36C25519Q0564-001.pdf

B.3 STATEMENT OF WORK

(a). GENERAL INFORMATION

(1). Authority: These services are being acquired in accordance with FAR subpart 8.405 – Ordering Procedures for Federal Supply Schedules.

(2). Title of Project: Lodging Services for the beneficiaries of the St. Louis VA Healthcare

System

(3). Scope of Work: The Contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work, except as may otherwise be specified.

(4) Location: Contract deliverables are to be furnished at the Contractor’s commercial lodging facility that is located within a five (5) mile radius of the following VA facilities:

Dept. of Veteran’s Affairs St. Louis VA Healthcare System John Cochran Division 915 N. Grand Blvd St. Louis, MO 63106

(5). Background information: The services required by this solicitation for the St. Louis VA

Healthcare System. It is anticipated that this volume of usage will continue and the quantity projected in Section B.2 – Price Schedule is based upon an approximate 3% increase per year.

(6). Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the Contracting Officer (CO), and shall provide the required services until the date of contract expiration.

(7). Type of Contract: Firm-Fixed-Price, indefinite quantity.

(8). Extension of Contract: This contract may be extended for up to four (4) one (1) year option periods at the discretion of the government, in accordance with FAR 52.217 9, Option to Extend the Term of the Contract.

(b). CONTRACT AWARD MEETING. The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the Contractor that a kick off meeting is waived.

(c). SERVICES TO BE PROVIDED.

(1). Contractor shall furnish rooms to VA beneficiaries as referred by authorized personnel of the St. Louis VA Healthcare System. The contractor shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided in accordance with Attachment I (Criteria for Eligibility for Temporary Lodging or Hoptel) to accommodate those beneficiaries receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable beneficiaries who would normally be discharged to their home will be considered for lodging.

(2). Room requirements:

(A). Nightly room prices, as quoted in the Schedule, shall include all fees and applicable taxes and any other no-charge services offered to guests such as shuttle service and continental breakfast. Rates shall not include sales tax. The Dept. of Veterans Affairs (VA) is a Federal agency and therefore exempt from paying sales tax. Room rates offered shall be Single Occupancy, and shall provide a minimum of two (2) double beds.

The VA beneficiary shall be allowed one caregiver/driver/attendant to stay in the same room with the beneficiary, at the single occupancy rate when pre-authorized by the VA.

Any additional occupants are the responsibility of the beneficiary and shall not lodge at VA expense.

(B). Contractor shall reserve two (2) rooms for the St. Louis VA Healthcare System Sunday through Friday each week for beneficiaries from either site accordingly that are deemed eligible for temporary Lodging or Hoptel services by VA staff. Additional rooms may be reserved by the VA at the same rates based on a space available basis. The Contractor will invoice for and be paid only for actual room nights occupied in accordance with the Section B.1 above.

(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 (Fire) 101, 2003 or latest edition, Chapters 28/29 specifications and American with Disabilities Act (ADA) guidelines. All rooms shall be located in a single hotel or motel.

(D). Each room shall be on the ground floor, wheelchair accessible or be ADA compliant elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers.

(E.). The rooms shall be smoke-free unless requested otherwise by the beneficiary.

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 heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service.

(3). Rooms shall be located in as reasonably quiet or tranquil part of the hotel/motel as possible.

(3). Room reservations: Room reservations, room occupancy and room payment will be on the following basis:

(A). The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by authorized personnel of the VA St. Louis Healthcare System. The VA will inform the Contractor of each individual’s name and the arrival date at the Contractor’s facility. Stays will be limited to one night unless additional nights are specifically authorized by the VA.

(B). Services shall be furnished Sunday through Friday evenings for beneficiaries of the St.

Louis VA Healthcare System. The Contractor shall use its existing check in and checkout times.

(C). Federal Holidays: Ten holidays observed by Federal Government are listed below plus any other day specifically declared by the President of the United States:

New Year’s Day Labor Day Martin Luther King Jr. Day Columbus Day Presidents’ Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

(D). The VA personnel authorized to place beneficiaries with the Contractor and resolve conflicts are the Social Work Service Program Support, the Chief, Social Work Service , and Administrative Officer of the Day (AOD). They can be reached 8 a.m. to 4:30 p.m., Monday through Friday at (314)-652-4100 x59558 or 53691. After hours, weekends and holidays, the AOD can be reached at (314)-652-4100 extension “0”.

(E). The authorized dates and length of stay will be documented on a written hotel voucher issued by the authorized VA personnel. The voucher will be presented to the Contractor by the VA referred beneficiary at the time of check-in. In the event that a VA referred beneficiary refuses to vacate the room, the Contractor shall immediately notify authorized personnel. Also, in the event that a VA referred beneficiary checks out of the facility without prior notice from the VA, the Contractor shall immediately notify the authorized personnel at the VA.

(F). The Contractor shall submit an itemized invoice to the VA for payment for actual room nights furnished during the month, Invoices are due by the 15th of the month following previous month’s services.

(i). The invoice shall contain the contract number, name of beneficiary and dates of lodging.

(ii). Individual VA authorization vouchers must be retained by the Contractor until after payment for each voucher has been received.

(4). Beneficiary emergencies: In the event a VA referred beneficiaries 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 been resolved the Contractor shall notify the authorized personnel at the VA of the situation.

(5). Room maintenance: Daily room maintenance shall comply with all Federal, State and local laws and commercial standards (Reference FAR 52.212-4(q)).

(6). Shuttle Service from the John Cochran division to the hotel location and return transportation as required for scheduled procedures. This may require afternoon pick up from the hospital and early morning delivery times to the hospital.

(d). GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS:

(1). Heating and Cooling Requirements shall be in compliance with ADA and/or State of Missouri Laws accordingly.

(A). 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.

(B). 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 for the cooling system every 30 calendar days.

(2). Electrical and Lighting Requirement shall be in compliance with ADA and/or State of

Missouri Laws accordingly.

(3). 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.

(4). Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, 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.

(5). Telephone Service Requirements:

(A). 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. The VA will not be charged for and will not pay for any long distance calls unless prior approval is obtained from the VA.

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

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

(6). Fire Safety:

(A). 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).

(B). 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.

(C). Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 101.

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

(7). Wheelchair Accessibility: Common areas such as hallways shall provide for accessible path of travel for wheelchairs.

(8). Elevators: If elevators are a part of the building, they shall conform to the latest requirements of the American National Standard A171 and A171a Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.1, Inspector’s Manual for Elevators or equivalent local code. The elevators shall also comply with local codes and ordinances.

(9). 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 of 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.

(10). The lodging facility must be compliant with the requirements of the Hotel and Motel Fire

Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the US Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the System for Award Management (SAM) database found at https://www.sam.gov/portal/public/SAM/ or by calling 1-866-606-8220.

In addition, the lodging facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 1210 et.seq.).

(e). INSPECTION AND ACCEPTANCE: The VA reserves the right to conduct an inspection of the lodging facility(ies) by a team of VA contract and safety team members at any time before and after contract award and during the term of the contract to ensure a safe and healthy environment for the VA referred beneficiaries. The Contractor will be provided appropriate notice prior to such inspection. See FAR 52.212-4 for additional Government rights and inspection requirements and Attachment II (Hotel/Motel Evaluation Checklist).

(f). GENERAL CONTRACT REQUIREMENTS:

(1). Service Contract Act: The McNamara–O'Hara Service Contract Act of 1965 (SCA), codified at 41 U.S.C. §§ 351–358, requires contractors and subcontractors performing services on covered federal or District of Columbia contracts in excess of $2,500 to pay service employees in various classes no less than the monetary wage rates and to furnish fringe benefits found prevailing in the locality, or the rates (including prospective increases) contained in a predecessor contractor's collective bargaining agreement. Safety and health standards also apply to such contracts. Applicable Wage Determinations are provided as attachment (4) to this solicitation and will be applicable to the resulting contract.

(2). Liability and Insurance Coverage:

(A). Insurance coverage is a condition precedent to award of a contract. In general, a successful offeror must present satisfactory evidence of full compliance with State and Local requirements, or those below stipulated, whichever are greater. More specifically, workman’s compensation and employer’s liability coverage will confirm to applicable State law requirements for the service contemplated, whereas general liability and automobile liability of comprehensive type, shall in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for property damage. State approved sources of insurance coverage ordinarily will be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources.

http://www.usfa.fema.gov/hotel/search.cfm https://www.sam.gov/portal/public/SAM/

(B). Before commencing work under the contract, the contractor shall furnish to the

Contracting Officer (CO) a certificate of insurance indicating the coverage outlined above containing an endorsement to the effect that cancellation of or any material change in the policies which adversely affect the interests of the VA in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Contracting Officer.

(3). Required registration with Contractor Performance Assessment Reporting System (CPARS):

(A). As prescribed in Federal Acquisition Regulation (FAR) Part 42.15, the Department of

Veterans Affairs (VA) evaluates Contractor past performance on all contracts that exceed $150,000, and shares those evaluations with other Federal Government contract specialists and procurement officials. The FAR requires that the Contractor be provided an opportunity to comment on past performance evaluations prior to each report closing.

To fulfill this requirement VA uses an online database, CPARS, which is maintained by the Naval Seal Logistics Center in Portsmouth, New Hampshire. CPARS has connectivity with the Past

(B). Performance Information Retrieval System (PPIRS) database, which is available to all

Federal agencies. PPIRS is the system used to collect and retrieve performance assessment reports used in source selection determinations and completed CPARS report cards transferred to PPIRS. CPARS also includes access to the federal awardee performance and integrity information system (FAPIIS). FAPIIS is a web-enabled application accessed via CPARS for Contractor responsibility determination information.

(C). Each Contractor whose contract award is estimated to exceed $150,000 is required to register with CPARS database at the following web address: www.cpars.csd.disa.mil.

Help in registering can be obtained by contacting Customer Support Desk @ DSN: 684- 1690 or COMM: 207-438-1690. Registration should occur no later than thirty days after contract award, and must be kept current should there be any change to the Contractor’s registered representative.

(D). For contracts with a period of one year or less, the contracting officer will perform a single evaluation when the contract is complete. For contracts exceeding one year, the contracting officer will evaluate the Contractor’s performance annually. Interim reports will be filed each year until the last year of the contract, when the final report will be completed. The report shall be assigned in CPARS to the Contractor’s designated representative for comment. The Contractor representative will have thirty days to submit any comments and re-assign the report to the VA contracting officer.

(E). Failure to have a current registration with the CPARS database, or to re-assign the report to the CO within those thirty days, will result in the Government’s evaluation being placed on file in the database with a statement that the Contractor failed to respond.

(4). IT SECURITY REQUIREMENTS. Specific training and certification requirements for

Contractor personnel for the viewing, handling or storage of confidential information are not applicable to this contract.

(5) Attachments to the solicitation (contained in Section D of the solicitation):

(A). Attachment (1) – Medical Center Memorandum for Hoptel Lodging Services. Is furnished to provide offerors and the contractor information concerning the eligibility criteria for the beneficiaries who will be furnished lodging through the contract.

(B). Attachment (2) – Hotel/Motel Evaluation Checklist. Is furnished to provide offerors and the contractor a listing of the health and safety items that will be inspected at the offered facility prior to acceptance of an offer and that will be used to randomly inspect the contractor’s facility during the course of the contract.

(C). Attachment (3) - ACH Vendor/Miscellaneous Payment Enrollment Form. Is to be used by the contractor to establish a payment account within the VA’s accounting and payment system. The contractor’s W9 form must accompany the submission of the form. This form will not be applicable if the contractor already has an account established.

(End of Statement of Work)

(End of Section B)

B.3 STATEMENT OF WORK