S06 - AMEND - 36C246-24-Q-0992 0001 - VENDOR QUESTIONS - PATIENT LODGING HOTEL PROGRAM SERVICE.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

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Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 7

Department of Veterans Affairs

Network Contracting Office 6

100 Emancipation Drive

Hampton VA 23667

Department of Veterans Affairs

Network Contracting Office 6

100 Emancipation Drive

Hampton VA 23667

To all Offerors/Bidders

36C24624Q0992

08-09-2024

X

See CONTINUATION Page

X 1

1. The purpose of this solicitation amendment is to address the Questions & Answers.

2. Please see attachments.

Warren O'Bryant

Contracting Officer

S05 – QUESTIONS FROM VENDORS – 36C246-24-Q-0992 – PATIENT

HOTEL LODGING PROGRAM

1ST EMAIL MESSAGE: - C.J.

We are reviewing the solicitation and have a few questions, please.

1. Page 63, part 5 of the SOW states that the offer shall include fire and safety certifications. Are you looking for the FEMA number/FEMA approved hotels? If not, please elaborate on the requirements.

Response : The Local fire department issues a certificate of occupancy and 5.2.8.

Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.

2. By law, hotels must be ADA compliant. But not every individual lodging room is ADA compliant (have different ADA features such as wider doorways, lowered surfaces, roll in showers with grab bars and chairs, sound alarms, etc.). Each hotel has a limited amount of ADA rooms. How many

ADA rooms do you require daily, or will these needs be listed on the reservation far in advance to guarantee ADA compliant rooms are available for the vets?

Response: 20 ADA rooms daily. VA personnel will email the hotel once a week

(Friday) and/or daily to reserve Veteran rooms.

3. Regarding 2.5 - If Acts of God occur (such as a sentinel event, natural disaster, or state of emergency), won't the VA cancel all veteran appointments?

Response: No. Some Veterans have chemo and radiation treatments.

4. Regarding 2.5 - In an emergency event, such as a natural disaster, where it is probable that all power is lost, stores are closed, and local municipal services (such as water and electricity) are not available - a contractor or hotel can never guarantee the ability to find lodging elsewhere at the same price. Is the VA requiring a completely self-sufficient facility that will be immune to any natural disasters/emergencies for this requirement?

Response: if related to electrical - a generator is best practice to maintain operations as much as feasible. Best practice to have an alternate (sister) hotel that will honor the same price.

5. 5.6 states the hotel manager shall contact a designee of Empire Hospitality if events occur at the lodging site. Is Empire Hospitality the incumbent, and what is the current contract award amount per lodging room?

Response: delete the wording from section 5.6 starting from (or designee of

Empire Hospitality) from the section it doesn’t apply. All other information is applicable to this solicitation for vendors that are capable in providing the Patient

Hotel Lodging Service for the beneficiaries of the Durham VA Health Care System

Medical Center.

6. Page 63 states a complete offer shall include documentation (letter, surveys), of company's past performance. Shall we have to have our clients complete the past performance survey on page 35, or may we provide a copy of our own Quality Control Plan completed surveys that we've acquired - per page 63 number 9? We also have CPAR ratings.

Response: All vendors responding to this solicitation their clients must complete the D.1 - Past performance Questionnaire and return it back to the email address listed on the form.

2ND EMAIL MESSAGE: - C.J.

2.1 states the contractor will guarantee 20 rooms per day until 8 PM each day.

2.2 states the VA will email a lodging master list weekly or daily. If the lodging list doesn't have 20 rooms per day on it, do we still need to hold/ guarantee 20 rooms per day?

Response: Yes. There are instances that require same day request. Contractor will guarantee 600 non-smoking , ADA compliant rooms per month, to be billed to the

Durham VA Health Care System, for Sunday thru Saturday (7 days a week) . VA personnel will email the hotel once a week (Friday) and/or daily to reserve Veteran rooms. The hotel will hold Veteran rooms until 8 p.m. each day, at which time it is to be released for civilian use.

3RD EMAIL MESSAGE: - P.G.

We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

Response: New Base Year plus four (4) separate One (1) Year Option Year available. / Previous expiring IDIQ Contract Number: 36C246-19-D-00002.

4th EMAIL MESSAGE: - B.J.

Would you by chance happen to have any information on the incumbent?

available. / Previous expiring IDIQ Contract Number: 36C246-19-D-00002.

5th EMAIL MESSAGE: B.H.

1) Can you confirm a 3-star rated hotel is acceptable in place of an AAA 3-

Diamond rated hotel?

Response: Yes.

2) Will the government allow a 2-star-rated hotel (such as Days Inn or Econo

Lodge), and accept a 3-star Google rating, 3-star TripAdvisor rating, and/or 3-star

Yelp rating?

Response: yes -3-star Google rating, 3-star TripAdvisor rating, and/or 3-star Yelp rating.

Response: No- 2 star is below expectations.

3) Will the government provide a tax-exempt certificate to the prime contractor?

Response: No.

6th EMAIL MESSAGE – B.H.

I had some additional follow-up questions:

6) Will VA change the NAICS code to 561599—All Other Travel Arrangement and Reservation Services so the SDVOSB can comply with the limitations on subcontracting without being required to "double" the lodging rates?

Response: No.

NAICS Code 561599 also includes:

Condominium time-share exchange services

Ticket (e.g., airline, bus, cruise ship, sports, theatrical) offices

Road and travel services automobile clubs

Reservation (e.g., airline, car rental, hotel, restaurant) services

Ticket (e.g., amusement, sports, theatrical) agencies

Cross-References.

• Establishments primarily engaged in acting as agents and/or brokers in renting real estate for others are classified in Industry 531210, Offices of Real Estate

Agents, and Brokers.

• Travel agencies are classified in Industry 561510, Travel Agencies.

• Tour operators are classified in Industry 561520, Tour Operators.

• Convention and visitors bureaus are classified in U.S. Industry 561591, Convention and Visitors Bureaus.

• Establishments primarily engaged in organizing, promoting, and/or managing events, such as business and trade shows, conventions, conferences, and meetings

(whether-or-not they manage and provide the staff to operate the facilities in which these events take place), are classified in Industry 561920, Convention and Trade

Show Organizers.

7th EMAIL MESSAGE: - B.H.

We have another set of questions regarding Solicitation 36C24624Q0992:

1. What information is being specifically requested for corporate experience? Does the VA just want SAM UEI #, DUNS #, TIN #, Socio-Economic Status? Or does the VA want a narrative of contracts we’ve worked on? If so, what specifically about our experience does the VA want? i.e., work performed, description of contract requirements etc. Does the VA want the hotels experience as well?

Response: Yes. the VA want SAM UEI #, DUNS #, TIN #, Socio-Economic

Status. the VA want the contract number and a narrative. what experience, i.e., work performed, description of contract requirements to include the hotels experience as well.

3. Can you clarify how you want your Technical Proposal Laid out? Since Volume

1 is Facility Locations; Volume 2 is past performance, Volume 3 pricing; then where do you want the rest of the information inserted in?

Response: The requested deliverables can be included in Volume 3 with Pricing with a Table of Content of the documents being provided.

4. On page 63 it says section 1 is the SF 1449 and Certification of Immigration and

Nationality Act of 1952, as amended?

Response: listed under the title: A complete offer shall include – it gives the instructions to sign the return solicitation page one (1) SF1449 document and instructions to all who is responding to return the number eight (8) item listed: the

Contractor Certification: Immigration and Nationality Act of 1952 that is in

Section D of the solicitation.

8TH EMAIL MESSAGE – T.B.

• Please clarify if all 20 rooms need to be ADA compliant or if a select number will suffice. Most hotels only have 4-8 ADA rooms onsite. If this is a requirement, is it permissible to submit more than one hotel to support this requirement?

Response: Yes. All rooms need to be ADA compliant. / Yes. More than one hotel is acceptable.

• Will a tax-exempt form be provided?

Response: No.

• Please clarify below:

2. Reservations

2.1 VA personnel will email the hotel once a week (Friday) and/or daily to reserve Veteran rooms.

Typically, the VA communicates only to the Contractor and the Contractor is in contact with hotel partner for reservations. Please advise if 2.1 above is how this contract will conduct reservations.

Response: The Durham VA Health Care System Medical Center will email the hotel and contractor simultaneously , once a week and/or daily to reserve Veteran rooms.

• Is this a new contract?

• If not new, who was the past incumbent, and what is the contract number?

available. / Previous expiring IDIQ Contract Number: 36C246-19-D-00002

• Do you have a target date or date range for the final award decision?

Response: Base Year Period of Performance projected started is in the solicitation in Block 20 of the Standard Form 1449.

9TH & 10th EMAIL MESSAGE – DeR.C.

• It states that the group will need between 1 and 20 rooms per day. How far ahead of time would we receive the rooming list? Will it come in daily or monthly?

• One question we missed: What is the release date for the rooms if they are not going to be used?

Response: VA personnel will email the hotel once a week (Friday) and/or daily to reserve Veteran rooms. The hotel will hold Veteran rooms until 8 p.m. each day, at which time it is to be released for civilian use. The VA will pay only for rooms used by Veterans authorized by the Durham VA Health Care System.