Statement of Work Revised.docx

Revised Statement of Work VA Medical Center Veteran Lodging Program

1. Background: The Eastern Colorado HealthCare System (ECHCS) intends to award a Fixed Priced, Indefinite Delivery Indefinite Quantity contract for Veteran Lodging Services for a period of one (1) base period with four (4) one (1) year options. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions. ECHCS has 3 locations in Colorado Springs: PFC Floyd K. Lindstrom Department Of Veterans Affairs Clinic at 3141 Centennial Blvd, Colorado Springs, CO 80907; Garden of the Gods Clinic 1365 Garden of the Gods Rd, Suite 105 Colorado Springs, CO 80907; and Union Boulevard VA Clinic 3920 N Union Blvd Suite 100, Colorado Springs, CO 80907. Off-site, standard lodging for authorized Veterans traveling long-distance for on-site appointments are required when the distance from the patient’s residence, as noted in the Veteran’s Enrollment System (VES), is equal or greater than 50 miles and/or drive time is 2 hours or greater from either the Rocky Mountain Regional VA Medical center or the PFC Floyd K. Lindstrom VA Medical Center.

The ECHCS main hospital is Rocky Mountain Regional, henceforth named RMR, is located at 1700 N. Wheeling St. Aurora, CO 80045. This location has a need for off-site standard and extended stay when the scheduled patient’s residential address, as noted in the Veterans Enrollment System (VES), is more than 50 miles from the RMR location and/or drive time is over 2 hours from the RMR location. This is a request for off-site standard and extended stay lodging within a 10-mile radius of this facility. ECHCS also has an alternative Clermont location, henceforth named Clermont location, at 1055 Clermont, Denver, CO. This location has a need for off-site standard stay lodging within a 10-mile radius of its facility. Lodging services will be required when the distance from the patient’s residence, as noted in the Veteran’s Enrollment System (VES), is equal or greater than 50 miles and/or drive time is 2 hours or greater from the 1055 Clermont drive, Denver, CO. All services are provided to Veterans for their healthcare needs and will be billed to ECHCS.

2. Contractor Responsibilities:

a. Contractor shall provide hotel/lodging Services starting upon award and approximately on September 30, 2024, with 4 one-year option years starting December 3, 2024.

b. Contractor shall be responsible for submitting invoices at the fifth (5th) day of every month electronically into the Government’s electronic payment system, Tungsten at http://www.tungsten-network.com.

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

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

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

f. The Contractor shall submit a monthly invoice to VHAECHLodging@va.gov for review and approval by the VA. Once the invoice has been approved, the Contractor will submit the invoice to www.tungsten-network.com for payment.

3. Colorado Springs Standard Stay Hotel/Lodging Requirements:

a. The PFC Floyd K. Lindstrom location at 3141Centennial Blvd, Colorado Springs, CO has a need for off-site standard stay hotels beginning September 2024, to December 2, 2025. Each of remaining three one-year option years will begin on December 3rd of each year. Rooms are required for authorized Veterans for on-site appointments and will be charged to ECHCS. This service is provided to Veterans who are traveling for healthcare services.

b. A minimum of eight (8) standard rooms per day, Sunday through Thursday, are required to be reserved for VA veterans. Three (3) of the rooms shall be American with Disabilities Act (ADA) compliant. We estimate at peek a total of approximately 35 to 40 room nights per week will be utilized. This total includes all rooms for all nights estimated to be used per week.

c. The lodging facility shall be a minimum 3-star hotel within a 10-mile radius of the PFC Floyd K. Lindstrom location and the lodging facility should have shuttle service to transport to and from the medical center.

d. Rooms shall be available Sundays thru Thursday. The Contractor shall release unreserved rooms at 5pm daily. VA shall not be obligated to pay for rooms not reserved by 5 pm.

e. All rooms shall be non-smoking rooms.

f. Rooms should have at least one bed, two if a caregiver needs to be accommodated.

g. Rooms shall be fully furnished: Bed(s), telephones, Television, refrigerator.

h. A sampling of the rooms will be inspected prior to award of the contract. The Medical Center reserves the right to inspect the rooms on an as needed basis.

i. All rooms of the same type (standard or extended stay) at the same location (Colorado Springs, Aurora, or Denver) will be charged at the same rate regardless of the time reservations are made or the type of room (ADA compliant or regular). 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. Meaning if the VA requests additional rooms outside the estimated amount for the contract, the contractor must include amounts VA would be invoiced for those additional rooms. Late Checkouts should be available to the veteran.

4. RMR Extended Stay Hotel/Lodging Requirements:

a. The RMR location at 1700 N. Wheeling St. Aurora, CO 80045 has a need for an extended stay hotel for the base period that will begin upon award and approximately September 2024, to December 2, 2024. Each of four one-year option years will begin on December 3rd each year. Rooms are required for authorized Veterans for on-site appointments and will be costed to ECHCS. This service is provided to Veterans who traveled long-distance and needs long term daily treatment for their healthcare needs.

b. A minimum of six (6) extended stay rooms with kitchenette per day are required to be reserved for VA veterans near the Aurora location, three (3) of the six shall be American with Disabilities Act (ADA) compliant. This is a new service that is estimated to involve 15 potential patients per year requiring extended stays with the length of the stay estimated to be 2-3 months.

c. The lodging facility shall be a minimum 3-star hotel within a 10-mile radius of the RMR location, and the lodging facility should have a shuttle for transport to and from the hospital location.

d. All rooms of the same type (standard or ADA) at the same location will be charged at the same rate regardless of the time reservations are made. 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. Meaning if the VA requests additional rooms outside the estimated amount for the contract, the contractor must include amounts VA would be invoiced for those additional rooms. Late Checkouts should be available to the veteran.

e. Rooms will be available Sundays thru Saturdays; with expected less use on Friday and Saturday evening.

f. All rooms will be non-smoking.

g. Rooms should have at least one bed, two if a caregiver needs to be accommodated.

h. Rooms shall be fully furnished: Beds(s), telephone, television, refrigerator, kitchenette.

i. The ability to launder personal clothing should be available on site for the patient.

j. 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.

5. RMR and alternative Clermont location Standard Stay Hotel Requirements

a. The RMR location at 1700 N. Wheeling St. Aurora, CO 80045 and the alternate Clermont location at 1055 Clermont, Denver, CO both have need for off-site standard stay hotels beginning December 3, 2024 to December 2, 2025. Each of remaining three one-year option years will begin on December 3rd of each year. Rooms are required for authorized Veterans for on-site appointments and will be charged to ECHCS. This service is provided to Veterans who are traveling for healthcare services.

b. The is a request for one lodging facility, minimum 3-star hotel, within 10 miles of the RMR location and one within 10 miles of the Clermont location.

c. At RMR, a minimum of ten (10) standard rooms per day, Sunday through Thursday, are required to be reserved for VA veterans. Three (3) of the rooms shall be American with Disabilities Act (ADA) compliant.

d. At Clermont, a minimum of five (5) standard rooms per day, Sunday through Thursday, are required to be reserved for VA veterans. Three (3) of the rooms shall be American with Disabilities Act (ADA) compliant.

e. Rooms shall be available Sundays thru Thursday. The Contractor shall release unreserved rooms at 5pm daily. VA shall not be obligated to pay for rooms not reserved by 5 pm.

f. For the RMR location we estimate using 1,378 rooms nights per year

g. For the Clermont location we estimate using 525 rooms per year

h. All rooms shall be non-smoking rooms.

i. Rooms should have at least one bed, two if a caregiver needs to be accommodated.

j. Rooms shall be fully furnished: Bed(s), telephones, Television, refrigerator.

k. A sampling of the rooms will be inspected prior to award of the contract. The Medical Center reserves the right to inspect the rooms on an as needed basis.

l. All rooms of any type (standard or ADA) at the same location will be charged at the same rate regardless of the time of 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.

m. 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.

6. VA Responsibilities:

a. It is the VA Medical Centers responsibility to make the reservation with the hotel. This can be done via a phone call or email. Reservations will be emailed or called in by 4:30 p.m. daily. It is the VA Medical Center’s responsibility to ensure a complete and accurate Non-VA Temporary Lodging and Referral Voucher is provided to the veteran upon lodging clearance.

b. The Lodging Coordinator will ensure they complete the monthly invoice review within 3-5 business days of receipt in their e-mail accounts. Any invoicing discrepancies identified will be referred to the Lodging Management Group that same day. Once the issue is resolved, only then will the approval be for submitting for invoicing will be granted.

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 reserve rooms by 4:30 pm and all unreserved rooms, and all reserved rooms where the veteran has not checked in or informed of a delayed arrival will automatically be released back to the hotel by 5:00p.m. daily. VA will not be responsible for unreserved rooms or unclaimed rooms after 5:00 pm if the hotel has not been informed of a late check-in.

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 reserves the right to terminate the contract at any time at the convenience of the government.

g. The VA Medical Center shall maintain the right to perform a site-visit of the offered hotels prior to award of the contract if deemed necessary by the VA Medical Center.

7. General Requirements:

a. The Contractor shall guarantee the Medical Center that there shall be no ‘Blackout Dates’ on any reserved rooms.

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

c. The Veterans upon scheduling an appointment will be informed by ECHCS staff, 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 hotel shall allow contracted rooms to be occupied only by specific individuals referred by authorized personnel of the ECHCS. These individuals upon completing lodging clearance at the ECHCS, 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 the authorizer’s initials.

1. Authorized Lodging personnel tour is Monday thru Friday (08:00-16:30) and can be reached at (720) 723-6331.

2. After hours, weekends and holidays, the Administrative Office of the Day (AOD) can be reached at (720) 723-4702.

e. If a Veteran cancels their VA appointment and fails to cancel lodging within the specified hotel/motel timeframe, there will be a charge to the Veteran credit card.

f. The Veteran is required to contact the hotel no later than 4:30 p.m. for any/all late check-ins.

g. All hotels’ rules regarding pets shall be complied with by the veteran. Pet friendly accommodations preferred.

8. Extension Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the ECHCS, 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.

9. Transportation/Parking: The VA or Veteran shall not be responsible for any parking fees.

- Shuttle transportation is required for both locations. Quotes shall identify availability, hours of operation, and which medical center location serviced.

10. 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 ECHCS lodging coordinator/s. The Contractor shall also be informed.

· If an emergency, the notification is expected within 2-hours.

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

11. Damages:

a. Any damage or theft caused by a Veteran will be billed to that individual. The ECHCS 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 ECHCS will honor this decision.

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

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