MODIFIED STATEMENT OF WORK (SOW) - CAVHS 8 4 21.docx

Central Arkansas Veterans Health Care System (CAVHS) – Little Rock AR

STATEMENT OF WORK

(LODGING/HOPTEL SERVICES)

1) SPECIFICATIONS:

Contractor shall furnish rooms to VA beneficiaries as referred by authorized personnel of the Central Arkansas Veterans Healthcare System. The contractor shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided in accordance with HOPTEL standards to accommodate those Veterans receiving medical care who may have to travel long distances for evaluation the day before or day after treatment received.

2) LOCATION:

Lodging facilities must be located no more than ten (10) miles of the Central Arkansas Veterans Health Care System and the University of Arkansas Medical Sciences.

3) ROOM REQUIREMENTS:

a. A minimum of 45 rooms shall be made available to the Central Arkansas Veterans Healthcare System per night. These rooms would be available each night Sunday through Thursday.

b. The 45 rooms shall be for double occupancy and at least one shall be handicap accessible. This room must be an ADA complaint room for handicap individuals which at a minimum includes grab bars, lowered vanity, and roll-in shower (reference Public Law 101-336).

c. In a rare event, there may be a need for rooms on Friday or Saturday nights. If the Central Arkansas Veterans Healthcare System has a need for rooms on Friday or Saturday and rooms are available, the contractor shall rent the rooms at the agreed upon price.

d. In the event of failure of any infrastructure systems that would inhibit accommodating Veterans needs the contracted hotel must provide equivalent accommodations at a hotel which meets the same requirements of this statement of work. Some examples include elevator maintenance/break downs, utility outages, and shuttle breakdowns. These accommodations will be afforded at no additional cost to CAVHS.

e. If there is a need for additional rooms (more than 45) and they are available, the contractor will rent the rooms to the Central Arkansas Veterans Healthcare System at the agreed upon price.

f. A continental breakfast will be available to lodger patients on a daily basis.

g. The hotel will be responsible for transporting the Central Arkansas Veterans Healthcare System lodgers to the Little Rock VA Hospital, North Little Rock VA Hospital, and our affiliate The University of Arkansas for Medical Sciences (UAMS)-adjacent to the Little Rock Hospital. The hotel will be responsible for transporting the lodgers round trip to and from the appropriate appointment location. The hotel will be responsible for transporting the lodgers to the appropriate hospital no less than one hour prior to their scheduled appointment. On rare occasions these appointments may be as early as 6:00 AM.

h. The hotel may utilize fixed shuttle times in no more than two hour increments as long as the Veteran arrives no less than one hour prior to their scheduled appointment.

i. There shall be no additional charges to the veteran or his family for lodging. Any expenses incurred in addition to those covered by the lodging contract (e.g. unauthorized meals, damages, movie channels, room services, long distance calls, etc.) are not the responsibility of the Central Arkansas Veterans Healthcare System and should be billed to the lodger. Local calls shall be included in the lodging rate.

j. The room rate per night will not include any city, state, or federal sales tax, of which the Central Arkansas Veterans Healthcare System is exempt from paying.

k. Reservations shall be made by the Central Arkansas Veterans Healthcare System lodging coordinator during administrative hours of 8:00 a.m. - 4:30 p.m. Monday thru Friday, or by the Administrative Officer on Duty during other hours including weekends. Central Arkansas Veterans Healthcare System will make the attempt to provide 10 days’ notice to the hotel, but on occasion may be restricted to as little as 1 hours’ notice.

l. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service, access to coin operated laundry facilities on premises, and basic television cable service.

m. 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.

n. If a specific room was previously occupied the night before by the same VA referred occupant, the following daily room service shall be performed.

- Make up bed(s). Bed linens shall be changed every day.

- Vacuum all carpeting daily

- Clean the bathroom floor, vanity sink and mirror, commode, and bath/shower unit.

- Change all used bath linens with laundered bath linens.

- Empty wastepaper baskets.

- Replace toilet paper roll when three quarters consumed.

o. Each room shall comply with the following general room requirements:

- Floor covering: All type of floor coverings shall be clean; free of stains; odor-free; and free of cracks or tears. Shag style carpets used as floor covering shall be ½” or less in length.

- Each room shall have lighting fixtures. All overhead lights shall be controlled by wall switches. All light bulbs shall have either a shade or globe with the exception of decorator type bulbs.

- All windows shall be able to be secured in a closed position. The windows shall be effectively weather-stripped, and the window lights shall be free of cracks and shall be tightly fitted in the window frame.

- All windows shall have window treatments consisting of shades, blinds, or drapes. The window treatments shall be substantial enough to prevent viewing into the room from outside of the room. In addition, the window treatments shall be capable of substantially darkening the room during daylight hours.

- Each room’s exterior door shall be secured with snap lock and dead bolt lock. In addition, exterior doors shall have an exterior light; peep hole fitted with 175 degree viewing lens; if not entering into a climate controlled hallway, the door shall have weather stripping on four sides of door or frame to effectively seal off air leaks.

p. Each room’s bathroom shall have the following: combination tub/shower; commode; vanity; mirror above vanity; overhead light; exhaust fan which exhausts to outside air; GFI protected electrical outlets; solid floor covering, ceramic tile, composition vinyl tile, or solid vinyl sheet.

q. Each room shall have at least a 2 cubic foot refrigerator with a freezer compartment, a microwave of a minimum 800 watts and 10-cup automatic drip coffee maker. A supply of regular and decaffeinated coffee and associated condiments shall be provided daily.

r. General Furniture Package

- All furniture shall be in good general condition; shall be clean; free of stains and odors; and have no tears or rips in the fabric coverings. Non-upholstered furniture surfaces shall be free of scratches, broken surfaces, splinters, free of stains, and clean.

- Each double size bed shall be supplied with a complete set of bed linens which will be freshly cleaned, free of stains, odors, tears, and in good condition.

s. Heating and Cooling Requirements

- Each room shall have permanently installed, functioning cooling and heating system with thermostatic control. The heating system is required to maintain a temperature of 80 degrees F. The air conditioning system is required to maintain a temperature of 65 degrees F.

- 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.

- Contractor shall maintain all appliances and utility systems.

t. Electrical and Lighting Requirement

- Every room shall be provided with not less than two electrical receptacle outlets and electric light fixtures.

- Every toilet room, bathroom, laundry room, furnace room, public hallway, porch, and flight of stairs between stories shall contain at least one (1) supplied electric light fixture. Where an interior stairway or public hallway changes in direction, more than one (1) supplied electric light fixture is required.

- 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.

u. 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.

v. Telephone Service Requirements:

- Contractor shall provide local area, touch tone, and telephone service 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.

- Contractor shall provide one telephone in each room.

w. Interior Space Requirements:

- Ceilings shall be at least 8 feet and no more than 11 feet clear from floor to the lowest obstruction. Each room shall have acoustical treatment with a flame spread of “5” or less and smoke development rating of 50 of less (ASTME 84).

- Floor shall be covered with vinyl floor covering or carpeting (vinyl asbestos floor tile shall not be used for new installations).

- Existing floor and/or window covering, or carpet may be accepted providing the floor coverings are in good condition.

4) 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’s referral by the Contracting Officer’s Technical Representative (COTR). The Central Arkansas Veterans Healthcare System will inform the Contractor of everyone’s name and the expected arrival time at the Contractor’s motel/hotel.

(2) For this contract, the Contractor shall use its existing check in and check out times and procedures.

b. The Contractor shall submit an invoice to the Central Arkansas Veterans Healthcare System 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. Contractor will bill only rooms reserved and occupied in accordance with this Statement of Work. Invoice shall be submitted no later than ten business days after the first of the month.

5) PATIENT EMERGENCIES: In the event a Central Arkansas Veterans Healthcare System referred occupant is in an emergency of any kind, the Contractor shall contact the appropriate parties to respond to the emergency. In addition, the Contractor shall immediately contact the Patient Expeditor or Administrative Officer of the Day at 501-257-5714 and report the nature of the emergency and current disposition.

6) CONTRACTOR PROVIDED CONTINENTAL BREAKFAST:

Each morning between the hours of 6:00 a.m. and 10:00 a.m., the contractor shall provide a continental breakfast to the Central Arkansas Veterans Healthcare System referred occupants. The breakfast meal may be self-served buffet service located in a common area of the hotel/motel. The contractor shall provide the necessary eating utensils, dish wear, and serving wear for the breakfast meal.

7) DO NOT LODGE LIST:

Upon contract award CAVHS must be provided a list of infractions that would lead to a Veteran being added to a do not lodge list. CAVHS must approve of this list and have the opportunity to discuss this with hotel management prior to placing the Veteran on list. CAVHS and the hotel will determine offenses that will be allowed a second chance.

8) FIRE SAFETY:

a. To be eligible for award under this solicitation, offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2201 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/serach.cfm. In addition, the offerors facility must be compliant with the requirements of the American Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq). Only hotels that can meet the requirements and provide items as listed above may respond to this solicitation. All rooms must be compliant with the requirements of National Fire Protection Association (NFPA) 101, Life-Safety Code, Chapter 29, 2006 edition.

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. Asbestos - No asbestos containing fireproofing or insulation on building structures, acoustical treatment, molded or wet-applied ceiling or wall finishes/decorations, will be permitted. If present, such materials shall be removed by the contractor prior to occupancy by the Central Arkansas Veterans Healthcare System.

d. Elevators: If elevators are a part of the room complex, 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:

a. 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 Central Arkansas Veterans Healthcare System COTR at least seven (7) calendar days in advance of the event. If such activity is required on an emergency basis, the Contractor shall notify the COTR via telephone immediately then follow-up in writing as soon as possible.

b. 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 complex access to which is necessary to ensure a safe and healthy environment for the Central Arkansas Veterans Healthcare System occupants.

c. Contractor must be within a ten (10) mile radiuses of the Central Arkansas Veterans Healthcare System including the Little Rock, North Little Rock, and UAMS campuses.

10) RECORDS MANAGER DISCLOSURE:

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. Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system. 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system policy.

8. The Contractor shall not create or maintain any records containing any non-public Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system 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 Central Arkansas Veterans Healthcare system provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.