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COMBINED SYNOPSIS SOLICITATION NOTICE This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information ... COMBINED SYNOPSIS SOLICITATION NOTICE 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; quotes are being requested and a written solicitation will not be issued. The government anticipates a single (all or none), firm fixed price award. A quotation is not an offer and, consequently, cannot be accepted by the Government to form a binding contract. Therefore, issuance by the Government of an order in response to a supplier s quotation does not establish a contract. The order is an offer by the Government to the supplier to buy certain supplies or services upon specified terms and conditions. A contract is established when the supplier accepts the offer. The Combined Synopsis Solicitation 36C10E200100 is issued as a request for quotation (RFQ). The solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-101, effective October 26, 2018. The combined synopsis/solicitation is UNRESTRICTED: The applicable NAICS Code for this solicitation is 721110, Hotels (except Casino Hotels) and Motels. The contractor shall provide in-house audio-visual equipment rental services and support and conference/meeting space rental services in support of the Veterans Benefits Administration s (VBA) Senior Leaders Symposium March 16-18, 2020 in Washington DC. CLIN 0001: Provide Audio Visual Equipment Rental services per the attached Statement of Work. Unit Price___________; Quantity: 1; Unit of Issue: JOB; Extended Price ____________ CLIN 0002: Provide Conference/Meeting Space Rental services per the attached Statement of Work. Unit Price___________; Quantity: 1; Unit of Issue: JOB; Extended Price ____________ CLIN 0003: Food/beverage services per the attached Statement of Work. Unit Price___________; Quantity: 1; Unit of Issue: JOB; Extended Price ____________ Total Price _________________________ Description of Requirement Contractor shall provide in-house audio-visual equipment rental and support and conference/meeting space rental in support of the Veterans Benefits Administration s (VBA) Senior Leadership Symposium in Washington DC. The VA intends to make a single (all or none), firm fixed price award. SEE ATTACHED STATEMENT OF WORK. Period of Performance: March 16 18, 2020 FAR 52.212-1, Instructions to Offerors Commercial Items, applies to this solicitation. The following provisions and clauses are added as addenda: FAR 52.212-3 Offeror Representation and Certifications Commercial Items FAR 52.222-52 Exemption From Application of the Service Contract Labor Standards to Contracts for Certain Services Certification FAR 52.252-1 Solicitation Provisions Incorporated By Reference http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) VAAR 852.273-74 Award Without Exchanges 52.212-2, Evaluation Factors, Commercial Items Offers will be evaluated as follows: Basis for Award: The Government shall make award to the quote that is found to be the best value and meets the Government s stated delivery schedule, location and specifications requirements based upon the stated considerations contained herein. FAR 52.212-3, Offeror Representations and Certifications Commercial Items applies to this solicitation. The offeror must have completed the annual representations and certifications electronically via the SAM website access through http://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the representations and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this offer and are incorporated in this offer by reference (see FAR 4.1201). FAR 52.212-4, Contract Terms and Conditions Commercial Items applies to this solicitation. Addendum to 52.212-4: FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998 http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.204-7 System for Award Management FAR 52.216-1 Type of Contract VAAR 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference VAAR 852.203-70 Commercial Advertising FAR 52.212-5, Terms and Conditions Required to Implement Executive Orders Commercial Items, applies to this solicitation. The following provisions and clauses are selected as appropriate to this solicitation: Addendum to FAR 52.212-1 Instructions to Offerors-Commercial Items Paragraph b applicable clauses: FAR 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment FAR 52.222-3 Convict Labor FAR 52.222-21 Prohibition of Segregated Facilities FAR 52.222-26 Equal Opportunity FAR 52.222-36 Equal Opportunity for Workers with Disabilities FAR 52.222-50 Combating Trafficking in Persons FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving FAR 52.225-13 Restrictions on Certain Foreign Purchases FAR 52.232-33, Payment by Electronic Funds Transfer System for Award Management Paragraph c applicable clauses: FAR 52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services Requirements N/A N/A Quotes are due no later than February 20, 2020 by 10 AM Eastern Time. All vendors must be active in SAM. Vendor is to ensure the following information is on their written quote: Unit Price, Extended Price, Grand Total, Prompt Payment Terms, Correct Remittance Address, Cage Code, Duns Number, Tax Identification Number, Full Name and Telephone Number of Vendor's Point of Contact. Included with each quote, the Offeror is to provide the following: Completed above solicitation s section v, CLINS 0001-003 with unit, extended and total price. Failure to provide any of this information or providing inadequate or unclear information will result in the quote being rated nonresponsive and ineligible for award. Quotes shall be submitted electronically to email address Tamara.Feist-Hatfield@va.gov. The maximum size of each email cannot exceed 5 MB. Note that emails that contain compressed files such as Zip files will be rejected by the government server. Only written quotes shall be acceptable and must be received and identified by solicitation # 36C10E20Q0100. Vendors bear the burden of ensuring that quotes, and any applicable amendments, are emailed on time. All pages of the quote must be emailed before the deadline specified in this solicitation. For additional information, please contact the Contracting Officer, Tamara Feist-Hatfield at (775)391-1709 or by e-mail at Tamara.Feist-Hatfield@va.gov . See attached Statement of Work STATEMENT OF WORK Audio Visual (AV) Equipment Support and Conference/Meeting Space Rental for the VBA Senior Leaders Symposium in March 2020 NOTE: THIS PURCHASE ORDER IS ONLY FOR THE AUDIO VISUAL (AV) EQUIPMENT AND CONFERENCE/MEETING SPACE RENTAL A. GENERAL INFORMATION 1. Title of project: VBA Senior Leaders Symposium in March 2020 Training 2. Scope of Work: Under this contract, the Contractor shall provide meeting space and in-house audio-visual equipment in support of the VBA Senior Leaders Symposium in March 2020 Training in Washington, DC. 3. Background: Conference space will be needed March 16-18, 2020, and AV equipment will be needed March 16-18, 2020 to discuss FY2020 and FY2021 targets and goals with an emphasis on the Under Secretary for Benefits three priorities, 1) Provide Veterans with the benefits they have earned in a manner that honors their service, 2) Ensure strong fiscal stewardship of the money entrusted to us by taxpayers, and 3) Foster a culture of collaboration. The role of the Director is managing and overseeing the work of VBA operations; so, this training will be focused on developing an executive-level understanding of how to successfully manage VBA operations. We will provide the opportunity to discuss topics such as organizational change management, modernization initiatives, accountability, how to improve service, and new ideologies and techniques for customer service. This training will also provide communication and training opportunities for VBA Regional Office Directors, Central Office Deputy Directors, and Central Office Directors to increase their ability to improve the employee experience. The training is required and is a re-occurring/annual event. 4. Performance Period: The period of performance is from March 16 through the end of the training on March 18 (the dates when the conference/meeting space and AV equipment will be needed). 5. Type of Contract: Firm-Fixed Price (FFP) 6. Place of Performance: Washington, DC 7. Purchase Order Authority: Only the Contracting Officer (CO) has authority to make changes to this Purchase Order (PO), which will be accomplished via a written modification to the PO, if applicable. No one in attendance at the VBA Senior Leaders Symposium Training Conference has authority to make any changes whatsoever, either verbally or written, to this PO. Should the contractor allow any changes to this PO without the express written authorization by the CO, the contractor does so at their own expense. B. GENERAL REQUIREMENTS 1. The contractor shall provide AV equipment and space to accommodate 90 guests in Washington, DC. Conference/Meeting Space: March 16-18, 2020 AV Equipment: March 16-18, 2020 2. The Contractor shall provide: 2.1. Meeting Requirements: All necessary technical equipment and ancillary support services, to support the Conference. At a minimum, the Government requires the following resources for the duration of the conference: Meeting Space: Meeting room space is required for this event Complimentary Meet & Greet location for Sunday evening (Can be onsite restaurant or lounge area NO FOOD & BEVERAGE COSTS) for up to 90 people One general session room in crescent seating for six to accommodate up to 90 people with round tables with 6 seats for March 16-18, 2020. There should be a head table (with 4 seats) on a riser to include a podium, with access to the riser by both ramp and steps. General session room is needed for Monday-Wednesday Four breakout rooms, classroom style, to accommodate up to 25 people each with rounds of 8; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Breakout rooms are needed March 16-18, 2020. One admin room, classroom style, to accommodate up to 5 people needed March 16-18, 2020 Board Room Available for phone calls and brief meetings, with Wi-Fi and connection available for laptops. (Monday Wednesday for up to 10 people) Awards Ceremony Held on Tuesday, March 17, 2020 from 5:30pm 7:30pm. Per VA regulations, not to exceed $30 per person or $2,700 total. Food/Beverages: Participants, presenters and staff will have meals on their own. We would like to have a water station and water available at the tables, as well as coffee (if that can be complimentary). 2.2. A/V Equipment (Requirement 1): LCD projector, projection screen, microphone, and complimentary wireless internet for staff use only AV Equipment Wednesday - Friday 7:30 am 5:30 pm General Session 2 LCD Projectors 2 Projection Screens 8 handheld mics (6 wireless) 3 lapel mics Podium mic Presenter Timer Wireless remote presenter Power strips at each table 6 Easels 1 monitor for presenters Wireless Internet 1 Sound Technician 1 AV Technician 2.3 Breakouts: 2 Easels in each room 2.4. Registration Area: A registration area is needed on Sunday, March 15, from 5:00 pm to 7:00 pm Preference for the registration area is in close proximity to the general session room (ideally directly outside the room) There should be three six-foot tables with skirting, four to six chairs, and a large trash can Appropriate signage directing attendees to registration should be provided 2.5. Individual Hotel Accommodations: All hotel accommodations for individuals shall be separate from this requirement and independently chargeable directly to the individual. However, the hotel must be able to accommodate the number of sleeping rooms for the attendees of the Symposium. C. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLE Task One: The contractor shall provide AV equipment and Conference/Meeting Space for the VBA Senior Leaders Symposium Training Conference Deliverable One: AV Equipment and Conference/Meeting Space D. SCHEDULE FOR DELIVERABLES The contractor shall complete the delivery for each deliverable specified. Schedule of Deliverables Deliverable # Item Quantity Deliverable Date One Deliver AV Equipment and Conference/Meeting Space One March 16-18, 2020 2. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the Contracting Officer (CO), including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations. E. GOVERNMENT RESPONSIBILITIES The government shall provide the contractor an opportunity to meet with key VBA leaders prior to the VBA Senior Leaders Symposium Training Conference. F. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The CO will be the sole authorized official to release verbally or in writing any information related to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO for a response. 2. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. G. VBA CONFERENCE TRAINING EVENT SPACE BREAKDOWN Day Time Agenda Item Room Request Mon, 16-Mar-2020 7:00 AM-5:30 PM General Session General Session Notes or Exceptions: MUST be at least 5,000 Sq Ft. One general session room to accommodate up to 100 people with round tables with 6- 8 seats for. Two (2) rectangular tables in the front (separated), podium, 4 rectangular tables in the rear of room. Power should be available at all tables. Computers are not required. Rounds of 8 90 people Mon, 16-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Mon, 16-Mar-2020 7:00 AM-5:30 PM Boardroom Other Notes or Exceptions: Board Rooms (1)-Available for phone calls and brief meetings, with Wi-Fi, conference phone and connection available for laptops. (Monday - Thursday for up to 10-12 people). Mon, 16-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Mon, 16-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Mon, 16-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Mon, 16-Mar-2020 8:00 AM-9:00 AM Admin Room Office 6 people Tue, 17-Mar-2020 7:00 AM-5:30 PM General Session General Session Notes or Exceptions: MUST be at least 5,000 Sq Ft. One general session room to accommodate up to 100 people with round tables with 6- 8 seats for. Two (2) rectangular tables in the front (separated), podium, 4 rectangular tables in the rear of room. Power should be available at all tables. Computers are not required. Rounds of 8 90 people Tue, 17-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Tue, 17-Mar-2020 7:00 AM-5:30 PM Boardroom Other Notes or Exceptions: Board Rooms (1)-Available for phone calls and brief meetings, with Wi-Fi, conference phone and connection available for laptops. (Monday - Thursday for up to 10-12 people). Tue, 17-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Tue, 17-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Tue, 17-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Tue, 17-Mar-2020 8:00 AM-9:00 AM Admin Room Office 6 people Tue. 17-Mar-2020 5:30 PM-7:30 PM Awards Ceremony 90 people Wed, 18-Mar-2020 7:00 AM-5:30 PM General Session General Session Notes or Exceptions: MUST be at least 5,000 Sq Ft. One general session room to accommodate up to 100 people with round tables with 6- 8 seats for. Two (2) rectangular tables in the front (separated), podium, 4 rectangular tables in the rear of room. Power should be available at all tables. Computers are not required. Rounds of 8 90 people Wed, 18-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Wed, 18-Mar-2020 7:00 AM-5:30 PM Boardroom Other Notes or Exceptions: Board Rooms (1)-Available for phone calls and brief meetings, with Wi-Fi, conference phone and connection available for laptops. (Monday - Thursday for up to 10-12 people). Wed, 18-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Wed, 18-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Wed, 18-Mar-2020 7:00 AM-5:30 PM Breakout Room Breakout Notes or Exceptions: Four breakout rooms to accommodate up to 25 people each with rounds of 6; 1 rectangular table in the front, podium, and 1 rectangular table in the rear of the room. Computers are not required. Power should be available at all tables. Rounds of 6 Wed, 18-Mar-2020 8:00 AM-9:00 AM Admin Room Office 6 people