36C24721Q0055.docx

Statement of Work (SOW) Hoptel Program 557-21-1-2133-0001

Statement of Work (SOW) 557-21-1-2133-0001

Contract Opportunity Combined Synopsis/Solicitation Notice

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DAYS AFTER THE RESPONSE DATE

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* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice V231 Hoptel Program Temporary Lodging Services for Dublin VAMC 31021 36C24721Q0055 11-13-2020

3:00 PM

EASTERN TIME, NEW YORK, USA

N

SDVOSBC

561599 Department of Veterans Affairs VISN 7 Network Contracting Office LaVista Business Park - Bldg A 2008 Weems Road Tucker GA 30084 Contract Specialist Jamal Carter Jamal.Carter@va.gov 404-321-6111 x1481 Carl Vinson VA Medical Center Dublin VA Med CTR 1826 Veterans Blvd Dublin

GA

31021

USA

http://va.gov Dept of Veteran Affairs jamal.carter@va.gov CO email address

COMBINED SYNOPSIS/SOLICITATION

The Carl Vinson VA Medical Center (CVVAMC) is looking to establish a new Hoptel Program for the Dublin VA Medical Center Veteran Patients

The Department of Veterans Affairs (VA), Veterans Integrated Service Network 7 (VISN 7), Regional Procurement Office East (RPO-East), 2008 Weems Road, Tucker, Georgia 30084, location is issuing a Combined Synopsis/Solicitation for commercial services prepared in accordance with Federal Acquisition Regulation (FAR) This Request for Quote (RFQ) is issued in accordance with FAR 12 and in conjunction with Simplified Acquisition Procedures FAR 13.5. Evaluation of price and other factors will be performed in accordance with procedures outlined in FAR 13.106-3

This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued. The combined synopsis/solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-06 / 05-06-2020. In addition, offerors are responsible for continuing to monitor the websites for any/all future Amendments issued. Offerors shall sign copies of any amendment issued and submit with their package.

The Carl Vinson VA Medical Center (CVVAMC) is looking to establish a new Hoptel Program for the Dublin VA Medical Center Veteran Patients. Hoptel Program is designed to provide temporary, overnight lodging accommodations to eligible Veterans that travel long distance (50 miles or more) to early morning or late afternoon appointments. The Hoptel Program has been designed to reduce government spending and duplication of efforts in administrative support services This contract will a twelve (12) month base year with three (3) one-year option periods.

Set- Aside: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) Solicitation Number: 36C24721Q0055 NAICS Code: 561599 All Other Travel Arrangement and Reservation Services /Lodging Product Service Code V231 Lodging - Hotel/Motel Lodging

Contract Type: Firm Fixed Price

All Offerors must be registered in the System for Award Management database (www.SAM.gov) when proposals are received and for the awardee at time of award to be eligible for award of a contract.

All Offerors must have an active Vendor Information Pages account (https://www.vip.vetbiz.gov/) reflecting they are currently registered as an SDVOSB.

Timeframe:

October 27, 2020 – Posted RFQ to FBO (On or about) November 3, 2020 – Turn-In Questions NLT 4:00 PM EST (email questions to CO) November 9, 2020 – – Post Questions/Answers (On or about) November 13, 2020 – – Receive RFQ’s NLT 15:00 PM EST (email to CO) November 23, 2020 – – Award Contract (On or about)

QUESTIONS for clarification are due no later than November 3, 2020 at NLT 4:00 PM EST questions must be sent via e-mail to the Contracting Officer, Jamal K. Carter, at jamal.carter@va.gov. An amendment to the RFQ will be posted on FBO on or about November 9, 2020 with all questions received, including all answers. All FINAL RFQ’s shall be submitted and received by November 13, 2020 NLT 15:00 PM EST.

NOTE: All RFQ responses Shall be sent to the Contracting Officer by email.to jamal.carter@va.gov Failure to comply with all criteria as set forth by the solicitation will result in your quote being deemed NON- COMPLIANT and therefore not evaluated.

Please provide quoted pricing below:

1. GENERAL

The Carl Vinson VA Medical Center (CVVAMC) Hoptel Program is designed to provide temporary, overnight lodging accommodations to eligible Veterans that travel long distance (50 miles or more) to early morning or late afternoon appointments. The Hoptel Program has been designed to reduce government spending and duplication of efforts in administrative support services, the CVVAMC Hoptel Program realizes significant savings through partnering, standardization, streamlining, prudent acquisition strategies, reorganization, economies of scale, or consolidation, and an overall sound business approach to the delivery of products and services. The CVVAMC Hoptel Program has undertaken many initiatives to consolidate services and offer a comprehensive approach to service delivery. The CVVAMC Hoptel Program provides hotel service to the Veterans that meet the criteria standards in Medical Center Policy 122-485. CVVAMC’s use of the contract program is a natural extension of the cross-functional services offered by the CVVAMC Hoptel Program. With the Community Based Outpatient Clinic referrals to CVVAMC from outlying areas such as Albany, Brunswick, Macon, and Tifton, the use of the Hoptel Program service has increased.

2. BACKGROUND

The Department of Veterans Affairs (VA) is mandated to establish a program for providing temporary lodging under section 221(a) of the Veterans benefits and health Care Improvement Act of 2000 (Public Law 106-419). These statutory provisions regarding temporary lodging have been codified as Title 38 United States Code (U.S.C.) 1708 and are administered by VHA. A statutory provision allows VA to use appropriated funds for temporary lodging or hoptel services, including non-VA facilities (i.e. motels, hotels, etc.). NOTE: Federal Regulations on temporary lodging were published on December 3, 2002.

3. PERIOD OF PERFORMANCE

One Base year with the possibility of three one-year option periods. See chart below.

Grand Total

4. PLACE OF PERFORMANCE

Pending award of contract; The Hoptel must be a reasonable distance of the VA Medical Center.

5. DAYS AND HOURS OF OPERATION

Seven days a week, check in time will be between 3pm and 8pm daily. Veterans arriving after 8pm will be required to call during normal work hour’s 8 a.m. to 4:30 p.m. call in advance to keep their room open.

6. PERFORMANCE REQUIREMENTS

1. The Contractor shall furnish rooms to the VA beneficiaries authorized by the Department of Veterans Affairs Medical Center Dublin, Georgia. The Contractor shall furnish all standard supplies/services included as the minimum room requirements. These rooms will be used on a short-term basis for the VA Hoptel Program. Veterans are responsible to call the Hotel/Motel and or the Medical Center provider Social Worker for any cancellations. Each hotel/motel will be fully handicap accessible.

2. Hotel cleanliness will be required to meet specific minimum standards to include washing all bedding including comforters daily, room will be free of mildew/mold and non-smoking rooms will be smoke free. Standard items in the room will be maintained and in good repair. Carpet will be visibly clean and free of stains. The facilities outside of the rooms, including hallways, entry ways and grounds should also be clean and in good repair. The interior facilities should be free of pests. Additionally, the hotel will provide a safe and secure environment for the Veterans, including door locks that function properly and video surveillance of the common areas.

3. HVAC units should be clean and well maintained.

4. Repairs need to be made to items owned by the Hotel/Motel in a timely manner. Items that can be repaired/replaced on site (i.e. furniture) should be repaired/replaced immediately. Items that need parts ordered or specialty service should be removed from the room as practical (example: it is not practical to remove damaged countertops) and repaired as soon as parts/services are available.

5. Visible signage in rooms specifying costs for certain incidents such as the removal of hotel/motel property (i.e. pillows and towels) and charges for smoking in non-smoking rooms.

6. It is preferred that the hotels have a current assessment for one of the following quality ratings:

· First class or higher per the Official Hotel Guide;

· Three crowns or higher per the Official Airlines Guide (OAG) Business Travel Planner;

· Three diamonds or higher per AAA; or

· Three stars or higher per the Forbes Travel Guide.

7. The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 etc. seq, (Public Law 101-391), and must hold a FEMA certification number. The hotel shall be compliant with Americans w/Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). Additionally, the hotel shall abide by all state and federal regulations that govern the proper operation of such an establishment.

8. Rooms will include at a minimum a microwave or kitchenette, miniature refrigerator, coffee pot, television and telephone.

9. Maintain environmental reports from annual inspections with incidental inspections occurring upon discrepancy. Pest control inspection reports showing that there are no issues with pests on the premises. Additionally, the hotel must maintain all other inspection reports as required by state and federal laws and regulations for such an establishment.

10. Provide complimentary standard personal care items in all rooms, additional items (i.e. toothbrush, toothpaste, razors, deodorant, body soap and shampoo) available upon request to Carl Vinson VA Medical Center veterans free of charge.

11. Provide a hot breakfast/continental breakfast free of charge.

12. The hotel must not be above complaint thresholds stated in the Quality Assurance Surveillance Plan for more than three (3) consecutive months.

13. Daily stay reports for all Veterans that stayed the prior night should be submitted by the Hotel/Motel to the PACT Social Work Supervisor by 10am on the next business day via email that will be provided to the vendor.

14. The C&A requirements do not apply, and a Security Accreditation Package is not required

15. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

16. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

17. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

18. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

19. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

20. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

21. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

22. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

23. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

24. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

25. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

26. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

1) Nature of the event (loss, theft, unauthorized access);

2) Description of the event, including:

(a) Date of occurrence;

(b) Data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

3) Number of individuals affected or potentially affected;

4) Names of individuals or groups affected or potentially affected;

5) Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text;

6) Amount of time the data has been out of VA control.

7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons).

8) Known misuses of data containing sensitive personal information, if any.

9) Assessment of the potential harm to the affected individuals.

10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate.

11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

1) Notification.

2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

3) Data breach analysis.

4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible.

6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

e. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems.

2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

3) Successfully complete the appropriate VA privacy training and annually complete required privacy training.

4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

f. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

27. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

28. The establishment must be near the Carl Vinson VA Medical Center Dublin, Georgia.

7. INVOICES

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:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

· OB10 e-Invoice Setup Information: 1-877-489-6135

· OB10 e-Invoice email: VA.Registration@ob10.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov Payment will be made in arrears upon receipt of a properly prepared invoice. The Contractor will furnish document to Social Work PSA with invoice signed documented proof that services have been rendered in accordance with this contract. Room charges are only for actual room use only (VA will not be billed for no-show even if prior notification has not been received). Proof of completed services will include date of services and signature of the Government employee responsible for the service being rendered. The original authorization forms will be submitted with invoices.

8. INSPECTION AND ACCEPTANCE

The Contracting Officer Representative (COR) for this contract is a government official who has been delegated specific technical, functional and oversight responsibilities Inspection of the service will be conducted by the contracting officer designated COR upon contractor submission of invoice.

Contractor shall submit invoices to PACT Social Work Supervisor, VA Medical Center, 1826 Veterans Boulevard Dublin, Georgia 31021. VA COR will provide training in the proper submission of invoices. Prices cannot exceed the authorized contract rate. The price of the rooms should be priced at the Federal Government Rate including occupancy fee. Taxes will be exempted with the required certificate of exemption of local hotel/motel excise tax form.

BASIS OF AWARD

This Request for Quote (RFQ) is issued in accordance with FAR 12 and in conjunction with Simplified Acquisition Procedures FAR 13.5. Evaluation of price and other factors will be performed in accordance with procedures outlined in FAR 13.106-3. A single award will be made to the offeror who represents the “Best Value” utilizing comparative analysis evaluation; considering price and technical approach.

Price: The contracting officer will evaluate the offered price to determine whether it is fair and reasonable in accordance with FAR 13.106-3. The total evaluated price is the offeror’s price to include all options.

Technical Capability: The technical evaluator will evaluate the offerors’ quote to fulfill this requirement. The offeror will show its understanding of the requirement and the viability of its quote by demonstrating its plan of action to provide this service, demonstration of knowledge of the service and ability to perform by providing a detailed plan of equipment and personnel required to fulfill the need and the procedures you will use while executing the requirement.

No importance was placed on either evaluation factor.