X--Hotel Reservations - National Veterans Creative Arts Festival - Reno, Nevada from Oct 20-28, 2013

DESCRIPTION This is a Pre-Solicitation Notice to announce that the McClellan Park Consolidated Contracting Activity (CCA) will issue a Request for Proposal (RFP) Unrestricted to negotiate a Firmed Fixed Price type contract for Hotel Accommodations, Conference Space and Hotel Services in Reno, Nevada for the 2013 National Veterans Creative Arts Festival to be held from Oct 20 to Oct 28, 2013. This is required by the Veterans Affairs Sierra Nevada Health Care System, located at 1000 Locust Street, Reno, Nevada 89502-2597, a Department of Veterans Affairs facility within the Veterans Integrated Service Network (VISN 21). The Request for Proposal (RFP) VA-261-11-RP-0032 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. The Department of Veterans Affairs (VA) will not consider a proposal submitted by an offeror that is not a hotel. An offer which requires the Government to execute a separate agreement with a third party hotel shall be deemed technically unacceptable. The NAICS Code for this requirement is 721110 and the small business size standard is $7 million. The Period of Performance for this requirement is from Oct 20, 2013 to Oct 28, 2013 and the required meeting space must be housed in the same complex. The Hotel shall accommodate an estimated 350 attendees and be in compliance with the Americans with Disabilities Act (ADA). The hotel shall provide all requirements specified in the Statement of Work. Below is a summary of the requirements: 1. Lodging: Rates must be within the Federal Government Per Diem Rate or lower for Reno, Nevada in effect at the time services are rendered. The hotel must accommodate the following number of rooms for designated dates: a. Oct 20, 2013; 30 rooms b. Oct 21-23, 2013; 190 rooms c. Oct 24, 2013; 205 rooms d. Oct 25, 2013; 235 rooms e. Oct 26-27, 2013; 245 rooms. Sleeping rooms are based on single/double occupancy with 80% of the standard sleeping rooms containing 2 beds. The estimated number of Full/Partial ADA is 25 rooms minimum. 2. Conference Rooms and Functional Spaces: The conference rooms and functional spaces shall be complimentary. Spaces include utilizing the ballrooms (conference rooms), foyers and meeting rooms daily. Outdoor areas including Terraces and Patios will also be utilized on a complimentary basis for receptions and ceremonies. All meeting and related spaces are to be held on a 24-hour basis beginning at 12:01 a.m. Sunday, Oct 20, 2013 and ending 12:00 noon on Monday, Oct 28, 2013. 3. Meals, Food and Beverage. The meals will begin Monday, Oct 21, 2013 with the opening banquet and ceremonies through breakfast on Monday, Oct 28, 2013. The hotel should anticipate food and beverage revenue for additional meals and receptions as required. Meal costs shall be projected using the Government per diem rate for the Reno area and will include the established hotel service charge. Prospective hotels shall provide menus in their bid proposals. The Solicitation number is VA-261-11-RP-0032 will be issued on/about Feb 1, 2011. The NAICS is 721120 and the size standard is $7.0 million. Email to Contracting Officer, Ms. Leala Jew at [email protected] or call 916-923-4516 if interested in receiving any further information regarding this solicitation.