Attachment B SCOPE OF WORK.pdf

SCOPE OF WORK

Project Title: Central Texas VA Health Professions Trainees (HPTs) Housing Texas A&M Project Locations: Central Texas Veterans Health Care System (CTXVHCS), Temple, Texas.

Project Description: In accordance with the provisions outlined in VHA Directive 1400.09, we hereby request permission to provide living quarters to Residents from the Psychiatry Department of Texas A&M Health Science Center, from Bryan/College Station, Texas, which is located over 90 miles respectfully from the Temple VA Medical Center. Due to current location of the Texas A&M Health Science Center in Bryan College Station, and the distance that trainees must travel, coupled with the length of their appointment, a housing memo and funding has been signed and approved from the Medical Center Director, Chief of Staff, the facility CFO, and the Associate Director of Central Texas VHCS. This request has also been approved by the Office of Academic Affiliations Chief Executive Director.

Summary of Contract Requirements

The Contractor shall provide Extended-Stay Hotel services (i.e., lodging) for Health Professions Trainees (HPTs), from Psychiatry Department of Texas A&M Health Science Center, 8441 Riverside Pkwy., Clinical Building 1, Suite 3100, Bryan, TX 77807, which is located over 90 miles from the Central Texas Veterans HealthCare System (CTXVHS), 1901 S. 1st St, Temple, Texas, 76504. The Contractor’s lodging facility shall be located within a ten (10) mile radius of the CTXVHS, Temple, Texas.

VHA Handbook 1400.09, states “VA may furnish free quarters to medical or dental residents or students who serve short rotations (6 months or less) at a VA medical facility and establish the need for a second residence because the substantial distance to the VA medical center makes commuting from the university affiliate impractical while the brevity of the training assignment rules out a permanent change of residence. The Office of Construction and Facilities Management has delegated the Office of Academic Affiliations with approval authority.” Quarters may be provided for up to six months in any fiscal year for an individual trainee. Central Texas VHCS shall provide safe, but not lavish, accommodations, with attention to internet access and other communications availability, safety, reasonable access to food and provisions, and other requirements for daily living.

Occupancy shall start on 1 October 2024 for Temple HPT’s.

Each Resident will complete a Special Agency Check before coming onboard at the VA.

Those Residents having over 180 days of contiguous scheduling must also complete a Tier Level 1 Background Investigation. This is important for the vendors that require a background check before occupancy of apartments/extended hotel stays as it applies to the request.

1. Room requirements.

a. The Contractor shall operate within the standard commercial practices of the hotel industry by providing complimentary daily changing of linens, basic toiletries such as soap and shampoo, towels, and any other standard complimentary practices provided to hotel guests and shall be included in the cost of the room.

b. Daily room rates, as quoted in the Schedule of Services and Price, shall include all applicable fees, and any other no-charge services offered to guests of the hotel/motel. All additional amenities will be the responsibility of the HPT (i.e., room service, phone calls, pay-per-view, movies, etc.).

c. The VA will not be responsible nor pay for any damages caused by the

HPT.

2. Rooms offered shall be single (1 bed) and double (2 beds), depending on the presence of a spouse, or significant other at no extra cost to the HPT.

3. Rooms shall be in a reasonably quiet, tranquil location within the facility.

4. Extended Hotel Rooms must have a kitchenette, and the following mandatory items in a kitchenette: refrigerator/freezer (as full-size as possible), microwave, countertop, sink, stovetop/stove (or additional hotplate if stove is unavailable), basic cooking utensils, cupboard space, silverware, pots/pans, plates/mugs/glassware, table,

5. Extended Hotel Rooms can have the minor conveniences available such as: dishwasher, toaster.

6. Extended Hotel Stay shall have complimentary hot breakfast available. Additional meal/snacks available is at discretion of the hotel.

7. Extended Hotel Stay shall be able to provide some kind of laundry service whether customer friendly (do their own) or scheduled drop off/pick up service. HPT will pay for this service out of pocket.

8. The hotel shall comply with all cities, county and state hotel/motel codes and ordinances applicable to the ownership and operation of the building in which the rooms are located.

9. The Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service and basic television cable service.

10. Hotel facility shall be within walking distance of a restaurant. Contractor shall provide menus and/or listing of restaurants that are near the hotel.

11. The Contractor shall allow food to be delivered to their facility.

12. The Program Manager (PM) shall contact the Contractor no later than 8:00 AM, Monday thru Friday, two weeks prior of extended stay HPT. This shall guarantee CTXVHS of availability of rooms. If rooms are not occupied by 7:00 P.M. of the second day contracted time, the rooms will be released back to the Contractor.

13. The Program manager (PM) is the only person authorized to reserve a room for eligible

HPT pursuant to this contract. A confirmation referral process will be used to make reservations to the Hotel.

14. The Contractor shall provide handicapped accessible parking to those HPTs who are legally able to use specialized parking bays. Rooms shall be ADA accessible for individuals who use electric chairs. The Contractor shall provide for maximum mobility during their stay, ensuring access to rooms is free of any physical barriers.

15. Rates: The Contractor shall only invoice the Government for the monthly room rate for each room reserved by the PM each month and occupied by the HPT. All other costs for meals, incidentals, telephone calls or other amenities available at or delivered to the HPT, will be the sole responsibility of the HPT at the time of checkout. These charges will be paid for by the HPT providing a credit card at time of check-in or by other methods of payment approved by the Contractor.

16. Check in / check out: The PM will provide the Contractor with the names and the time the HPT is expected to be checking in/out of the hotel/motel via telephone or email. In the event the HPT refuses to leave the room, the Contractor shall immediately notify the PM. In the event the HPT checks out of the extended-stay hotel without prior notice from the VA, the Contractor shall immediately contact the PM. The Contractor shall follow current policy on check-in/check-out times.

17. EXTENTIONS / CANCELLATIONS: The PM has the option to extend the HPT stay at the agreed upon rate. If the requested rooms are not needed and/or required, the PM has the option to request same day cancellations at no additional cost to the Government and/or be penalized for last minute cancellations. All rooms are cancelled after 7pm of the second day if a HPT has not checked in or requested a late check in on the same day.

18. Damages: The room occupant will be liable for any damages occurred during occupancy.

The CTXVHS and Doris Miller VA Medical Center will not assume any liability for such damages or theft of property. These charges will be paid for by the HPT providing a credit card at time of check-in or by other methods of payment approved by the Contractor.

19. Emergencies: Health Professions Trainees (HPTs) are afforded no special emergency privileges and will be instructed to utilize local 911 emergency services in the event of an emergency. If the Contractor becomes aware that a HPT appears to be involved in an emergency of any kind, the Contractor shall contact 911 and the Program Manager

(PM).

20. Inspection and acceptance: The hotel shall be inspected by the PM and/ or

Contracting Officer prior to award and prior to exercising any option year period. 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 complex access to which is necessary to ensure a safe and healthy environment for HPT occupants.

Rooms shall be free from bed bug infestation, water damage, and other unhealthy environmental hazards.

21. Facility:

a. All common areas, such as lobbies, hallways, restrooms, and laundry rooms shall be wheelchair accessible.

b. Rooms shall be wheelchair accessible.

c. The Contractor shall comply with OSHA standards and share that information with those employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning.

22. Safety: The Contractor shall comply with the Americans with Disabilities Act, the

Hotel and Motel Fire Safety Act of 1990 and shall be listed on the U.S. Fire Administration Hotel and Motel Master found at:

http://www.usfa.fema.gov

Maintenance by the Contractor of Contractor-owned fire extinguisher(s) shall be in accordance with the (NFPA) Standard No. 101.

23. Billing procedures: The Contractor shall submit proper documentation and reports to receive payment for services by the following:

a. Payment to be made monthly, in arrears, following satisfactory performance by Contracting personnel, and upon receipt of a properly prepared invoice.

Contractor shall be required to invoice through the Tungsten System at http://www.tungsten-network.com/us/en/veterans-affairs/.Additional information regarding Tungsten shall be provided upon award.

b. The Contractor shall current registration in the System for Award Management (SAM) for this solicitation; URL:

www.sam.gov.

c. The invoice SHALL be itemized to include the following information. Any information listed below, and not provided on an invoice, will render that invoice incomplete and the invoice will be returned for immediate correction.

• Time period being invoiced for.

• Description of services performed.

• Unit Cost billed.

• Extended amount due.

• Invoice number, date, amount partial or full, contract, and obligation numbers.

http://www.usfa.fema.gov/ http://www.tungsten-network.com/us/en/veterans-affairs/ http://www.sam.gov/

24. Authorized services: Only those services specified herein are authorized under this contract. Contractor shall be cautioned that only the CO may authorize additional services and that reimbursement shall not be made unless prior authorization is obtained.

25. Changes: The contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which may affect the contract terms and conditions, quality, quantity, price, and/or delivery. The contractor must contact the Contracting Officer for approval in the event there are changes prior to proceeding. No other individual has the authority to make these binding changes and/or commitments. If the Contractor commits to such changes at the direction of any person other than the Contracting Officer, the changes shall be considered to have been made without proper authority and no adjustment shall be made in contract price to cover any increase in costs incurred as a result thereof.

26. Contractor personnel: The contractor shall provide a representative who shall be responsible for routine liaison in the performance and administration of the contract. In addition, the representative shall act as the primary point of contact (POC) between the Contracting Officer and the contractor. The representative shall have full authority to act on behalf of the contractor on all matters relating to daily operations of contract performance. An alternate POC shall also be designated. The contractor shall provide the names and telephone numbers of the POC(s) in the space below:

Primary POC: Kristi Santiago Position Title: Budget Technician, Program Manager (PM) Telephone No.: 254-408-0358 Email Address: Kristi.Santiago@va.gov Alternate POC: Angela Durham Position Title: Area Operations (AO), Education Telephone No.: 254-743-0013 Email Address: Angela.Durham@va.gov

27. HOURS OF SERVICE: This contract is a full-service contract to provide Extended-Stay Hotel services for Health Professions Trainees (HPTs), Residents, from Psychiatry of Texas A&M Health Science Center, including National Holidays.

NATIONAL HOLIDAYS:

New Year’s Day 1 January Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September mailto:Kristi.Santiago@va.gov mailto:Angela.Durham@va.gov

Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government.

Also, included would be any other day specifically declared by the President of the United States to be a National Holiday.