Attachment 1 - Statement of Work - Sheridan Lodging.docx

Statement of Work VA Medical Center Sheridan Veteran Lodging Program

The Sheridan Veterans Administration Healthcare System (SVAHCS) intends to award a Fixed Priced, Blanket Purchase Agreement (BPA) for Veteran Lodging Services for five-years. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions.

1. Background: The VA Medical Center located at 1898 Fort Road Sheridan, Wyoming 82801 has a need for off-site lodging. Rooms are required for authorized Veterans for on-site appointments and will be costed to SVAHCS. This service is provided to Veterans who traveled long-distance for their healthcare needs.

2. Contractor Requirements/Responsibilities:

a. Contractor shall provide a minimum of one (1) hotel/lodging.

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

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, state and federal.

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

3. Hotel Requirements:

a. A minimum of eight (8) rooms per day are required to be available for VA veterans. Three (3) 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 Thursdays.

· un-reserved rooms shall be released back to the hotel at 5 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 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. 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.

h. All rooms will be charged at the same rate 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. Any late checkouts shall be the veteran beneficiary’s responsibility. The VA is a Federal Government Department and is tax exempt. At the issuance of this contract a copy of the tax exemption form will be provided.

4. VA Responsibilities:

a. The VA Medical Center shall be responsible for scheduling the veteran’s hotel reservation. It is the medical centers 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 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, 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 have a process in place to handle complaints from the hotels and/or from the veterans. All complaints shall be referred to the contractor.

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

5. General:

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. 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 SVAHCS staff, to immediately call the assigned hotel/motel to reserve a room. 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 SVAHCS. These individuals upon completing lodging clearance at the SVAHCS, 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.

1. Authorized Lodging personnel tour is Monday thru Friday (07:30-16:00) and can be reached at (307) 675-3603.

2. After hours, weekends and holidays, the Administrative Officer of the Day (AOD) can be reached at (307) 675-3603.

e. If a Veteran cancels their VA appointment but 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 before 5 p. m. for any/all late check-ins.

g. All hotel rules regarding pets shall be complied with by the veteran.

h. The Contractor shall send by e-mail to the Lodging Coordinator/s an itemized invoice for payment of all rooms covered by this contract for each month. This is expected to be submitted 3-5 business days into the next month.

1. Once notified by the Lodging Coordinator that the invoice is accurate, the Lodging Management Group will upload into Invoice Payment Processing (IPPS)/Tungsten.

2. Any discrepancies will be addressed prior to uploading for payment.

3. Invoices must contain the following information: Contract Number

Purchase Order Number Time period covered by the invoice (per room per night)

6. Extended Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the SVAHCS, 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: The VA or Veteran shall not be responsible for any parking fees.

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 SVAHCS 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.

9. Damages:

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

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

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