VISN 18 Joint Training Conference

VISN 18 Joint Training Conference



This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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. Solicitation Number (VA-258-11-RQ-0045) is being issued as Request for Quotations (RFQ) using Simplified Acquisition Procedures under FAR Part 13.



The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-46. This requirement is unrestricted under NAICS Code 721110, Size Standard $7,000,000. Interested parties must quote on all line items. Partial quotes will not be accepted. Only one (1) award will be made as result of this combined synopsis/solicitation.



REQUIREMENTS: Department of Veterans Affairs VISN 18, 6950 E. Williams Field Rd., Mesa, AZ 85212 has a requirement for lodging, parking, and meeting space on February 28 - March 4, 2011 for a location in the Gaslamp Quarter of San Diego, California. Proposed hotel location must be within the following delineated area:

West: Front Street

East: 10th Avenue

North: C Street

South: Harbor Drive



The Contractor must be able to provide all requirements specified for conference needs below. Rooms provided for lodging shall be private rooms with adequate toilet facilities. Audio/visual support for equipment setup will be required. The hotel must provide lodging rates within the Government per diem rate or lower for the area (Government per diem rates are governed by the General Services Administration and can be found at www.gsa.gov). VISN 18 reserves the right to conduct an on-site inspection of offered facilities. There will be no alternate dates considered for the purpose of this acquisition.



Each conference attendee will be responsible for calling the hotel and making their own reservations and securing the reservation on their own credit card. The hotel should provide a cutoff date by which the reservations must be made to avoid paying for rooms not reserved for the conference dates. To be eligible for award under this solicitation, the hotel facility shall be listed with its current status on the Central Contractor Register (www.ccr.gov), be FEMA approved, be compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C 2201 et. seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at (www.usfa.fema.gov/hotel/search.cfm). Offers proposing facilities that are not listed will be rejected as technically unacceptable. 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. 12010 et. seq.). Hotel must be able to accommodate any special requirements associated with the aforementioned acts. Additionally, contractor must comply with Department of Veterans Affairs Informational Letter (IL) 90-01-9 Dated Sept. 5, 2001.



The facility must have a 3 Diamond AAA rating or better (according to the AAA Diamond Ratings System). The Government will only pay for actual rooms used. The Government is not responsible for long-distance phone calls, movie rentals, internet fees and room service charges and these will be paid on individual government credit cards if incurred.

Any proposal received should include the following:

" Documentation of registration in the Central Contractor Register (www.ccr.gov)

" FEMA Approval

" Inclusion on the U.S. Fire Administration Hotel and Motel National Master List

" Evidence that the proposed hotel is a 3 Diamond AAA Rating or better



All offers must either be accompanied by Representations and Certifications or the offeror must be currently registered in ORCA at website https://orca.bpn.gov/.



Statement of Work for detailed information:



CLIN 0001 Monday February 28, 2011

Maximum 95 lodging rooms for night of 02/28/11, non smoking,

one king bed, two double beds, or two queen beds.

$_______________



CLIN 0002 Tuesday March 1, 2011

7:30 am to 4:30 pm

General Session Room to accommodate 95 attendees.

Open square table formation or suitable alternative at

discretion of customer.

$_______________



CLIN 0003 Tuesday March 1, 2011

7:00 am to 10:00 am

Reception Table - Outside General Session Room

Event Signage (VISN 18 Joint Training)

$_______________



CLIN 0004 Tuesday March 1, 2011

7:30 am to 4:30 pm

Two (2) Training Session Rooms. Open square seating

or suitable alternative at discretion of customer to

accommodate 50 attendees each.



$_______________



CLIN 0005 Tuesday March 1, 2011

Audio Visual Requirement in the General Session Room.

Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________













CLIN 0006 Tuesday March 1, 2011

Audio Visual Requirement for each Training Room.

Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________



CLIN 0007 Tuesday March 1, 2011

Maximum 95 lodging rooms for night of 3/1/2011, non smoking,

one king bed, two double beds, or two queen beds.

$_______________



CLIN 0008 Wednesday March 2, 2011

7:30 am to 4:30 pm

General Session Room to accommodate 95 attendees.

Open square table formation or suitable alternative at

discretion of customer.

$_______________

CLIN 0009 Wednesday March 2, 2011

7:30 am to 4:30 pm

Two (2) Training Session Rooms. Open square seating

or suitable alternative at discretion of customer to

accommodate 50 attendees each.



$_______________



CLIN 0010 Wednesday March 2, 2011

Audio Visual Requirement in the General Session Room.

Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________



CLIN 0011 Wednesday March 2, 2011

Audio Visual Requirement for each Training Room.

Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________



CLIN 0012 Wednesday March 2, 2011

Maximum 95 lodging rooms for night of 3/2/2011, non smoking,

one king bed, two double beds, or two queen beds.

$_______________



CLIN 0013 Thursday March 3, 2011

7:30 am to 4:30 pm

General Session Room to accommodate 95 attendees.

Open square table formation or suitable alternative at

discretion of customer.

$_______________

CLIN 0014 Thursday March 3, 2011

7:30 am to 4:30 pm

Two (2) Training Session Rooms. Open square seating

or suitable alternative at discretion of customer to

accommodate 50 attendees each.

$_______________



CLIN 0015 Thursday March 3, 2011

Audio Visual Requirement in the General Session Room

and 2 Training Rooms. Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________



CLIN 0016 Thursday March 3, 2011

Audio Visual Requirement for each Training Room.

Podium, A/V Cart, wireless microphone,

one large projection screen, projector, internet, wireless

internet access for attendees, laptop with Power Point.

Audio visual support for equipment setup.

$_______________



CLIN 0017 Thursday March 3, 2011

Maximum 95 lodging rooms for night of 3/3/2011, non smoking,

one king bed, two double beds, or two queen beds.

$_______________





CLAUSES INCORPORATED BY REFERENCE:



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): https://www.acquisition.gov/far/ (FAR) and http://www1.va.gov/oamm/oa/ars/policyreg/vaar (VAAR);



52.212-1 Instructions to Offerors - Commercial Items (JUN 2008)

52.212-2 Evaluation -- Commercial Items. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Technical Capabilities

A. Availability of preferred date(s)/timeframe;

B. Location;

C. Accommodations, to include conference room space, and parking for attendees;

D. A/V capabilities;

2. Past Performance - (Offerors are asked to provide a minimum of 3 references that can be used to validate past performance. References should include groups of similar size, length of stay, type (i.e. Government), etc.

3. Price

A. Overall Price - (to include lodging and meeting room costs)

B. Availability of per diem rates or lower discount



The evaluation factors are listed in descending order of importance. The sub-factors listed in the technical capabilities are listed in descending order of importance. Technical factors and past performance, when combined, are significantly more important, when compared to price.



52.212-3 Offeror Representations and Certification - Commercial Items (OCT 2010);

52.212-4 Contract Terms and Conditions Commercial Items (JUN 2010);

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items (OCT 2010);

52.222-3 Convict Labor (JUN 2003);

52.222-21 Prohibition of Segregated Facilities (FEB 1999);

52.222-26 Equal Opportunity (MAR 2007);

52.222-36 Affirmative Action For Workers With Disabilities (OCT 2010);

52.222-41 Service Contract Act of 1965 (NOV 2007);

52.225-1 Buy American Act - Supplies (FEB 2009);

52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008);

52.232-34 Payment by Electronic Funds - Other than Central Contractor Registration (MAY 1999);

52.233-2 Service of Protest (SEP 2006)

52.204-7 Central Contractor Registration (APR 2008);

13.5 ADDENDUM - ADDENDUM to FAR 52.212-5 Instructions to Offerors - Commercial Items Sub-Part 13.5 Test Program



VAAR 852.203-40 Commercial Advertising (JAN 2008)

VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008);

VAAR 852.233-71 Alternate Protest Procedure (JAN 1998);

VAAR 852.270-1 Representatives of Contracting Officers (JAN 2008);

VAAR 852.273-74 Award Without Exchanges (JAN 2003).



PROPOSAL REQUESTS:



All requests for a solicitation package must be submitted in writing to Joshua Pearlman or Jason Narmi by email: Joshua.Pearlman@va.gov; Jason.Narmi@va.gov or fax to (480) 325-3111. Please include with your completed solicitation package all price, descriptive literature, and technical proposals. Completed proposals and informational materials shall be due no later than 4:30 PM MST on 12/23/2010.