36C25621Q1324 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

NETWORK CONTRACTING OFFICE 16

ALEXANDRIA VA HEALTH CARE SYSTEM

PO BOX 69004

ALEXANDRIA LA 71306-9004

POINT OF CONTACT*

Contracting Officer

ARLENE A. BLADE

arlene.blade@va.gov

(318) 466-4281

PLACE OF PERFORMANCE

ADDRESS

OVERTON BROOKS VA MEDICAL CENTER

510 E STONER AVENUE

SHREVEPORT LA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Amendment 00001 provides responses to questions for Solicitation Number 36C25621Q1324 and extends the due date of this solicitation.

See below: Questions/Responses

Contractor shall read and acknowledge this Amendment by completing Block of the attached SF 30 – Amendment to Solicitation.

The due date for quotes is changed to 4:30 PM (CST) on Wednesday, August 18, 2021.

Amendment 00001 to Solicitation Number 36C25621Q1324 –

Questions/Responses received regarding the Lodging requirement for Overton Brooks VA Medical Center:

Question #1: Do we need to provide transportation from and to the VA Medical Center? Response: Yes

Question #2: Would you please clarify the pets are strictly service animals? Are the pets strictly dogs or other types of animals? Is the caregiver authorized to have a pet? How many pets total per room is authorized? Are there requirements to take care of pets, for example, while the service members are at medical treatment?

Response: Pets are specifically and strictly service dogs. Strictly dogs. Only if the caregiver is a Veteran and has a service dog. Two (2) pets total per room is authorized. However, in most situations there will only be 1 service dog unless the caregiver is a Veteran and also has a service dog. The Veteran and/or caregiver cannot leave the pet unattended in the room. The Veterans and/or caregiver is responsible for taking care of the pet.

Question #3: Is the total number of veterans and caregivers max to 3000, or can it be increased?

Response: 3,000 is what is currently budgeted for Veteran lodging. Caregivers are not considered in the 3,000 because caregivers are only allowed to lodge if there is an approved Veteran. In the past we have not used more than 3,000 lodging nights.

Question #4: Do we need to price you per month or person?

Response: Price is “Per person”. We are required to verify that the Veteran has been approved for service.

Question #5: Are these rates commissionable?

Response: VA contracts are commissionable.

Question #6: We need to know the history of the actual number of rooms used per day. In hotel language, this is known as a room pick-up report.

Response:

a. Prior to COVID around 8-12 rooms per day (reservations)

b. At the present 6- 10 reservations per night (However, we expect for this number to increase back to normal in FY22)

Question #7: Are we able to contract less than ten rooms per day, maybe 2 or 3? Then, if more rooms are needed on any given day, and we have availability, we would adjust the reserved rooms.

Response: Please review the documents submitted for this requirement in their entirety. The combined synopsis/solicitation states the following:

“Contractor shall reserve ten (10) rooms per night. An additional five (5) rooms may be reserved by the VA at the same rates based on a space available basis. Contractor will be reimbursed only for actual rooms nights used in accordance with this contract.”

We need at least 9 rooms and then all other rooms needed must be sent to nearby hotel of same quality who meets our PSW hotel standards. We are required to ensure that we can accommodate all Veterans who need lodging. Care received through this lodging contract improves Veterans access to needed medical/health care which in turn improves Veteran health outcomes.

Question #8: Are we required to provide rooms during the holidays?

Response: Yes, if the main hotel is unable to provide a room, you must locate another hotel of same rating and standards to meet Veterans lodging needs within a reasonable distance to the Medical Facility.

Question #9: Can the rooms be released be 24-48 hours prior to arrival vs the day of arrival?

Response: Overton Brooks is committed to meeting our Veterans access to health care needs through our lodging program. You may contact the Veteran 24-48 hours prior to arrival and you may cancel the room ONLY if the Veteran reports that he/she will no longer need the room.

Question #10: How are the reservations made, do the individuals themselves call in, do they go thru you to make the reservation, or can we create a link to make the reservations online?

Response: Reservations are made by Official VA staff designated to make reservations (Veterans are not allowed to make their own reservations due to continuity of care). Reservations are made by sending approved lodging vouchers to the hotel via fax. A call is also made to confirm that the hotel has received the approved lodging vouchers with the Veterans name and approved lodging dates as well as approval for meals.

Please read ALL documents to understand and fulfill the requirement for the subject solicitation. The VA is not responsible if the Contractor does not submit the correct documents or neglects to understand the requirement.

Due date is Wednesday, August 18, 2021 at 4:30 PM (CST).

End of Document

See attached document: 36C25621Q1324 0001_1.

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Amendment to a Previous Combined Solicitation