Draft PWS Resident lodging.docx

Draft PERFORMANCE WORK STATEMENT January 20, 2023

1. GENERAL

1.1. BACKGROUND: The VA Northern California Health Care System (VANCHCS) has external agreements with educational affiliates to support Health Professional Trainees (HPTs) and allow them to provide clinical rotations throughout our healthcare system. HPT rotations occur at an average of a three month rotation per resident and/or fellow. Currently, two or more HPTs from different services may rotate simultaneously at the following VA locations: Mather (Sacramento VA Medical Center) and Martinez to date. VANCHCS is looking to expand rotations and housing throughout the remaining locations over the course of base plus a 4 year option year contract. To fulfill this requirement, the Contractor shall provide temporary full-service hotel accommodations in a facility that is properly furnished and equipped for such long-term stays as further defined within this Performance Work Statement (PWS).

1.2. PLACE OF PERFORMANCE: Contractor’s place of business or hotel accommodations shall be located within a 10-mile radius of the following VA NCHCS sites:

Martinez OPC 150 Muir Road Martinez, CA 94553-4668

Sacramento VA Medical Center 10535 Hospital Way Mather, CA 95655

*McClellan Outpatient Clinic 5342 Dudley Boulevard McClellan Park, CA 95652-1012

*Chico VA Clinic 1601 Concord Avenue Chico, CA 95928-9486

*Fairfield OPC 103 Bodin Circle Travis AFB, CA 94535-1801

*Mare Island OPC 201 Walnut Avenue Mare Island, CA 94592-1107

*Redding OPC 3445 Knighton Road Redding, CA 96002

*Sierra Foothills Outpatient Clinic 11985 Heritage Oak Place Auburn, CA 95603

*Yreka Rural Health Clinic 101 East Oberlin Road Yreka, CA 96097-9645

*Yuba City OPC 425 Plumas Boulevard Yuba City, CA 95991-5074

*Modesto CBOC 1225 Oakdale Road Modesto, CA 95355

*Stockton CBOC 777 Freedom Road French Camp, CA 95231

*Sonora Outpatient Clinic 13663 Mono Way Sonora, CA 95370

*Locations may be added at a later time within the life of this contract (see section 1.3) ** For section 3.10

1.3. PERIOD OF PERFORMANCE: The period of performance shall be for one-year base period with four one-year option periods.

1.4. POLICY AND REGULATIONS: Contractor shall comply with all applicable policy and regulations, including, but not limited to, the following:

1.4.1. National Fire Protection Agency (NFPA)

1.4.2. Americans with Disabilities Act (ADA)

1.4.3. American National Standards Institute (ANSI) Safety Code for Elevators or equivalent local code.

1.4.4. Hotel and Motel Fire Safety Act of 1990

1.4.5. All California state and US Federal laws applying to being a provider of lodging, as well as the services rendered below.

1.5. HOURS OF OPERATION: Contractor’s facilities shall be open for operation 24 hours a day, 365 days a year, including holidays.

1.6. TYPE OF CONTRACT: The government will award a Firm Fixed-Price Contract

1.7. INVOICING: All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:

· Tungsten e-Invoice Setup Information: 1-877-489-6135

· Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com

· FSC e-Invoice Contact Information: 1-877-353-9791

· FSC e-invoice email: vafsccshd@va.gov

1.7.1. In addition to information required for submission of a “proper” invoice in accordance with FAR 52.212-4(g), all invoices must include the following supporting documentation:

1.7.1.1. Name and address of Contractor

1.7.1.2. Invoice date and invoice number

1.7.1.3. Contract number and purchase/task order number

1.7.1.4. Date(s) of service

1.7.1.5. Hotel guest name(s)

1.7.1.6. Nightly rate

1.7.1.7. Number of nights

1.7.1.8. Total price

2. DEFINITIONS AND ACRONYMS

2.1. American National Standards Institute (ANSI)

2.2. Americans with Disabilities Act (ADA)

2.3. CDR: Contract Discrepancy Report

2.4. Contracting Officer (CO): The person executing this contract on behalf of the Government with the authority to enter into and administer contracts and make related determinations and findings.

2.5. Contracting Officer’s Representative (COR): A person appointed by the CO to take necessary action to ensure the Contractor performs in accordance with and adheres to the specifications contained in the contract and to protect the interest of the Government. The COR shall report to the CO promptly any indication of non-compliance in order that appropriate action can be taken.

2.6. CPARS: Contractor Performance Assessment Reporting System

2.7. NFPA: National Fire Protection Association

2.8. QASP: Quality Assurance Surveillance Plan

2.9. PWS: Performance Work Statement

2.10. VA: The Department of Veterans Affairs

2.11. VANCHCS: VA Northern California Health Care System

3. CONTRACTOR RESPONSIBILITIES

3.1. Contractor shall furnish all standard supplies/services, including minimum room and amenity requirements further described in this section.

3.2. Lodging shall be provided at one dedicated location and should be provided by one vendor. Third-party vendors are not authorized.

3.3. Vendor shall be available by telephone 24 hours a day, 7 days per week to accept reservations and/or cancellations.

3.4. The daily room rate shall include all fees, applicable taxes and any other no-charge services typically offered to other guests (e.g. parking, continental breakfast, wireless internet, fitness center, and amenities as described below.) VANCHCS is a federal institution and exempt from paying sales tax, therefore rate quotes shall exclude charges for sales tax.

3.5. Rooms may be reserved by VANCHCS at the same rates based on a space available basis. Contractor shall be reimbursed only for rooms/nights actually used in accordance with the Schedule, or for rooms not cancelled in accordance with the Contractor’s cancellation policy.

3.6. Vendor will ensure VA residents check out of rooms if they will remain unoccupied for more than 3 consecutive nights. Vendor is advised to contact the COR and Contracting Officer if they believe the guest is in violation of this requirement.

3.7. The fully furnished hotel rooms shall include Contractor-provided utilities and other specified services that are usually found in such lodging, including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic cable television service.

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

3.9. The hotel should be ADA compliant and rooms elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area.

3.10. Miniumum Room Requirements: Contractor shall provide fully equipped hotel rooms, with facilities that are appropriate for long-term guests. At a minimum, each room shall contain:

3.10.1. King sized bed or two double/queen sized beds

3.10.2. Shower or shower tub combination

3.10.3. Toilet

3.10.4. Sink in bathroom

3.10.5. Bedding, including sheets, pillows, pillowcases, blankets

3.10.6. Hair dryer

3.10.7. Iron and ironing board

3.10.8. Free Internet and WiFi Access

3.10.9. Desk or countertop to work and/or eat on

3.10.10. Chair in kitchenette or at desk

3.10.11. Television with access to basic/local cable channels

3.10.12. Air conditioner

3.10.13. Heater

3.10.14. Alarm clock

3.10.15. Telephone with local area, touch tone, telephone service (no deposit required). The telephone service shall be capable of long-distance telephone service when long-distance calls are placed using a telephone calling card or other telephone charge method.

3.10.16. Fully equipped kitchen or kitchenette to include at a minimum the items below (with all equipment clean and functioning). The below listed items must be available in the kitchenette at all times (guests should not be required to checkout items at hotel front desk):

3.10.16.1. Refrigerator at least 17 cubic feet in total

3.10.16.2. Microwave

3.10.16.3. 2 Burner stovetop or stove

3.10.16.4. Sink in kitchenette

3.10.16.5. Dishwasher, with dishwashing liquid and sponge

3.10.16.6. Pots and pans

3.10.16.7. Eating and cooking utensils – enough for at least two settings

3.10.16.8. Flatware, plates, bowls, glasses, and cups - enough for at least two settings

3.10.16.9. Coffee/Tea maker available in room or kitchenette

3.11. Minimum Requirements – Hotel Condition, Services and Amenities

3.11.1. Front desk shall be staffed by hotel personnel 24 hours a day, 365 days a year

3.11.2. Non-smoking (ALL rooms and interior areas must be non-smoking)

3.11.3. Room with kitchenette must be guaranteed for VANCHCS occupants for all hotel stays

3.11.4. Onsite fitness center or exercise room

3.11.5. Rooms shall be located in as reasonably quiet or tranquil part of the hotel as possible. The hotel will take every opportunity to obtain a room away from significant noise sources (e.g. heavily trafficked areas, adjacent highway, etc.) whenever possible.

3.11.6. Free onsite parking

3.11.7. Onsite guest laundry facilities

3.11.8. Available daily cleaning of room/kitchenette

3.11.9. Housekeeping available daily

3.11.10. Location: The hotel shall be located within 10 miles of VANCHCS locations as measured by Google Maps, using non-toll roads.

4. INSPECTION & ACCEPTANCE

The Government reserves the right to inspect the offeror's lodging facility by a team of VA contract and safety team members at any time before and after contract award and during the term of the contract to ensure a safe and healthy environment for the VA referred occupants. The hotel/motel will be provided appropriate notice prior to such inspection.

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

1. For indefinite delivery contracts: Contractor agrees to comply with VHA Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.