Attachment A - SOW Hoptel Services FY22 - Mod-19 Oct.pdf

Department of Veterans Affairs Medical Center Wilmington VAMC, DE 19805

Statement of Work

Description: Veteran Temporary Lodging (Hotel) Services

1. INTRODUCTION/BACKGROUND:

The Veterans Health Administration (VHA) mandates temporary lodging be provided to Veterans or active-duty Service members who are undergoing a course of outpatient treatment or a period of hospitalization (designated as episodes of care). Veterans or active-duty Service members may be accommodated in temporary lodging with their accompanying individuals in limited circumstances of immediate need when no alternative temporary lodging is available.

2. OBJECTIVE:

a. The Health Administration Service (HAS) at the Department of Veterans Affairs Medical Center in Wilmington, Delaware, hereby referred to as the VAMC Wilmington, is seeking to establish a contract with a local short term stay vendor to meet mandated temporary lodging requirements. The number of nights being requested for year one is 163; 200 for second year; 225 for third year; 250 for fourth year and 275 for fifth year.

b. The period of performance requested for this acquisition is for five years.

c. To meet the needs of this acquisition, the lodging facility must meet the following salient characteristics:

(1) Be located within 20 miles of Wilmington VAMC as estimated by a

GPS car navigation program / system.

(2) Be compliant with the Americans with Disabilities Act (ADA) with accessibility to the establishment, sleeping accommodations and bath facilities including availability of handicap-accessible private bathrooms and handicap-accessible path of travel for veterans and caregivers.

(3) Provide freshly cleaned rooms in the same manner as all other guests.

This includes the cleaning and sanitation of all sinks, toilets and bathtubs/showers.

(4) Have availability of at least two full-sized beds for single or double occupancy:

(5) Allow the Veteran and their accompanying individual lodging in the same room for the duration of their stay. Situations requiring separate rooms must be discussed with and approved by the Wilmington VAMC.

Veteran’s accompanying individuals specifically requesting a separate room are responsible for lodging charges incurred.

(6) Provide 24-hour front desk or similar support. Veteran requests for assistance must be resolved in a timely manner.

3. MAJOR REQUIREMENTS:

a. The Contractor/Vendor must complete the following tasks to meet the needs of this acquisition:

(1) Have always lodging meeting the described prominent characteristics available for stays from one to five nights.

(2) Offer shuttle transportation to and from facility and the Wilmington

VAMC.

(3) Provide lodging using a reservation confirmation number provided in advance by the Wilmington VAMC Travel Office.

(4) All billing must be submitted through the Department of Veterans

Affairs Invoice Payment Processing System (IPPS). All payments are made in arrears.

(5) Confirm the Wilmington VAMC is not responsible for any damages incurred by the Veteran and/or accompanying individual. The cost of damage is the responsibility of the Veteran.

(6) The Wilmington VAMC shall not be financially obligated to pay for rooms that are not used or are cancelled in advance according to the lodging facility's cancellation policy.

b. The Government and the Contractor understand and agree that the services to be delivered under this contract by the Contractor to the Government are non-personal services and the parties recognize and agree that no employer-employee or master-servant relationships exist or will exist under the contract between the Government and the Contractor’s employees.

4. CONTRACTING OFFICER'S REPRESENTATIVE (COR):

a. The identified COR/Point of Contact for this acquisition is Jasmine Murphy (jasmine.murphy@va.gov).

b. No Government personnel, other than the Contracting Officer (CO), has the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification. The CO for this requirement is Cynthia Laemmerhirt. Ms. Laemmerhirt’s email address is cynthia.laemmerhirt@va.gov.

5. PERIOD OF PERFORMANCE:

Services must be provided within the timeframes designated by the Federal Government.

The period of performance will be 11/15/2021 – 11/14/2026.

6. INVOICING INSTRUCTIONS:

Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services will be at the rates specified in the Price/Cost Schedule. All monthly invoices from the contractor will be electronically submitted through the Tungsten Network within 15 days following the end of the month of services rendered.

Vendor Electronic Invoice Submission Methods: Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below.

The information page for the Financial Service Center (FSC) of the Department of Veterans Affairs that includes information regarding electronic invoice submission can be referenced at:

http://www.fsc.va.gov/einvoice.asp

Department of Veterans Affairs Financial Services Center PO Box 149971 Austin TX 78714-8971 Customer Support Help Desk (877-353-9791)

Invoices must be approved by the COR prior to payment release. Invoices without the required information will be rejected.

If the COR refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

• Name and Address of Contractor

• Invoice Date and Invoice Number

• Contract Number and Obligation Number

• Assigned reference number

• Name of Veteran

• Name, title, and phone number of person to notify in event of defective invoice

• Total Price

Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

Contractor Remittance Address: All payments by the Government to the Contractor will be made by Electronic Funds Transfer (EFT)

7. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety

Protocols for Federal Contractors

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date.

Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

https://www.va.gov/covid19screen/