V231--Lodging for Winter Sports Clinic and conference

Active

Contract Opportunity

NOTICE OF THE INTENT TO SOLE SOURCE TO Mother Daughter Contracting Services LLC, 317 Ashland Ave, Pittsburg, PA 15228 United States. Response Due Date: November 25, 2024, by 09:00AM (EST) NOTICE OF THE INTENT TO SOLE SOURCE SYNOPSIS Network Contract Office 1, Procurement Office East on behalf of The Department of Veterans Affairs, Bedford VA Medical Center intends to award a firm-fixed contract with no options to Mother Daughter Contracting Services LLC to provide event planning services.  The proposed procurement is for products/services for which the Government intends to solicit and negotiate with only one source under the authority of FAR 6.302-1 -- Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. 41 U.S.C. 3304(a)(1). The North American Industry Classification System code (NAICS) for this requirement is 721110. All responsible sources that feel they should be considered qualified to provide the above-mentioned products may submit a response to this notice (by the response due date shown above) to Ophelia.Wilson@va.gov. The information provided shall include detailed (and relevant) documentation to allow the government to perform adequate market research and make a proper determination. A determination by the government not to compete this proposed requirement based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. THIS IS NOT A REQUEST FOR COMPETITIVE PROPOSALS. THERE IS NO SOLICITATION AVAILABLE AT THIS TIME. REQUESTS FOR A SOLICITATION WILL NOT RECEIVE A RESPONSE.
PERFORMANCE WORK STATEMET WINTER SPORTS ONLY JAN 2025

2025 New England Adaptive Sports Clinics (NEASC): The mission of the VA New England Adaptive Sports Clinics, are to introduce and provide a variety of healthy activities and sports using specialized instruction, adaptive equipment, determination, compassion, and drive to empower all veterans to lead healthy lifestyles and regain independence after sustaining life-altering injury or trauma. This program integrates the veterans families, community, and dedicated volunteers to provide a positive impact and assist in the physical, social, emotional, and cognitive recovery and overall well-being of disabled Veterans.

Specifications: Provide complete, wholistic event coordination for lodging, meals, opening and closing ceremony setup and all other physical, on-site liaison coordination for the VA New England Adaptive Winter and Summer Sports Clinics. This must include participation in all planning meeting leadings up to the event, with VA staff members, any and all pre-event site visitations and coordination with hotel staff, and all other event planning requirements for the winter clinic, January 13th through 17th 2025, with early setup beginning after 5pm on January 12th, 2025, in New Hampshire.

The hotels have been vetted for space and ADA accommodation, the hotel of choice for the winter sports clinic will be the Hilton Garden Inn in Hanover, Lebanon and Crowne Plaza Hotel in Warwick, RI for the summer sports clinic. The event planner will serve as an onsite liaison between clinic personnel and hotel staff. The event coordinator must be involved in all pre-planning meetings coordinated by the Adaptive Sports Coordinator for VA Boston and must provide on-site hotel coordination and troubleshooting during the entirety of the events for both winter and summer. All pre-arrangements for lodging and meals on-site must be directly coordinated with the hotels, based on the dietary information provided by the Adaptive Sports Coordinator for the clinics.

Prepare meeting space within each hotel s conference room to accommodate up to 120 participants, with wheelchair access for event registration, team breakout groups and awards presentations.

Room rates should not exceed the maximum government travel per diem lodging rates for the New Hampshire and Rhode Island areas in which each clinic will take place.

Provide catered breakfasts and dinners and contingency lunches for volunteer personal on a limited basis, for both clinics in the following numbers:

Winter Clinic
Breakfast
400
Buffet Dinner (Tues and Wed)
200
Plated Dinner (Mon and Thurs)
260
Boxed Lunch
55
Meals provided should not exceed the total daily per diem rate allowable by location per Note: providing meals to volunteers and Veterans during this event is appropriate, in accordance with VA Financial Policy, Volume II, Chapter 4: Awards, Ceremonies, Food or Refreshments, Gifts or Mementos, subsection 040505: Special Circumstance Authorizing for Food or Refreshments. Confirmation of the appropriate use of these funds was given by the VA Boston CFO in October 2022 (details can be shared upon request).

Lodging rooms are arranged for volunteers to provide aid, service, and attendance to the disabled Veterans participating in this rehabilitative program. Meals and conference space are arranged for use by both clinic volunteers and participating Veterans. Veteran participants will self-pay for their lodging during this event, but the hotel must provide a block of 34 rooms, with 14 ADA accessible rooms within this block, for Veterans to book for the duration of the clinic for winter, and 42 self-pay rooms with all available ADA accessible rooms for summer.

Pre and Post Days:
The hotels will offer the discounted, federal per diem rate for up to one day prior and after the official adaptive clinic dates mentioned above.

Smoke Free Hotel:
The Hilton Garden Inn, Hanover-Lebanon in New Hampshire and the Crowne Plaza Hotel, Warwick RI are the only two hotels that meet all requirements for these events in the clinic locations are completely smoke free. Guests are welcome to smoke outside in designated areas.

ADA Compliance:
The hotels are both ADA compliant. With 6 handicap accessible rooms, four of which have roll in showers for the winter clinic and 14 ADA compliant rooms for summer. These rooms are to be blocked off as a part of the room allocation specified for the NEASCs.
Meeting Space Requirements
Both hotels will provide adequate conference room space to accommodate up to all participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations.

Audio Visual: Both clinics will require full AV setup in the ball room on Monday evening and Thursday evening before 5pm for our opening and closing ceremonies. Thursday for closing we will present awards and will be showing a slide show and both facilities should provide a projector and screen for this purpose.
PRICE/COST SCHEDULE

WINTER CLINIC January 12th - 17th, 2025 Hilton Garden Inn Hanover Lebanon
Line Item
Room Nights
Unit
Cost per room (per diem rate)
Total
1
130
EA
Complete event coordination for lodging for volunteers for VA New England Adaptive Winter Sports Clinic. Cost of rooms shall not exceed the Per Diem Rate per room per night: 10 Rooms on Sunday, 01/12/2025 for setup volunteers/advanced party. 30 rooms per night (double beds) from 1/13/25 1/17/25 (10 rooms x 1 night + 30 rooms x 4 nights = 130 total nights. VA is a tax-free entity and no room or lodging taxes should be included.

In addition to the 130 room nights for our volunteers, the hotel must also have a block of self-pay rooms for our Veterans, which must include all ADA accessible rooms in the hotel. Total number of room nights. Total number of rooms up to 34. These must include all handicap accessible rooms for Veterans to reserve during the same period. These rooms are private pay but should be included at the per diem rate + applicable taxes.
Line Item
Meeting Space and AV Setup
Unit
Cost
Total
2
1
EA
Complete event coordination with the facility to setup and make available Ballroom space for use during registration, opening and closing ceremonies, and throughout the duration of the event for clinic use and storage. Full AV setup should be provided by the facility for the opening (1/13/25) and closing ceremonies (1/16/25). Closing ceremonies will require a slideshow projector and projection screen.
Line Item
Breakfasts
Unit
Cost per meal
Total
3
400
EA
The event coordinator will ensure provide catered breakfasts for up to 100 participants (Volunteers and Veterans) Tuesday - Friday of the event (1/14/25 - 1/17/25). The breakfast meals are not to exceed the per diem rate.
Line Item
Dinners
Unit
Cost per meal
Total
4
460
EA
The event coordinator will ensure that the facility provides catered dinners in the following quantities and type:
Tuesday and Wednesday (1/14/25 and 1/15/25) - Buffet Dinner for 100 participants per day (100 x 2 = 200 buffet meals)
Monday and Thursday (1/13/25 and 1/16/25) - For Open and Closing Ceremonies, plated dinners for 130 participants per meal (130 x 2 = 260 plated dinners). The costs for plated and buffet meals are not to exceed the per diem rate
Line Item
Boxed Lunches
Unit
Cost per meal
Total
5
55
EA
The event coordinator will ensure that the facility will provide up to 55 boxed lunches as required for Volunteers and Veterans who are unable to travel to the adaptive sports venues for medical or other reasons. Lunches should not exceed per diem rate
Line Item
Management Fee
Unit
Line-Item Cost
Total
6
1
EA
Contract management Fee

7
1
EA

M&D complete on-site management and contract oversight. A representative from M&D will be onsite for the entirety of the clinic to deal with any specific contract related issues or concerns. This will allow the clinic personnel to deal directly with patient care only.

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