FY24 SOW Lodging.docx

STATEMENT OF WORK

Lodging Services Mann-Grandstaff VAMC 4815 N. Assembly St.

Spokane, WA 99205

1. GENERAL

The Contractor shall provide Hotel Services for Patient Lodging for preapproved patients for the Mann-Grandstaff VA Medical Center (MGVAMC). The rooms shall be fully furnished. If additional rooms are required and available, they shall be provided at the same rate. The number of rooms required during the contract period maybe subject to increase and/or decrease, as the need arises. Veterans, as well as significant others shall be referred to the Contractor's facility for lodging. Contractor shall be obligated to hold the rooms for patients until approximately 5:00PM every evening, Sunday through Saturday.

2. CONDITIONS

Only the cost of the daily room rate shall be the responsibility of the MGVAMC; all other costs for meals, incidentals, telephone calls or other amenities available at or delivered to the Veteran Beneficiary, shall be the sole responsibility of the Veteran Beneficiary at the time of checkout. These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the Contractor.

3. ROOM RATES

Room rates offered shall be single (1 bed) and/or double occupancy (2 beds), depending on the presence of a spouse, significant other and/or caregiver for each individual patient. Contractor shall provide a minimum of Seven (7) standard rooms during the week and shall be located in a reasonably quiet, tranquil location within the facility. Contractor shall allow spouses, significant others or caretakers to stay with the patients, at no additional cost to the Veteran Beneficiary.

Daily room rates will include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel. Contractor will offer one and only one room rate. The room rate will cover reservations for Single Occupancy and for Double Occupancy. The room rate will cover rooms with one (1) bed of queen size or larger and will cover rooms with two (2) queen size beds. The Veteran will be allowed their caregiver, driver, and/or attendant to stay in the same room with them. Any additional rooms for caregivers, drivers, and/or attendants are the sole responsibility of the Veteran or the caregiver, driver, and/or attendant and will not lodge at MGVAMC expense.

a. Daily room rates will include daily changes of linens and toiletries and daily maid service.

b. Daily room rates will include free parking.

c. Daily room rates will include free wireless internet access.

d. Daily room rates will include, at least, one touch tone telephone (no deposit required). Telephone service will be capable of long-distance calls when long distance calls are placed using a telephone calling card or other telephone charge method. Any long-distance charges are the responsibility of the occupant and not of VAMC. Telephone service will be equipped with voice messaging system or front desk message service.

e. Daily room rates will include, at the minimum, a complimentary continental breakfast.

f. Daily room rates will include 24-hour front desk coverage.

4. FACILITY

MGVAMC requires approximately Seven (7) hotel/motel rooms be held per day for beneficiaries from Sunday through Thursday and two (2) hotel/motel rooms per day on Friday and Saturday. Needed room type will be identified at time of reservation (single, double, ADA). Reservations for Friday will be made by 5:00 pm on Wednesday and reservations for Saturday will be made by 5:00 pm on Thursday. Rooms not reserved by these times will be released. For all reservations, the Veteran needs to call and provide a credit card cover any incidental charges incurred that are not the responsibility of the agency. The VA will notify the Veteran that they must call the hotel and give a credit card for a reservation. The VA will notify the Veteran that if they do not show up or if they do not call on the day of arrival by 3:00 pm and cancel, they will be charged. If the Veteran does call and confirm and then does not show, the Veteran will also be charged for one night.

Rooms shall be wheelchair accessible. In no case shall there be interior or access stairs in any of the rooms for the Veteran Beneficiary. Handicapped rooms must be available and comply with ADA guidelines, to include wheelchair access to the room, bathroom, and shower. At least two (2) rooms will provide wheelchair, roll-in shower access. Rooms with roll-in showers must have two beds. All ADA rooms must be ground floor or accessible by ADA compliant elevator.

All rooms shall be non-smoking rooms.

All rooms shall be fully furnished and shall include Contractor provided utilities, customary room amenities, and other specified services in this contract.

All rooms shall be located in a single hotel or motel property.

All communal areas, such as lobbies, hallways, restrooms and laundry rooms must be wheelchair accessible.

5. SAFETY

Buildings in which space is offered shall be evaluated in accordance with the latest editions of the National Fire Codes and the Uniform Building Codes.

Maintenance by the Contractor of Contractor-owned fire extinguisher(s) shall be in accordance with NFPA 10.

Smoke detectors shall be installed in each guestroom, office/storage area, hallway and other communal areas -in accordance with the National Fire Protection Association (NFPA) standard 72.

Facility shall comply with all City, County, State and Federal Building Codes and ordinances applicable to ownership and operation of the building in which the rooms are located.

Facility must meet the minimum fire safety requirements. Facility shall be incompliance with the Hotel and Motel Fire Safety Act of 1990 (PL 101-3) Facility must be professional clean and sanitary Facility shall have an automatic sprinkler system, with a sprinkler head in each guestroom in compliance with the (NFPA) standards 13 or l 3R. Properties three stories or lower in height are exempt from the sprinkler requirement.

6. RESERVATIONS

a. Hotel/motel rooms are to be held for reservation by authorized MGVAMC staff for eligible MGVAMC beneficiaries until 5:00 p.m. If no reservation has been made by 5:00 p.m. on that day, the hotel/motel rooms are released for use. If a reservation has been made, the room must be held until 6:00 p.m. to allow time for the lodger to check-in. If the lodger does not check-in or notify the hotel by 6:00 p.m. of a late arrival, the Contractor may release the reserved room for that night. If the lodger arrivals late without notifying the Contractor and the reserved room was released and provided to another client, the Contractor is authorized to lodge the Veteran in another room, as available.

b. The Contractor shall allow occupancy of the room covered by this contract for the specific individual referred by authorized MGVAMC personnel using a signed reservation and authorization form. MGVAMC will inform the Contractor of each Veteran’s name, identification number, date of arrival, and duration of stay.

c. Services shall be performed seven days a week. General check in time may begin at 2:00 p.m. and general check out time will be at 11:00 a.m. Early and late check in and check out times may be arranged by authorized MGVAMC personnel or the Veteran with hotel/motel staff, at no additional charge.

d. Hotels/motels reserve the right to deny lodging services to a MGVAMC beneficiary on the basis of disruptive or inappropriate behavior by the beneficiary or the beneficiary’s companion, or due to flagrant disregard for hotel/motel property, policy, or personnel by the beneficiary or the beneficiary’s companion(s). Hotel/motel staff are to notify AOD/COR in writing via letter or email, of the Veteran’s name and the date and description of the incident.

7. RESTAURANT/CONTINENTAL BREAKFAST

Lodging facility shall be within walking distance of a reasonably priced restaurant. Contractor shall provide menus and/or listing of restaurants that are nearby to the hotel. The Contractor shall allow food to be delivered to their facility for the Veteran in the event that the Veteran cannot go get their own food. Lodging facility shall provide a daily continental breakfast available for the Veteran.

8. CHECK IN I CHECK OUT

The Admirative Officer on Duty (AOD) shall inform the Contractor of the name and time each specific, VA-referred occupant is expected to be checking in/out of the hotel/motel via email. In the event a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the COR. Also, in the event that a VA-referred occupant checks out of the hotel/motel without prior notice from the VA, the Contractor shall immediately contact the COR and AOD. For the purposes of this contract, the Contractor shall use existing check-in/check-out times.

9. EXTENTIONS I CANCELLATIONS

The AOD or COR shall have the option of extending VA patients stay at the agreed upon rate.

In the event that the requested rooms are not needed and/or required, the AOD or COR shall have the option to request same day cancellations at no additional cost to the Government and/or be penalized for last minute cancellations. The AOD or COR shall cancel the rooms before 7:00PM each day. MGVAMC shall not be charged for the rooms, unless they are utilized.

10. DAMAGES

The room occupant shall be liable for any damages occurred during occupancy. The MGVAMC shall not assume any liability for such damages or theft of property. These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the Contractor.

11. EMERGENCIES

VA-referred occupants are afforded no special emergency privileges and shall be instructed to utilize local 911 emergency services in the event of an emergency situation. If the Contractor becomes aware that a VA-referred occupant appears to be involved in an emergency situation of any kind, the Contractor shall contact local 911 emergency services and the COR and/or AOD.

12. INSPECTION AND ACCEPTANCE

The hotel/motel facility shall be inspected by a team of VA employees cognizant with the requirements and appropriate standards prior to award of this contract or the exercise of any option periods. The Contracting Officer shall notify the Contractor COR or POC prior to the inspections and set-up the date, times and make arrangements with the Contractor POC, COR and/or his/her designee to inspect the Contractor facility.

13. CONTRACTING OFFICERS REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority.

Richard Smith Program Application Specialist (509)434-7935 Richard.smith80@va.gov

Administrative Officer on Duty (509)434-7010 Spoaod@med.va.gov

14. HOURS OF SERVICE

Except by special alternative arrangement, MGVAMC holds the following business hours. Business Hours/Days: are defined as the time of 7:00AM to 9:00PM, Monday through Friday, excluding Federal holidays:

New Year's Day January 1 * Martin Luther King's Day Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19* Independence Day July 4* Labor Day First Monday in September Columbus Day Second Monday in October Veteran's Day November 11* Thanksgiving Day Fourth Thursday in November Christmas Day December 25* *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday.

In addition to the designated holidays, the Government observes the following days:

Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President's Proclamation Off Business Hours are defined as the time of 9:01PM to 6:59AM, Monday through Friday, all day Saturday, Sunday and Federal holidays.

15. BILLING PROCEDURES

The Contractor shall email the monthly invoices in the arrears to the MGVAMC for review at the end of each month to the email address listed below. After review and approval of the invoices the COR shall contact the Contractor and advise them, to go ahead and submit the invoices to the address listed below for payment, this process should not take longer than one (1) to two (2) days at the most.

Email Address:Richard.smith80@va.gov MGVAMC will only pay for authorized rooms and nights of lodging. If a Veteran or a person accompanying the Veteran elects to remain in the hotel/motel room beyond the authorized time period, payment for the additional nights will be the sole responsibility of the Veteran or the Veteran’s companion. In the event a VA referred occupant checks out of the hotel/motel before completing an authorized stay, the Contractor will notify AOD/COR. If the veteran checks in and occupies the room the VA will pay for the room. If the Veteran reserves the room but then is cleared to travel home and does not occupy the room the VA will not accept payment for the room.

Contractor shall charge no fees to MGVAMC or the Veteran for Veteran’s with registered service animals.

Contractor shall limit pet fees to no more than $25 per day, per pet for any non-registered, non-service animal. Pets must be declared to the Contractor prior to the Veteran occupying the room. Contractor retains the right to charge additional fees or fines for non-declared pets. Lodgers are responsible for paying for pet fees directly to Contractor. MGVAMC will not accept billing for pet fees or fines.

The Veteran lodging with the Contractor is responsible for any and all additional amenities, to include, but not limited to room service, pay-per-view movies, or meals not included in the basic room rate. MGVAMC will not accept billing for any associated lodging amenities.

MGVAMC will not pay for any alcoholic beverages.

Veterans and/or their companion are responsible for any damages to rooms or property due to their actions or inactions or the actions of their pets. Hotels/motels may charge lodgers directly for such damages. MGVAMC will not accept billing for any damages to rooms or property.

16. SHUTTLE SERVICE

Lodging facility shall provide a courtesy shuttle service for the Veteran. Pick-up & Drop offs available to the Spokane Airport and to the MGVAMC located at 4815 N. Assembly St. Spokane, WA 99205. 7 days a week.

a. Contractor shall provide shuttle service for authorized lodgers and their caregiver, driver, and/or attendant to and from the MGVAMC facility providing the scheduled medical care.

b. Shuttle service shall be offered Monday through Friday during business days. Shuttle service will be offered at least twice a day, once in the early morning at approximately 7:30 a.m. and once in the late afternoon at approximately 4:30 p.m. The MGVAMC sometimes has patients fly in on Sundays, a determination will be made by AOD/COR in consultation with hotel/motel staff. Shuttle service outside the normal business hours will be handled on a case by case basis and will be charged separately.

d. Shuttle Rider List: The contractor shall provide a Shuttle Rider List to the AOD/COR on the first business day of each week. The Shuttle List will be emailed and will include the names, dates and times of shuttle use, and destination (MGVAMC facility or hotel) that occurred the prior business week.

18. RISK CONTROL

a. Patient Emergencies - In the event a VA referred occupant is in an emergency situation of any kind, the Contractor will contact the 911 emergency medical services to respond to the emergency. The Contractor will also notify authorized MGVAMC personnel of the situation.

b. Occupational Safety & Health Administration (OSHA) Compliance - Contractor will comply with OSHA standards and share that information with employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning.

c. Room Maintenance - daily room maintenance will comply with all Federal, State, and local laws in compliance with FAR 52.212-4(q).

d. General Building Requirements and Specifications -1. The hotel/motel rooms will comply with all city, county, and state building codes and ordinances applicable to the ownership and operation of the building in which the rooms are located. Rooms will comply with the applicable and current National Fire Protection Association (NFPA) Life Safety Code and Americans with Disabilities Act (ADA) guidelines. 2. Heating and cooling requirements will be in compliance with ADA and State of Washington Laws. All cooling and heating devices and appliances, including, but not limited to, furnaces, fireplaces, electrical baseboard heaters, and water heaters, will be an approved type in good and safe working order and will meet all installation and safety codes. Contractor will maintain all appliances and utility systems in compliance with all installation and safety codes. 3. Electrical and lighting requirements will be in compliance with ADA and State of Washington Laws. All electrical equipment, wiring, and appliances will be of an approved type, in good and safe working order, and will meet all installation and safety codes. 4. Sanitation Requirements: All plumbing fixtures will be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, equipment, structures, and premises will be of an approved type, in safe and sanitary condition, and in good working order and meet all installation and safety codes. 5. Fire Safety: a. Buildings in which space is offered will be evaluated in accordance with latest editions of the NFPA 101 LIFE SAFETY CODE and ADA. b. Equipment, services, or utilities furnished, and activities of other occupants will be free of safety, health, and fire hazards. When hazards are detected, the Contractor will promptly correct hazards. c. Maintenance of Contractor owned fire extinguishers will be provided by the Contractor in accordance with NFPA Standard No. 10. d. As required by code, smoke detectors/alarms will be installed in each room, office, storage area, hallways, and other common areas. 6. Wheelchair Accessibility: Common areas such as hallways will provide for an accessible path of travel for wheelchairs. 7. Elevators: If elevators are a part of the room complex, they will conform to the latest requirements of the American Society of Manufacturing Engineers (ASME)/American National Standards Institute (ANSI) A17.1 Safety Code for Elevators and Escalators, except for elevator emergency recall and will be inspected and maintained in accordance with ASME/ANSI A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks Includes Inspection Procedures for Electric Traction and Winding Drum Elevators, Hydraulic Elevators, and Escalators and Moving Walks, or equivalent local code. The elevators will also comply with all local codes and ordinances.

8. Miscellaneous: 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) will take place without the Contractor’s written notification to the MGVAMC at least fourteen (14) calendar days in advance of the event.

9. 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 Contractor facility as necessary to ensure a safe and healthy environment for the VA referred occupants.

19. LOCATION/PROXIMITY TO VA MEDICAL CENTER

Lodging facility shall be located within 10 street travel miles from the MGVAMC 4815 N. Assembly St. Spokane, WA 99205. This is for the convenience of the Veteran patient to proximity of the hospital.

20. POINT OF CONTACT / CONTRACTING OFFICER REPRESENTATIVE

Point of Contact (POC)/ Contracting Officer Representative (COR): The POC for the contract is:

Richard Smith Spokane Mann-Grandstaff VA Medical Center 4815 N. Assembly St.

Spokane, WA 992055 Richard.smith80@va.gov