Performance Work Statement- Lodging and Transportation.pdf

Performance Work Statement

Introduction. This basic contract Statement of Work (SOW) defines the scope for local requirements. The Contractor shall provide the South Texas Veterans Health Care System (STVHCS), authorized veteran patients, respective caregiver, and or a family member with hotel/motel lodging and transportation in San Antonio, TX and Houston, TX. The lodging of Veterans may include asymptomatic COVID-19 patients.

Period of Performance: The Contractor shall complete required work detailed in this SOW upon contract award, unless otherwise directed by the Contracting Officer (CO). The performance periods of the contract are identified in Table 1.

Table 1

Table 2

San Antonio, Texas Service Requester #Regular

Rooms # Hncp Rooms Days per year Total Annual Rooms

Health Administration Service 7 3 366 3660 Total 7 3 366 3660

As required by FAR 52.216-22, “Indefinite Quantity” clause contained in this solicitation, the minimum quantity of hotel/motel rooms that will be required by The South Texas Veterans Health Care System, Audie L. Murphy Division, on the awarded contract is 3660 rooms for the base year and if exercised unilaterally at the Government’s Discretion Ordering Period I, Ordering Period II, Ordering Period III and Ordering Period IV is 3660 rooms per year.

NOTE 1: The contractor shall ensure ten (10) rooms are set aside each day in San Antonio, TX.

For this contract. Rooms may be released for public use at 7:00 P.M. if not needed.

The STVHCS DOES NOT guarantee a minimum quantity for Houston, TX. Estimated annual quantity of rooms for Houston, TX are found in Table 3.

Table 3

FY25 Ordering Period 1 25 May 2025 – 24 May 2026 FY26 Ordering Period 2 25 May 2026 – 24 May 2027 FY27 Ordering Period 3 25 May 2027 – 24 May 2028 FY28 Ordering Period 4 25 May 2028 – 24 May 2029 FY29 Ordering Period 5 25 May 2029 – 24 May 2030

Service Requester Total Annual Rooms

Health Administration Service 1200 Total 1200

NOTE 2: The contractor shall reserve rooms in Houston, TX after notification from Health Administration Service representative and release for public use at 7:00 P.M. if not needed.

NOTE 3: The contractor shall be paid full price based on awarded contract pricing for occupied rooms.

SCOPE: The contractor shall be responsible for ensuring contracted lodging facilities meets or exceeds the following criteria and are included with the awarded room price:

• Rooms shall be located on the ground floor if there is no public elevator access readily available.

• 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.

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

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

• 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,

• 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.

• Extended Hotel Rooms can have the minor conveniences available such as:

dishwasher, toaster.

• Lodging to be furnished to the Veteran patients authorized by the South Texas Veterans Health Care System (STVHCS). Veterans will be arriving by public transportation from the airport of private vehicles from their referring VA Medical Centers.

• Lodgers must be able to check in at all hours to accommodate Veteran’s travel schedule.

• All rooms and transportation must be compliant with the requirements outlined in The Americans with Disabilities Act (Public Law 101-336), (42 U.S.C. 12101 et. Seq.), and Hotel and Motel Safety Act of 1990 (Public Law 101 – 391), (15 U.S.C. 2201 et Seq.).

NOTE: ADA Service Animals will be allowed in the hotel, room, and transport vehicles.

• All rooms must be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Chapter 29 Life Safety Code. The VA will conduct annual fire and health safety inspections or as required.

• Documents of fire and health inspections by the City of San Antonio will be provided for review to the VA Inspectors.

• VA lodgers shall include the Veteran and their spouse/family member or caregiver (Veteran +1).

• The lodging facility must be within a five (5) mile radius of Audie L. Murphy VA Medical Center, 7400 Merton Minter BLVD, San Antonio, TX 78229; and MD Anderson Medical Center, 1515 Holcombe BLVD, Houston, TX 77030. NOTE: Contractors must provide a map outlining the route from lodging facilities to the respective Medical Centers.

• Lodging facility shall provide transportation from the hotel to the hospital and from the hospital to the hotel.

• Transportation shall be available to the Veteran and caregiver/family member/ spouse from 7:00 A.M. to 11:00 P.M., seven days a week as required by lodgers; and to and from the grocery store and nearby shopping facilities twice a week per patient.

• Parking shall be available at no charge and must be proximate to the hotel rooms.

• All rooms must be located on the ground floor for handicap patients unless there is an accessible public elevator.

• Prior to occupancy by a new tenant, the rooms shall be cleaned.

• Rooms shall have two (2) queen sized beds per room.

• Bedding, curtains, and carpet shall be free of stains, clean and in good repair.

• Continental breakfast or equivalent must be included with the room.

• Suites/Rooms must be equipped with full kitchen to include cook-top stoves, plates, bowls, cups, pots and pans, utensils, coffee maker (with filters if required), microwave ovens or toaster ovens, and a full refrigerator with ice trays.

• Laundry facilities must be available on premises and must be clean.

• Housekeeping services shall be provided to the rooms at a minimum of three (3) times per week using a germicidal detergent that is free of odor.

• Housekeeping services requirements shall include:

o Light cleaning and damp dusting o Toilets and showers shall be free of all stains, mold, mildew, films, scum, and all other deposits.

o Trash containers shall be free of all stains, odors, and dirt.

o Floors, baseboards, corners, and wall edges must be free of dirt, dust, and debris and in good repair.

o Glass and mirrors shall be in good repair and free of any film, dirt, smudges, or water spots.

o Floors shall be free of litter and debris.

o All horizontal surfaces shall be damp dusted.

o Disinfecting of all surfaces to include:

Sinks Refrigerator Toilet bowls Showers Shower mats.

Dispensers Plumbing fixtures Partitions Stalls Stall doors.

Entry doors Handles Kickplates Ventilation grates Metal guards Walls adjacent to toilets

• Rooms shall have 25” color TV with remote and minimum cable service to include

Network channels, telephones service with free local calls and voicemail. Long distance phone calls will be the responsibility of the Veteran.

• Pest Management: There shall not be any observation of roaches, ants, crickets, bed bugs, lice, or any other evidence of any pest that would cause an unhealthy environment.

BILLING:

Billing by contractor should be sent to:

Invoices must be submitted through Tungsten Network located at:

http://www.fsc.va.gov/einvoice.asp

Payment to be made monthly in arrears by certified invoices and must contain contract number and obligation number to be considered valid.

Invoices contain personal patient information and must be controlled.

Vouchers must be maintained under 100% control by lodging management and under lock and key or in a safe until returned to Health Administrative Service for processing for payment.

Vouchers will not be copied by lodging management.

One spouse, caregiver or family member of a veteran will be permitted to stay in the room at NO ADDITIONAL CHARGE to the veteran or the VA. No lodging fees will be charged to the veteran. Any expenses incurred in addition to those covered by the lodging (i.e. unauthorized meals, damages, movie channels, room services, long distance calls, etc.) are not the responsibility of the STVHCS.

The room rate per night will not include city, state, or federal sales tax, from which the STVHCS is exempt from paying.

PATIENT EMERGENCIES:

In the event an STVHCS referred occupant is in an emergency of any kind, the Contractor shall contact (911) to respond to the emergency. Additionally, the http://www.fsc.va.gov/einvoice.asp

Contractor shall immediately contact one of the following individuals:

SPECIAL NOTE: Contractor shall use a facility that is compliant with the requirements of the Hotel and Motel Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 220 et. Seq) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as nonresponsive. In addition, the offeror’s facility must be compliant with the requirements of the American Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq).

Only hotels that can meet the requirements and provide items as listed above may respond to this solicitation.

Award will be made to the offeror determined to be the Best Value to the government.

Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer: The contractor will not have access to Patient Health Information (PHI) nor will they have capability of accessing patient information during the services provided to the VA.

Records Manager: There will be no federal records created, maintained, used, or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.].

FACILITY PROGRAM OFFICE POINT OF CONTACT (AUTHORIZED USERS):

Contracting Officer's Representative (COR): Cynthia Waring, Health Administrative Service (HAS) (Cell) 210-763-3218, email at Cynthia.Waring@va.gov.

1. PRICING: Prices or discounts quoted to the government shall be as low or lower than those charged under the supplier's most favored customers for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

2. INDIVIDUALS AUTHORIZED TO ORDER UNDER THIS BPA: Patients

VA Position / Duty Title Phone # Hours Contracting Officer Rep (HAS)

210-763-3218 Mon - Fri 7:30 am - 4:00 pm excluding holidays

Chief, HAS 210-771-8552

Mon - Fri 8 am - 4:30 pm excluding holidays

Administrative Officer of the Day

210-617-5162

After normal duty hrs.

including holidays.

http://www.usfa.fema.gov/hotel/search%20.cfm mailto:ail%20at%20%20Cynthia.Waring@va.gov.

will present an authorized VA Referral Form signed by the authorized VA Contracting Officer Representative (COR). Ordering Officers may be delegated after award and updated by a Contract Modification to this

IDIQ.

3. INVOICE. An itemized invoice shall be submitted monthly for all completed services during a billing period and for which payment has not been received.

a. Invoices shall be submitted through the Tungsten Network located at http://www.fsc.va.gov/einvoice.asp.

A courtesy copy shall be emailed to Cynthia.Waring@VA.Gov to ensure timely review of invoice.

b. The period of any discounts will commence on the final date of the billing period or on the date of receipt of invoices for all deliveries accepted during the billing period, whichever is later.

c. Invoices shall contain the following minimum information.

i. Name of Veteran

ii. Veteran’s Social Security Number (Last four only)

iii. Room Number and Days of Stay

iv. Cost per night

v. Hotel Name

4. DISCOUNT TERMS. As stated on individual invoices.

5. COMPLIANCE WITH APPLICABLE FEDERAL, STATE AND LOCAL

REQUIREMENTS. In performing work under this agreement, the Contractor shall comply with all relevant federal, state and local statutes, ordinances, laws and regulations.

6. PROVISIONS ON CONTRACTING OFFICERS AUTHORITY. The Contracting Officer (CO) is the only person authorized to approve changes in any of the requirements under this agreement, and notwithstanding any provision contained elsewhere in this agreement, said authority remains solely with the Contracting Officer. In the event the contractor effects any such change at the direction of any person other than the COR, the change will be considered to have been made http://www.fsc.va.gov/einvoice.asp mailto:Cynthia.Waring@VA.Gov without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

7. PRICE LIST: The contractor shall submit an annual price list (rate sheet) to the Contracting Officer Representative (COR) for approval and to establish the agreement rates. Subsequent changes in prices may be indicated by the submission of a new price list at least thirty days prior to the effective date of the requested change but a no more than annually.

The Contracting Officer must approve the changes prior to incorporation into this agreement. The contractor may offer voluntary price reductions (discounts) for previously approved items or rates without written approval.