36C25920Q0654.docx

Contract Opportunity Combined Synopsis/Solicitation Notice

PRODUCT SERVICE CODE

SUBJECT

CONTRACTING OFFICE'S

ZIP-CODE

SOLICITATION NUMBER

RESPONSE DATE/TIME/ZONE

ARCHIVE

DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

NAICS CODE

CONTRACTING OFFICE

ADDRESS

POINT OF CONTACT

(POC Information Automatically Filled from User Profile Unless Entered)

DESCRIPTION

See Attachment

AGENCY'S URL

URL DESCRIPTION

AGENCY CONTACT'S EMAIL

ADDRESS

EMAIL DESCRIPTION

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

GENERAL INFORMATION

PLACE OF PERFORMANCE

* = Required Field Contract Opportunity Combined Synopsis/Solicitation Notice V231 OKC HOPTEL Lodging BPA RFQ Temporary Lodging 80111 36C25920Q0654 09-09-2020

2:00 PM

MOUNTAIN TIME, DENVER, USA

N

SDVOSBC

561599 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 Department of Veterans Affairs Oklahoma City Veterans Admin Healthcare System 913 NE 13th Street Oklahoma City

OK

73104 jacqueline.obryan@va.gov Request for Quote (RFQ) #: 36C25920Q0654 Oklahoma City Hoptel Services – Temporary Lodging BPA

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 12:00pm MDT, August 31, 2020 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to jacqueline.obryan@va.gov no later than 2:00pm MDT, September 9, 2020.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ) and the solicitation number is 36C25920Q0654. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-100 effective August 22, 2018.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 561599 with a small business size standard of $20.5M. This solicitation is a 100% set-aside for Service-Disabled Veteran Owned Small Business (SDVOSB).

(v) List of Line Items;

Period of Performance 10/1/2020 thru 9/30/2021

1,575

Day

Period of Performance 10/1/2021 thru 9/30/2022

1,575

Day

Period of Performance 10/1/2022 thru 9/30/2023

1,575

Day

Period of Performance 10/1/2023 thru 9/30/2024

1,575

Day

Period of Performance 10/1/2024 thru 9/30/2025

1,575

Day

GRAND TOTAL

(vi) Description of Requirements for the items to be acquired (salient characteristics):

Reference Attached Statement of Work Hoptel BPA

(vii) Delivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at 913 N.E. 13th Street, Oklahoma City, OK 73104

(viii) 52.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturer’s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(d) Offerors providing an “or equal” product(s) must adhere to the terms in FAR 52.211-6. If an item in this solicitation is identified as “brand name or equal,” the purchase description reflects the characteristics and level of quality that will satisfy the Government’s needs. The salient physical, functional, or performance characteristics that “equal” products must meet are specified in the solicitation. To be considered for award, offers of “equal” products, including “equal” products of the brand name manufacturer, must—

i. Meet the salient physical, functional, or performance characteristic specified in this solicitation;

ii. Clearly identify the item by-

1. Brand name, if any and

2. Make or model number,

iii. Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and

iv. Clearly describe any modification the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modification.

The contracting officer will evaluate “equal” products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the contracting officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer. Unless the offeror clearly indicates in its offer that the product being offered is an “equal” product, the offeror shall provide the brand name product referenced in the solicitation

(e) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(f) State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

(g) If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VIP verified and visible in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

(h) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(i) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(j) Submission of quote shall include the following volumes: (I) Technical Capability and (II) Price

Volume I - Technical Capability The offeror shall submit specifications, cut sheets, or brochures confirming the “equal” products, including “equal” products of the brand name manufacturer submitted, meets the salient physical, functional, or performance characteristic specified in this solicitation. The product(s) quoted must be identified by brand name, if any, and make or model number.

Volume II – Price

Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) This is FAR Part 13 acquisition utilizing Lowest Price Technically Acceptable (LPTA) procedures. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate offers:

Technical Capability – The Government will evaluate “equal” products on the basis of information furnished by the offeror or identified in the offer. The Government is not responsible for locating or obtaining any information not identified in the offer. The product(s) quoted is determined technically acceptable provided it meets the salient physical, functional, or performance characteristic of the product(s) specified in this solicitation.

Price – The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet the technical capability requirements of the Statement of Work shall not be selected regardless of price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Addendum to 52.212-2)

(x) Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications – Commercial Items, with the offer.

(xi) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition

(xii) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

(xiii) Additional contract requirements or terms and conditions:

52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following FAR provisions are to be incorporated by reference:

The following VAAR provisions are to be incorporated by reference:

(xiv) The Defense Priorities and Allocations System (DPAS) does not apply.

(xv) Date and Time offers are due to Jacqueline.Obryan@va.gov by 2:00pm MDT, September 9, 2020.

(xvi) Name and email of the individual to contact for information regarding the solicitation:

Jacqueline O’Bryan Jacqueline.Obryan@va.gov

Attachment: Statement of Work Hoptel BPA

Statement of Work VA Medical Center Oklahoma City, Ok Veteran Lodging Program

The Oklahoma City Veterans Administration Healthcare System (OKCVAHCS) intends to award a Fixed Priced, Single Award Blanket Purchase Agreement (BPA) for Veteran Lodging Services for a period of performance of five (5) years. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions:

1. Background: The VA Medical Center located at 913 NE 13TH ST. Oklahoma City OK, 73104 has a need for off-site lodging. Rooms are required for authorized Veterans for on-site appointments and will be costed to OKCVAHCS. This service is provided to Veterans who traveled long-distance for their healthcare needs.

2. Contractor Requirements/Responsibilities:

a. Contractor shall provide hotel/lodging facilities to accommodate the number of rooms required in paragraph 3.

b. Contractor shall provide hotel/lodging facilities with a minimum of 3 diamond/3-star rating from independent originations such as AAA and/or Trip Advisor.

c. Shall be responsible for providing invoices at the first of every month.

- Advanced payments not allowed, invoices paid in arrears

d. Shall be the single point of contact for issues/complaints for the hotel and the Medical Center.

e. Shall monitor hotels for compliance with all safety and health regulations, state and federal.

f. Shall provide a point of contact (POC) for contract management.

3. Hotel Requirements:

a. A minimum of 10 rooms per day are required to be reserved for VA veterans. two (2) of which need to be American with Disabilities Act (ADA) compliant.

b. Hotel shall be within 10 miles of the Medical Center.

c. Rooms shall be available Sundays thru Thursday. (Checkout Friday)

- un-reserved rooms shall be released back to the hotel at 6 p.m. daily. The VA shall not be obligated to pay for rooms that are released back to the hotel on time.

d. All rooms offered shall be non-smoking rooms.

- the contractor will provide a designated smoking area with proper signage

e. Rooms should have two beds to accommodate a care giver as needed.

f. Rooms shall be fully furnished: Bed(s), Telephone, TV, and Refrigerator.

g. The Medical Center reserves the right to inspect the rooms on an as needed basis.

h. All rooms will be charged at the same rate (per hotel offered, rates not required to be the same for all offered hotels) regardless of the time of/or type of room reservation. **The VA reserves the right to request additional rooms; however, as part of the competitive process, the contractor must propose as part of the offer, any rates above and beyond the daily room requirement. Room rates shall be calculated at checkout time/date. Late Checkouts should be available to the veteran.

i. All bids should list any/all meals provided by the hotel/lodging. State whether they are free or the cost, which meal, and times available.

4. VA Responsibilities:

a. It is the medical centers responsibility to arrange room reservations with the hotel.

-Reservations for will be communicated through telephone calls/email/fax by 4 p.m. daily

b. The Lodging Coordinator will ensure they complete the monthly invoice review within 3-5 business days of receipt into their e-mail accounts. Any invoicing discrepancies identified will be referred to the Lodging Management Group that same day. Once the issue is resolved, approval for submission will take place. Approval is required before submitting an invoice request.

c. The VA Medical Center shall be responsible for providing any patient information security/PII training as needed. The C & A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.

d. The VA Medical Center shall release unreserved rooms back to the hotel by 6 p.m. daily. VA will be responsible for unreleased unused room fees.

e. The VA Medical Center shall have a process in place to handle complaints from the hotels and/or from the veterans. All complaints shall be referred to the contractor.

f. The VA Medical Center reserves the right to terminate the contract at any time at the convenience of the government.

g. The VA Medical Center shall do a site-visit of the offered hotels prior to award of the agreement.

5. General:

a. The Contractor shall guarantee the Medical Center that there shall be no ‘Blackout Dates’ on any reserved rooms. Seasonal rate changes are not allowed.

b. All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.

c. Notification of room reservations can happen one of two ways:

- VHAOKCHCS Lodging Coordinator will contact hotel via Telephone/email/fax for anticipated room request/needs, dependent on program.

- OR VHAOKCHCS Lodging contractor will inform the Veteran(s), upon scheduling an appointment, to immediately call the assigned hotel/motel to verify reservations. The Contractor will hold a room for the Veteran in accordance with their standard reservation process.

d. The Contractor shall allow contracted rooms to be occupied only by specific individuals referred by authorized personnel of the OKCVAHCS. Individuals can be authorized through various protocols

- The Veteran (s), upon completing lodging clearance at the OKCVAHCS, will provide a Non-VA Temporary Lodging and Referral Voucher to the hotel/motel front desk staff. This voucher will have specific information related to the current stay to include the Veterans name date of lodging, number of days authorized, and authorized by initials.

- OR Lodging Coordinators will communicate via telephone/email/fax directly with hotel to indicate authorized Veteran(s).

a. Authorized Lodging personnel Point of Contacts, available times, and contact information will be provided after contract is awarded.

e. Pet friendly accommodations preferred at no cost to the veteran. All hotels rules regarding pets shall be complied with by the veteran. No fee shall be applied to certified service dogs.

6. Extended Stay:

a. Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the OKCVAHCS, such services shall be at the expense of the Veteran. If the Veteran is admitted or stays overnight in the VA facility, stays of family members or care givers in the contracted lodging facility shall be at their own expense.

7. Transportation/Parking:

a. The VA or Veteran shall not be responsible for any parking fees.

b. Shuttle service to and from the VA Medical Center is required for patients and caregivers.

8. Patient Emergency Procedures:

a. In the event of an emergency/non-emergency situation where fire/police/ambulance are called, this information will be communicated to the Lodging Management Group who will inform the OKCVAHCS lodging coordinator/s. The Contractor shall also be informed.

b. timeliness of notification standards:

- If an emergency- the notification is expected within 2-hours of event.

- If a non-emergency- the notification is expected, by the close of business, the next day.

9. Damages:

a. Any damage caused by a Veteran will be billed to that individual. The OKCVAHCS assumes no liability with its lodgers other than the contracted room rate.

- In the event of damage or a disruption, it is the hotel/motel’s prerogative to determine if a Veteran will be a future guest. The OKCVAHCS will honor this decision.

- After the hotel/motel management informs the Veteran of not being welcomed back to their facility, the OKCVAHCS will follow-up with a registered letter informing the Veteran of the hotel decision and OKCVAHCS abiding by that decision.

- The OKCVAHCS must be notified immediately when any damages have occurred. The damages shall be documented and submitted to the OKCVAHCS; to include pictures.