Patient Lodging (Hotel) Management
Request for Quote (RFQ) #: 36C25920Q0011
Patient Lodging (Hotel) Management
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 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 reserves the right to make no award from this solicitation.
* The deadline for all questions is 4:00pm MST, 10/17/19
All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.
** Quotes are to be provided to Tamanica.danford-leaf@va.gov no later than 4:00pm MST, 10/23/19.
Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.
This is a Request for Quote (RFQ) and the solicitation number is RFQ # 36C25920Q0011. The government anticipates awarding a firm-fixed price single award Blanket Purchase Agreement (BPA) resulting from this solicitation.
This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-05 effective August 13, 2019.
The North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $32.5M. This solicitation is a 100% set-aside for Small Business (SB).
List of Line Items;
ITEM #
DESCRIPTION OF SUPPLIES/SERVICES
0001
Off-Site Lodging /Including Shuttle Service
Period of Performance 12/1/19 thru 11/30/2020
**Note: provide daily room rate per hotel offered
Daily Rate
#rooms(8) x #days(5) x weeks(52) x rate
Annual Total
1001
Off-Site Lodging /Including Shuttle Service
Period of Performance 12/1/20 thru 11/30/21
**Note: provide daily room rate per hotel offered
Daily Rate
Annual Total
2001
Off-Site Lodging /Including Shuttle Service
Period of Performance 12/1/21 thru 11/30/22
**Note: provide daily room rate per hotel offered
Daily Rate
Annual Total
3001
Off-Site Lodging /Including Shuttle Service
Period of Performance 12/1/22 thru 11/30/23
**Note: provide daily room rate per hotel offered
Daily Rate
Annual Total
4001
Off-Site Lodging /Including Shuttle Service
Period of Performance 12/1/23 thru 11/30/24
**Note: provide daily room rate per hotel offered
Daily Rate
Annual Total
Total 5-year
Description of Requirements for the items to be acquired (salient characteristics);
The VA Medical Center in Sheridan Wyoming is in need of a contractor to provide a hotel located near the hospital. The contractor will manage any issues between the Medical Center and the hotel, the invoicing and payments, and all other issues that may arise.
Statement of Work
VA Medical Center
Veteran Lodging Program
The Sheridan Veterans Administration Healthcare System (SVAHCS) intends to award a Fixed Priced, single award, Blanket Purchase Agreement (BPA) for Veteran Lodging Services for 5-years, Period of Performance 12/1/19 thru 11/30/2024. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions:
1. Background: The VA Medical Center located at 1898 Fort Road Sheridan, Wyoming 82801 has a need for off-site lodging. Rooms are required for authorized Veterans for on-site appointments and will be close to SVAHCS. This service is provided to Veterans who traveled long-distance for their healthcare needs.
2. Contractor Requirements/Responsibilities:
a. Contractor shall provide hotel/lodging facilities to accommodate the number of rooms required in paragraph 3
b. Shall provide hotel/lodging facilities with a minimum of a 3 diamond/3-star rating from independent origination such as AAA and /or Trip Advisor.
c. Shall be responsible for providing invoices at the first of every month.
d. Shall be the single point of contact for issues/complaints for the hotel and the Medical Center.
e. Shall monitor hotels for compliance with all safety and health regulations, state and federal.
f. Shall provide a point of contact (POC) for contract management.
3. Hotel Requirements:
a. A minimum of eight (8) rooms per day are required to be reserved for VA veterans. Three (3) of which need to be American with Disabilities Act (ADA) compliant.
b. Hotel shall be within 10 miles of the Medical Center.
c. Rooms shall be available Sundays thru Thursdays.
d. All rooms shall be non-smoking rooms.
- the contractor will provide a designated smoking area with proper signage
e. Rooms should have two beds to accommodate a care giver as needed.
f. Rooms shall be fully furnished: Bed(s), Telephone, TV, and Refrigerator.
g. The Medical Center reserves the right to inspect the rooms on an as needed basis.
h. All rooms will be charged at the same rate regardless of the time of/or type of room reservation. The VA reserves the right to request additional rooms; however, as part of the competitive process, the contractor must propose as part of the offer, any rates above and beyond the daily room requirement. Room rates shall be calculated at checkout time/date. Late checkouts should be available to the veteran.
4. VA Responsibilities:
a. It is the medical centers responsibility to ensure a complete and accurate Non-VA Temporary Lodging and Referral Voucher is provided to the veteran upon lodging clearance.
b. The Lodging Coordinator will ensure they complete the monthly invoice review within 3-5 business days of receipt into their e-mail accounts. Any invoicing discrepancies identified will be referred to the Lodging Management Group that same day. Once the issue is resolved, only then will the approval be for submitting for invoicing will be granted.
c. The VA Medical Center shall be responsible for providing any patient information security/PII training as needed. The C & A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.
d. The VA Medical Center shall release unreserved rooms back to the hotel by 5 p.m. daily. VA will be responsible for unreleased unused room fees.
e. The VA Medical Center shall have a process in place to handle complaints from the hotels and/or from the veterans. All complaints shall be referred to the contractor.
f. The VA Medical Center reserves the right to terminate the contract at any time at the convenience of the government.
5. General:
a. The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms. Seasonal rate changes are not allowed.
b. All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.
c. The Veterans upon scheduling an appointment will be informed by SVAHCS staff, to immediately call the assigned hotel/motel to reserve a room. The Contractor will hold a room for the Veteran in accordance with their standard reservation process.
d. The Contractor shall allow contracted rooms to be occupied only by specific individuals referred by authorized personnel of the SVAHCS. These individuals upon completing lodging clearance at the SVAHCS, will provide a Non-VA Temporary Lodging and Referral Voucher to the hotel/motel front desk staff. This voucher will have specific information related to the current stay to include the Veterans name date of lodging, number of days authorized, and authorized by initials.
1. Authorized Lodging personnel tour is Monday thru Friday (07:30-16:00) and can be reached at (307) 675-3603.
2. After hours, weekends and holidays, the Administrative Office of the Day (AOD) can be reached at (307) 675-3603.
e. The Veteran is required to contact the hotel before 5 p. m. for any/all late check-ins.
f. All hotels rules regarding pets shall be complied with by the veteran.
6. Extended Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the SVAHCS, such services shall be at the expense of the Veteran. If the Veteran is admitted or stays overnight in the VA facility, stays of family members or care givers in the contracted lodging facility shall be at their own expense.
7. Transportation/Parking: The VA or Veteran shall not be responsible for any parking fees.
8. Patient Emergency Procedures:
a. In the event of an emergency/non-emergency situation where fire/police/ambulance are called, this information will be communicated to the Lodging Management Group who will inform the SVAHCS lodging coordinator/s. The Contractor shall also be informed.
If an emergency, the notification is expected within 2-hours.
If a non-emergency, the notification is expected by the close of business, the next day.
9. Damages:
a. Any damage caused by a Veteran will be billed to that individual. The SVAHCS assumes no liability with its lodgers other than the contracted room rate.
In the event of damage or a disruption, it is the hotel/motel s prerogative to determine if a Veteran will be a future guest. The SVAHCS will honor this decision.
After the hotel/motel management informs the Veteran of not being welcomed back to their facility, the SVAHCS will follow-up with a registered letter informing the Veteran of the hotel decision and SVAHCS abiding by that decision.
The SVAHCS must be notified within 3 business days when any damages have occurred. The damages shall be documented and submitted to the SVAHCS; to include pictures.
Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at 1898 Fort Road, Sheridan, WY 82801
52.212-1, Instructions to Offerors--Commercial
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
Any award made as a result of this solicitation will be made on an All or Nothing Basis.
State if quoted items are available and priced through contractors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.
Contractors socioeconomic status must be verified in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/. Unverified contractors will be considered non-responsive.
Contractors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the contractor making such contact may be excluded from award considerations.
All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
All information shall be confined to the appropriate file. The contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Any award made resulting from this solicitation will be made based on the best overall quote that is determined to be the best overall value to the Government, considering (I) Technical Acceptability and (II) price.
Respondents to this announcement shall submit their quote on Contractors Letterhead in accordance with FAR 52.212-1. Submission of quote shall include the following volumes: (I) Technical Acceptability (II) Price.
Volume I Technical Acceptability
The offeror shall submit a completed Attachment 1, List of Requirements, which details all the technical aspects listed and identified in the Statement of Work.
Volume II Price
The offeror shall complete the Price Schedule of Supplies/Services of this solicitation, with proposed line item prices inserted in appropriate spaces and detail/itemize the pricing or add additional line items, if applicable.
The Government requires contractors to quote unit prices and total prices that are two (2) decimal places. The unit price multiplied by unit quantity must equal the total price for that line item.
(End of Addendum to 52.212-1)
52.212-2, Evaluation--Commercial Items
ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS:
Any award resulting from this solicitation will be made based on the best overall quote that is determined to be the overall best value to the government. Pursuant to FAR 52.212-2, the criteria for evaluation is: : (I) Technical Acceptability (II) Price.
Factor 1: Technical Acceptability The Government will evaluate the responses provided to Attachment 1, List of Requirements.B If an offeror marks no to a minimum of one (1) requirement listed therein, the offeror s quote will be excluded from further evaluation and no longer considered for award. The technical rating is on the below:
Table A Technical Ratings
Rating
Description
Acceptable
The technical volume clearly meets the minimum requirements of the solicitation. (All responses to Attachment 1, List of Requirements, are marked yes )
Unacceptable
The technical volume does not clearly meet the minimum requirements of the solicitation. (If an offeror marks no to a minimum of one (1) requirement listed therein)
Factor 2: Price Initially quotes shall be ranked according to price, including option prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not receive a technical rating of acceptable shall not be selected for award, regardless of price.
NOTE: In accordance with FAR 52.217-8 Option to Extend Services, half of the price (6 months) of the last option year will be added to the price and evaluated upfront in the event this clause is exercised. However, the additional 6-month pricing will not be included in the pricing notification to all offerors.
All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. Consequently, contractors are highly encouraged to quote their best pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all contractors submitting a quote, if it is determined advantageous to the Government to do so. If these communications take place, the Government is not obligated to communicate with every contractor (note that FAR Part 15 procedures do not apply; therefore, formal discussions are not applicable). All contractors will be treated fairly and impartially. A contractor may be eliminated from consideration without further communication if its pricing quotes are not among those contractors considered most advantageous to the Government based on a best value determination.
All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the capability of the lowest priced quote only. If the lowest priced Offeror s capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors capability. If the lowest priced Offeror s capability is determined to not meet the requirement, then the Government may review the capability next lowest priced quote, and so forth and so on, until the Government reaches a quote that is determined to meet the capability requirements.
Quotes that merely restate the requirement or state that the requirement shall be met, without providing supporting rationale, are not sufficient. Contractors are cautioned that the award may not necessarily be made to the contractor quoting the lowest price, or to the contractor with the most highly technical quote. Award may be made to other than the lowest priced quote, if the Government determines that a price premium is warranted due to the merits of one or more of the non-price factors.
(End of Addendum to 52.212-2)
Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.
52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition
52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items
FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;
FAR 52.203-6
Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402)
FAR 52.204-10
Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note)
FAR 52.209-6
Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note)
FAR 52.219-8
Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3));
FAR 52.219-28
Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2))
FAR 52.222-3
Convict Labor (June 2003) (E.O. 11755)
FAR 52.222-19
Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126)
FAR 52.222-21
Prohibition of Segregated Facilities (APR 2015)
FAR 52.222-26
Equal Opportunity (SEP 2016) (E.O. 11246)
FAR 52.222-35
Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212)
FAR 52.222-36
Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793)
FAR 52.222-37
Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212)
FAR 52.222-40
Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496)
FAR 52.222-50
Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627)
FAR 52.223-18
Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
FAR 52.224-3
Privacy Training (Jan2017) (5 U.S.C. 552a)
FAR 52.225 5
Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note)
FAR 52.225-13
Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)
FAR 52.232-34
Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013) (31 U.S.C. 3332)
Additional contract requirements or terms and conditions:
52.252-2, Clauses Incorporated by Reference (Feb 1998)
This BPA 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):
http://www.acquisition.gov/far/index.html
http://www.va.gov/oal/library/vaar/
The following FAR clauses are incorporated by reference:
FAR 52.204-13 System for Award Management
The following FAR clause is incorporated in full text:
FAR 52.217-8 Option to Extend Services (NOV 1999)
The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 calendar days.
The following VAAR clauses are to be incorporated by reference:
VAAR 852.203-70 Commercial Advertising
VAAR 852.232-72 Electronic Submission of Payment Requests
VAAR 852.246-71 Inspection
52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)
This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):
http://www.acquisition.gov/far/index.html (FAR)
http://www.va.gov/oal/library/vaar/index.asp (VAAR)
The following FAR provisions are to be incorporated by reference:
FAR 52.204-16 Commercial and Government Entity Code Reporting (JUL 206)
FAR 52.219-6 Notice of Total Small Business Set-Aside.
The following VAAR provisions are to be incorporated by reference:
The Defense Priorities and Allocations System (DPAS) does not apply.
Date and Time offers are due to Tamanica.danford-leaf@va.gov by 4:00pm MST, 10/23/2019.
Name and email of the individual to contact for information regarding the solicitation:
Tica Danford-Leaf
Contacting Officer
Attachment 1 List of Requirements
Technical Requirements
Yes
No
Section 2.a
Contractor shall provide hotel/lodging facilities to accommodate the number of rooms required in paragraph 3.
Section 2.b
Have a minimum 3 diamond/3-star rating from independent originations such as AAA and/ or Trip Advisor
Section 3.a
A minimum of eight (8) rooms per day are required to be reserved for VA veterans. Three (3) of which need to be American with Disabilities Act (ADA) compliant.
Section 3.b Lodging within 10-mile radius location of the VAMC
Section 3.c Rooms shall be available Sundays thru Thursday (checkout Friday).
Section 3.d All rooms offered shall be non-smoking rooms.
Section 3.e Rooms should have two beds to accommodate a care giver as needed.
Section 3.f Rooms shall be fully furnished: Bed(s), Telephone, TV, and Refrigerator.
Section 5.a The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms. Seasonal rate changes are not allowed.
Section 5.b All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.
7. The VA or Veterans shall not be responsible for parking fees.
Tica Danford-Leaf
tamanica.danford-leaf@va.gov
tamanica.danford-leaf@va.gov
