36C25022Q0149_1.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

SET-ASIDE

PLACE OF PERFORMANCE

Ann Arbor, Michigan

POSTAL CODE

COUNTRY

CONTACT INFORMATION

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contract Specialist Jennifer Johnson jennifer.johnson18@va.gov 734-222-4283

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS A PRE-SOLICITATION NOTICE: The Network 10 Contracting Office, PO Box 492, Ann Arbor, Michigan, 48105, is soliciting and intends to award multiple firm fixed price contracts for Patient Lodging within a ten (10) mile radius of the Ann Arbor VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105, in strict accordance with all terms, conditions, provisions, and schedules of this solicitation and any resulting contract documents. NAICS Code 721110, size standard $35 million. This solicitation shall be conducted in accordance with FAR 13. All potential bidders MUST be registered and active in the System for Award Management site (SAM) at https://www.sam.gov. Potential bidders should register at https://www.beta.sam.gov in order to receive notification of and/or changes to the solicitation. The solicitation will be issued electronically and will be available only via the Contract Opportunities website https://www.beta.sam.gov. No fax or mail quote packages shall be accepted. The solicitation package will be available on the Contract Opportunities website on or about December 20, 2021. No phone, fax or email inquiries will be taken for this Pre-Solicitation Notice.

STATEMENT OF WORK

VETERAN HOTEL LODGING

I. SCOPE OF WORK

The Department of Veterans Affairs, Ann Arbor Veterans Affairs Medical Center (VAMC), 2215 Fuller Road, Ann Arbor, Michigan, 48105, requires lodging for eligible Veterans in need of treatment at the Ann Arbor VAMC. The accommodations will be paid for by the Ann Arbor VAMC for those eligible Veterans who may have to travel long distances the day before or the day after a scheduled appointment. Only patients normally discharged to their home will be considered for lodging. Hotel/motel shall be located within a ten (10) mile radius of the Ann Arbor VAMC.

Contractor agrees to furnish:

II. ROOM REQUIREMENTS

a. The Ann Arbor VAMC require that five (5) rooms shall be held for use daily until 5:00 PM (this includes high volume times of the year unless blocked-out days are specified and approved). The rooms offered shall be within a ten-mile radius of the Ann Arbor VAMC, 2215 Fuller Road, Ann Arbor, MI 48015.

b. Room rates offered shall be Single Occupancy, and shall provide a minimum of two (2) double beds. The Veteran shall be allowed one caregiver/driver/attendant to stay in the same room with the Veteran, at the single occupancy rate. Any additional occupants are the responsibility of the Veteran, and shall not lodge at VA expense.

c. The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services. The hotel/motel rooms shall comply with all city, county and state building codes and ordinances applicable to the ownership and operation of the building in which the rooms are located. Rooms shall comply with the applicable NFPA 101 and AA guidelines. All rooms shall be located in a single hotel/motel.

d. Each room shall be on the ground floor, wheelchair accessible or be ADA compliant elevator serviced. Access to rooms shall be free from physical barriers.

e. The rooms shall be smoke-free. Contractor personnel shall not smoke in the rooms at any time whether or not VA referred occupants are present.

f. Contractor shall supply all utilities including electricity, heat, air conditioning, water and sewer, local telephone service (no deposit required), and basic television cable service.

III. SHUTTLE SERVICE

The Contractor shall provide a shuttle service (included, free of charge) between the Ann Arbor VAMC and the hotel during normal duty weekdays starting at NLT 06:30 am and 17:30 pm for Veterans who otherwise do not have their own personal transportation. This does not include weekends/holiday’s unless otherwise agreed prearranged.

IV. ROOM RESERVATIONS

a. Room reservations, room occupancy, and room payment will be on the following basis:

(1) The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by authorized personnel of the Ann Arbor VAMC. The VA will inform the Contractor of each individual’s name and the expected arrival date at the Contractor’s hotel/motel.

(2) Services shall normally be performed Sunday through Friday evenings. The Contractor shall use its existing check in and check out times.

(3) The authorized personnel of the Ann Arbor VAMC, during the time period 8 AM to 4:30 pm, Monday through Friday, is the Lodging Coordinator. He/she can be reached at 734-769-7100, extension 53417 or 734-845-3417. After hours, weekends and holidays, the Administrative Officer of the Day (AOD) is the authorized personnel and can be reached at 734-769-7100, extension 55279. If the AOD does not answer, call the VA operator at 734-769-7100 and have the AOD paged.

(4) The authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel and presented to the Contactor by the VA-referred occupant. In the event that a VA-referred occupant refuses to leave the room, the Contractor shall immediately notify authorized personnel. Also, in the event that the VA-referred occupant checks out of the hotel/motel without prior notice from the VA, the Contractor shall immediately notify authorized personnel at the VA.

(5) The Contractor shall submit an invoice to the VA for payment for all rooms covered by this contract each month for the previous month. The invoice shall be for the actual number of days in the previous month.

V. PATIENT EMERGENCIES

In the event a VA-referred occupant is in an emergency situation of any kind, the Contractor shall contact the 911 emergency medical services to respond to the emergency. Once the emergency has ended, the Contractor shall notify the authorized personnel at the VA of the situation.

VI. OSHA COMPLIANCE

Contractor shall comply with OSHA standards and share that information with those employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning.

VII. ROOM MAINTENANCE

Daily room maintenance shall comply with all Federal, State and local laws in compliance with FAR 52.212-4(q).

VIII. GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS

a. Heating and Cooling Requirements shall be in compliance with ADA and/or State of Michigan Laws.

(1) All cooling and heating devices and appliances, including but not limited to, furnaces, fireplaces, electrical baseboard heaters and water heaters, shall be an approved type in good and safe working order, and shall meet all installation and safety codes.

(2) Contractor shall maintain all appliances and utility systems. This shall include the cleaning or replacement of air filters for both the heating system (providing the heating system is a forced hot air heating system) and the cooling system every 30 calendar days.

b. Electrical and Lighting Requirements shall be in compliance with ADA and/or State of Michigan Laws: All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order and shall meet all installation and safety codes.

c. Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, equipment, structures and premises shall be of an approved type, in safe and sanitary condition and in good working order and meet all installation and safety codes.

d. Telephone Service Requirements:

(1) Contractor shall provide local area, touch tone, telephone service (no deposit required) for each room. The telephone service shall be capable of long distance telephone service when long distance calls are placed using a telephone calling card or other telephone charge method.

(2) Contractor shall provide one telephone in each room.

(3) Telephone service shall be equipped with voice messaging system or front desk message service.

e. Fire Safety:

(1) Buildings in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101.LIFE SAFETY CODE and AMERICAN DISABILITIES ACT (ADA).

(2) Buildings in which space is offered shall be listed on the U.S. Fire Administration/Federal Emergency Management Agency Hotel/Motel Fire-Safe List.

(3) Equipment, services or utilities furnished, and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards.

(4) Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 10.

(5) As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways and other common areas.

f. Wheelchair Accessibility: Common areas such as hallways shall provide for an accessible path of travel for wheelchairs.

g. Elevators: If elevators are part of the room complex, they shall conform to the latest requirements of the American Society of Manufacturing Engineers (ASME)/American National Standards Institute (ANSI) A17.1 Safety Code for Elevators and Escalators, except for elevator emergency recall and shall be inspected and maintained in accordance with ASME/ANSI A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks Includes Inspection Procedures for Electric Traction and Winding Drum Elevators, Hydraulic Elevators, and Escalators and Moving Walks, or equivalent local code. The elevators shall also comply with all local codes and ordinances.

h. Miscellaneous: No activity to the building and/or grounds that would cause an increase in dust, dirt or spores to be airborne (i.e., renovation to the building, movement or earth on the grounds) shall take place without the Contractor’s written notification to the VA at least seven (7) calendar days in advance of the event.

i. Inspection: The Government reserves the right, at any time before and after contract award and during the term of the contract, to inspect the rooms and all other areas of the contractor facility as necessary to ensure safe and healthy environment for the VA-referred occupants.

IX. NARA RECORDS MANAGEMENT

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Ann Arbor VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Ann Arbor VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Ann Arbor VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Ann Arbor VAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Ann Arbor VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Ann Arbor VAMC policy if applicable.

8. The Contractor shall not create or maintain any records containing any non-public Ann Arbor VAMC information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Ann Arbor VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Ann Arbor VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

X. TERM OF CONTRACT

The term of this contract will be for a 5 year period of performance. All rooms shall be ready for occupancy by VA-referred patients no later than fourteen (14) calendar days following award of the contract. All rooms shall be in full compliance with all requirements of this contract by that date.

XI. VHA Supplemental Contract Requirements for Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors (Amended October 25, 2021)

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.

1. For indefinite delivery contracts: Contractor agrees to comply with FAR 52.223-99 and VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.

Presolicitation Notice