request for Proposal VA-777-08-RP-0205 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 12 June 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 October 7-8, 2008. An estimated 90 sleeping rooms (peak night), and the required meeting space for approximately 95 people MUST be housed in the same facility. The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of CREW VI 1ST Meeting. The hotel must accommodate approximately 185 total sleeping room nights (based on the timeframe), and 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 Hotel Contract 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, menus. To be eligible for award under this solicitation, 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 and also on the Central Contractor Registration website (www.ccr.gov). Offers proposed facilities that are not listed will be rejected as non-responsive. 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 95 attendees with the following needs: Part A: Hotel Lodging Approximately 90 sleeping rooms for arrival on Monday, October 6, 2008, approximately 85 checking out on Wednesday, October 8, 2008 and approximately 5 checking out on Thursday, October 9, 2008. Rooms must be individual/private sleeping rooms with toilet facilities at government per diem rate for the Cincinnati, OH area (currently $104). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Individuals to call in with their own credit cards by a cut off date. (Approximately 3-4 weeks prior to check in.) Part B: Meeting Space Lockable Office/Storage Space: (24 hour hold) set conference style for 10, large enough for small meetings plus storage for conference materials, room must be available from Noon on Monday, 10/6/08 through approximately 5:00 PM on Wednesday, 10/8/08 and preferably within close proximity to the General Session Meeting Room. General Session Meeting Room (24 hour hold) for Tuesday, 10/7/08 from 6:00 AM through 1:00 PM on Wednesday, 10/8/08 to accommodate 95 people; room set Crescent style with side and center aisles, WITHOUT PILLARS and 9 ft or greater ceiling; Skirted Panel Table w/ 6 chairs and Standing lectern/podium in the front of the General Session room on a riser. Two skirted Faculty/Staff Tables in BACK of room with 15-Chairs each. Meeting room to be large enough to accommodate anticipated A/V equipment. Registration Area (24 hour hold): Available Noon on Monday, 10/6/08 through 3:00 PM on Wednesday, 10/8/08. One L-shaped registration table (24 hour hold) to be set-up outside the General Session Meeting Room (two 8ft. skirted tables with four chairs and two waste baskets) with two (2) narrow tables behind for registration materials. Registration area to remain same throughout conference. In addition to the General Session: Conference Breakout Rooms: (3 breakout rooms are required on 24 hour hold), available from 6:00 AM on Tuesday, 10/7/08 through 1:00 PM on Wednesday, 10/8/08. All 3 Breakout Rooms set crescent style for 35 people with one skirted staff table with 2 chairs in the rear of the room. Part C: Anticipate light refreshments for morning and/or afternoon breaks, 10/7/08 -10/8/08. Please provide menus. The Federal Government policy does not permit a guaranteed amount of food and beverage revenue. (Conference expected to end at Noon on 10/8/08). Part D: Other requirements; variety of restaurants and shops within walking distance (not to exceed 4 normal blocks) in a safe area. 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, attrition 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. 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. (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.) 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; 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 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 price, descriptive literature, technical proposals, and Hotel Contract to: Deborah Cooney, CGMP Event Manager/Contracting Officer Department of Veterans Affairs Employee Education System Northport Employee Education Resource Center 79 Middleville Road, Bldg. 7 (141D) Northport, NY 11768 Phone (631) 754-7914, X2905 Fax (631) 266-6095, or email
[email protected]. Faxed proposals will be accepted. Closing date for receipt of proposals is Wednesday, September 3, 2008 at 3:00 PM, EST.