Attachement 1 - Statement of Work - OKC Trainee Housing.docx

Oklahoma City VA Medical Center Health Professions Trainee Housing Statement of Work

1. Background: The U.S. Department of Veterans Affairs (VA), Oklahoma City VA Medical Center (OKC VAMC) is seeking a contractor to assist with the provision of temporary housing and associated support services within a hotel lodging environment for Academic Affiliate Health Professions Trainee (HPT) during their rotation at the Oklahoma City VA Medical Center located at 921 NE. 13th St. Oklahoma City, OK 73104.

The target population for the HPT Temporary Housing contract shall include OKC VAMC HPTs who are on rotation for the OKC VAMC trainee program. The Contractor will provide HPTs temporary local housing while simultaneously providing peripheral housing amenities required for daily living (i.e., internet/WI-FI, utilities, textiles, and appliances), with local access to food and other provisions; and assist the HPT in maintaining housing until the HPT completes their clinical rotation at the OKC VAMC.

2. Scope of Work: The scope of services for this requirement shall be limited to those individual HPTs identified by the OKC VAMC Education Department as being adversely affected by the commuting distance between their permanent residence and the OKC VAMC campus to such an extent that the burden to the trainee of the daily commute warrants temporary housing restricted to their rotation timeframe. The Contractor shall provide all labor, supplies, and materials necessary to carry out the task specified in this Statement of Work (SOW).

3. Period of Performance: The period of performance of the Blanket Purchase agreement (BPA) shall be for five-years and orders will be placed as needed.

4. Place of Performance: The contractor’s facility will be located no more than a three (3) mile radius of the OKC VAMC campus located at 921 NE. 13th St. Oklahoma City, OK 73104 as determined by GOOGLE maps. All contracted rooms shall be physically located in a single location.

5. Authority: Under authority of Veterans Health Administration (VHA) Directive 1400.09 (1) (Section 13), VA may furnish free quarters to medical and dental residents or students who serve short rotations (six months or less) at a VA medical facility and establish the need for a second residence because the substantial distance to the VAMC makes commuting from the university to the affiliate VAMC impractical while the brevity of the training assignment rules out a permanent change of residence.

6. General Requirements: The Contractor shall be able to provide housing to eligible OKC VAMC HPTs for whom such temporary rotation is specifically authorized by the OKC VAMC’s Education Department. The Contractor shall provide the following:

6.1. Residential housing services must be within a three (3) mile radius of the OKC VAMC campus.

6.2. The Contractor shall ensure that five (5) One-Bedroom / One-Bathroom hotel rooms/suites are available and maintained properly for the term of the BPA.

6.3. OKC VAMC reserves the right to request additional hotel rooms/suites above the designated five (5) rooms to provide lodging to additional HPTs, as needed.

6.4. No gap in hotel room access/use shall occur for the duration of the BPA.

6.5. The Contractor shall provide 24/7 accessibility to facilities and accommodations related to the housing unit.

6.6. The contractor shall provide safe accommodations with attention to free internet access and other communications availability, reasonable access to food and provisions, and other requirements for daily living.

6.7. The Contractor shall comply with the Office of Academic Affiliations (OAA) and OKC VAMC policy and procedures regarding housing standards outlined in VHA Directive 1400.09(1).

6.8. OKC VAMC medical HPTs shall not be discharged from housing or denied accessibility to housing premises by the Contractor. Each HPT is provided and given an established period of time for their rotation and will be allowed to reside on awarded premises until the established period has elapsed (unless removed by OKC VAMC or OKC VAMC Education Department staff determination).

6.9. The Contractor shall be able to provide full housing and support peripherals as outlined in this SOW within thirty (30) days of contract award.

6.10. The Contractor shall assist identified OKC VAMC HPTs with housing access, maintenance, and functionality as required for standard use of and access to residential housing amenities.

6.11. The Contractor shall document and report to the COR, any issues regarding or pertaining to OKC VAMC HPTs, encounters, and housing accommodations within 48 hours of occurrence.

6.12. The VA may assign or replace identified OKC VAMC HPTs at any time during the awarded contract. In instances when an identified HPT moves out, the VA COR will notify the Contractor with scheduled dates of vacancy and dates of new, incoming medical HPT(s). The VA COR will also develop and establish OKC medical HPT check-in/out procedures to ensure proper turnover of the housing unit.

6.13. The VA may assign or replace identified OKC VAMC HPTs at any time during the course of the awarded contract. In instances when an identified HPT moves out, the VA COR will notify the Contractor with scheduled dates of vacancy and dates of new, incoming medical resident(s). The VA COR will also develop and establish OKC medical HPT check-in/out procedures to ensure proper turnover of the housing unit.

6.14. The Contractor shall provide general housekeeping services including replacing bed linens, bath textiles, and full sanitation services per other hotel guests. The Contractor shall ensure the room is kept free of bugs, rodents, or other pests.

6.15. The Contractor shall provide flexible check-in and check-out procedures 24/7 to the OKC VAMC Guest. Upon guest check-in, the contractor shall verify the identity. The hotel will receive a list quarterly in advance of all OKC VAMC authorized guests and their expected arrival and departure dates.

6. Facility Requirements:

6.1. The Contractor shall provide a list of staff to work directly with the COR in accordance with any matters according to temporary housing.

6.2. The Contractor shall have procedures in place to ensure HPTs have 24/7 access to live person-to-person services, which shall include emergency housing maintenance as appropriate. As well as the ability to make residential units consistent with the contracted needs including the following:

6.2.1. Ensure consistency of services to provide identified OKC VAMC, medical HPTs, with the ability to engage and receive housing-related assistance from housing site staff/personnel in a timely, appropriate, and professional manner such that issues or assistance required is met within the specified timeframe and ensure minimal impact todaily living requirements of the HPT’s individual living space.

6.3. Common areas should remain clean and smoke-free including vaping, marijuana, etc.

6.4. Contractor shall:

6.4.1. Be kept clean and free of dirt, grime, mold, or other hazardous substances and damages that noticeably detract from the overall appearance.

6.4.2. The Lodging Facility’s management support must be readily available to assist in resolving any guest complaints and to assist in resolving billing discrepancies promptly. 24-hour oversight must be provided (e.g., staffed Front Desk).

6.4.3. Comply with additional city, local, state, and federal housing laws, regulations, policies,and guidelines as required to include but not limited to:

6.4.3.1. Comply with State and local safety codes, and/or State health and sanitation codes at all times. The VA can request copies of certifications at any time during the period of performance of the contract.

6.4.3.2. Be licensed under State or local authority. The VA can request copies of certifications at any time during the period of performance of the contract.

6.4.3.3. Be equipped with operational air conditioning/heating systems.

6.4.3.4. Be equipped with first aid equipment and an evacuation plan in the event of an emergency.

6.5. The contractor shall ensure there is housing security via controlled access, gated access, or on-site security personnel. Any identified issues of security shall be addressed with the COR immediately.

6.6. The daily room rate offered shall include all other charges, (e.g., to include but not limited to parking, laundry, state, and local taxes). Based upon OKC VAMC requirements the contract may be modified to add additional rooms at the contract rate. The Government reserves the right to cancel at any time if lodging is no longer required at no additional cost to the Government.

6.7. The Contractor shall create and retain records that provide evidence of contracts with individuals and agencies engaged in supporting OKC VAMC HPTs housing and associated materials.

6.8. The contracted facility will have a minimum of a 3-Star Class rating from an Independent

Organization, Giata.

7. Room Requirements:

7.1. A minimum of five (5) fully furnished, one-bedroom, one-bathroom hotel rooms shall be available during the life of the BPA that include:

7.1.1. All major appliances including stove or stovetop, refrigerator, microwave, televisions, and access to an on-site laundry facility with washers and dryers.

7.1.2. A bedroom completely furnished with a bed (minimum queen-size)/mattress, bedding textiles (sheets, pillows, comforters, blankets), nightstand with lighting, closet, dresser, and television with cable access.

7.1.3. Living room area with (at minimum) couch/sofa, chair, coffee table, TV stand, television, and lighting. (Can be combined with dining room area).

7.1.4. Dining area/room with seating and table for a minimum of two (2) people with applicable chairs and lighting.

7.1.5. A desk with lighting and an office chair (Can be in the bedroom or living/dining room).

7.1.6. Kitchen with textiles, pot/pans, plates, cups, glasses, bowls, cooking utensils, eating utensils, and small appliances (coffee maker, electric can opener, toaster, etc.)

7.1.7. One (1) bathroom equipped with lighting, toilet, sink, shower/tub, shower curtains, bath towels, hand towels, and wash rags.

7.2. Wheelchair-accessible rooms must be available and comply with Americans with Disabilities Act guidelines. All ADA rooms must be located on the ground floor or accessible by an ADA- compliant elevator.

7.3. Access upon request to light cleaning supplies including a vacuum, sponges, gloves, toilet bowl brush, etc.

7.4. Rooms must be cleaned following the hotel cleaning schedule at a minimum of twice per week, with a daily restock of bathroom linens and supplies.

7.5. Rooms shall be clean and smoke-free including vaping, marijuana, etc.

7.6. Access to one (1) free parking spot in a well-lit, on-site parking lot/structure

7.7. Uninterrupted, free Wi-Fi access to the HPT within the hotel unit.

7.8. Uninterrupted utilities such as water, electricity, gas, cable/satellite, and trash.

8. Contractor Reporting Requirements:

8.1. The Contractor shall notify the VA of any negative incident occurring with the OKC VAMC medical HPT within twenty-four (24) hours of being informed or made aware of an incident. The Contractor shall complete a written incident report within 48 hours of notification. The Contractor shall provide documents, as required by the VA COR, describing the incident, analysis of cause and effect, and corrective action is taken. Reportable incidents include:

8.1.1. Death

8.1.2. Fire

8.1.3. Drug/Police raid

8.1.4. 911 call to police, fire, paramedics, or other emergency responders

8.1.5. Severe medical illness/emergency

8.1.6. Bedbug or other insect infestation.

8.1.7. Act of violence by OKC VAMC medical HPT against others

8.1.8. Abusive behavior by OKC VAMC medical HPT against staff

8.1.9. Complaints from other guests against OKC VAMC medical HPTs

8.1.10. Acts of violence against OKC VAMC medical HPTs

8.1.11. Abusive behavior by staff/guests against OKC VAMC medical HPT

8.1.12. Accident.

8.2. OKC VAMC assumes no liability for damages caused by medical HPTs. Any expenses incurred by the OKC VAMC guest (e.g., including but not limited to telephone use, room service, internet charges, movies, room service, and room butler) other than prescribed in the provisions of this contract, shall not be assumed by or the responsibility of the OKC VAMC. The OKC VAMC responsibility under this contract is limited to the hotel room rental charge. The Contractor shall explain to the OKC VAMC guest that any expenses and miscellaneous charges are not the liability of the OKC VAMC and are not covered by this contract.

9. Record Keeping: The Contractor shall maintain records of all maintenance and incident reporting. The Contractor is required to provide records to OKC VAMC COR and any additional designee of monthly reports of both occupied and vacant rooms that are designated for OKC VAMC use.

10. Subcontractors: All individuals who provide services under this contract and are not employees of the Contractor will be regarded as subcontractors. The Contractor shall be responsible and accountable for the quality of care delivered by all of its subcontractors. The Contractor shall ensure strict compliance with all contract terms and conditions without regard to who provides the service. The parties agree that the Contractor, its employees, agents, and subcontractors shall not be considered VA employees.

11. Contractor Liaison: The Contractor shall identify a point of contact for the management of billing of this contract who will work directly with the VA COR on the billing and performance matters of this contract. This person shall have full authority to act for the Contractor on all matters relating to the daily operationof this contract. The person filling this role may be personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, the personnel and those times when the alternate shall act as the liaison.

Contractor Liaison: Name Title: Business Development Manager Phone Number:

Fax Number: N/A Email Address:

12. Ordering Activities:

12.1. VA shall designate a COR to monitor the contract performance and assist in contract administration. A delegation of authority letter delineating the responsibilities and limitations of the COR shall be provided to the Contractor. Any commitments of changes, which affect the price, quantity, authority to amend or render a decision on questions of the fact in dispute and related contract administration problems are duties of the Contracting Officer and cannot be delegated.

12.2. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or the COR acting within the limits of his/her authority. Only those services specified herein are authorized. Before performing any service that is not specified in this SOW, the Contractor shall first get approval from the Contracting Officer. Changes to the contract may be made only in writing by the Contracting Officer.

12.3. It is the medical center's responsibility to submit a call sheet to arrange new reservations with the contractor. Reservations will be communicated by email/fax by 4 p.m. If a reservation is made via phone call it shall be followed by an email with the call sheet within an hour.

12.4. The medical center shall communicate any change in an HPT’s stay by 4 pm. If the HPT’s change of stay is not communicated by the appropriate time, the medical center will be responsible for unreleased unused rooms.

12.5. The VA Medical Center shall have a process in place to handle complaints from the facility and/or from the HPTs. All complaints shall be referred to the contractor.

12.6. The VA Medical Center shall do a site visit of the offered facility before the award of the agreement.

13. Site Inspection: A sampling of the rooms shall be inspected before the award of the contract. The VA shall have the right to inspect the Contractor’s housing facilities at any time during the performance of this contract. The Contractor shall permit on-site visits by the VA to ensure compliance with contract requirements. The Contractor shall make all housing facilities accessible for inspection by VA staff upon request.

14. Government Inspections: Quality Assurance and Performance Monitoring shall be governed by the appointed COR, who shall be responsible for verifying compliance with the terms and conditions of the contract. After the contract is awarded, any incidents as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. In addition, the COR will forward the summary evaluation of the Contractor's performance to the Contracting Officer annually and once performance ends.

15. Billing for Services:

15.1. The Contractor will be paid monthly, in arrears, for each of the hotel rooms. The daily rate for hotel rooms shall include all amenities, furnishings, parking, utilities, textiles, maintenance, housekeeping, and security services included within a singular hotel rate. The Contractor shall submit invoices billing for services by the 5th of the month following the month that services were provided.

15.2. The Contractor will be paid only for rooms that are actively occupied by OKC VAMC HPTs. The Contractor will not be paid for any vacant period of rooms designated for OKC VAMC use.

15.3. The daily room rate offered shall include all other charges, (e.g., including but not limited to Wi-Fi, parking, state, and local taxes). Based upon OKC VAMC requirements the contract may be modified to add additional rooms at the contract rate. The Government reserves the right to cancel at any time if lodging is no longer required at no additional cost to the Government.

15.4. Each of the hotel rooms will be available for HPT use. Payment for each hotel room will only be authorized while HPTs are actively lodging within the room and the room is checked out to an authorized HPT.

15.5. Invoices must be approved by the COR before payment release. Invoices without the required information will be rejected. If the COR refuses an invoice due to incorrect billing, subsequent changes or corrections to the monthly invoice shall be resubmitted by the vendor with a corrected invoice. In addition to the information required for submission of a “proper” invoice in accordance with FAR 52.212-4 (g), all invoices must include:

15.5.1. Name and Address of Contractor

15.5.2. Invoice Date and Invoice Number

15.5.3. Contract Number and Obligation Number

15.5.4. Name of Guest

15.5.5. Date(s) of lodging

15.5.6. Total Price

15.6. Failure to comply with all terms and conditions of this contract shall result in invoices/claims submitted for reimbursement during that period to be considered incomplete. Interest penalties imposed under the Prompt Payment Act shall not apply to incomplete invoices or invoices received after the established invoice due date.

16. Post-Award Orientation Conference: The Contractor shall participate in a post-award orientation conference with the Contracting Officer, COR, Program Manager, and others, and then meet quarterly thereafter with the VA COR to ensure that the Contractor is meeting and/or exceeding the contract requirements.