Community Hoptel/Lodging Request For Information
Page 9 of 9
This is a Request for Information Only; it is not a request for quotations or offers.
CLASSIFICATION CODE: V231
Lodging Hotel/Motel
NAICS CODE: 721110: Hotels
Network-9 Contracting Office on the behalf of the James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, Tennessee, has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the Mountain Home area.
THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government s acquisition on a future solicitation.
Network-9 Contracting Office (NCO-9) and Mountain Home VA Medical Center are conducting market research for a Hoptel Services for the Department of Veterans Affairs (VA) at the Mountain Home VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, TN. 37684. Please review the draft Statement of Work (SOW) provided below before responding to the market research questions as the Government desires that respondents offer their experience and recommendations on the following questions and issues related to this requirement. When addressing these items, respondents should consider the size and scope of the requirement described herein.
STATEMENT OF WORK:
This is a summary of the Statement of Work.
The U.S. Department of Veterans Affairs requires the use of furnished hotel or motel rooms an average of 1-400 (the amount of hotel/motel rooms requested will vary based on VA lodging needs daily) each month. The rooms offered shall be within a five-mile radius of the James H. Quillen VA Medical Center, corner of Lamont & Veterans Way, Mountain Home, TN 37684. The contractor must be the established owner operator of the hotel/motel.
The Contractor shall provide fully furnished hotel or motel rooms weekly (the amount of hotel/motel rooms requested will vary based on daily VA lodging need, with the exception of Contractor black-out dates due pre-scheduled local area events). The fully furnished hotel/motel rooms will include contractor provided utilities. The hotel/motel 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 the applicable NFPA 101, 2000, Chapter 29.
2.2 It is agreed by the Contractor that reserved rooms will be held until 11:00 pm each day. Any of the rooms that are not reserved by the VA will be available for the Contractor to place back in their inventory for sale and the VA will not be billed for rooms not used.
3.0 REQUIREMENTS
All rooms shall be located in a single hotel or motel.
Each unit shall have a minimum of 250 square feet of net usable space.
Each room shall be on the ground floor or be elevator serviced. Access to rooms shall be from exterior hallways that are easily accessed from the front desk/elevator lobby area. There shall be no more than 4 steps up or down from parking areas to elevator lobby. The interior of the room shall not have any stairs.
3.5 The rooms shall be smoke free. Contractor personnel shall not smoke in the rooms at any time whether or not VA referred occupants are present.
Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service, and basic television cable service.
3.8 In the event a VA referred occupant is in an emergency situation of any kind, the Contractor shall contact the appropriate parties to respond to the emergency. In addition, the Contractor shall immediately contact the VA Medical Center COR or the VA Medical Center, Officer of the Day if the emergency occurs in other than normal business hours.
3.9 Contractor shall provide each morning between the hours of 6:00 a.m. and 9:00 a.m., a continental breakfast to the VA referred occupants. The breakfast meal may be self-served buffet service located in a common area of the hotel/motel that will seat at least twenty (20) patrons. The contractor shall provide the necessary eating utensils, dishware, and serving ware for the breakfast meal. Contractor shall provide the following beverages and food for the breakfast meal:
Coffee; tea; milk; fresh juice; fresh fruit; sweet rolls or donuts; cold cereals; bread, bagels, or rolls; butter or margarine; fruit preserves or jellies.
3.10 Occupancy: The VA must be able to take occupancy of the rooms no later than 14 calendar days following the award of the contract. The rooms must be in full compliance with all requirements of the contract by that date.
3.11 Inspection: The government reserves the right, at any time after the contract is signed and during the term of the contract, to inspect the premises and all other areas of the building to ensure a safe and healthy work environment for the Government tenants.
3.12 Room Reservations will be on the following basis:
3.12.0 The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by the Contracting Officer s Representative (COR) or staff designated by the COR. The VA will inform the Contractor of arrival date and obtain a confirmation number from the Contractor.
For this contract, the Contractor shall use its existing check in and check-out times.
The COR or staff designated by the COR will notify the Contractor of when specific individuals will be checking out of the hotel/motel. In the event that a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the COR. Also, in the event that a VA referred occupant checks out of the hotel/motel-without prior notice from the VA the Contractor shall immediately notify the COR or the VA Medical Center Officer of the Day if the check-out occurs in other than normal business hours.
3.13 The Contractor shall submit an invoice to the VA for payment for all rooms covered by this contract monthly in arrears. The invoice shall be for the actual number of rooms reserved in the previous month. Submit invoices to the following address:
Dept of Veterans Affairs
FSC
P.O. Box 149971
Austin, TX 78714
Phone 1-866-372-1141 fax 512-460-5545
3.14 DAILY ROOM SERVICE: Daily room service shall be provided each room on the following basis:
3.14.0 If the previous night's occupant is different from the VA referred occupant for the next night, the bed linens will be changed daily as the room occupants change.
4.0 GENERAL BUILDING REQUIREMENTS & SPECIFICATIONS
4.1 Heating and Cooling Requirements:
4.1.0 Each room shall have permanently installed, functioning cooling and heating system with thermostatic control. The heating system is required to maintain a temperature of 80 degrees F. The air conditioning system is required to maintain a temperature of 65 degrees F.
All cooling and heating devices and appliances, including but not limited to furnaces, fireplaces, electrical baseboard heaters and water heaters, shall be an approved type in good and safe working order anti shall meet all installation and safety codes.
Contractor shall maintain all appliances and utility systems. This shall include the cleaning or replacement of air filters for both the heating system (providing the heating system is a forced hot air heating system) and for the cooling system every 30 calendar days.
Electrical and Lighting Requirements:
4.2.0 Every room shall be provided with not less than two electrical receptacle outlets and electric light fixtures in accordance with the Furniture and Accessories section of this solicitation.
Every toilet room, bathroom, laundry room, furnace room, public hallway, porch and flight of stairs between stories shall contain at least one (1) supplied electric light fixture. Where an interior stairway or public hallway changes in direction, more than one (1) supplied electric light fixture is required.
All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order and shall meet all installation and safety codes.
4.3 Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures and premises shall be of an approved type, in safe and sanitary condition and in good working order and meet all installation and safety codes.
Telephone Service Requirements:
4.4.0 Contractor shall provide local area, touch tone, telephone service for each room. The telephone service shall be capable of long distance telephone service when long distance calls are placed using a telephone calling card or other telephone charge method.
Contractor shall provide one telephone in each room.
Telephone service shall be equipped with voice messaging system or front desk message service.
Interior Space Requirements:
4.5.0 Ceilings shall be at least 8 feet 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).
Floor load shall be a minimum live load capacity of 60 pounds per square foot. Storage areas shall have a minimum live load capacity of 150 pounds per square foot.
Floor shall be covered with vinyl floor covering or carpeting (vinyl asbestos floor tile shall not be used for new installations).
Existing floor and/or window covering or carpet may be accepted providing the floor coverings are in good condition.
Exterior doors to rooms shall open into a climate controlled hallway.
Fire Safety:
Buildings in which space is offered shall be evaluated in accordance with latest editions of the National Fire Codes and Uniform Building Code.
4.6.1 Equipment, services, or utilities furnished and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards.
Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in, accordance with NFPA Standard No: 101.
As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways and other common areas.
4.7 Asbestos- No asbestos containing fireproofing or insulation on building structures, acoustical treatment, molded or wet-applied ceiling or wall finishes/decorations, will be permitted.
4.8 Wheelchair Accessibility: Common areas such as hallways and laundry room shall provide for accessible path of travel for wheelchairs.
4.9 Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A171 and Al71a Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.1, Inspector's Manual for Elevators or equivalent local code. The elevators shall also comply with local codes and ordinances.
4.10 Miscellaneous:
4.10.0 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 to the VA at least seven (7) calendar days in advance of the event.
4.10.1 If the building is partially or totally destroyed or damaged by fire or other
casualty so that the space is untenantable as determined by the Government, the
government may terminate the contract upon 15 calendar days prior notice to the contractor and no further payments will be due.
4.10.2 The contractor shall maintain the premises, including the building and all equipment, fixtures, and appurtenances furnished by the contractor under this contract, in good repair and tenantable condition.
4.10.3 In the event the contractor fails to perform any service, to provide any item, or meet
any requirement of this lease, the Government may perform the service, provide the
item, or meet the requirement either directly or through a contract. The Government
may deduct any costs incurred for the service or item, including administrative costs, from the payments.
4.10.4 The C&A requirements do not apply, and that a Security Accreditation Package is not required.
5.0 DELIVERABLES
5.1 FURNITURE AND ACCESSORIES:
5.1.0 Each room shall comply with the following general room requirements:
Floor covering: All type of 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 1/2" or less in length.
Each room shall have lighting fixtures. All overhead lights shall be controlled by wall switches. All light bulbs shall have either a shade or globe with the exception of decorator type bulbs.
All windows shall be able to be secured in a closed position. The windows shall be effectively weather-stripped and the window lights shall be free of cracks and shall be tightly fitted in the window frame.
All windows shall have window treatments consisting of shades, blinds or drapes. The window treatments shall be substantial enough to prevent viewing into the room from outside of the room. In addition, the window treatments shall be capable of substantially darkening the room during daylight hours.
Each room s exterior door shall be secured with snap lock and dead bolt lock. In addition, exterior doors shall have an exterior light, peep hole fitted with 175 degree viewing lens; if not entering into a climate controlled hallway, the door shall have weather stripping on four sides of door or frame to effectively seal off air leaks.
5.1.1 Each room's bathroom shall have the following: combination tub/shower with support rails; commode; vanity; mirror above vanity; overhead light; exhaust fan which exhausts to outside air; GFI protected electrical outlets; solid floor covering, ceramic tile, composition vinyl tile, or solid vinyl sheet.
5.1.2 General Furniture Package
(1) All furniture shall be in good general condition; shall be clean; free of stains and odors; and have no tears or rips in the fabric coverings. Non-upholstered furniture surfaces shall be free of scratches, broken surfaces, splinters, free of stains, and clean.
(2) Each double size bed shall be supplied with the following bed linens which will be freshly cleaned; free of stains, odors, tears, and in good condition.
2 each standard fiberfill pillows
2 each pillow cases
1 each flat sheet
1 each fitted sheet
2 each thermal blankets
1 each bedspread
1 quilted mattress pad
5.1.3 Bath
1 each rubber (safety) mat for tub
4 each bath towels (25" X 48")
4 each hand towels (18" X 30")
4 each wash cloths (12" X 12")
1 each shower liner
1 set of shower hooks
1 each plastic waste basket (7 qt. capacity)
1 each bathroom rug (20" X 30")
1 each soap dish
1 each toothbrush holder
1 each-shower curtain
MARKET SURVEY:
1.
Please provide a capability statement that includes, as a minimum, the following information:
a.
Company Name:
b.
Company Address:
c.
Point of Contract Information:
i.
Name:
ii.
Title:
iii.
Phone Number:
iv.
Facsimile Number:
v.
E-mail Address:
d.
System for Award Management (SAM) Expiration Date:
e.
DUNS Number:
f.
CAGE Number:
g.
Business Size(*)
(Note: (*) as it relates to NAICS Code:
h.
socioeconomic Category:
Small Business
SDVOSB
VOSB
Small Disadvantage Business
8(a)
HUB Zone
Women Owned Small Business
2.
The number of rooms your firm can offer/provide:
3.
The distance your firm is from the Mountain Home VA Medical Center Medical Center:
4.
Comments on the (Draft) Statement of Work (SOW) provided below:
5.
Comments on current market conditions and obstacles in providing these services to the Government:
If interested, please provide a capability statement and proof of owner operator of the hotel/motel. Also, provide e-mail responses to this Request for Information (RFI)/Sources Sought Notice no later than Wednesday, January 30, 2019. The response time cannot be extended beyond the suspense date provided.
THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.
Michael Edwards
Contract Specialist
615-225-5506
michael.edwards2@va.gov
