PWS Hoptel Lodging Services Birmingham AL-Draft.docx

Performance Work Statement Hoptel Lodging Services Birmingham VA Health Care System

1. SCOPE:

The Contractor shall provide hotel/motel lodging services to VA referred Veteran beneficiaries and accompanying individuals of the veterans, hereafter referred to as “Beneficiaries”, that are authorized overnight lodging under the Hoptel Program. All required services are specified below and must be provided in accordance with the terms and conditions stated herein. This requirement is for a firm-fixed price award, with a period of performance of one base year and four, one-year option periods, with the option to extend services up to six months.

PERIOD OF PERFORMANCE:

Base Period: 04/01/2025 – 03/31/2026 Option Year 1: 04/01/2026 – 03/31/2027 Option Year 2: 04/01/2027 – 03/31/2028 Option Year 3: 04/01/2028 – 03/31/2029 Option Year 4: 04/01/2029 – 03/31/2030

2. GNERAL REQUIREMENT:

2.1 Room Availability. The Contractor shall ensure the availability of up to six (6) rooms per day Monday through Friday, and two (2) rooms per day on Saturday and Sunday for Beneficiaries under this requirement. All rooms must be standard double rooms and handicap accessible. Based on historical usage, the number of rooms contracted will be 1050 each annually, which may be more or less based on the Government’s actual needs.

2.2 Scheduling. The required dates and length of stays will be emailed or faxed to the contractor by authorized VA personnel within three (3) business days of the actual lodging need date. The request will include the name(s) of the Beneficiaries; the length of stay; and identify any special accommodations required for Beneficiaries during their stay. The Contractor shall confirm the requested room reservations within 24 hours of receiving the request. All Saturday and Sunday reservations must be confirmed and provided to the VA representative no later than Friday, 12:00 pm CT.

2.3 Extensions/Emergencies/Special Requests. During extenuating circumstances, it may be necessary to request rooms outside of the reservation period or extend existing reservations. In such emergency situations, the Contractor shall make every effort to secure or extend the reservation as requested and at the same rate.

2.4 Check-In / Check-Out requirements: The Contractor facility’s check-in times will be observed for this requirement. Late check-in must be allowed up to 9:00 pm, at which time contracted rooms may be released for resale. In the event that a VA referred occupant (Beneficiary) refuses to leave the room, the Contractor shall immediately notify the designated VA representative. In the event that a Beneficiary checks out of the hotel/motel without prior notice from the VA, the contractor shall immediately notify the designated VA representative.

2.5 Cancelations. The Government will provide a 24-hour cancelation notice to the Contractor for previously requested rooms that are no longer required. The Government will not reimburse the Contractor for rooms for which 24-hours cancelation notice is provided to the Contractor.

2.6 Shuttle Service (Transportation). The Contractor shall provide shuttle services for Beneficiaries to and from the Birmingham VAMC or surrounding medical facility at no additional costs between the hours of 6:30 AM to 8:00 PM daily as requested by Beneficiaries. Weekend shuttle transport services shall be provided as needed and as determined by VA Staff and availability of hotel resources. Beneficiaries must be picked up within 30 minutes of requesting shuttle services.

2.6.1 Special occasions, transportation shall be required for inbound/outbound Renal Transplant Center patients, in the following scenarios:

a. Veterans requiring transportation from the Birmingham Airport on Sundays, the VA facility will provide the lodging facility with 1 – 2 weeks prior notice. Pick-up hours shall be from 8:00 AM – 5:00 PM. Veterans will be dropped off at either the VAMC or hotel.

b. Patients arriving during the work week, 1-2 weeks prior notice shall be given; pick-up hours shall be from 6:30 AM – 8:00 PM. Veterans will be dropped off at either the VAMC or hotel.

c. Lodging facility shall shuttle the veteran directly to the airport for a return flight from the lodging facility, Monday – Friday 8:00 AM – 5:00 PM.

d. However, the lodging facility shall not shuttle the Veteran from the VAMC to the airport.

3. HOTEL / MOTEL (FACILITY) REQUIREMENTS:

3.1 Location. The facility shall be within seven (7) miles of Birmingham VA Medical Center located at 700 19th St S, Birmingham, AL 35233.

3.2 Parking. The facility shall include parking for Beneficiaries authorized lodging at the facility at no additional cost.

3.3 Room Amenities. Basic amenities shall be included with each room at no additional charge. Basic amenities include, at a minimum, a microwave or kitchenette, refrigerator, television, and telephone for local calls, iron and ironing board. The rooms must also include clean linens, towels, and sheets daily. Additional replacement of these items must be provided if requested by the Beneficiary at no additional charge. Contractor shall provide complimentary personal care items (toothbrush, toothpaste, razors and deodorant if available) upon request of Beneficiaries at no additional cost. Concierge service shall be provided to assist older or disabled patients.

3.4 Breakfast. The hotel/motel shall include complimentary breakfast at no additional charge.

3.5 Cleanliness: The facility, rooms, bathrooms, closets, and dining areas must be clean and sanitary. All areas must be free of mold and mildew. Ceilings, windows, walls, and floors must be clean, free of stains, and webs, and in good overall condition. Rooms must be free of smoke. Carpet must be visibly clean and free of stains. The facilities outside of the rooms, including hallways, entryways, elevators, stairways, and grounds should also be clean and in good repair. Elevators, restrooms, and HVAC units should be operable, clean, and well maintained.

3.6 Pest Control: The hotel/motel interior facilities should be free of pests. The Contractor shall have pest control inspection reports on file showing that there are no issues with pests on the premises. All reports and records must be made available upon requests by the Government.

3.7 Safety and Security: The hotel shall provide a safe and secure environment for the Veterans, including door locks that function properly and video surveillance Standard items in the room shall be maintained and in good repair. Any needed repairs must be completed timely: Items that can be repaired/replaced on site (i.e., furniture) should be repaired/replaced immediately. Items that cannot be repaired immediately must be removed from the room as practicable to avoid risk of injury to the Beneficiaries.

3.8 Local, State, Federal Compliance. The hotel/motel shall be compliant with all federal, state, and local regulations that govern the proper operation of such establishment. This includes, but is not limited to, Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101-391), and must hold an active (none expired or revoked) FEMA certification number. The hotel shall be compliant with Americans with Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). The Contractor shall provide documentation that confirms that the company maintains compliance reports from annual inspections with incidental inspections occurring upon discrepancy.

4. ADDITIONAL REQUIREMENTS:

4.1 Patient Emergencies. In the event a VA referred occupant is in an emergency situation of any kind, the Contractor shall contact 911 to respond to the emergency. Once the emergency has ended, the contactor shall notify the authorized personnel at the VA of the situation.

4.2 Customer Satisfaction. All Contractor personnel and/or personnel providing services on behalf of the Contractor must ensure conduct is courteous, respectful, and professional. All complaints from Beneficiaries regarding their stay or room shall be submitted to the VA Representative either manual (hard copy) or electronically immediately. The Contractor shall identify the actions taken to correct the issue or incident addressed by the Beneficiary. The Contractor shall immediately notify the VA Representative of any situations or issues regarding the required services (i.e., reservations, availability, hazards, safety concerns, complaints, etc.) that may impact contract performance

4.3 Site Inspection. Prior to the contract award, the Contractor shall establish a date and time for the Government to inspect the hotel/motel to ensure the facility complies with the conditions outlined in this performance work statement (PWS). After award, inspections will be conducted periodically and may be unannounced. Should a serious safety or life safety code violation be identified during an inspection, BVAMC has the authority to immediately suspend patient services until issue is resolved.

4.4 Key Personnel. The Contractor shall provide the Government with the name(s), e-mail address, and phone numbers of Contractor personnel designated and authorized for receiving reservation referrals (requests) from the VA Representative and for addressing customer service, invoicing, payments, and any other contractual concerns. The contractor shall provide an updated point of contact list when changes are made.

4.5 Quarterly Meetings. The Contractor shall participate in quarterly meeting hosted by the Government to discuss the performance of the contract and address any concerns. The Government will coordinate the schedule for the meetings with the Contractor to ensure availability of all relevant personnel.

5. Services Not Covered. The government will not cover costs associated with any of the following:

5.1 Unapproved/Requested Stays. The Government will only pay for rooms that were requested by the VA Representative and for the length of stays specifically requested, including emergencies and extensions.

5.2 Damages. The Government will not pay for loss, theft, damages, repairs to the property or rooms, nor fees or charges for smoking, clean-up, or housekeeping.

5.3 Amenities. The Government will only cover amenities or services that are explicitly listed as included in this requirement. Any amenities or services not specifically specified as part of the requirement or included items in this performance work statement are the sole responsibility of the room occupant. This includes, but is not limited to, room service, pay-per-view movies, long-distance calls, and the purchase of alcohol.

5.4 Service animals. The Government will not pay for cost or fees for pets, except for servicing animals. Service animal are special accommodations and if required, will be noted at the time the reservation is requested.

5.5 Taxes. The price of the rooms shall be exclusive of Federal taxes as the Government is a tax-exempt entity.

6. QUALITY ASSURANCE.

The Government will perform surveillance to determine if the Contractor meets, exceeds, or does not meet the performance requirements. All documentation will be used to support the Contractor’s evaluation and ratings in the CPARS and to determine whether continued use of the contract is in the best interest of the Government. The performance requirements are the thresholds of minimum acceptable quality levels (AQL) of service required for satisfactory performance.

6.1 Requirements Summary Matrix

(no deficiency) 100% Direct Observation by Government

Customer Feedback

(no deficiency) 100% Direct Observation by Government

Periodic Inspection by Government

Customer Feedback

6.2 Surveillance Description

100% Direct Observation. The Government representative will observe (review) the performance for compliance at the time the services are performed.

100% Inspection. The Government representative performs inspections every time service occurs.

Periodic Inspection. The Government performs surveillance or inspections at the frequency identified or on a random basis.

Customer Feedback. The Government may randomly solicit customer feedback and/or use unsolicited feedback from Beneficiaries or any other individuals with knowledge the Contractor’s performance under this requirement. Customer feedback may be provided orally, in writing, or electronically. All feedback will be verified for accuracy and documented accordingly.

7. SECURITY REQUIREMENTS:

Per VA Directive 6500, Information Security Program, The Certification and Accreditation (C&A) requirements at VA Handbook 6500.3 do not apply and a Security Accreditation Package is not required.

The contractor shall obtain all necessary licenses and/or permits required to perform the work. The contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this order.

The contractor shall maintain physical security at all facilities housing the activities under this PWS, including any subcontractor facilities.

All personnel who are provided with access to beneficiaries’ data must comply with published procedures to protect the privacy and confidentiality of such information as required by the Department of Veterans Affairs. Contractor must adhere to the following:

All terminated employees are denied physical and logical access to all data, program listings, data processing equipment and systems.

VA, as well as any contractor (or subcontractor) systems used to support testing, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.

All contractor and Government employees are informed within twenty-four (24) hours of any employee termination.

Acquisition Sensitive information shall be marked “Acquisition Sensitive” and shall be handled as “For Official Use Only”.