36C25724Q0977_2.docx

SUBJECT*

CTX Psychiatry Resident Extended Hotel Stay

GENERAL INFORMATION

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Rafael Rodriguez

PLACE OF PERFORMANCE

1901 Veterans Memorial Dr. Building #171

Temple Texas

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Please refer to below documents (Amendment 0001) Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

Page 1 of

Amendment to a Previous Combined Solicitation

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3.

EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF

AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504 Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building 171 Temple TX 76504 To all Offerors/Bidders

36C25724Q0977

X X X

X Extended Hotel Stay – Temple, TX

a. The purpose of this amendment is to provide answers to questions submitted by vendors related to RFQ number 36C25724Q0977.

b. A compilation of all the questions was executed and answered for the benefit of all interested vendors.

c. Please refer to pages two to four for the responses/answerers for all questions.

Rafael Rodriguez Contracting Officer Page 1 of Page 1 of

1. Would you accept proposals for fully furnished apartments rather than extended stay hotels?

Answer- Only Hotels’ Information Quotations will be accepted.

2. Is the VA tax-exempt for lodging under this solicitation? If so, will a tax exemption letter be provided to the contractor to ensure the appropriate rates are applied? VA is tax exempt. A letter will be provided.

VA is tax exempt. A letter will be provided.

3. Number of Guests/Occupants and Room Allocation:

Could you provide an estimated number of guests or occupants that will require lodging throughout the contract period?

Will each trainee's stay encompass the full six months, or will the duration vary? If it varies, what is the typical duration of stay expected for each trainee?

Will there be a predetermined number of rooms allocated for each cohort of trainees? If so, what is the expected number of rooms needed for each cohort?

What is the overall estimated number of rooms that will be required at any given time during the contract period?

The following chart showing number of rooms, per month, per Resident. This chart will be subject to change as we go through the academic year. Some Residents will not want a hotel room, and that will need to be communicated quickly via the school or the VA Program Manager (PM).

ATM Housing Plan for Extended-Stay Hotels. Tempe, Fiscal Year 2025, VA allowed to Cover Up To 6 Months for Each HPT

4. Budget and Funding:

Is there a specific budget associated with this solicitation, or is there a particular funding amount allocated for this contract?

What is the average length of each trainee’s appointment for this solicitation? Each year has a specific funding amount.

Each trainee, based on their Graduate Level, will be a minimum 2 months at a time, up to 6 months max. the 6-month trainee will be at the Waco VA hospital.

5. Special Agency Check:

Who will be responsible for conducting the Special Agency Check prior to the trainees' occupancy at the extended stay hotel? Is this something the VA will handle, or will the contractor need to coordinate this?

Each Resident trainee must go through a Special Agency background check during on-boarding with the VA. The school in addition completes their own back ground check on the Residents – since they are becoming doctors. The contractor does not have to worry about the background checks.

6. Compensation for No-Shows:

How will compensation be handled in the event of no-shows? Is there a policy in place for billing or penalties associated with trainees who do not check in as scheduled?

If a trainee does not check in by 7:00 PM on the second day as outlined in the solicitation, can you confirm that the VA will still be responsible for payment for that room? Specifically, we want to ensure that the contractor is not financially liable for no-shows and that the VA will cover the cost of any reserved rooms that are not occupied as scheduled.

If the trainee does not check in by 7pm of the second day, the VA will pay for those two days. During that time-frame the trainee was supposed to occupy, the hotel – working with the contractor – can have that room occupied by other guests until the next rotation.

7. Rate and Billing Structure:

Are you looking for daily rates only, or would you also like to see monthly rates for extended stays?

Will billing be done based on daily occupancy rates, or is there an option to bill for monthly occupancy as well?

How should we handle billing if a trainee checks out early or extends their stay beyond the originally scheduled period?

The VA prefers a monthly invoice that totals all of the Resident stays. To save money on the budget, if a monthly rate per Resident can be worked out verses daily, that would be more beneficial.

If the Resident checks out early, the Government will be billed only for those days the Resident occupied the room. If the Resident wants to stay beyond their end date – they pay out of pocket on their own. The hotel has the right to deny additional stay in that hotel room if it has been booked already by another patron.

8. Advance Notice for Check-In/Check-Out:

What is the required advance notice for check-in and check-out procedures? Is there a specific timeframe within which the contractor must be notified of these changes?

Hopefully one week is advance notice for check-in/checkout? If not, we can go with two weeks.

9. Cancellations and Adjustments:

What is the expected procedure for handling last-minute cancellations or adjustments to room allocations? Is there a specific notice period after which cancellations might incur penalties or charges?

Cancellations: let the hotel, working with the contractor, “rent” out the room to other guests until next rotation? Adjustments – for example ADA compliance – we need to know that beforehand from each Resident and their guests. For specifics on penalties or charges: The Resident trainee is responsible for damages. IF they bring a pet, the hotel must accept pets in the first place. The Resident is responsible for pet damages regardless. Hotel reserves the right for the Resident to have a credit card on file for damages.

10. Payment Flexibility:

Is there flexibility in the payment structure for this contract? Specifically, is it possible to arrange for partial payments or another payment schedule that aligns with the FAR regulations? We are interested in understanding any available options that could help manage cash flow effectively, especially in cases of extended stays or large groups of trainees.

Monthly invoicing – end of month – to track expenses and so forth.

11. Other Considerations:

Are there any other specific requirements or considerations that we should be aware of to ensure compliance and smooth operation throughout the contract period?

The Resident trainees are authorized one guest to stay with them free. No more than two children. Pets - as long as authorized by hotel.

If there are laundry facilities on-site, ensure they work! If not, please let Resident know where they can do their laundry – is there laundry drop-off/pick-up available for example.

Is it legal for hotel to ask Resident to have credit card on file for incidentals/damages?

The school and VA will ensure Residents or guests need – or not – ADA compliance before getting assigned a room.

image1.emf image2.emf