36C25026Q0285 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Dayton VA Medical Center 3140 Governor’s Place Blvd. Suite 210 Kettering OH 45409-1337

POINT OF CONTACT*

Contracting Officer Morgan Stein Morgan.Stein@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Lieutenant Colonel Charles S. Kettles VAMC

2215 Fuller Road

Ann Arbor MI

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this solicitation amendment is to:

· Provide responses to vendor questions received.

· Remove the requirement for a three-room hold.

· Update and clarify the Performance Work Statement (PWS) regarding invoicing.

Please review the attached Questions and Responses document and the updated PWS.

All other terms and conditions of this solicitation remain unchanged.

Questions with Responses

1. Are third-party travel management companies permitted to respond to this request?

RESPONSE: Yes, all vendors must be registered in SAM.gov at the time of quotes received.

2. Is it permissible to submit more than one hotel to support this group?

RESPONSE: Yes

a. If so, is there a limit of how many hotels?

RESPONSE: No

3. Is there an estimate of the required number of parking spaces?

RESPONSE: 1 (one) space per room booked

4. The CLIN is for a quantity of 5000 rooms annually, but PWS only states a block of 3 rooms daily ~ is the CLIN quantity accurate?

RESPONSE: The total estimated quantity reflects our historical average of approximately 5,000 rooms per year.

a. If accurate, can you share the historical room utilization in the past year?

RESPONSE: - We have utilized ~5000 rooms (total) per year over the past few years

5. Is this a new contract?

RESPONSE: Yes

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

RESPONSE: Please refer to SAM.gov regarding any award history.

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

RESPONSE: Please refer to the solicitation for this information

7. Could you please confirm whether third-party submitters are permitted to bid and that there are no limitations, such as SDVOSB?

RESPONSE: Yes, third-party submitters are permitted to quote. Please refer to the solicitation and any applicable FAR clauses / provisions for this information.

8. It appears that there is no “Original Set Aside” for this request, is that correct?

RESPONSE: I’m not certain what is meant by ‘original set-aside.’ However, this requirement is not designated as a small business set-aside; it is being solicited under full and open competition.

9. Are the 3 room nights that are required to be set aside guaranteed?

RESPONSE: This is no longer a requirement

10. Based on historical data, how many room nights per day are anticipated?

RESPONSE: the estimated number of total room nights per day is 15

11. Can blackout dates be added at the beginning of each option year?

RESPONSE: Please refer to the solicitation for this information.

12. Would it be possible for caregivers to stay in a separate room to help meet the double occupancy requirement?

RESPONSE: No, caregivers should be lodged with the veteran since their purpose is to care for the veteran

13. Will veterans be able to provide a credit card at check-in to cover any potential incidentals? If not, how will incidentals be handled?

RESPONSE: No, veterans generally are not able to provide a credit card at check-in. Currently veterans with credit cards do place info on hold with the hotel. For those without credit cards nothing is held. If an incidental expense occurs, we contact the veteran directly to handle the issue.

14. Is there currently an incumbent contractor providing these services? If so, could you please provide the name of the contractor and the previous contract number?

RESPONSE: Please refer to SAM.gov for this information.

15. Based on historical data, what is the typical length of stay for patients? Specifically, are there instances where a patient's stay is expected to exceed 30 days?

RESPONSE: Typical stay for a veteran is 1-2 days. In some cases, it could be a week.

ADA & Room Accessibility

16. Of the three guaranteed rooms, how many must be fully wheelchair-accessible with roll-in showers versus accessible tubs?

RESPONSE: The guaranteed room hold has been removed from this requirement, but all rooms must meet ADA requirements with the expectation that a fair amount are fully wheelchair accessible

17. Is it acceptable to designate a specific mix of room types in our proposal (e.g., one room with a roll-in shower and two rooms with standard ADA features like grab bars and wider doorways)?

RESPONSE: Yes

18. What specific bathroom features are required for a room to be considered "ADA-compliant" under the terms of this specific contract?

RESPONSE: Please refer to the solicitation for this information Shuttle Service & Transportation

19. Would a shuttle without a wheelchair lift be viewed more favorably than offering no shuttle service at all?

RESPONSE: Either option would be viewed favorably Reservation & Billing Process

20. Will reservations be processed via phone, email, or a specific VA portal?

RESPONSE: Reservations be processed via phone or email

21. What specific training or resources are provided for the Tungsten invoicing system, and what documentation must be attached to monthly invoices?

RESPONSE: Please refer to the solicitation for this information

22. What is the typical payment timeline following invoice approval?

RESPONSE: Generally, once the invoice is received, the COR will provide the PO# and Credit Card information.

Performance Work Statement

VAAAHS PATIENT LODGING

1. GENERAL INFORMATION

Title of Project: Patient Lodging Place of Performance: The Department of Veterans Affairs Ann Arbor Healthcare System (VAAAHS), 2215 Fuller Road, Ann Arbor, MI 48105.

Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this Performance Work Statement (PWS), to provide lodging for eligible Veterans and one caregiver/attendant who may have to travel long distances the day before or the day after a scheduled appointment. Any additional occupants are the responsibility of the Veteran and shall not lodge at VA expense. Only patients normally discharged to their home will be considered for lodging. The Ann Arbor VAMC will not guarantee utilization of lodging space at minimum or maximum, however, VAAHS will schedule overnight accommodations as the need presents.

Background: VAAAHS requires local accommodations for Veterans and one caregiver to reduce travel burden before or after medical appointments. The VA will schedule accommodations as needed; no minimum or maximum utilization is guaranteed.

2. ROOM RESERVATIONS

Services provided on weekends and Federal holidays as needed.

Flexible check-in/check-out procedures (24/7).

Occupancy only upon referral by authorized VAAAHS personnel.

Contractor shall verify identity of VA-referred occupants and maintain a roster with names and room assignments.

Room Commitment: The VA does not guarantee a minimum or maximum utilization of rooms. Additional rooms shall be made available on an as-needed basis to accommodate last-minute requests.

Last-Minute Reservations: The contractor shall accommodate last-minute lodging requests whenever possible. The contractor shall maintain the ability to provide rooms beyond the reserved quantity if demand increases unexpectedly. Failure to provide rooms for urgent needs may be considered non-compliance.

Blackout Dates: Blackout dates are not acceptable unless they are disclosed at the time of quote submission and approved by the Contracting Officer (CO). Any approved blackout dates shall be incorporated into the contract. No additional blackout dates will be permitted after award without a bilateral modification.

Authorized personnel: Lodging Coordinator; Mon–Fri, 8 AM–4:00 PM (734-769-7100 extension 53417 or 734-845-3417) and Administrative Officer of the Day (AOD); after hours/weekends (734-769-7100, extension 55279). If the AOD does not answer, call the VA operator at 734-769-7100 and have the AOD paged.

3. ROOM & AMENITY REQUIREMENTS

Physical Location of Lodging: Shall be within 15 miles of VAAAHS (2215 Fuller Road, Ann Arbor, MI 48105) as determined by Map Quest.

Amenities: Individual sleeping/private rooms, two double beds or larger, private bath (sink, toilet, shower/bathtub), alarm clock, wake-up service, basic cable or satellite TV, telephone with local service, smoke-free environment, ADA-compliant rooms and elevator access. Complimentary (free) parking (standard and handicapped). Complimentary (free) shuttle service to and from VAAAHS (preferred).

Daily Services: Room and bathroom cleaning, bed making, linen change, fresh / clean towels, washcloths, bathmat, soap, facial tissue, toilet paper replenishment.

Compliance Requirements:

1. American with Disabilities Act

a. All property buildings and parking

2. Rooms shall comply with the applicable NFPA 101 Life Safety Code

3. Rooms shall comply with the applicable AA guidelines

4. 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.

5. Daily room maintenance shall comply with all Federal, State and local laws.

6. Fire-safe certification per Hotel and Motel Fire Safety Act of 1990

a. Pub. L. No. 101-391, September 25, 1990 as amended by Pub. L. No. 105-85, November 18, 1997

7. Each room shall be commercially available industry standard furnished 3-Diamond AAA or equivalent.

8. All property buildings 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

9. The contractor shall be required to execute a Business Associate Agreement (BAA) (attached) to comply with this requirement.

4. 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.

5. PATIENT REFUSAL TO LEAVE PREMISES

The authorized dates and length of stay will be documented on the 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/lodging without prior notice from the VA, the Contractor shall immediately notify authorized personnel at the VA.

6. 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.

7. SERVICE ANIMALS (ADA TITLE III COMPLIANCE)

The Contractor (place of lodging) shall modify policies, practices, or procedures as necessary to permit service animals to accompany individuals with disabilities in all areas where the public is allowed. Under Title III of the ADA, a service animal is a dog individually trained to do work or perform tasks directly related to the handler’s disability; emotional support animals are not service animals. Staff may ask only two questions when the animal’s function is not obvious: (1) “Is the dog a service animal required because of a disability?” and (2) “What work or task has the dog been trained to perform?” Staff shall not request documentation, certification, or inquire about the person’s disability. The animal must be under the handler’s control; the facility may request removal if the animal is out of control and the handler does not take effective action or if the animal is not housebroken. No fees may be charged for service animals, and breed/size restrictions shall not apply. The Contractor shall train front‑line staff on these requirements and maintain written procedures compliant with 28 CFR 36.302(c) and DOJ guidance. Miniature horses may qualify as a reasonable modification; the facility shall assess requests per DOJ factors (type, size, weight, handler control, and facility safety) and accommodate when reasonable.

8. PERFORMANCE

Failure to meet KPIs described in the Quality Assurance Plan (QASP) may result in service credits, withholding of payment, or termination for cause. Sustained over-performance may be recognized through positive past performance ratings or optional incentives.

8. CONTRACTOR RESPONSIBILITIES

Provide all utilities (electricity, heat / air conditioning, water, sewer, local phone (no deposit required), and basic television cable service).

Maintain appliances and utility systems in safe working order.

Ensure compliance with all building codes and safety standards.

Maintain fire extinguishers and smoke detectors per NFPA standards.

9. CONTRACTOR PERSONNEL REQUIREMENTS

Contractor shall ensure all personnel undergo background checks and complete VA-provided records management and ADA service animal compliance training.

The Government will not dictate specific experience or education requirements for contractor employees initially proposed to perform the work stated herein.

All contractor employees are subject to immediate removal from performance under this contract if they are involved in a violation of law, VA security or confidentiality requirements, or other disciplinary reasons.

The contractor shall ensure that all personnel comply with VA privacy/confidentiality and security standards and complete any mandatory training required by VA policy.

10. RECORDS MANAGEMENT

a. 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.

b. 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.

c. 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.

d. VA Ann Arbor Healthcare Systems 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 VA Ann Arbor Healthcare Systems 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.

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

f. 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.

11. OWNERSHIP OF DELIVERABLES AND DATA RIGHTS

All preliminary and final deliverables, associated working papers, application source code, and other materials generated by the contractor in performance of this contract are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the contract. VAAAHS owns the rights to all data and records produced as part of this contract and shall have unlimited rights to use, dispose of, or disclose such data 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.

12. RESTRICTIONS ON DISCLOSURE AND PUBLICITY

The Contracting Officer (CO) is the sole authority to release any data, draft deliverables, final deliverables, or other materials. Contractors shall not release information, issue press releases, or publish marketing materials without written CO approval. Requests for information shall be referred to the CO. 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 VA Ann Arbor Healthcare Systems guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. Contractors (or sub-contractors) shall not retain, use, sell, or disseminate copies of any deliverable containing Privacy Act of 1974 or FOIA-protected information.

13. INFORMATION SECURITY AND HANDLING REQUIREMENTS

Contractor shall immediately notify the CO of any inadvertent or unauthorized disclosures. Disclosure of non-public information is limited to authorized personnel with a need-to-know. 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 VA Ann Arbor Healthcare Systems 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance applicable laws and policies. specifically tied to or authorized by the contract and in accordance with VA Ann Arbor Healthcare Systems policy. The Contractor shall not create or maintain any records containing any non-public VA Ann Arbor Healthcare Systems information that are not specifically tied to or authorized by the contract.

14. CHANGES TO THE PERFORMANCE WORK STATEMENT

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

15. RECORDS & REPORTING DELIVERABLES

Contractor shall submit a Monthly KPI Report covering those listed requirements in “Schedule of Deliverables” and Quality Assurance Surveillance Plan (QASP) contained herein of this PWS.

If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

Schedule of Deliverables:

16. DEFINITIONS

Last-Minute Request: A reservation request made less than 24 hours of required check-in.

Blackout Date: A date on which lodging is unavailable, disclosed at quote submission and approved by CO.

ADA-Compliant Room: A room meeting accessibility standards under ADA Title III, including accessible path of travel and bathroom features.

This PWS is developed in accordance with FAR Subpart 37.6, Performance-Based Acquisition.

(End of Performance Work Statement)

Amendment to a Previous Combined Solicitation