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 geographic areas: Santa Barbara, CA . Request for Quotation 777-05-H004 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. This announcement incorporates provisions and clauses in effect through FAR FAC 2001-25 and VAAR 97-10, NAICS Code 721110 and the small business size standard is $6 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 January 24 – January 28, 2005 (approximately 65 sleeping rooms, and required meeting space). The Department of Veteran Affairs, Employee Education System (EES) is sponsoring a training conference on the topic of Leadership Development Institute-Part 1. The hotel must accommodate 65 sleeping rooms (based on the timeframe), must provide all requirements specified for conference needs in Parts A, B, C and D below, and must provide lodging rates within the stated Government Per Diem (Santa Barbara $143). 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 proposal, along with descriptive literature to include sleeping rooms, meeting room space, diagrams and square footage. 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. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. seq.) and registered on the Central Contractor Registration website (www.ccr.gov). The hotel facility must accommodate an estimated 70 attendees with the following needs: Part A: Hotel Lodging - (1a) 65 sleeping rooms for participants check-in on January 23, 2005 with checkout on January 28, 2005. Rooms must be individual/private-sleeping rooms with toilet facilities at government per Diem rate for Santa Barbara ($143). Payments for Part A shall be the sole responsibility of each participant, to include no-shows fee. Part B: (1) Meeting Space-General Session Meeting Room for January 24 – January 28, 2005 to accommodate 70 ppl set in rounds with crescent seating (5 to 6 seats per table) with a center aisle; Head Table on a riser next to the podium for 6 ppl in the front of the General Session room; 1 skirted 6’ table in the rear of the General Session for conference materials; general session room is needed by 12:00 noon on January 23 and will remain on 24 hour hold for the extent of the conference. (2) Four breakout rooms needed on January 25 – January 26, 2005 from 3:00pm until 5:00pm and should be set in rounds (2 tables in each room) to accommodate 15 people each; one 6’ skirted table in rear of each breakout room for program materials. Registration to be set-up outside of the general session room (three 6’ skirted tables with five chairs and two waste baskets.) Registration should be in a illuminated area with sufficient space to accommodate 70 people in the area at any given time. Part C: Light refreshment for morning and afternoon breaks will be required from January 24 through January 28, 2005. Part D: 1.Other requirements; variety of restaurants within walking distance (not to exceed 4 normal blocks) in safe area, Proposal must indicate whether resort fees such as bellman and maid gratuities will be added to the per diem rate. Proposal must indicate whether the hotel agree to the right of DVA to use their own audio visual equipment and if there is a cost incurred for connection to hotel PA system with use of own equipment. 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). VA reserves the right to conduct an on-site inspection of offered facilities. Technical proposals will be evaluated using the following evaluation factors: size, quality of services and accommodations, location, and experience with large conferences. Prices will be evaluated in terms of cost for accommodations and service, cancellation and attrition fees, 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. Any offer that does not meet the solicitation requirements will be rejected as non-responsive. 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. 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; 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 52.212-1, Schedule of Prices Offered, and a completed copy of provision 52-212-3. FAR 52. 232-18 is incorporated by reference. "Funds are not presently available for performance under this contract beyond November 20, 2004 . The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond (November 20, 2004, or such earlier date as may be appropriate), until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer” Submit all price, descriptive literature, technical proposals, and Hotel Contract to Linda Starks, Event Manager/Contracting Officer, EES, 950 22nd Street North, Suite 500, Birmingham, Al. 35203. Phone: 205-731-1812 x-321, FAX: 205-731-0320, email:
[email protected]. Faxed proposals will be accepted. Closing date for receipt of proposals is Thursday, October 14, 2004 at 4:00pm CST.