36C24126Q0126.docx

Combined Synopsis-Solicitation for Commercial Products and Commercial Services RFQ: 36C24126Q0126 Veteran Lodging

GENERAL INFORMATION

VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

POINT OF CONTACT*

Contract Specialist Paula Doerfler Paula.Doerfler@va.gov 774-826-4809 No Faxes Accepted

PLACE OF PERFORMANCE

VA Vermont Healthcare System

VAMC White River Junction

163 Veterans Dr.

White River Junction VT

ADDITIONAL INFORMATION

DESCRIPTION

This is a combined synopsis/solicitation with 100% SDVOSB/VOSB set-aside for commercial items 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 a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06. The associated North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $40 million. The Department of Veterans Affairs Network Contracting Officer 01 is seeking to purchase the supplies or services described in the following Statement of Work.

This is a combined synopsis/solicitation notice synopsizing a solicitation to satisfy the requirements of FAR 5.201 and 5.203. All interested parties should register via SAM.gov interested vendors list. It is the responsibility of the offeror to monitor and download amendments from SAM.gov Federal Business Opportunities, which may be issued to this solicitation. In accordance with FAR 52.204-7, FAR 2.101, and VAAR 802.101, prospective firms must be registered in SAM (www.sam.gov), and in VetCert (Veteran Small Business Certification (sba.gov)) databases prior to award. (Note: In accordance with Public Law 109-461, 38 USC 8127, and NDAA 2021, all vendors claiming Small Business status in accordance with the Veteran's First Contracting Program must be VERIFIED by the Small Business Administration (SBA)). Also, to qualify for a VA contract, vendor must be vendorized by completing Form 10091 at URL https://www.cep.fsc.va.gov/ .

Offerors should carefully follow instructions included in 52.212-1 and for evaluation criteria specified in 52.212-2. Pricing should be identified for the Price/Cost Schedule.

Interested persons may contact the Contracting Specialist via email at Paula.Doerfler@va.gov. regarding this procurement. The determination to conduct a competitive procurement based on responses to this notice is solely within the discretion of the Contracting Officer.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice

Description:

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06.

This solicitation is 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 of $40 Million. The FSC/PSC is V231.

The Network Contracting Office (NCO) 1- New England on behalf of White River Junction, VT VAMC is seeking to purchase Lodging Services Firm-Fixed Price Blanket Purchase Agreement (BPA).

All interested companies shall provide quotations for the following:

Supplies/Services

STATEMENT OF WORK

Medical Center Lodging Program White River Junction Vermont VA Medical Center White River Junction, VT

The Department of Veterans Affairs, White River Junction (WRJ) VA Healthcare System, provides overnight lodging accommodations to Veterans who are:

1) receiving health care services that require them to have early morning appointments and travel is 50 or more miles from their home or

2) have a two-hour drive to the White River Junction VA Medical Center or

3) are traveling to Manchester/Boston VA via the early VA Shuttle or

4) are participating in the Emergency Shelter Program or

5) have had an exception approved by the Social Work Executive or designee

Arrangements must be made in advance by the referring clinic or program and are confirmed by the hotel prior to the Veteran’s arrival. The VA uses Bing Maps to calculate mileage based on the fastest and shortest route from the veteran’s 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 (typically a family member or designated caregiver) as referred by authorized personnel of the White River Junction Veterans Affairs Medical Center (WRJ VAMC). The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided in accordance with hotel 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. This requirement anticipates approximately 4 hotel stays weekly (68 monthly, and 816 yearly) for the Veteran Lodging program and approximately14 hotel stays monthly (168 yearly) for the Emergency Shelter program.

1.2 Lodging facilities must be located within a (1.2) mile radius of the WRJ VAMC located at 163 Veterans Drive, White River Junction, VT 05009-0001 due to the availability of the WRJ VAMC Veteran Transportation shuttle service.

2.0 SCOPE

2.1 The requirement is intended for a base + 4 Period of Performance. Ordering Periods for the Lodging Program are:

Base year – 01/19/2026 – 01/18/2027 Ordering Period 1 - 01/19/2027 – 01/18/2028 Ordering Period 2 - 01/19/2028 – 01/18/2029 Ordering Period 3 - 01/19/2029 – 01/18/2030 Ordering Period 4 - 01/19/2030 – 01/18/2031

The WRJ 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 contractor is allowed to use government per diem rates, but no taxes will be incurred as the VA Medical Center is exempt from all state, local and federal taxes. A Vermont Tax Exemption form can be provided if requested. The WRJ VAMC Veteran Transportation Service may provide shuttle services to VA patients and must be arranged by the Veteran in advance.

2.2 Each room shall be double occupancy, ADA compliant and handicapped accessible (if applicable). 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 and allow service animals or pets (if applicable).

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 WRJ VAMC and shall be at the double occupancy rate. Any additional occupants that are not noted as a guest by authorized personnel from the WRJ VAMC are the responsibility of the Veteran beneficiary. Authorized personnel or the Administrator Officer of the Day (AOD) will call or email (through secure messaging) the contractor with the Veterans name, the arrival date, length of stay, and any other unique needs (such as location of room, wheelchair accessibility, number/size of beds, etc.) at the contractor’s motel/hotel. It is the contractor's responsibility to ensure the Veteran has an approved reservation and to notify the veteran with a hotel confirmation number and location of the hotel and length of stay information, along with secure email to WRJ VAMC POCs of hotel and reservation confirmation information.

2.5 Services shall be performed 24/7 to include holidays. The contractor shall use the hotel’s check- in and check-out times.

2.6 Personnel of the WRJ 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 24/7.

2.7 If a Veteran refuses to vacate the room, the contractor shall immediately notify authorized personnel of the WRJ VAMC or the AOD. The WRJ VAMC will be responsible for any damage to the hotel room caused by the veteran during their stay.

3.0 REQUIREMENTS

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

3.2 The contractor will submit monthly invoices per the contract’s payment clause instructions. The contractor shall reference the Veteran beneficiary’s name on the invoice, date of stay and room rate so it may be matched with the WRJ VAMC’s records of authorized stays.

4.0 RECORDS MANAGEMENT

4.1 Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

4. 2 Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

4.3 Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4.4 Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

4.5 Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

4.6 The Government Agency owns the rights to all data/records produced as part of this contract.

4.7 The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

4.8 Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

4.9 No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

4.10 Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

5.0 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 WRJ 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 WRJ VAMC monthly, a copy of the pest control inspection conducted. If it is found that a Veteran arrived to the WRJ VAMC with bedbugs, the contractor shall, within 4 hours after receipt of notification by the Contracting Officer Representative (COR) or Pest Control Manager or higher designee, perform Integrated Pest Management (IPM) Service to correct the emergent condition.

4.3 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 WRJ VAMC if lodging relocation is required and of the alternative lodging arrangements that were established. Email notification is required as soon as new arrangements have been finalized.

(END OF STATEMENT OF WORK)

The purchase order/contract anticipated period of performance is: 01/19/2026 - 01/18/2031.

Services for:

Department of Veterans Affairs White River Junction VAMC 215 North Main Street White River Junction, VT 05001-3833

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

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 FAR Provisions, as applicable:

· FAR 52.212-1, “Instructions to Offerors-Commercial Products and Commercial Services” (SEP2023) (DEVIATION OCT 2025)

· FAR 52.212-2, “Evaluation-Commercial Products and Commercial Services” (NOV 2021) (DEVIATION OCT 2025) Evaluation Factors: Award will be made to the quote that represents the best value to the Government, considering the following factors: Price, Technical, and Past Performance.

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 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/services in a timely and efficient manner.

a.) Meeting the specifications of the Statement of Work.

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.

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.

· FAR 52.204-7, “System for Award Management—Registration” (NOV 2024) (DEVIATION NOV 2025) [when offerors are required to be registered in SAM.

Required FAR Clauses, as applicable:

· FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services(NOV 2023) (DEVIATION OCT 2025)

· FAR 52.252-2, “Clauses Incorporated by Reference” (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaulpart- 52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

· FAR 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025)

· FAR 52.209-6, “Protecting the Government's Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded”. (JAN 2025) (DEVIATION NOV 2025)

· FAR 52.219-6, “Notice of Total Small Business Set-Aside”. (NOV 2020) (DEVIATION NOV 2025) [in solicitations involving small business set-asides. Includes multiple award contracts when orders may be set aside for any of the small business concerns identified in RFO FAR 19.000(a)(3)].

· FAR 52.222-35, “Equal Opportunity for Veterans”. (JUN 2020) (DEVIATION NOV 2025) [$200,000 or more except when work is performed outside of US by employees recruited outside of US or agency head waives all terms of the clause].

· FAR 52.222-36, “Equal Opportunity for Workers with Disabilities”. (JUN 2020) (DEVIATION NOV 2025) [Solicitations and contracts in excess of $20,000, except when work is to be performed outside the US or as waived by the Director of OFCCP or agency head].

· FAR 52.222-41, “Service Contract Labor Standards”. (AUG 2018) (DEVIATION NOV 2025) [If RFO FAR Subpart 22.10 applies & over $2,500].

· FAR 52.222-50, “Combating Trafficking in Persons”. (NOV 2021) (DEVIATION NOV 2025) [all solicitations and contracts]. ALT I (MAR 2015) (DEVIATION NOV 2025) [Contract performance outside U.S. and CO has been notified of specific U.S. directives or notices regarding combating trafficking in persons (such as general orders or military listings of “off-limits “local establishments) that apply to contractor employees at the contract place of performance].

· FAR 52.224-3, “Privacy Training”. (JAN 2017) [in solicitations and contracts when, on behalf of the agency, contractor employees will 1) have access to a system of records; 2) Create, collect, use, process, store, maintain, disseminate, disclose, dispose or otherwise handle personally identifiable information; or 3) Design, develop, maintain or operate a system of records.]

· FAR 52.240-91, “Security Prohibitions and Exclusions. (DEVIATION NOV 2025) [all solicitations and contracts EXCEPT FSS/GWAC/multi-agency contracts and where program office or the requiring activity instructs the CO to select specific types of FASCSA (Federal Acquisition Supply Chain Security Act) orders.]

· FAR 52.216-18, “Ordering” (AUG 2020) [in solicitations and contracts when a definite quantity/ requirements/indefinite-quantity contract is contemplated].

· FAR 52.216-19, “Order Limitations” (OCT 1995) [in solicitations and contracts when a definite quantity/ requirements/indefinite-quantity contract is contemplated]].

· FAR 52.216-24, “Limitation of Government Liability” (APR 1984) [letter contracts only; see RFO FAR 16.603-4(b)(2)].

· FAR 52.216-32, “Task-Order and Delivery-Order Ombudsman”. (SEP 2019) [in solicitations and contracts when a multiple-award task or delivery order contract is contemplated.]

· FAR 52.217-9, Option to Extend the Term of the Contract (MAR 2000) [use when options are appropriate; see RFO FAR 17.203(g)].

· FAR 52.203-16, “Preventing Personal Conflicts of Interest” (JUN 2020) [over SAT and sol. Includes services that involve performance of acquisition functions closely associated with inherently Government functions; Do not insert in solicitations & contracts with a self-employed individual if acquisition functions are performed entirely by self-employed individual vs. an employee of the contractor] [see RFO FAR 3.1106].

· FAR 52.224-2, “52.224-2 Privacy Act (APR 1984) [use when the design, development, or operation of a system of records on individuals is required].

· FAR 52.237-3, “Continuity of Services” (JAN 1991) [use when services are vital to the Govt.& must be continued without interruption when transitioning from one contractor to another or from contractor to the Government and the Government anticipates difficulties in the transition, e.g., for services in remote locations or personnel need special security clearances; see RFO FAR 37.802-5(c)].

VAAR Provisions:

· VAAR 852.223-70, “Instructions to Offerors – Sustainable Acquisition Plan (SEP 2019)

· VAAR 852.273-74, “Award without Exchanges” (NOV 2021) [If under 38 USC 8153 and is for acquisition of health-care resources consisting of commercial services or the use of medical equipment or space, use if award may be made without exchanges with vendors per VAAR 873.113(f)].

VAAR Clauses:

· VAAR 852.201-70, “Contracting Officer’s Representative” (DEC 2022)

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

· VAAR 852.208-70, “Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors” – Orders or BPAs (JAN 2023) (DEVIATION) [when SDVOSB/ VOSB set aside is not feasible, use for task orders, delivery orders or BPAs using evaluation factors other than price alone].

· VAAR 852.208-71, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factor Commitments – Orders and BPAs (JAN 2023) (DEVIATION).

· VAAR 852.211-72, “Technical Industry Standards” (NOV 2018)

· VAAR 852.219-73, VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION)

· VAAR 852.219-75, VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction (JAN 2023) (DEVIATION)

· VAAR 852.232-72, Electronic Submission of Payment Requests (NOV 2018)

· VAAR 852.235-72, Animal Welfare (DEC 2022)

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

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 and conditions.

Submission of your response shall be received not later than 1/9/2026 at 12:00 PM EST and e-mail sent to Paula.Doerfler@va.gov. All questions will be received not later than 01/02/2026 at 12:00 PM EST via e-mail sent to Paula.Doerfler@va.gov. Response to questions will be answered by an Amendment.

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 Paula Doerfler Paula.Doerfler@va.gov image1.png