36C24921Q0010 – Sources Sought – V231–HOPTEL Program Murfreesboro VAMC Base and Options

Sep 18, 2020 | Sources Sought

This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement.
Background: The Department of Veterans Affairs Medical Center, NCO 9 Network Contracting Office, on behalf of the Murfreesboro VA Medical Center is conducting market research through this source sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below
Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method.
NAICS code: 721110 and sized standard is $35.0 million.
NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov.

STATEMENT OF WORK
VA Tennessee Valley Healthcare System (VA TVHS) Veteran Patient Care Lodging Rooms
1.0 INTRODUCTION

The U.S. Department of Veterans Affairs requires the use of twenty four (24) furnished hotel rooms per week for the base period. The rooms offered shall be within a ten-mile radius of the VA Medical Center, 3400 Lebanon Road, Murfreesboro, TN 37127.

SCOPE

The contractor shall provide forty (40) fully furnished hotel rooms per week. The following is the daily room estimate: Sunday 5 rooms, Monday 9 rooms, Tuesday 10 rooms, Wednesday 8 rooms, Thursday 6 rooms, Friday 2 rooms, Saturday 0 rooms. The lodging facility must block off this number of rooms per day per week. The fully furnished hotel rooms will include contractor provided utilities and other specified services. The hotel rooms shall comply with all city, county and state building codes and ordinances applicable to the ownership and operation of the building in which the rooms are located. Rooms shall comply with NFPA 101, 29CFR. = $3,840.00 a week.

It is agreed by the contractor that the rooms will be held until 5:00 pm each day. Any of the rooms that are not reserved by the VA by 5:00 pm will be available for the contractor to place back in their inventory for sale and the VA will not be billed for the rooms not used.

Contractor shall provide a point of contact with name, phone number, and email address for submission of reservations and for invoice reconciliation. This person will serve as liaison between the VA hospital and the facility and have the authority to secure and provide confirmation numbers for each reserved room.

The Veteran beneficiary s name allowed guest(s), and authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel of the TN Valley Healthcare System VAMC and presented to the contractor by the referred Veteran beneficiary. If a Veteran beneficiary or allowed guest(s) refuses to leave the room, the contractor shall immediately notify authorized personnel of the TN Valley Healthcare VAMC, the AOD, or the Contracting Officer Representative (COR). If a Veteran beneficiary checks in the day before treatment is to be received and decides to leave or check out without prior notice, the contractor shall immediately notify authorized personnel of the TN Valley Healthcare System VAMC as eligibility for utilizing the HOPTEL service is tied to the Veteran beneficiary keeping his or her appointment.
REQUIREMENTS

All rooms shall be located in a single hotel.
Each room shall be double occupancy and handicapped accessible or be ADA compliant 28 C.F.R. pt. 36, Appendix A.

Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers. Rooms shall be in a reasonably quiet or tranquil part of the hotel/motel. The rooms shall be smoke free.

Breakfast, either full or continental, if available shall be provided at no additional charge. On-site parking shall be available at no additional charge.

New Year’s Day
Memorial Day
Independence Day
Labor Day
Columbus Day

Martin Luther King Jr. s Birthday President’s Day
Thanksgiving Day
Christmas Day
Thanksgiving Day
Veterans Day

Services shall be performed 6 days a week, Sunday through Friday except on any evening preceding a Federal Holiday unless authorized in advance by authorized personnel of the TN Valley Healthcare System VAMC. It is agreed by the Contractor that the rooms shall be held until 5:00 p.m. each day. The VA will notify the contractor by 4:00 p.m. to release any remaining rooms. All other rooms not reserved by the VA by 5:00 p.m. will be available for the Contractor to place back into their inventory. The contractor shall use its standard check in and checkout times. Federal holidays are as follows:

Contractor shall allow the occupancy of the room covered by this contract only of the Veteran beneficiary and allowed guest(s) referred by authorized personnel of the TN Valley Healthcare System VAMC and shall be at the double occupancy rate. Any additional occupants that are not noted as an allowed guest(s) by authorized personnel from the TN Valley Healthcare System VAMC are the responsibility of the Veteran beneficiary and shall not lodge at TN Valley Healthcare System VAMC s expense. Authorized personnel or the Administrator Officer of the Day (AOD) will call and inform the contractor of the individual s name, allowed guest(s), and the arrival date at the contractor s motel/hotel. Stays will be limited to one night unless additional nights are specifically authorized by the TN Valley Healthcare System VAMC. It is the contractor’s responsibility to ensure that they have a valid and approved authorization for any Veteran beneficiary and allowed guest(s) occupying a room.

Personnel of the TN Valley Healthcare System VAMC who are authorized to provide referrals to the contractor will be identified following award of the contract and will be accessible to the contractor from 7:30 A.M. to 4:00 P.M., Monday through Friday at (615) 225-3804. An AOD will be assigned for any after hours, weekends, holiday
referrals, or contractor issues and will be accessible to the contractor at (615) 867-6000 extensions 24715 or 24716. If the AOD does not answer, call the TN Valley Healthcare System VAMC operator and have the AOD paged.

The Veteran beneficiary s name allowed guest(s), and authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel of the TN Valley Healthcare System VAMC and presented to the contractor by the referred Veteran beneficiary. If a Veteran beneficiary or allowed guest(s) refuses to leave the room, the contractor shall immediately notify authorized personnel of the TN Valley Healthcare VAMC, the AOD, or the Contracting Officer Representative (COR). If a Veteran beneficiary checks in the day before treatment is to be received and decides to leave or check out without prior notice, the contractor shall immediately notify authorized personnel of the TN Valley Healthcare System VAMC as eligibility for utilizing the HOPTEL service is tied to the Veteran beneficiary keeping his or her appointment.

The requirement is intended for a base period and four ordering periods. The period of performance for the base is intended from 10/01/2020 through 09/30/2021 and four ordering periods from 10/01/2021 through 09/30/2025. The TN Valley Healthcare System VAMC will take occupancy of the rooms no more than 14 calendar days following the award of the contract and rooms must be in full compliance with all requirements of the contract by that date. Daily room rates shall include all fees and any other no-charge services offered to guests such as shuttle service and or a continental breakfast when available. Contractor shall provide under the authority of Public law 100-355 on-call transportation for the VA referred occupants from the contractor’s hotel rooms to the VA Medical Center and from the VA Medical Center to the hotel rooms. The Veteran Transportation Service will provide shuttle services to VA patients from 06:00 a.m. through 11:00 p.m. and must be arranged during business hours.

If the contractor fails to furnish the required lodging services, the TN Valley Healthcare System VAMC reserves the right to obtain the service from another source and charge the contractor with any cost that may result there-from. The contractor shall provide signed written documentation with an explanation when contract services are unavailable within 2 calendar days and the TN Valley Healthcare System VAMC will issue a Bill of Collections for any costs incurred during the period of service unavailability. Failure to pay as charged within timeframes specified in the Bill of Collections will result in cost deduction from the next month’s invoice.

In the event the Veteran beneficiary is in an emergency of any kind, the contractor shall first contact 911 emergency medical services to respond and then immediately notify authorized personnel of the TN Valley Healthcare System VAMC, the COR, or the AOD at (615) 867-6000, ext. 24715 or ext. 24716 if the emergency occurs in other than normal business hours. A list of designated staff and contact information will be provided to the contractor upon contract award.

The TN Valley Healthcare System VAMC will inspect each room prior to contract award to ensure compliance with all contract requirements. If necessary, a list of noted issues to bring the rooms into full compliance will be provided to the contractor to be corrected no later than 14 calendar days following the award of the contract as referenced in paragraph 2.1 of this document. The award of the contract is contingent upon acceptable air quality test results. Testing is to be at expense of contractor. At any given time but at a minimum of once per quarter, the Government reserves the right to inspect the premises and any accessible areas to ensure a safe and healthy environment for the Veteran beneficiaries and allowed guests. This inspection may be scheduled or unannounced.

If the Veteran beneficiary is admitted to the TN Valley Healthcare System VAMC or any medical center for inpatient medical care, the authorized stay is only valid the first day of check in. Any allowed guest(s) that was residing with the Veteran beneficiary during the authorized period /stay may remain at the contractor s motel/hotel but at his or her own expense. The TN Valley Healthcare System VAMC will not authorize payment for rooms occupied by the Veteran beneficiary s allowed guest(s), nor will it count toward the contractor’s required lodging services as stated in this document per the contract. The TN Valley Healthcare System VAMC is not responsible for lost revenues resulting from terminated authorizations.

The contractor is to submit monthly invoices per the contract s payment clause instructions. The contractor shall reference the Veteran beneficiary s name in the invoice so it may be matched with the TN Valley Healthcare System VAMC s records of authorized stays.

Ceilings shall be at least 8 feet tall and no more than 11 feet clear from floor to the lowest obstruction. Each room shall have acoustical treatment with a flame spread of “5” or less and smoke development rating of 50 of less (ASTME 84). All type floor coverings shall be clean, free of stains, odor-free, and free of cracks or tears. Shag style carpets used as floor covering shall be ½ or less in length. Exterior doors to rooms shall open into a climate-controlled hallway.
GENERAL BUILDING REQUIREMENTS & SPECIFICATIONS

No activity to the building and/or grounds that would cause an increase in dust, dirt or spores to be airborne (i.e., renovation to the building, movement of earth on the grounds) shall take place without the contractor’s written notification and confirmed receipt to the TN Valley Healthcare System VAMC at least seven (7) calendar days in advance of the event.

The contractor shall ensure that the premises are free of bugs and pests and provide to the Government monthly a copy of the pest control inspection conducted.

The contractor shall refer complaints received directly from the Veteran beneficiary to the COR within 2 calendar days. All complaints received by the COR will be forwarded to the Contracting Officer (CO) for documentation in the contract file and shall be promptly investigated within 24 hours upon receipt of complaint. Quality deficiencies identified by the COR shall be remedied promptly by the contractor.
If at any time the contractor’s facilities become unsafe or uninhabitable due to circumstances beyond the contractor’s control such as but not limited to severe storms, flooding, renovations, or other extreme weather events, the contractor is responsible for establishing alternative lodging services for the duration of the event. The contractor is responsible for ensuring the quality of the alternative lodging services, that there is no interruption of authorized services, and that all impacted lodgers are provided transportation to the alternative lodging services.

The contractor shall notify the TN Valley Healthcare System VAMC if lodging relocation is required and the alternative lodging arrangements that were established. Verbal notification is required within one (1) hour of the event’s origination. Written notification with an accompanying action plan and timeframe for reestablishment of lodging services is required within six (6) hours of the event s origination.
PERIOD OF PERFORMANCE

5.0 The service requirements are summarized into performance objectives that relate directly by mission essential items. The Performance Threshold briefly describes the minimum acceptable levels of service required for each Performance Objective. These thresholds are critical to the contractor’s success.

PERFORMANCE OBJECTIVE
PERFORMANCE THRESHOLD
Delivery and response time
Services shall be performed with the specified time 95% of the time.
Invoice procedures and inspections. Contractor and employees of the contractor shall abide by all State and Federal requirements, including any applicable training.
Adherence to invoice and reporting requirements as specified 95% of the time.
Customer satisfaction.
95% Customer satisfaction rating or higher based on individual customer evaluations reports and independent surveys conducted by the COR.
Business Relations.
Business and management problems are resolved timely, effectively and efficiently. No more than two (2) unresolved incidents per year.

SCHEDULE OF SERVICES
ESTIMTATED QUANTITY OF DOUBLE-OCCUPANCE ROOMS, WHICH MUST BE HANDICAP ACCESSIBLE.
SUNDAY-FRIDAY Night
Hotel Rooms for Lodging Program, Provide 40 rooms weekly.
ESTIMATED QUANTITY ANNUALLY

ANNUAL UNIT

Reserve 40 rooms/week
x 52 weeks/year

2,080

Each

Anticipated period of performance: 01/01/2021 thru 12/31/2026.
Other important considerations: Cite any other information that is necessary for potential respondents to understand the nature of the potential requirement or proposed acquisition. 
Capability statement /information sought: Response to this announcement shall not to exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide a product and related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.
Please e-mail your response with the above information toThomas.Nicholls@va.gov with the subject line “Sources Sought Notice # 36C24921Q0010 by 10:00 a.m. on (10/02/2020). Any question should be emailed to Thomas.Nicholls@va.gov.
Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation.

Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

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