Attachment 1 Combined Synopsis Solicitation Amendment 0001 - Hoptel Services.docx

Attachment 1: Combined Synopsis-Solicitation for Commercial Products and Commercial Services

RFQ # 36C24124Q0762 0001

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2024-05 dated 5/22/2024.

This solicitation is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

The associated North American Industrial Classification System (NAICS) code for this procurement is 721110, with a small business size standard of $40 Million.

The FSC/PSC is V231.

The Network Contracting Office (NCO) 1 New England on behalf of the VA Connecticut Healthcare System, CT is seeking to purchase Hospital Hotel (Hoptel) Services Blanket Purchase Agreement (BPA).

All interested companies shall provide quotations for the following:

Supplies/Services

(PERFOMANCE WORK STATEMENT)

The West Haven VA Medical Center provides overnight lodging accommodations to Veterans who are receiving health care services that require them to have early morning appointments. Arrangements must be made in advance by the referring clinic and confirmed by hoptel prior to the Veteran’s arrival. Veterans are eligible for hoptel services if travel is 50 or more miles from their home or have a two-hour drive to the West Haven VA Medical Center. The VA uses Bing Maps to calculate mileage based on the fastest and shortest route from the Veterans home to the closest VA. The Veteran must be clinically stable and capable of self-care. VA does not provide nursing or other medical care for temporary lodgers.

1.0 GENERAL

1.1 The contractor shall furnish rooms to Veteran beneficiaries and guest as referred by authorized personnel of the West Haven Veterans Affairs Medical Center. The contractor shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided in accordance with HOPTEL standards to accommodate those Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable patients who would normally be discharged to their home will be considered for lodging.

1.2 Lodging facilities must be located within five (5) miles of the West Haven VAMC located at 950 Campbell Ave., West Haven, CT 06516.

2.0 SCOPE

2.1 The requirement is intended for a base +4 Ordering Periods are:

Base year- TBD Option year 1- TBD Option year 2- TBD Option year 3- TBD Option year 4- TBD

The West Haven 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. The Veteran Transportation Service will provide shuttle services to VA patients from 06:00 a.m. through 17:00 p.m. and must be arranged during business hours.

2.2 Each room shall be double occupancy and handicapped accessible or be ADA compliant. 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.

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

2.4 The contractor shall allow the occupancy of the room covered by this contract only of the Veteran beneficiary and guest referred by authorized personnel of the West Haven VAMC and shall be at the double occupancy rate. Any additional occupants that are not noted as a guest by authorized personnel from the West Haven VAMC are the responsibility of the Veteran beneficiary. Authorized personnel or the Administrator Officer of the Day (AOD) will call and inform the contractor of the individual’s name, guest, and the arrival date at the contractor’s motel/hotel. Stays will be limited to one night unless additional nights are authorized by the AOD. It is the contractor's responsibility to ensure the Veteran has an approved reservation at the location of the hotel.

2.5 Services shall be performed 5 days a week, Sunday through Thursday except on any evening preceding a Federal Holiday unless authorized in advance by authorized personnel of the AOC. The contractor shall use the hotel’s check in and checkout times. Applicable holidays are as follows:

1. New Year’s Day

2. Martin Luther King's (MLK) Birthday

3. President's Day

4. Memorial Day

5. Juneteenth

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veterans Day

10. Thanksgiving Day

11. Christmas Day

2.6 Personnel of the West Haven 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 8:00 A.M. to 4:30 P.M., Monday through Friday at (203-932-5711) ext. 3246 An AOD will be assigned for any after hours, weekends, holiday referrals, or contractor issues and will be accessible to the contractor at (203-932-5711) ext. 3131. If the AOD does not answer, call the AOD cell 475-280-1609 or the Business Office Manager cell 203-506-4095.

2.7 The Veteran beneficiary’s named guest and authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel of the West Haven VAMC and presented to the contractor by the referred Veteran beneficiary. If a Veteran beneficiary or guest refuses to vacate the room, the contractor shall immediately notify authorized personnel of the West Haven VAMC or the AOD.

3.0 REQUIREMENTS

3.1 If the contractor fails to furnish the required lodging services, the West Haven VAMC reserves the right to obtain the service from another source.

3.2 The contractor is to submit monthly invoices per the contract’s payment clause instructions. The contractor shall reference the Veteran beneficiary’s name on the invoice so it may be matched with the West Haven VAMC’s records of authorized stays.

4.0 MISCELLANEOUS

4.1 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 West Haven VAMC at least seven (7) calendar days in advance of the event.

4.2 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.

4.3 The contractor shall refer complaints received directly from the Veteran beneficiary to the COR, Timothy T. Smith, 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.

4.4 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.

4.5 The contractor shall notify the West Haven 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.

Attachment 1 HOPTEL Voucher

January 10, 1996West Haven VAMC Contract Number VA689-24-X-XXXX

Contractor’s Motel/Hotel Name Contractor’s Address Veteran Beneficiary: _____________________________________________________ Guest: _______________________________________________________ Reservation Confirmation #: _______________________________________________ Authorized Stay Dates: ________________ to _________________ The above-named Veteran Beneficiary and guest have been authorized for lodging for the authorized stay dates at the above referenced motel / hotel at the West Haven Veterans Affairs Medical Center’s (VAMC) expense. The contractor’s check-in and check-out times are applicable.

There shall be no additional expenses to the Veteran beneficiary or guest for the lodging. Any expenses incurred beyond the terms of the contract (i.e., room service, damages, entertainment purchases, laundry services, long distance calls, etc.) are not the responsibility of the West Haven VAMC and are the responsibility of the Veteran beneficiary.

Authorized Personnel’s Printed Name: _______________________________________

Authorized Personnel’s Signature: __________________________________________

· Authorized personnel can be reached Monday – Friday 8:00 A.M. to 4:30 P.M.

Authorized Personnel: (203) 932-5711 ext. 3246

· Issues occurring after hours, weekends and holidays, please contact the AOD at:

(203) 932-5711 ext. 3131

· If the AOD does not answer, call the AOD cell 475-280-1609 or the Business Office Manager cell 203-506-4095.

Attachment 2

VETERAN BENEFICIARY RESPONSIBILITIES

By signing this form, I am confirming that I have read and understand the responsibilities listed below:

1. I am personally responsible for expenses incurred beyond the terms of the contract (i.e., room service, damages, entertainment purchases, laundry services, long distance calls, etc.)

2. Disruptive behavior (i.e., too much noise, theft, vandalism, etc.) could result in my removal from the West Haven VAMC HOPTEL Program.

3. I understand that if have a guest, the West Haven VAMC will not be responsible for any expenses incurred (i.e., meals, supplies, any other costs, etc.)

4. I understand that my pets cannot stay with me at the hotel, except for a Licensed Service Animals.

5. If for any reason, I am admitted to the West Haven VAMC or any medical center for medical care, the authorized stay is no longer valid and any guest that are residing with me during the authorized period / stay may remain at the contractor’s motel / hotel but at his or her own expense.

6. I understand that I am personally responsible for my own valuables and clothing.

7. If I require emergency medical care while being lodged, I am responsible for taking appropriate action, such as calling 911 or reporting to the West Haven VAMC’s Emergency Department.

8. I understand that the VA will provide transportation to and from the hotel if needed.

Veteran Beneficiary Printed Name: __________________________________________ Veteran Beneficiary Signature: _____________________________________________

(END OF PERFORMANCE WORK STATEMENT)

The potential BPA period of performance is 8/19/2024-8/18/2029.

(PROVISIONS)

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

· FAR 52.204-6, “Unique Entity Identifier”, OCT 2016

· FAR 52.204-7, “System for Award Management”, OCT 2018

· FAR 52.204-16, “Commercial and Government Entity Code Reporting”, AUG 2020

· FAR 52.216-1, “Type of Contract”, APR 1984

· FAR 52.229-11, “Tax on Certain Foreign Procurements – Notice and Representation”, JUN 2020

· VAAR 852.209-70, “Organizational Conflicts of Interest”, OCT 2020

· VAAR 852.215-70, “Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors”, JAN 2023 (DEVIATION)

· FAR 52.212-2, “Evaluation-Commercial Items”, OCT 2014

All quoters shall submit the following: Price, Technical, and Past Performance.

All quotes shall be sent to the Contracting Officer, Tara Dossiema, tara.dossiema@va.gov Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side-by-side comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors: Price, Technical, and Past Performance.

1. Price:

a. Complete line items on Page 1 of this solicitation, which will be completed by the offeror.

2. Technical: The offeror’s quote shall be evaluated to determine if the contractor has the capabilities to provide quality supplies in a timely and efficient manner.

a. Meeting the Specifications in the Performance Work Statement.

b. Sub-Contracting (if applicable): If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) (if applicable) and a description of their planned subcontracting effort.

3. Past Performance:

a. Provide 2 references for the same or equivalent performance.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms and conditions.

· FAR 52.212-3, “Offeror Representations and Certifications-Commercial Products and Commercial Services”, SEP 2023

(END OF PROVISIONS)

ATTN: www.sam.gov registration is required to be complete at time of submission of response.

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Products and Commercial Services.” If paragraph (j) of the provision is applicable, a written submission is required.

(CLAUSES)

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” DEC 2022

· ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

· FAR 52.252-2 “Clauses incorporated by reference”, FEB 1998. - This contract 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):

· FAR 52.204-13, “System for award management maintenance”, OCT 2018

· FAR 52.204-18, “Commercial and Government entity code maintenance”, AUG 2020

· FAR 52.232-40, “Providing accelerate payments to small business subcontractors”, MAR 2023

· VAAR 852.203-70, “Commercial Advertising”, MAY 2018

· VAAR 852.219-75, “VA notice of limitations on subcontracting—Certificate of compliance for services and construction”, NOV 2022

· VAAR 852.232-72, “Electronic Submission of Payment requests”, NOV 2018

· VAAR 852.242-71, “Administrative contracting officer”, OCT 2020

· FAR 52.212-5, “Contract Terms and Conditions required to implement statutes or executive orders – Commercial products and Commercial services”, JUN 2023

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

· 52.204–23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115–91).

· 52.204–25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115–232).

· 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015).

· 52.232–40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801).

· 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553).

· 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (NOV 2021) (31 U.S.C. 6101 note).

· 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) (15 U.S.C. 644).

· 52.219-28, Post Award Small Business Program Representation (MAR 2023) (15 U.S.C. 632(a)(2)).

· 52.222-3, Convict Labor (JUN 2003) (E.O. 11755).

· 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

· 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).

· 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)

· 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).

· 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021) (E.O’. s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

· 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67).

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records - Negotiation.

(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor's directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved.

(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law.

(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial products and commercial services. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause—

(i) 52.203-13, Contractor Code of Business Ethics and Conduct (NOV 2021) (41 U.S.C. 3509).

(ii) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, or the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(iii) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (NOV 2021) (Section 1634 of Pub. L. 115-91).

(iv) 52.204-25, Prohibition on Contracting for Certain Telecommunication and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(v) 52.204-27, Prohibition on a ByteDance Covered Application. (JUN 2023) (Section 102 of Division R of Pub L. 117-328).

(vi) 52.219-8, Utilization of Small Business Concerns (OCT 2022) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds the applicable threshold specified in FAR 19.702(a) on the date of subcontract award, the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities.

(vii) 52.222-21, Prohibition of Segregated Facilities (APR 2015)

(viii) 52.222-26, Equal Opportunity (SEP 2015) (E.O. 11246).

(ix) 52.222-35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212).

(x) 52.222-36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793).

(xi) 52.222-37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212)

(xii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). Flow down required in accordance with paragraph (f) of FAR clause 52.222-40.

(xiii) 52.222-41, Service Contract Labor Standards (AUG 2018), (41 U.S.C. chapter 67).

(xiv) (A) 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627).

(B) Alternate I (MAR 2015) of 52.222-50 (22 U.S.C. chapter 78 and E.O. 13627).

(xv) 52.222-51, Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xvi) 52.222-53, Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services – Requirements (MAY 2014) (41 U.S.C. chapter 67).

(xvii) 52.222-54, Employment Eligibility Verification (MAY 2022) (E.O. 12989).

(xviii) 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022).

(xix) 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O. 13706).

(xx) (A) 52.224-3, Privacy Training (JAN 2017) (5 U.S.C. 552a).

(B) Alternate I (JAN 2017) of 52.224-3.

(xxi) 52.225-26, Contractors Performing Private Security Functions Outside the United States (OCT 2016) (Section 862, as amended, of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. Subtitle A, Part V, Subpart G Note)

(xxii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (JUN 2020) (42 U.S.C. 1792). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6.

(xxiii) 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801). Flow down required in accordance with paragraph (c) of 52.232-40.

(xxiiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (NOV 2021) (46 U.S.C. 55305 and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.

(2) While not required, the Contractor may include in its subcontracts for commercial products and commercial services a minimal number of additional clauses necessary to satisfy its contractual obligations.

(END OF CLAUSES)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The award will be made to the response most advantageous to the Government.

Responses should contain your best terms, conditions.

Submission of your response shall be received not later than 8/12/2024 at 9:00 AM EST and e-mail sent to tara.dossiema@va.gov. All questions will be received not later than 07/29/2024 at 12:00 PM EST and e-mail sent to tara.dossiema@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Tara Dossiema tara.dossiema@va.gov 603-624-4366 x5129

Effective Date: 03/15/2023 Page 2 of 2 Revision: 01