COMBINED SYNOPSIS - RFP 36C24821R0174 7-29-21.docx

36C24821R0174

REQUEST FOR PROPOSAL

36C24821R0174

SELF CARE HOUSING (HOTELS/MOTELS)

DESCRIPTION:

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested, and a written solicitation document is attached.

This solicitation is issued as a Request for Proposal (RFP). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2021-06, Dated 06-10-2021.

The Network Contracting Office 8-SAO East intends to award a fixed-price requirements contract to provide commercial services, providing for all labor, equipment, materials, services, supervision, management and transportation necessary to provide Self Care Housing (Hotels/Motels) Services for the James A. Haley VA Hospital (JAHVH) in accordance with the below Performance Work Statement (PWS) and attached Price Schedule.

SET-ASIDE: This solicitation is not set-aside and is issued for Full and Open Competition NAICS: The associated North American Industrial Classification System (NAICS) code for this procurement is 721110, with a small business size standard of $35M.

FSC/PSC: V231.

PROCURING ACTIVITY: The below procuring activity is seeking to purchase “Self Care Housing (Hotel/Motel) Services”.

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy, Suite 570 Tampa FL 33637

CLINS: All interested companies shall provide proposals for all Contract Line Items (CLINS) listed in Section B – COST/PRICE SCHEDULE in the attached Request for Proposal (RFP) 36C24821R0174.

Supplies/Services

PWS: All required services shall be performance in accordance with the Performance Work Statement (PWS), dated 7/23/20, incorporated into the attached RFP 36C24821R0174.

PERIOD of PERFORMANCE: The contract period of performance is 09/01/2021 to 08/31/2026.

PLACE of PERFORMANCE:

To Be Determined

FULL TEXT: The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

PROVISIONS: The following solicitation provisions apply to this acquisition:

1. ADDENDUM to FAR 52.212-1, “Instructions to Offerors–Commercial Items

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” REPRESENTATIONS and CERTIFCATIONS: Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

CONTRACT CLAUSES: The following contract clauses apply to this acquisition.

· FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (OCT 2018)

· FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (July 2020)

The following subparagraphs of FAR 52.212-5 are applicable:

See FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders” (July 2020) in the attached RFP 36C24821R0174.

Other FAR or VA provisions/procedures/clauses and any other additional contract requirements or terms and conditions: See attached RFP 36C24821R0174.

SUBMISSION REQUIREMENTS: All proposals shall submit the following: See attached RFP 36C24821R0174, Instructions to Offerors.

E-MAIL PROPOSALS: All proposals shall be sent by e-mailed to Kim Tucker, Contracting Officer, Network Contracting Office 8 (NCO 8) at Kim.Tucker1@va.gov and to Clarelle Sylvain, Contracting Officer at Clarelle.Sylvain@va.gov.

BASIS of AWARD: Award will be based upon a comparative evaluation of proposals in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of proposals based on factors resulting in a Contracting Officer decision for the proposal most favorable to the Government. Options will be evaluated at time of award.

The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions. See FAR 52.212-1 “Instructions to Quoters-Commercial Items” in the attached RFP 36C24821R0174.

The Government intends to award a Firm Fixed-Price Requirements Contract to provide commercial services resulting from this RFP. The Government reserves the right to make no award from this solicitation.

DECISION FACTORS: The following are the decision factors: See attached RFP 36C24821R0174 TERMS and CONDITIONS STATEMENT: To facilitate the award process, all proposals must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

EXCEPTIONS: Offerors shall list exception(s) and rationale for the exception(s), if any.

REQUEST FOR INFORMATION and DUE DATE: THURSDAY, 08/05/2021 by 3:00 PM EST All request for information must be received no later than the due date and time stated above. All questions regarding this solicitation should be forwarded in writing via e-mail to both Points of Contact listed below. Answers to questions will be posted on FBO no later than Monday, 08/09/2021, 2:00 PM EST.

PROPOSAL RESPONSE DUE DATE: MONDAY, 08/16/2021 by 3:00 PM EST All proposals must be received no later than the due date and time stated above. All proposals must be sent to both Kim Tucker via e-mail at Kim.Tucker1@va.gov and Clarelle Sylvain via e-mail at Clarelle.Sylvain@va.gov LATE SUBMISSIONS: Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C248 KIM C. TUCKER

Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 8875 Hidden River Pkwy Suite 570 Tampa FL 33637

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

GUARANTEED AVAILABILITY WEEKLY: 14 rooms per night, Sundays through Thursdays (70 rooms per week).

Contract Period: Base POP Begin: 09-01-2021 POP End: 08-31-2022 PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKENDS: 3 rooms per night, Fridays through Saturday. (6 rooms per weekend).

POP Begin: 09-01-2021

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKLY: Room rate per night; Estimated 5 rooms to be ordered only when needed, Sundays through Thursdays. (Estimated 25 rooms per weekend)

POP Begin: 09-01-2021

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKENDS: Room rate per night; 3 rooms to be ordered only when needed Fridays through Saturdays. (Estimated 6 rooms per weekend)

POP Begin: 09-01-2021

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKLY: 14 rooms per night, Sundays through Thursdays (70 rooms per week).

Contract Period: Option 1 POP Begin: 09-01-2022 POP End: 08-31-2023 PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKENDS: 3 rooms per night, Fridays through Saturday. (6 rooms per weekend).

POP Begin: 09-01-2022

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKLY: Room rate per night; Estimated 5 rooms to be ordered only when needed, Sundays through Thursdays. (Estimated 25 rooms per weekend)

POP Begin: 09-01-2022

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKENDS: Room rate per night; 3 rooms to be ordered only when needed Fridays through Saturdays. (Estimated 6 rooms per weekend)

POP Begin: 09-01-2022

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKLY: 14 rooms per night, Sundays through Thursdays (70 rooms per week).

Contract Period: Option 2 POP Begin: 09-01-2023 POP End: 08-31-2024 PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKENDS: 3 rooms per night, Fridays through Saturday. (6 rooms per weekend).

POP Begin: 09-01-2023

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKLY: Room rate per night; Estimated 5 rooms to be ordered only when needed, Sundays through Thursdays. (Estimated 25 rooms per weekend)

POP Begin: 09-01-2023

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKENDS: Room rate per night; 3 rooms to be ordered only when needed Fridays through Saturdays. (Estimated 6 rooms per weekend)

POP Begin: 09-01-2023

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKLY: 14 rooms per night, Sundays through Thursdays (70 rooms per week).

Contract Period: Option 3 POP Begin: 09-01-2024 POP End: 08-31-2025 PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKENDS: 3 rooms per night, Fridays through Saturday. (6 rooms per weekend).

POP Begin: 09-01-2024

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKLY: Room rate per night; Estimated 5 rooms to be ordered only when needed, Sundays through Thursdays. (Estimated 25 rooms per weekend)

POP Begin: 09-01-2024

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKENDS: Room rate per night; 3 rooms to be ordered only when needed Fridays through Saturdays. (Estimated 6 rooms per weekend)

POP Begin: 09-01-2024

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKLY: 14 rooms per night, Sundays through Thursdays (70 rooms per week).

Contract Period: Option 4 POP Begin: 09-01-2025 POP End: 08-31-2026 PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GUARANTEED AVAILABILITY WEEKENDS: 3 rooms per night, Fridays through Saturday. (6 rooms per weekend).

POP Begin: 09-01-2025

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKLY: Room rate per night; Estimated 5 rooms to be ordered only when needed, Sundays through Thursdays. (Estimated 25 rooms per weekend)

POP Begin: 09-01-2025

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

AS NEEDED WEEKENDS: Room rate per night; 3 rooms to be ordered only when needed Fridays through Saturdays. (Estimated 6 rooms per weekend)

POP Begin: 09-01-2025

PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

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B.3 STATEMENT OF WORK

PERFORMANCE WORK STATEMENT

VETERAN’S SELF CARE HOUSING (HOTEL/MOTEL)

07/23/2021

TABLE of CONTENTS

1.0 INTRODUCTION

2.0 ROOM REQUIREMENTS

3.0 ROOM RESERVATIONS

4.0 INVOICES

5.0 PATIENT EMERGENCIES

6.0 ROOM MAINTENANCE

7.0 GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS

8.0 INSPECTION

9.0 QUALITY ASSURANCE

10.0 REPORTS

11.0 PERFORMANCE STANDARDS

12.0 METHODOLOGIES TO MONITOR PERFORMANCE

1.0 INTRODUCTION

A. The Department of Veterans Affairs, James A. Haley Veterans’ Hospital (JAHVH), 13000 Bruce B. Downs Blvd., Tampa, FL 33612 has a requirement to rent hotel rooms for lodging of eligible veterans. The Self Care Unit is designated to provide temporary self-care lodging to eligible veterans receiving VA health care services. Contracted rooms are to accommodate veterans who may travel long distances for evaluation before, during, and after treatment has been received. The hotel shall be located within approximately 15 minutes (during high traffic volume hours of the core hospital hours of 7 AM to 5 PM) commute distance from the JAHVH and within a safe environment. Third parties, sub-leasers, persons, or entities without proprietorship authority over hotels or motels will not be considered for contract award.

B. WEEKLY and WEEKEND ROOM RENTAL PERIODS:

1. WEEKDAY RENTAL PERIOD: Hotel rooms shall be provided on Sunday through Thursday (weekdays), with a guaranteed availability of fourteen (14) rooms per night with a guaranteed option to reserve an additional five (5) rooms per night as needed.

2. WEEKEND RENTAL PERIOD: Hotel rooms shall be provided on Friday through Saturday (weekend) with a guaranteed availability of three (3) rooms per night with a guaranteed option to reserve additional three (3) rooms per night as needed.

3. TOTAL ROOM PER WEEK: There will be fourteen (14) weekday rooms per day (70 rooms per week) and three (3) weekend rooms per day (6 rooms per weekend) for a total of 76 rooms per 7 day week. Within the scope of this requirement, required rooms must be available when needed. Options to increase rooms shall be priced at a negotiated daily room rate that is acceptable to both parties. As a minimum, of the total guaranteed rooms, four (4) of the rooms must be double occupancy and three (3) must be American Disability Act (ADA) compliant rooms with wheelchair roll-in showers. Subject to availability, there shall be an option to reserve and additional three (3) ADA rooms as needed.

C. The hotel/motel shall have a wheelchair and motorized wheelchair assisted van, shuttle or transportation services vehicle to transport patient veterans and eligible caregivers to and from JAHVH. Patient veterans shall have access to the wheelchair assisted transportation from 4:45 AM to 9:45 PM; six (6) days per week; Monday through Saturday, excluding holidays. The Contractor shall provide proof of onsite wheelchair accessible shuttle or transportation prior to a resulting contract award. Proof of wheelchair accessible transportation shall consist of documented evidence acceptable to the Government. Offeror’s must provide documented evidence with proposal submission and prior to contract award. Proposals that illustrate the Offeror’s inability to provide all required services, but intend to do so in the future, will not be considered.

D. The period of performance for this requirement is September 1, 2021 through August 31, 2022 and will include a base year and four (4) one (1) year option periods. This action will be awarded as a Requirements Type Contract with options for room increases to be ordered by the Program Manager (PM), Contracting Officers Representative (COR), or the Contracting Officer (CO). All room orders above the fourteen (14) weekly room guarantee, Sunday through Thursday, and the three (3) room weekend guarantee, Friday through Saturday, shall be placed with the Contracting Officer within 24 hours before or 24 hours after it is known by the COR, Health Administrative Service (HAS) Staff, Social Workers or the hotel/motel staff that there is a need for additional rooms above the guaranteed room minimums.

2.0 ROOM REQUIREMENTS

a. Contractor shall provide fourteen (14) weekly and three (3) weekend furnished hotel or motel rooms per night as follows: Sunday through Thursday, there shall be guaranteed availability of 14 rooms per night with an option to reserve additional rooms as needed. For the period, Friday through Saturday, there shall be a guaranteed availability of 3 rooms per night with an option to reserve additional rooms as needed. Rooms offered shall be within approximately 15 minutes (during high traffic volume hours of the core hospital hours of 7 AM to 5 PM) commute distance of the JAHVH, 13000 Bruce B. Downs, Blvd., Tampa, FL.

b. Daily room rates, as quoted shall include all applicable taxes, fees, Wifi, parking and any other no-charge services offered to guests of the hotel/motel. Room requirements shall include four (4) double occupancy and three (3) ADA rooms with wheelchair roll-in showers. Subject to availability, there shall be an option to reserve additional ADA rooms as needed. ADA rooms shall be Hoyer Lift compliant, have no physical barriers, and comply with the applicable National Fire Protection Association (NFPA) NFPA 101 and ADA guidelines

1. All contracted rooms shall be physically located in a single location within the same commute distance from the James A. Haley VA Hospital and grouped together on the same floor(s) if possible. Contracted rooms shall be fully furnished to include contractor provided utilities and other specified services (minimum of TV, clock radio, microwave, refrigerator, and local phone access). Contracted rooms shall also comply with city, county and state building codes and ordinances applicable to the ownership and operation of the building in which the rooms are located.

1. All contracted rooms shall be non-smoking. The contractor shall provide a “designated smoking area” with proper signage. Authorized veterans smoking in the rooms shall be reported to VA Self Care Unit personnel. No smoking, alcohol, illegal drugs, or disruptive behavior will be tolerated in contracted rooms at any time and violators will be reported to Admin Unit Personnel and asked to leave by Health Administration Service administrative staff.

1. Rooms shall be neat and clean upon veterans check-in. Rooms addressed by a veteran as not clean shall have services rendered within 30 minutes of notifying hotel front desk staff. Rooms not cleaned within 30 minutes of veteran’s check-in, shall have accommodations (and transportation if required) made by hotel staff at the hotel’s expense to find another available room in their facility or a same class hotel or better within a 5 mile radius.

1. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, and basic television cable service.

1. Contractor shall provide one telephone in each room.

1. All rooms shall be in compliance with the Government’s Joint travel Regulations (JTR) as follows:

1. A minimum 2 Crown Northstar Travel Media rating or equivalent AAA Diamond rating

2. 24-hour security monitoring each day through video monitoring of the property or 24/7 on-site personnel who have been trained in security protocols in case of emergency

3. Well-lit hallways, parking lots, and public spaces

3.0 ROOM RESERVATIONS:

1. Room reservations, room occupancy, and room payment will be on the following basis:

(1) Contracted rooms to be occupied only by specific individuals referred by authorized personnel of the JAHVH. The VA will inform the Contractor of individuals name and expected arrival time at the motel/hotel.

(2) Services shall be provided twenty-four (24) hours per day, seven (7) days per week including all Federal Holidays, observed by the Federal Government including any other day specifically declared by the President of the United States:

(3) Admin Unit Personnel will brief referred veterans of established check in and check out times and procedures. Circumstance may arise where the contractor is requested to accommodate a veteran outside of these times. I n this event the contractor will be notified before the veteran is assigned to the hotel to prevent any unnecessary delay by both parties.

(4) JAHVAH Admission Unit personnel can be reached at 813-972-2000, extension 6194 or 6197, from 7:30 a.m. to 4:00 p.m., Monday thru Friday. The Administrative Officer of the Day (AOD) can be reached at 813-972-2000, extension 6194 or 6197 after hours, weekends, and on holidays. The personnel, their supervisor, and the Contracting Office Representative (COR) are the only authorized personnel to submit and modify reservations. If clarification is needed and the contractor cannot reach above personnel the contractor shall call the VA operator at 813-972-2000, extension 0 and have the Administrative Officer of the Day paged.

1. Authorized dates and length of stay will be documented on JAHVAH authorization sheets and faxed to the Contractor by authorized VA personnel. In the event a VA referred occupant refuses to leave the room, the Contractor shall immediately notify authorized VA personnel. Should a VA referred occupant check out without prior notice from the VA, the Contractor shall immediately notify authorized VA personnel.

1. Contractor shall reconcile each business day the number of rooms in use, names of authorized individuals and assigned room numbers. This transaction will be conducted via fax between the contractor and Admissions Unit personnel. The contact fax number is 813-978-5970. If this transaction is unsuccessful the contractor shall phone Admissions Unit personnel for further guidance at 813-972-2000, extension 6194 or 6197.

1. INVOICES

0. All charges incurred in the use of rooms, supplies and/or equipment is to be included in the unit prices quoted. The James A Haley VA Medical Center reserves the right to reject payment for additional room charges, supplies and/or equipment used in the performance of this contract unless specifically ordered or required for patient care and it is not a common item customarily furnished.

0. The VA shall review and reconcile invoices with Self Care Registration logs. Unauthorized charges shall be rejected pending investigation. Unauthorized charges are those that are being disputed or have not been pre-approved by authorized VA personnel, and that are not allowable under the contract. A final determination shall be made, within 30-days, after notifying the contractor of charges being rejected.

4.3 The contractor shall be paid monthly in arrears upon receipt of a properly executed invoice. Each invoice shall represent charges covering the first day of the month to the last day of the month. Invoices for payment shall include a copy of the trip ticket and the VA authorization number to ensure payments. Invoices shall be submitted to the COR via email monthly for review prior to submission to Financial Service Center in Austin, Texas

4.4 Contractor shall submit an electronic invoice to the VA centralized Financial Service Center in Austin, Texas at P.O. Box 149971, Austin, Texas, 78714-8971 for payment of all rooms covered by the contract each month for the previous month. The invoice shall include the base charge for 14 rooms per day on Sunday through Thursday and 3 rooms per day on Friday and Saturday, itemized by room number, dates of occupancy, first initial and last name of guest and also include number of charges for any additional rooms that were required on an as needed basis.

5.0 PATIENT EMERGENCIES

Contractor shall contact 911 emergency medical services to respond in the event a VA referred occupant is in an emergency of any kind. Once the emergency has ended the Contractor shall notify authorized VA personnel of the situation.

6.0 ROOM MAINTENANCE

Daily room maintenance shall comply with all Federal, State, and local laws in compliance with FAR 52.212-4(q).

7.0 GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS

(1) All cooling and heating devices and appliances, including but not limited to furnaces, fireplaces, electrical baseboard heaters and water heaters, shall be an approved type in good and safe working order and shall meet all installation and safety codes.

(2) Contractor shall maintain all appliances and utility systems. Air filters for both the heating and cooling system shall be cleaned or replaced every 30 calendar days by the contractor unless required more frequently.

1. Electrical and Lighting Requirement shall be in compliance with State of Florida Laws: All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order and shall meet all installation and safety codes.

1. Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures, and premises shall be of an approved type, in safe and sanitary condition and in good working order and meet all installation and safety codes.

1. Telephone Service Requirements:

(1) Contractor shall provide local area, touch-tone, telephone service (no deposit required) for each room with long distance lockout to prevent additional charges to the room. The telephone service may be capable of long-distance telephone service when long distance calls are placed using a telephone calling card or other telephone charge method.

(2) Telephone service shall be equipped with voice messaging system or front desk message service.

1. Fire Safety:

(1) Buildings in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101, LIFE SAFETY CODE and AMERICAN DISABILITIES ACT (ADA).

(2) Equipment, services, or utilities furnished, and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards.

1. Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 101.

a. Smoke detectors/alarms shall be installed in each room, office, storage area, hallways, and other common areas per code.

1. Wheelchair Accessibility: Rooms will be wheelchair accessible. Common areas such as hallways shall provide for accessible path of travel for wheelchairs.

1. Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A171 and A171a Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.1, Inspector’s Manual for Elevators or equivalent local code. The elevators shall also comply with local codes and ordinances.

1. Miscellaneous: No activity to the building and/or grounds that would cause an increase in dust, dirt or spores to be airborne (i.e., renovation to the building, movement of earth on the grounds) shall take place without the contractor’s written notification to the VA at least seven (7) calendar days in advance of the event.

8.0 INSPECTION

The Government reserves the right, at any time before contract award and during the terms of the contract, to inspect the rooms and all other areas of the complex to which access is necessary to ensure a safe and healthy environment for VA referred occupants. In addition, a VA representative will monitor facilities to include rooms monthly for cleanliness, odors, mold, and housekeeping procedures to include the upkeep of linens, towels etc. Also see Sections: 9.0 Quality Control.

9.0 QUALITY CONTROL

Contractor shall have an on-going Quality Control Program designed to ensure quality in provided services. The Quality Control plan (QC) shall describe the objective of the quality control activities, scope of activities, activities for monitoring and evaluation, methods for reporting results, mechanisms for taking follow-up action and responsibilities of staff for each activity of the quality control program. Included in this quality control program shall be a customer service survey. The quality control plan shall be provided two weeks after award of contract. The plan shall be re-evaluated annually and revised as necessary with a copy provided to the Contracting Office or Contracting Officer’s Representative (COR).

10.0 REPORTS

(1) Contractor shall provide to the COR or contracting officer, monthly reports on customer service surveys to include outline of any specific issues/problems for the previous month along with solutions taken to correct any issues.

(2) Contractor shall provide to the COR quarterly activity reports, with the following information:

· Number of complaints regarding wheelchair (special mode) accessibility noted by veterans, and/or, others who accompany a veteran and provide equivalent of familial support

· Number of complaints regarding rooms that are not clean upon check-in noted by veterans, and/or, others who accompany veterans and provide equivalent of familial support

· Number of complaints noting none working available electronic equipment in veterans’ room such as the clock alarm, lighting, television, etc.

(3) Contractor to schedule a Quarterly Quality Assurance Meeting with the COR and the Contracting Officer or as needed if necessary.

(4) The Contractor shall email to the COR and the Contracting Officer a monthly report of the total number of rooms occupied. This report for prior month activity is on the 1st of each month, but later than the 5th of each month.

11.0 PERFORMANCE STANDARDS

The Contractor shall provide all complaints noted by veterans, and/or, others who accompany the veteran and provide equivalent of familial support. Contractor shall develop a customer service survey form to be completed by the customer as a part of the Contractor’s Quality Control Program.

PERFORMANCE STANDARD AND QUALITY STANDARDS

1. Three Rooms ADA Compliant with wheelchair roll in shower.

PWS Reference 1.0 A

Periodic Inspection and/or Customer Complaint

Contractor notified immediately.

2. Rooms clean at all times of veterans check-in.

PWS Reference 6.0

Contractor notified immediately.

3. Wheelchair assisted transportation

PWS Reference 1.0C

valid customer complaint, shall have services rendered within 30 minutes of notifying hotel

Para 2.0 e

4.3 Invoices should be submitted to the COR via email monthly for review and processing prior to submission to Financial Service Center in Austin, Texas

(1PWS ) monthly reports on customer service surveys 10.0-1

In an effort to minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are (include those that apply)

The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints. Many persons can be the customer, the director of the hospital to a VA Patient.

Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems, but the customer always has the option to communicate complaints to the CO or COR, as opposed to the contractor.

Customer complaints, and Customer Complaint Forms to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR/CO. The COR/CO will accept those customer complaints and investigate using a COR’s Quality Assurance Monitoring Form.

Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints. Customers can be anyone involved in the VA system from the Directors of Hospitals to patients.

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C. 3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.—

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government's convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor's records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential…