36C24819Q0168.docx

FedBizOpps Sources Sought Notice

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 G Services: Hotel for Warrior to Soul-Mate Couples Retreat 33744 36C24819Q0168 01-03-2019 N 721110 Department of Veterans Affairs Network Contracting Office 8 (248) Room , Bldg. 2 10,000 Bay Pines Blvd Bay Pines FL 33744 Elena Bass elena.bass@va.gov 727-398-6661 ext 10554 www.va.gov VA Agency Website elena.bass@va.gov Contract Specialist

SOURCES SOUGHT NOTICE

NOTE: THIS IS A SOURCES SOUGHT NOTICE REQUESTING INFORMATION. THIS IS NOT A SOLICITATION. NO PROPOSALS ARE BEING REQUESTED OR ACCEPTED AT THIS TIME.

The C. W. Bill Young VA Medical Center is conducting market research to determine the availability of qualified and technically capable hotels to provide all management, administration, and labor necessary to ensure hotel accommodations for up to 34 participants (VA employees and contractors paying separate), and conference support in accordance with the attached Performance Work Statement (PWS). The Period of Performance (POP) will be for a base and 4 Option Years.

RESPONSE:

Responses to this Sources Sought Notice should be able to demonstrate the hotel’s ability, capability, and responsibility to deliver the services listed above and in the PWS. The purpose of this Special Notice announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described above. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. No funds have been authorized, appropriated, or received for this effort. Responses should include the following information: Business name, address, business size and Socioeconomic Category (HUBZone, 8(a), Service Disabled Veteran, Small Business, Large Business, etc.), and point of contact to include e-mail address and telephone number. All offerors must be registered in the System for Award Management (www.sam.com) and Representations and Certifications must be completed prior to any future award. To be considered as a Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) interested vendors must be a verified SDVOSB/VOSB concern in the VA Center for Verification and Evaluation (CVE) Veteran Information Pages (VIP) pages https://www.vip.vetbiz.gov/.

Supporting evidence must be furnished in sufficient detail to demonstrate your company is hotel that can accommodate up to 34 participants and provide the required conference support in accordance with the attached PWS.

Determination by the Government not to compete this proposed contract based on responses to this notice is solely within the discretion of the Government.

IMPORTANT INFORMATION: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The North American Classification System (NAICS) code for this acquisition is 721110 Hotels (except Casino Hotels) and Motels with a size standard of $32,500,000.00. Any offeror capable of providing this service shall notify the Contracting Officer by email within 7 calendar days from the date of the publication of this special notice.

*Responses shall be sent via email to Elena.bass@va.gov no later than 5:00 PM EST on 12/13/2018. Any questions about this notice should be sent to Elena.bass@va.gov and the title of email shall read (36C24819Q0168: Hotel Services – Warrior 2 Soul-Mate Couples Retreats).

PERFORMANCE WORK STATEMENT

Hotel Services – Warrior to Soul-Mate (W2SM) Couples Retreats for Lee County Healthcare Center, Cape Coral, FL

I. BACKGROUND: The VA Lee County Healthcare Center, Cape Coral, FL (VACHC) Social Services focuses on the provision of Social Services for VACHC veterans and their family members.

Bay Pines VA Healthcare System will be using local funding to pilot the Marriage and Relationship Health Training (often referred to as a Warrior to Soul Mate Program or Retreat) for Veterans and other eligible individuals.

II. SCOPE OF WORK: The Contractor shall furnish all W2SM Couples Retreat labor and services necessary for the VACHC Social Services. The contractor shall provide all management, administration, and labor necessary to ensure hotel accommodations for up to 34 participants (VA employees and contractors paying separate), and conference support in accordance with this Performance Work Statement (PWS). The Period of Performance (POP) will be for a base and 4 Option Years, as listed below.

The Fiscal Year 2019 retreat dates are confirmed as follows:

· April 2019 (3 days/2 nights to be coordinated with COR)

· June 2019 (3 days/2 nights to be coordinated with COR)

The training events for Base Year and Option Years 1, 2, 3, and 4 will be for two separate 3-day training events annually, which will occur in the months of April and June each year. The actual dates of the W2SM Couples Retreats for these option years will be determined by mutual agreement of both parties before the issuance of the award.

III. TYPE OF CONTRACT: The Department of Veteran Affairs (VA) intends to issue a service fixed-price requirements contract to provide commercial services. The selected Contractor will have a favorable record of past performance in providing the services described in the Performance Work Statement (PWS) and be familiar with the requirements related to the services.

IV. PROJECT OVERVIEW: The Contractor shall furnish all W2SM Couples Retreat labor and services necessary for the VA Lee County Healthcare Center VA Social Services. The contractor shall be catering to veteran patrons and their families.

V. Place of Performance: The Hotel and or Spa must be located within 10 miles radius from Cape Coral or Fort Meyers, Florida. The lodging shall be rated at three (3) stars or above on www.tripadvisor.com.

A. Specifications / Work Performance Statement: The responsibility of the selected contractor at VACHC includes the following:

a) The Contractor must satisfy the government’s requirement for the Warrior 2 Soul-Mate Couples Retreats for veterans and spouses suffering with marriage issues largely as a result of other mental health issues and stress. It must be a facility that will meet the requirements for lodging vacancies, meeting facilities and local city amenities in Coral Coral or Fort Meyers, Florida. It must be a one-stop facility equipped to provide lodging, meals, and meeting space. The facility must be able to provide a pleasant and calming atmosphere conducive to the nature of the retreat.

b) The Contractor to provide hotel accommodations to support up to for 17 Veterans/couples who will be participating in a Warrior to Soul Mate Couples Retreat. Contractors must satisfy the government’s requirement for the Warrior to Soul Mate Couples Retreat Couples Retreat for veterans and spouses suffering with marriage issues largely as a result of other mental health issues and stress. It must be a facility that will meet the requirements for lodging vacancies, meeting facilities, and local city amenities, including handicap accessibility. The Contractor shall provide daily use of activities to include the following: onsite fitness center, free parking, and in-room internet access. It must be a one-stop facility equipped to provide lodging, meals, and meeting space. The facility must be able to provide a pleasant and calming atmosphere conducive to the nature of the retreat.

c) The facility must provide a large, clean, and relaxing conference space with approximately 75 x 80 feet to accommodate private break-out sessions, which conversation cannot be heard or understood between the separate couples in addition to a formal dining area that is separate from the other hotel guests near the main conference space that the retreat is being hosted in. Intense grieving exercises are conducted where very private personnel information is communicated verbally between the couples. Due to medical needs 17 ergonomic chairs for disabled Veterans that cannot endure long sitting periods in hard conference chairs must be provided by the facility. These types of excesses are key components to the retreat and must be accommodated, adequately with a large conference area to allow for private secure conversations. In addition to a formal dining area that is separate from the other hotel guests near the main conference space that the retreat is being hosted in. Water, coffee and tea, shall be provided each day in the meeting room to accommodate the number of participants.

d) The contractor must be able to provide conference center support with sufficient space and multimedia equipment.

e) The Contractor shall provide an all-inclusive meal plan (3 meals per person), for 34 individuals. The Contractor shall provide meals in a room separate from the meeting area with five to six tables to accommodate 34 guests. Late arriving guests will have their meals packaged and available upon arrival in the meeting space. All meals shall include choice of drink (non-alcoholic) as well as gluten-free, vegetarian and non-vegetarian options. A sample menu will be provided by the hotel/resort at least two (2) weeks prior to the scheduled event, with the option to make last minute changes upon mutual agreement between both parties.

B. Qualifications / Performance Work Statement: The mandatory qualifications of the selected contractor at VACHC includes the following:

a. The lodging shall be rated at three (3) stars or above on www.tripadvisor.com.

VI. SCHEDULING, PHASING, AND WORKING HOURS

All work hours MUST be coordinated with the project’s Contracting Officer Representative (COR) in the Chaplain Office. The COR reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitors the work to be performed under this contract. Such designation shall be in writing and shall define the scope and limitations of the designee's authority. A copy of the designation(s) shall be furnished to the Contractor at time of award.

a) The Contractor shall be available for contact during normal business hours via telephone or email to help in trouble shooting of problems with conference support.

b) The contractor shall provide the following for each of the two retreats, with all incidental taxes and fees to be included in the awarded contract amount. The specific mandatory tasks and associated deliverables are:

17 guestrooms for 2 nights @

17 parking spots each per night for 2 nights

2 – Breakfast (2 dates) for 34 ppl. (with tea/soft drinks)

2 – Lunch Buffet (date) for 34 ppl (with tea/soft drinks)

2 – Plated Dinners for 34 ppl (with tea/soft drinks)

2 – AM Breaks Coffee for 34 ppl.

service charge on above F&B events

Meeting room rental for 3 days

Service charge on room rental

LCD Support package (includes screen –and projector) a day for 3 days

Laptop Computer 3 days

Laptop Audio Connection 3 days service charge on AV rental

Estimated Sub-total for all program charges

The cost for food shall include drinks (juice and coffee for AM and tea and soft drinks for lunch and dinner).

c) Rescheduling: The Contractor will not bill the government for vacant/unused rooms/banquet order should unforeseen circumstances such as unsafe weather conditions. In the case of severe weather conditions (i.e. tropical storm or hurricane). Rescheduling by mutual agreement by both parties shall take place.

VII. COR RESPONSIBILITIES

Duties and responsibilities of the COR include, but are not limited to the following:

a) Provides contract monitoring.

b) Acts as liaison between VACHC, the Contractor, and the Contracting Officer.

c) Determining whether contract deliverables meet functional, technical, and performance specifications.

d) Communication with the COR is mandated. Failure to meet with the COR or Social Services Office Representative at the time of arrival on site will be recorded as a non-conformance of the contract and noted as a deficiency.

e) All administrative functions remain with the VA Contracting Officer. Any modifications to the contract, including those involving no-cost changes, increases and decreases in cost or level of services provided, termination or extension of the contract (in part or in whole) and decisions concerning claims or disputes, must be authorized in writing by the Contracting Officer.

VIII. CONTRACTOR RESPONSIBILITIES

The Contractor shall provide and pay for a satisfactory substitute when the Contractor is unable to perform services as outlined in the Performance Work Statement (PWS).

IX. GOVERNMENT FURNISHED PROPERTY

N/A

X. DATA RIGHTS

N/A

IX. PERFORMANCE AND QUALITY STANDARDS

· Disincentive: Unfavorable contractor performance evaluation

· Repeated violation (more than three instances during a period of performance) may result in termination of services

· Disincentive: Unfavorable contractor performance evaluation

· Repeated violation (more than three instances during a period of performance) may result in termination of services

· Disincentive: Unfavorable contractor performance evaluation

· One (1) violation may result in termination of services