Attachment A - PWS Social Work - VISOR Hoptel Combined_UPDATED.pdf

Attachment A. PERFORMANCE WORK STATEMENT – TEMPORARY ACCOMMODATION SERVICES

(SOCIAL WORK SERVICES/VISUAL IMPAIRMENT SERVICES REQUIREMENT COMBINED)

SECTION 1

1. SCOPE AND OBJECTIVES:

The Lebanon VA Medical Center’s (VAMC) Social Work Services and Visual Impairment Services Outpatient Rehabilitation (VISOR) Services requires comfortable, overnight, temporary, local and safe accommodations for qualifying Veterans and their caregivers.

a. The government requires an all-inclusive firm-fixed price, multiple award Blanket Purchase Agreement (BPA) to fulfill this requirement.

b. For VISOR Hoptel, contractors must be located within 20 minutes travel time from the Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon Pennsylvania 17042 as estimated by Google Maps. For Social Work Service Hoptel, contractors must be located within 20 miles travel time from the Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon Pennsylvania 17042 as estimated by Google Maps.

c. Pricing may not be above the Fiscal Year 2021 General Services Administration authorized per diem rate for Lebanon County. Per Diem Rates Look-Up | GSA

d. Determination of “qualifying Veterans” (Veterans are VA beneficiaries of the Lebanon VA Medical Center) is made only by the Social Worker or the Administrative Officer of the Day (AOD) who make the room reservation (“Veteran” and “VA beneficiary” are interchangeable). In addition, determination of qualified Veterans for the VISOR Program for visually impaired Veterans is made by the VISOR Program Manager. Reservations for these Veterans will be made by the VISOR Program Manager or designee.

e. The resulting Contract is a non-personal services contract under which the Contractor is an independent contractor. The Parties agree that the Contractor, Contract staff, agents and sub-contractors shall not be considered VA employees for any purpose.

2. AUTHORITY: Under the authority of Public Law 104-262 and Title 38 U.S.C. Section 8123, the Contractor shall provide Temporary Accommodation/Hoptel Services for the Lebanon VA Medical Center in Lebanon, PA (VISN 4) in accordance with pricing, terms and conditions contained herein.

3. POLICY AND REGULATIONS: Contractor shall comply with all relevant Veterans Affairs (VA) policies and procedures, including those related to quality, patient safety and performance, including all policies referenced throughout the Contract.

4. DESCRIPTION OF SERVICES:

4.1 SOCIAL WORK SERVICES REQUIREMENTS

Contractor shall provide these accommodations under the following conditions for Social Work Services:

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup/?action=perdiems_report&state=PA&fiscal_year=2021&zip=&city=

f. ROOMS: Entry to each room must open to an inner hotel hallway, not to the outside area of the hotel. Each room shall have a minimum of two double beds for single or double occupancy. Each room must also have a microwave and refrigerator. Beds shall be freshly cleaned, including change of all bed and bath linen (towels), soap, toilet paper, etc.). If the same VA beneficiary occupies a room for succeeding nights, bed linens are to be changed no less than twice weekly or more often if required or in the same manner as provided other guests. Bath linens are to be changed daily. The contractor shall ensure that the rooms are free of bugs, rodents or other pests.

g. GUESTS: The number of Veterans estimated is 20 per month. The lodging period(s) will range from 1 night to 4 nights per month per person and shall include Saturdays and Sundays.

h. ROOM RATE: Room rate shall be calculated on a checkout time of 11:00 a.m.

Late check-outs shall be charged the half-day rate in effect and shall be the responsibility of the VA beneficiary.

i. RESERVATIONS: All reservations shall be made only by a Lebanon VA Social Worker or the Lebanon VA Administrative Officer of the Day (AOD). Reservation notice can be anywhere from the same days’ notice or up to 30 days in advance. Reservations will be made with the following information: Name of Veteran, Arrival and Departure Dates, Type of Room (Smoking or Non-Smoking). The Contractor shall provide a confirmation number to the VA Social Worker or AOD upon confirmation of each reservation.

j. CHECK-IN: Upon arrival, Veterans shall be required to give the Contractor’s reception desk clerk their confirmation number as their authorized check-in. The room invoice shall not be shown to the VA beneficiary.

k. Check-in: 2:00pm Check-out: 11:00am

l. BILLING: A monthly Invoice must be submitted electronically thru the OB-10 process to the: Department of Veterans Affairs Financial Services Center, PO Box 149971, Austin, TX 78714-8971 (include Memo explaining 2 separate billings)

m. A duplicate of the original invoice must be faxed to the Contracting Officer Representative (COR) at (717) 228-6040.

n. The following information must be included on OB-10 billing by hotel:

1 . C o n t r a c t N u m b e r 2 . C o n t r a c t N a m e

3. Name of VA benef ic iary (Veteran) and caregiver , i f present 4 . P u r c h a s e O r d e r N u m b e r 5 . S t a t i o n N u m b e r ( 5 9 5 )

6. Time Period covered by the invoice (per room per night) 7 . T h e c o s t b e i n g b i l l e d .

o. EXTENDED STAY: Should additional services be requested (extension of stay) outside of the services authorized by the Lebanon VA Medical Center, such services shall be at the expense of the VA beneficiary. If the VA beneficiary is admitted or stays overnight in the VA facility, stays of VA beneficiary’s family members or guests in the contracted lodging facility shall be paid by the family members or guests, and not billed to the Lebanon VA Medical Center.

p. The Lebanon VA shall provide the VA Beneficiary (only) with meals. All meals from the lodging facility shall be the responsibility of the VA beneficiary for payment.

q. ALTERNATE ACCOMMODATIONS: In the event accommodations are not available upon attempting to make a reservation for a VA beneficiary, the Social Worker/AOD shall be responsible for providing alternate lodging of like quality.

r. TELEPHONE CALLS: All telephone calls shall be the responsibility of the VA beneficiary and will not be billed to the Lebanon VA Medical Center.

s. AMENITIES: All amenities shall be the responsibility of the VA beneficiary (room service, pay-per-view movies, etc.).

t. The Lebanon VA shall not be responsible for, nor pay for, any damage caused by the VA beneficiary. These charges shall be the responsibility of the VA beneficiary(s).

u. Lebanon VA shall not be financially obligated to pay for rooms that are not used and cancelled according to the lodgings’ cancellation policy.

v. Contractor shall guarantee the Lebanon VA that there shall be no “Black-Out Dates” unless negotiated and accepted by both parties prior to exercising the contract.

Rooms shall be available to the Lebanon VA 365 days per year.

4.2 VISUAL IMPAIRMENT SERVICES OUTPATIENT REHABILITATION REQUIREMENT (VISOR)

Contractor shall provide these accommodations under the following conditions for the Visual Impairment Services:

a. Lodging Facility must provide ADA-compliant sleeping accommodations and bath facilities for Veterans and their caregivers who require temporary lodging during their attendance at Lebanon VAMC’s 9-day VISOR course. Lodging Facility must be accessible to individuals with disabilities, including availability of handicap-accessible private bathrooms and handicap-accessible path of travel.

b. Service Dogs or Guide Dogs must also be permitted in the lodging facility.

c. Lodging room door must open to an inner area of the lodging facility (e.g.

hallway): not to an area outside of the lodging facility.

d. Lodging room shall have a minimum of one full-sized bed for single or double occupancy and must also have a microwave and refrigerator.

e. Lodging room shall be freshly cleaned, in the same manner as provided for all other guests.

f. Veteran and his/her caregiver must be lodged in the same room, intended for double occupancy for the duration of their stay, unless the Veteran chooses to purchase a separate room. If the Veteran chooses to purchase a separate room it shall not be at the expense of the Lebanon VAMC.

g. A minimum of 6 rooms must be available for each course date (see the Price/Cost Schedule for course dates), with no black-out dates. NOTE: all Veterans must be lodged within the same lodging facility.

h. There must also be availability for one additional night stay for any of the Veterans who may be travelling an extended distance to accommodate travel (9 nights instead of 8); the VISOR Program Manager will identify how many additional nights are needed while reservations are being made.

i. Lodging Facility’s management support must be readily available to assist in resolving Veteran complaints and to assist in resolving billing discrepancies in a timely manner.

24-hour oversight must be provided (e.g., staffed Front Desk).

j. There must be flexibility in adjusting dates of stay, in the event of weather emergencies based on lodging availability.

k. At the time of check-in, Veteran must give the Front Desk clerk a reservation confirmation number (that was given to him/her by the VISOR Program Manager) to prove that the Lebanon VAMC authorized the lodging stay.

l. Payment for any amenities provided by the lodging facility for additional fees that are requested, used or consumed by the Veteran or Veteran’s caregiver, shall be the responsibility of the Veteran (e.g., room service, pay-per-view movies, long-distance telephone calls, faster internet connectivity, etc.).

m. If an extension of stay is requested by the Veteran or Veteran’s caregiver, outside of the services authorized by the Lebanon VAMC, expenses shall be at the expense of the Veteran.

n. If a Veteran is admitted to a hospital or VA facility during the 9-day course, then stays of the Veteran’s caregiver in the lodging facility shall be paid by the Veteran or caregiver, and not billed to the Lebanon VAMC.

o. If the Veteran is unable to complete the entire duration of their stay due to an unplanned or emergency situation, the Lebanon VAMC shall not be financially obligated to pay for the rooms that are not used.

p. Check-in and check-out times will be dictated by lodging facility’s policy. Room rate shall be calculated on a checkout time as dictated by the facility’s policy. Overages for late check-outs shall be the responsibility of the Veteran.

q. Lebanon VAMC shall not be responsible for, nor pay for, any damage caused by the Veteran, caregiver. These charges shall be the responsibility of the Veteran.

r. Lebanon VAMC shall not be financially obligated to pay for rooms that are not used or are cancelled in advance according to the lodging facility’s cancellation policy.

s. The room invoice must not be shown to the Veteran, as this usually creates confusion on his/her behalf regarding who is responsible for payment.

t. Veteran must be capable of safely and independently managing self-care, such as transferring, bathing, feeding, dressing, grooming and self-medication; or must have an accompanying caregiver that provides necessary support for these activities.

SECTION 2

GENERAL REQUIREMENTS

The period of performance is 5-year BPA: 5/1/2021 – 4/30/2026

List of Federal Holidays:

Columbus Day, Veterans Day, Thanksgiving, Christmas, New Year Day, Martin Luther King, Presidents Day, Memorial Day, Independence Day, Labor Day

AND any other day specifically declared by the President of the United States to be a national holiday.

When one of the holidays falls on Sunday, the following Monday shall be observed as a Federal Holiday.

When a holiday falls on a Saturday, the preceding Friday shall be observed as a Federal Holiday.