36C24722Q0177_1 Amended_12.21.21.docx

Combined Synopsis-Solicitation for Commercial Items 36C24722Q0177

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Ralph H. Johnson VA Medical Center 109 Bee Street Charleston SC 29403-5799

POINT OF CONTACT*

Contract Specialist Aunjelaca Pouge Aunjelaca.Pouge@va.gov 843.762.5564

PLACE OF PERFORMANCE

ADDRESS

Keith Maddox

6439 Garners Ferry Road

Columbia SC

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation 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 Items,” 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 2022-01, December 6, 2021.

This solicitation is set-aside for small business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 561599, with a small business size standard of $22M. The FSC/PSC is V231.

The Department of Veterans Affairs is seeking to purchase Hoptel Ancillary Services for WJB Dorn VAMC located in Columbia, SC.

Place of Performance

Period of Performance

All interested companies shall provide quotations for the following:

Grand Total:

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:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items”

2. FAR 52.212-2, “Evaluation- Commercial Products and Commercial Services

3. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

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 Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” apply to this solicitation with the following addenda: VAAR 852.203-70 Commercial Advertising, VAAR 852.237-76 Electronic Invoice Submission.

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” Nov 2021.

The following subparagraphs of FAR 52.212-5 are applicable:

The following FAR clauses identified at paragraph b of FAR 52.212-5 are considered checked and are applicable to this acquisition: 52.219-6, 52.219-8, 52.219-28, 52.222-19, 52.222.21, 52.222-26, 52.222.35, 52.222-36, 52.222-37, 52.222-50, 52.223-18, 52.232-34, 52.222-41, 52.222-44.

Addendum to FAR 52.212-1, Instructions to Offerors

1. Instructions for Proposal Submission.

a. Period of Acceptance of Offers. The Offeror agrees to hold prices in its offer firm for a period of Sixty (60) calendar days from the date specified for the receipt of offers.

b. Offerors’ quotes are to be submitted electronically to Aunjelaca.Pouge@va.gov. Offerors shall include in the subject line of the email the following: Solicitation 36C244722Q0177- Hoptel Ancillary Services- Dorn VA

· Electronic quotes shall be prepared in five separate attachments. The contractor must submit pricing for the base period and all option years. Option year pricing will be evaluated.

· Attachment I – Factor A - Past Performance.

This factor will be used to assess the Offeror’s past performance history providing Hoptel Services. Offerors shall provide a narrative describing their past performance history providing Hoptel Services. For each reference contract the Offeror submits as evidence of its past performance history, the Offeror’s narrative must clearly state the following information:

(1) the legal name of entity with whom the Offeror held the contract;

(2) the contract number;

(3) whether the contract was for Hoptel Services;

(4) a description providing details of the specific tasks the Offeror performed under that contract;

(5) in what geographic location the Offeror performed these services;

(6) the dates during which the Offeror performed the contract;

(7) whether the provided reference contract is for services provided by the Offeror or provided by a proposed subcontractor of the Offeror’s;

(8) whether the Offeror or its proposed subcontractor was the prime contractor or a subcontractor for that provided reference contract;

(9) the name, phone number, and email address of a person at the entity with whom the Offeror (or Offeror’s proposed subcontractor) held the contract who can verify the information the Offeror provides in the narrative description for this factor.

NOTE: The information requested above is required for the Government to evaluate quotes for the Past Performance evaluation factor. General statements claiming relevant past performance history providing Hoptel Services that do not include specific references to prior contract work, or that do not include the information required above, may result in a government determination that the offeror has failed to submit relevant past performance history.

In addition, offerors should ensure that their submissions include a point of contact who can speak on behalf of the company, the company name, address, telephone number(s), email address and contract dates. As noted in paragraph (h) below (for the FAR 52.212-1 addendum), a past performance evaluation form is attached for offerors to send to their references.

· Attachment II – Factor B – Technical Capability.

· Attachment III- Factor C- Price. This factor shall be used to assess the reasonableness of the Offeror’s proposed price. For this factor, Offerors shall submit their Price quote using the Schedule of Services and Price from the section located in this combo. To be considered for award of a contract pursuant to this solicitation, Offerors must propose to provide services for each of the contract line items identified above.

· Attachment IV – ORCA Report if electronic copy has not been completed in the sam.gov database or submit a completed copy of 52.212-3 – Offeror Representations and Certifications.

· Attachment V – VAAR 852.219-77 Limitations on Subcontracting Certification

c. Quotes shall be emailed to Aunjelaca Pouge; Aunjelaca.Pouge@va.gov, and be received by 2:00pm, EST; on 17 January 2022.

d. A responsibility determination required under FAR 9.1 will be made prior to award.

e. Per FAR 52.204-7, included in this solicitation by reference, an Offeror is required to be registered in SAM when submitting its offer, and shall continue to be registered until time of award, during performance, and through final payment of any contract, basic agreement, basic ordering agreement, or blanket purchasing agreement resulting from this solicitation.

f. Per VA Acquisition Regulation 852.219-77, Offerors are required to submit a properly competed certification (as required by the regulation) at the time proposals are due.

g. Questions pertaining to this solicitation shall be emailed to Aunjelaca.pouge@va.gov by 28 December 2021. Questions will be answered via an amendment to this solicitation on or about 4 January 2022. No telephone inquiries will be considered.

Addendum to FAR 52.212-2, Evaluation, Commercial Products and Commercial Services The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. This is a competitive solicitation that will be evaluated and awarded using the comparative evaluation procedures in accordance with FAR 13.106-2(b)(3). The contract will be awarded to the responsible offeror whose offer best meets the government’s needs. Evaluation may result in an award to other than the lowest priced offeror.

Offerors submitted in response to this solicitation will be evaluated for acceptability against requirements identified in this RFQ. Once one offeror is found to meet the government’s needs, it will be compared side by side to the remaining offerors in a uniform and fair manner, with the “best” one being chosen. The Contracting Officer has the discretion to accept an offeror other than the lowest price that provides additional benefit to the government which the Contracting Officer can document and describe.

The government will evaluate information based on the following evaluation criteria: Factor A- Past Performance, Factor B- Technical Capability and Factor C- Price;

Factor 1 - Past Performance Past performance evaluation results in an assessment of the offeror’s probability of meeting the solicitation requirements. It considers each offeror demonstrated recent and relevant record of performance in providing services that met the contract requirements:

There are two aspects to the past performance evaluation:

(a) Relevancy of contractual work performed and;

(b) How well the contractual work was performed Relevant is defined as contracts recently performed that include similar services that are similar in complexity, dollar value and contract type. The more recent the offeror’s performance in providing similar services – as defined above, the more consideration that will be given by the government in evaluating the ‘relevance’ of the offeror’s past performance history. The second aspect of the past performance evaluation is to determine how well the contractor performed on the contracts.

The Government may contact references, other than those identified by the offeror, and use the information received to evaluate the offeror’s past performance. The information evaluated may include data on efforts performed by other divisions, critical subcontractors, or teaming partners, if such resources will be brought to bear or significantly influence the performance of the proposed effort. Special emphasis will be placed on performance related to areas covered in the PWS for this solicitation. The government will also use information obtained from government data bases such as CPARS, PPIRS, and any other data base as necessary.

In the case of an offeror without a record of relevant performance history or for whom information on past performance is not available, the offeror may not be evaluated favorably or unfavorably on performance history.

Factor B- Technical Capability: The vendor’s quote shall be evaluated to determine if offer has the capabilities to provide Hoptel ancillary services as detailed in the Performance Work Statement (PWS). To be considered technically acceptable for award each vendor must provide with their submitted quote/offer:

i. Documentation of the 10-mile radius of Dorn VA; MapQuest, Bing, or other forms of maps for verification is acceptable.

ii. An overview of Hotel amenities and services

iii. POC to complete a walk-through during evaluation

Factor C- Price This factor shall be used to assess the reasonableness of the Offeror’s proposed price.

“Evaluations of Options"

For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise. This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

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

1. PWS dated 16 November 2021

Points of contact:

Contract Specialist: Aunjelaca Pouge; Aunjelaca.Pouge@va.gov; 843.762.5564 Contract Officer: LaToyer Furbush; LaToyer.Furbush@va.gov; 843.789.7566

PERFORMANCE WORK STATEMENT

HOPTEL SERVICES

1. REQUIREMENT:

This is a non-personnel service to provide Hoptel Services to eligible veterans assigned to the WJB Dorn VAMC located in Columbia, SC. The hotel that provides service is required to be within a ten (10) mile radius of the WJB Dorn VA Medical Center.

2. BACKGROUND:

The WJB Dorn VA Medical Center (VAMC) is a 216-bed facility, encompassing acute medical, surgical, psychiatric, and long-term care. The hospital is in Columbia, South Carolina and provides primary, secondary, and some tertiary care. Satellite outpatient clinics are in Anderson, Greenville, Florence, Orangeburg, Rock Hill, Sumter, and Spartanburg, South Carolina.

3. PERIOD OF PERFORMANCE:

This procurement is for a Base Year with the possibility of Four (4) One-Year Options.

4. PLACE OF PERFORMANCE:

WJB Dorn VA Medical Center 6439 Garners Ferry Road Columbia, SC 29209

5. PERFORMANCE REQUIREMENTS:

A Contracting Officer Representative (COR) and/or Alternate Contracting Officer Representative (ACOR) shall be assigned to this procurement and written notification will be provided to the Contractor after award.

· Scheduling of work performance shall be arranged through the designated COR/ACOR assigned.

· Designated COR shall be allowed to perform periodic spot checks and review-maintained files to ensure standards are being fulfilled.

The Department of Veteran Affairs (VA) provides free, temporary, overnight accommodations or Hoptel rooms to eligible veterans receiving Veteran Health Administration (VHA) Healthcare services. Hoptel services are provided to veterans undergoing surgery or therapeutic/diagnostic procedures on an ambulatory basis.

The Contractor shall provide all management, administration, and labor for hotel service to support the Patient Care/Nursing Service line in their efforts to provide Hoptel Services to eligible veterans.

The Contractor shall provide a minimum of twelve (12) hotel rooms (to include two (2) handicapped accessible rooms) with (2) two queen beds per room for eligible Hoptel patients assigned to WJB Dorn VAMC, Columbia SC.

Contractor shall have a minimum change of linen twice a week or upon change of occupancy, whichever comes first. Daily towel services shall be two (2) bath towels, two (2) hand towels, two (2) wash cloths, and one (1) bathmat. Linens and towels shall be fresh, clean, and free of rips and tears.

Maid/housekeeping service shall include, but not limited to, dusting, vacuuming, replacing soiled linen, making bed, empty trash containers, clean bathrooms, and replenishment of soap and sanitized glasses.

All hotel amenities shall be accessible to Eligible veterans.

Contractor shall have free parking on the hotel premises.

ROOM REQUIREMENTS:

· All rooms shall be free of insect infestation as much as possible (this includes roaches, ants, bed bugs, and spiders).

· Each room will contain a minimum of two beds and one night stand. Each bed shall have (2) two pillows, (1) one flat sheet and (1) one fitted sheet, (1) one blanket, and (1) one bed spread.

· Each room shall have (1) one comfortable chair, closet or hanging space, a table or desk suitable for writing with suitable overall lighting, a luggage rack or suitable bench space for storage of luggage, and adequate shades/drapes or blinds to cover all windows/glass area.

· Each room shall be equipped with a private bath with shower/tub, toilet, sink, well-lighted mirror area, continuous hot water, and one (1) trash container in bathroom and one (1) in living area.

· All bathrooms shall have a good working exhaust fan or an exterior window. All tiles shall be free of cracks or missing pieces.

· The entrance of each room shall be accessible by key lock or electronic lock and shall be equipped with a deadbolt.

· Rooms are required to have clean carpet, independently controlled air conditioning/heating system in good working order, and a telephone shall be furnished in each room.

· Local calls shall be allowed without charge.

· The desk area shall have accessible and operational electrical receptacles.

· Rooms shall have refrigerator, microwave, and internet access.

· Furniture shall be clean, in good condition, and free from soil or stains.

· All rooms, bed/bedding, carpet, walls, and drapery shall be free of any mildew/mold and/or stains of other nature.

CHECK-IN REQUIREMENTS:

The rooms must be available Sunday through Thursday, with a Friday check out. There will be NO authorized stays for Saturday nights. The hotel rooms must be tax free as the Federal Government is tax exempt. Assignment to rooms shall be (1) one Veteran per room.

Late check-in must be allowed up to seven (7:00) o’clock p.m., at which time contracted rooms may be released for resale.

SAFETY REQUIREMENTS:

Ground floor rooms shall be equipped with doors and windows with security locks. If ground floor rooms are unavailable, hotel must have operational elevator access for rooms located on higher floors.

Contractor shall have FEMA approved smoke detectors and automatic sprinkler system installed. Hotel shall have at least (1) one single station and hardwired smoke alarm in each guest room and have an automatic fire sprinkler system in each guest room for buildings that are (4) four or more stories tall.

The Contractor shall maintain and have available a Quality Control Plan in place to ensure that the facilities meet the state and local health, sanitation, and fire prevention standards, and inspections are conducted in accordance with such standards. The Quality Control Plan documentation shall be made available to the Government upon request during the term of the contract.

REPORT REQUIREMENTS:

The Contractor shall maintain, and have readily available to the COR, a file on all applicable health, fire, and safety codes and regulations and verification of compliance.

The Contractor shall maintain, and have readily available to the COR, a Quality Control Plan.

Documentation of all services shall be provided to the COR and reviewed prior to certifying payments to the Contractor.

6. INVOICES:

a. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, and submitted through Tungsten Network (formerly known as OB10) http://www.tungsten-network.com/us/en/. A properly prepared invoice shall contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Supply or Service provided

· Period Supply or Service Provided

· Total Amount Due

b. Please begin submitting your electronic invoices through the Tungsten Network for payment processing, free of charge.

c. If you have questions about the e-invoicing program or Tungsten Network, contact information is as follows:

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

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

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

· FSC e-invoice email: vafsccshd@va.gov

d. Web Address: HTTP://WWW.FSC.VA.GOV/EINVOICE.ASP

7. TERMINATION FOR CONVENIENCE:

In accordance with FAR 52.212-4 (l) The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience.

8. RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS:

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

a. 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.

b. 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.

c. 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.

d. 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.

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

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

g. 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.

h. 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.].

i. 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.

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 16 of 16 Original Date: 10/12/17 Revision 04 Date: 06/10/20