DRAFT SOW Hoptel Services.docx

Department of Veterans Affairs Medical Center Wilmington, DE 19805 DRAFT - Statement of Work Description: Veteran Temporary Lodging (Hoptel) Services

1. INTRODUCTION/BACKGROUND:

The Veterans Health Administration (VHA) mandates temporary lodging be provided to Veterans or active duty Service members who are undergoing a course of outpatient treatment or a period of hospitalization (designated as episodes of care). Veterans or active duty Service members may be accommodated in temporary lodging with their accompanying individuals in limited circumstances of immediate need when no alternative temporary lodging is available.

2. OBJECTIVE:

a. The Health Administration Service (HAS) at the Department of Veterans Affairs Medical Center in Wilmington, Delaware, hereby referred to as the VAMC Wilmington, is seeking to establish a contract with a local short term stay vendor to meet mandated temporary lodging requirements. The number of nights being requested for year one is 200; 275 for second year; 325 for third year; 350 for fourth year and 350 for fifth year.

b. The period of performance requested for this acquisition is for five years.

c. To meet the needs of this acquisition, the lodging facility must meet the following salient characteristics:

Be located within 10 miles of Wilmington VAMC as estimated by a GPS car navigation program/system.

(1) Be compliant with the Americans with Disabilities Act (ADA) with accessibility to the establishment, sleeping accommodations and bath facilities including availability of handicap-accessible private bathrooms and handicap-accessible path of travel for veterans and caregivers.

(2) Provide freshly cleaned rooms in the same manner as all other guests. This includes the cleaning and sanitation of all sinks, toilets and bathtubs/showers.

(3) Have availability of at least two full-sized beds for single or double occupancy:

(4) Allow the Veteran and their accompanying individual lodging in the same room for the duration of their stay. Situations requiring separate rooms must be discussed with and approved by the Wilmington VAMC. Veteran’s accompanying individuals specifically requesting a separate room are responsible for lodging charges incurred.

(5) Provide 24-hour front desk or similar support. Veteran requests for assistance must be resolved in a timely manner.

3. MAJOR REQUIREMENTS:

a. The Contractor/Vendor must complete the following tasks to meet the needs of this acquisition:

Have lodging meeting the described salient characteristics available at all times for stays from one to five nights.

(1) Offer shuttle transportation to and from facility and the Wilmington VAMC.

(2) Provide lodging using a reservation confirmation number provided in advance by the Wilmington VAMC Travel Office.

(3) All billing must be submitted through the Department of Veterans Affairs Invoice Payment Processing System (IPPS). All payments are made in arrears.

(4) Confirm the Wilmington VAMC is not responsible for any damages incurred by the Veteran and/or accompanying individual. The cost of damage is the responsibility of the Veteran.

(5) The Wilmington 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.

b. The Government and the Contractor understand and agree that the services to be delivered under this contract by the Contractor to the Government are non-personal services and the parties recognize and agree that no employer-employee or master-servant relationships exist or will exist under the contract between the Government and the Contractor’s employees.

4. CONTRACTING OFFICER'S REPRESENTATIVE (COR):

a. The identified COR/Point of Contact for this acquisition is Jasmine Murphy (jasmine.murphy@va.gov).

b. No Government personnel, other than the Contracting Officer (CO), has the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification. The CO for this requirement is Maureen Jordan. Ms. Jordan’s email address is Maureen.Jordan@va.gov.

5. INVOICING:

All billing will be submitted through IPPS.

Invoices must include the obligation number, assigned reference number and name of the Veteran.

6. PERIOD OF PERFORMANCE:

Services must be provided within the timeframes designated by the Federal Government. The period of performance will be determined when contract is awarded.

7. SECURITY/NATIONAL AGENCY CHECK REQUIREMENTS:

Not required for this acquisition.