36C26123R0095 0001.docx

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) 459-24-1-849-0001

36C261-23-AP-2801

N/A

612MCP

Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park

CA

95652

612MCP

Department of Veterans Affairs Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan

CA

95652 To all Offerors/Bidders

36C26123R0095 08-07-2023

X X X

X This amendment is issued for the following:

A. To incorporate answers to questions submitted by interested offeror (See RFP Questions and Answers attached).

B. To incorporate revised Statement of Work (SOW).

C. Offers must acknowledge receipt of this amendment as stated on box 11 above.

D. The proposal due/date and time has not been changed.

Jared Dawson Contracting Officer

CONTINUATION PAGE

RFP Questions and Answers Q1: It says that the hotel would have to reserve a minimum of 60 rooms a day, with the option of cancelations up to 1 hour of those reservations.

A1: In the event a reservation is cancelled within 24 hours of check-in the Government will pay no more than one night at the nightly rate as the cancellation fee.

Q2: Can we confirm that when we reserve 60 rooms, that we will always pay for at least the 60 rooms that reserved regardless of cancelations?

A2: No, VAPIHCS will pay for the occupied rooms only. VAPIHCS will know who is coming 2 weeks prior to the arrival date. That should be enough time to manage capacity. See the answer to question 1 in regards to cancellations.

Q3: Also I saw that we would need two double beds at minimum, while we will offer many double queen size bed rooms, some rooms have a King beds with a pull out sofa beds in the suite, would this suffice ?

A3: If the rooms are the same price and the Veteran is a single occupant, then the King bedroom will be okay.

Q4: Also there was a small concern, with guest for breakfast, we just want to confirm that only registered guest would come and eat breakfast when served, mostly up to about 4 people, is this ok ?

A4: Paragraph 2.6 of the SOW was removed. If an offeror is proposing complimentary breakfast with the room, they shall describe the breakfast offered and specify amount of guests per room that can receive the breakfast. If the awardee of the contract proposes complimentary breakfast, the contract will include the requirement for complimentary breakfast.

Q5: Are rooms being “guaranteed”, meaning the rooms will be paid for regardless if it is occupied or not? Or is it a forecasted number and the actual number of rooms will be reserved based on the veterans dates and invoiced based on use?

A5: No, VAPIHCS will pay for the occupied rooms only. VAPIHCS will know who is coming 2 weeks prior to the arrival date. That should be enough time to manage capacity. See the answer to question 1 in regards to cancellations.

Statement of Work (SOW) Lodging Services Veterans Affairs Pacific Islands Healthcare System (VAPIHCS)

1. Scope

1.1 Contractor shall provide temporary lodging services for eligible veterans and non-medical attendants in need of treatment at Department of Veterans Affairs Pacific Islands Health Care System (VAPIHCS), 459 Patterson Road, Honolulu HI 96819, who may have to travel long distances for evaluation the day before or the day after treatment received, as arranged by the Contracting Officer's Representative (COR) or his/her designated authorized medical staff (i.e., for less than 24-hour pre-operative / intervention or past-operative follow-up for Ambulatory Surgery, Nuclear Medicine, MRI, GI, ophthalmology, oncology, and other medical specialties as the need arises).

2. Hotel requirements

2.1. The VAPIHCS requires the use of furnished hotel rooms depending on the daily need or as needed. Room rates offered shall be Single Occupancy and shall provide a minimum of two (2) double beds. Family members (wife and/or children) of the VA patient, or one non-family caregiver, shall be permitted to stay in the same room with the veteran, at the single occupancy rate. Any additional occupants are the responsibility of the veteran and shall not be permitted to lodge at VA expense.

2.2. The fully furnished hotel rooms will include contractor provided utilities and other standard services provided by hotels. The hotel rooms shall 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 shall comply with the applicable NFPA 101 and ADA guidelines. Rooms shall be cleaned daily. (Linens, bedding, towels, etc.) and shall be replaced with clean linens on a daily basis.

2.3. Each room shall be on the ground floor, wheelchair accessible or be ADA compliant elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers.

2.4. Contractor shall be required to provide smoke-free rooms unless requested otherwise by the veteran.

2.5. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service.

2.6. Contractor shall provide complimentary continental breakfast for eligible beneficiaries and their non-medical attendants when applicable.

2.7 The Contractor must be capable of housing a minimum of 60 occupants per day. In the event the Contractor does not have adequate vacant rooms, they must have in place agreements with other lodging facilities for rooms to accommodate an influx of patients with the same rate and room standard.

2.8 Contractor shall provide a minimum of 21,900 rooms per year.

2.9 Shuttle service to and from the Honolulu International Airport desired.

3. Location

3.1 Lodging facility shall be on the island of Oahu within a 30-mile radius of HI VAPIHCS, Spark M. Matsunaga VA Medical Center (VAMC), 459 Patterson Road, Honolulu, HI 96819. Reason for expanding the radius is to accommodate veteran appointments at VAPIHCS’ new 66,000 sq/ft Daniel Kahikina Akaka VA Clinic located at 91-1051 Franklin D. Roosevelt Avenue, Kapolei, HI tentatively opening April 2024.

The Honolulu Airport is within 5 miles of the Spark M. Matsunaga VAMC which is co-located on the Tripler Army Medical Center (AMC) Campus. Traditionally, the veterans, for whom this contract is designed to provide lodging, are being brought to the VAMC or Tripler AMC for medical appointments. Now, veterans are going to appointments in the community island wide. These veterans may be physically or medically limited and require easy and convenient transportation between the Airport, the Hotel and the VA or Tripler. It is important therefore that these hotels be proximate to both the VA (to include the new Daniel Kahikina Akaka VA Clinic tentatively opening April 2024 and Spark M. Matsunaga VAMC) and the Honolulu Airport.

Further as there is only one major highway in this part of the island, the possibility of traffic jams and road closure is very real consideration that could result in a missed procedure or appointment with a scarce specialist for which veterans are flown to the island of Oahu.

The 30-mile limit allows the VA to maintain some modicum of oversight and contact with possibility of prompt return to clinic on urgent basis using Veteran Transportation Service or contracted Special Mode travel services.

4. Authorized Ordering Officer/Office

4.1 Hotel rooms will be reserved for eligible veteran beneficiaries by encrypted (RMS) electronic mail or secure fax requests which include or reference a Request for Reservation Form which can be provided via RMS Encrypted Email or secure fax. Each form, which will be signed by one of the individuals listed by title below, will be assigned an internal tracking number and be linked to an individual veteran beneficiary. The form will include days of travel and total days authorized. Each form will have a hard signature or a digital signature. The completed request form will be coordinated, forwarded, and must be acknowledged by the contractor either by replying to the encrypted email or by secure fax

4.2 Ordering officials will include individual occupying or detailed to the following positions:

4.2.1 The VAPIHCS Mobility Manager

4.2.2 The VAPIHCS Lead Bene-Travel Assistant

4.2.3 The VAPIHCS Bene-Travel Assistant

4.2.4 The VAPIHCS Administrative Officer of the Day (AOD)

In urgent situations, the authority to give telephonic authorization for an individual to check in immediately and a request form to follow is delegated to the Mobility Manager or AOD.

5. Compliance

5.1 Lodging will be provided within the allowable cost parameters as specified in the Veterans Health Administration (VHA) Directive 1601.B.05, section 9.4

6. Inspections

6.1. The Government has the right to inspect the contractor's premises to ensure the cleanliness of guest rooms and common areas on a quarterly basis.

7. Cancellations

7.1. VA Beneficiary Travel coordinator reserves the right to cancel reservations up to one hour prior to guest beneficiary check-in. Notification of and waiver for any applicable charges in regards to beneficiaries who no-show must be submitted to the travel coordinator within 24 hours of no-show. In the event a reservation is cancelled within 24 hours of check-in the Government will pay no more than one night at the nightly rate as the cancellation fee.

8. Quality

8.1. Contractor shall ensure that each beneficiary is treated in a professional manner. Each beneficiary will be treated with the highest quality of care and standards established in the industry.

9. Timeliness

9.1. Upon receipt of a reservation request, the contractor shall prepare lodging for eligible veterans as authorized by the VAPIHCS Travel Coordinator.

9.2. In the event the Contractor is unable to accommodate eligible beneficiary, the Contractor shall notify the VAPIHCS Travel Coordinator and arrange alternate lodging at the same payment rate and same room standard in such cases when lodging cannot be provided by the primary contractor.

10. Invoices

10.1 The Contractor shall furnish the following information to the receiving facility via electronic means such as encrypted email or secure fax:

1. Contract Number.

2. Dates and total number of days lodging was provided to beneficiary.

3. Name and phone number of the authorized ordering Patient Travel Coordinator and facility.

4. Originating and termination points.

5. Name and authorization for guest.

The invoice and required information shall be submitted no later than 15 working days after completion of the stay. After all work has been completed, the Contractor shall directly upload all furnish information listed above along with the invoice directly to Invoice Payment Processing System (IPPS). The Patient Travel Coordinator will process the invoice for payment.

11. Privacy and Security

11.1 No access to a VA system or network is require for this contract.

11.2 VA sensitive information will be exchanged with vendor in the form of a VA Voucher delivered to the vendor via encrypted email or secure fax.

c. PDAT determination - Risk designation of the contractors.

i. PDAT – Degree of Potential Damage to the Public Trust from Misconduct. No risk to National Security. Protection of personal, private, controlled unclassified or proprietary information (including PA and FOIA, etc.), the nature of which does not impact national security.

ii. Limited impact - Duties are carried out under such restrictive controls that the risk of violating the public’s trust is extremely limited.

iii. Controls – Vouchers will be transmitted via encrypted email or secure fax and received by the vendor for processing.

iv. Position Risk/Sensitivity – For all positions required under this contract, the position risk/sensitivity has been designated as: Low Risk.

d. Incorporate the security clause (Appendix B) into the contract and the appropriate security/privacy language outlined in Appendix C into the solicitation.

e. Privacy Officer has determined that a BAA is required.

12. Business Relations

11.1 The working relationship will be assessed based on beneficiary and/or travel coordinator satisfaction; to include direct professional interaction between contractor and the COR. A few of the other requirements of the contract to be monitored, which is not directly related to cost, schedule, or performance are:

a. Integration and coordination of all activity needed to execute the contract and the contractor's history of professional behavior with all parties.

b. Actively work to eliminate roadblocks to ensure excellent performance.

Degree of Deviation Method-Type of Surveillance

Standards and Safety Guidelines 0 occurrences per year Up to date certifications and proper maintenance of premises

To provide appropriate services 0 occurrences per year Equipment and Ramps. Provide in accordance with ADA –ADA before placing this language here and ensure this is written in.

working days 2 occurrences per quarter Monitor through travel coordinator

per quarter Monitor through travel coordinator

Interaction

per quarter Monitor through COR and travel coordinator

13. Damages Caused by the Veteran

13.1 The contractor shall provide the Veteran with a notice of the Hotel’s damage policy at the time of check-in. The contractor shall charge the Veteran for any damages caused by the Veteran and their guest in accordance with the Hotel’s policy.

The VA Pacific Islands Health Care System (VAPIHCS) located in Honolulu issued Request for Proposal (RFP) 36C26123R0095 to procure hotel lodging services. This firm-fixed price RFP is being conducted in accordance with FAR Part 15 Contracting by Negotiation Procedures and the corresponding NAICS Code is 721110.

Please see RFP document Statement of Work for requirements. RFP closing date is August 14, 2023 at 10:00am PST.

Receipt of Amendment 001 must be acknowledged as instructed on box 11 of amendment.

The contractor shall provide temporary lodging services to for eligible veterans in need of treatment and non-medical attendants at VA HI (HI inter-island or US Territories).

Proposal instructions are provided in provision 52.212-1.

Evaluation factors are provided in provision 52.212-2.

The Government intends to award a single Indefinite Delivery Indefinite Quantity (IDIQ). The guaranteed minimum amount for the life of the contract including options is $5,000.00.

The maximum value of the resulting contract will be set at $30,000,000.00.

Submit all questions seven business days prior to due date via email to both jennifer.sarraga@va.gov and jared.dawson@va.gov.

Only proposals received directly from hotels will be accepted. Proposals from brokers/property managers or middlemen will be rejected.

This is 100% set aside for Small Business ONLY.