Department of Veteran Affairs Network Contracting Office (NCO) 16

Request for Information (RFI)

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DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS

NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized on the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI.

1. Title: Lodging (Hop-Tel) services with a Base year- plus (4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center.

2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the VA intends on issuing shortly for the following:

Item Number Description Quanty/Unit

Base Year Temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received.

1313 EA

Ordering Period 1 Temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received.

2001 Ordering Period 2 Temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received.

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3001 Ordering Period 3 Temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received.

1313 EA

4001 Ordering Period 4 Temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received.

1313 EA

The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 721310 is $12.5 Million

STATEMENT OF WORK - LODGING

1.0 BACKGROUND

G.V. (Sonny) Montgomery Lodgers Affairs Medical Center (GVSMVAMC), 1500 E. Woodrow Wilson Avenue, Jackson, MS 39216 is seeking to provide temporary lodging (Hop-Tel) services in non-VA facilities to Lodgers. Lodging services are to be provided to eligible Lodgers receiving outpatient services as determined by GVSMVAMC. Lodging shall be provided in accordance with HOPTEL standards to accommodate those Lodgers receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable patients who would normally be discharged to their home will be considered for lodging.

2.0 SCOPE

The Contractor shall provide off-site lodging services to eligible Lodgers receiving outpatient services as determined by GVSMVAMC. Lodging shall be provided in accordance with HOPTEL standards to accommodate those Lodgers receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable patients who would normally be discharged to their home will be considered for lodging. Their accompanying caregiver may be lodged with them. Off-site lodging services include Emergent and Non-Emergent lodging which could either be scheduled or non-scheduled. These services are to be provided in accordance with all the terms, conditions, provisions, and schedule of this requirement.

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3.0 SPECIFICATION

The Hotel shall furnish rooms to VA beneficiaries as referred by authorized personnel of GVSMVAMC. The Hotel shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate Veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment is received. The lodging facility must be within a 10-mile driving distance from the referring facility to assure patient timeliness to scheduled medical appointments.

VA lodgers shall include the Veterans and their spouse/family member or caregiver (Veteran plus one) based on determination of clinical need to have another party with the Veteran in the room.

Lodging will be notified by VA prior to Veteran’s arrival. VA encourages lodging to accept patients at all hours, but VA will be flexible based on motel/hotel schedule and check in policies.

Hotel premises security shall be provided and ensured. Clear policies should be available to VA and Veterans about what items can be brought into the hotel room. The Hotel shall provide a full American breakfast daily to the VA referred occupants, at no charge. An example of a full American breakfast consists of but is not limited to the following:

• Fruit juice.

• Fresh fruits.

• Breakfast cereals.

• Eggs to order.

• Ham/steak/sausages.

• Grilled Tomatoes/mushrooms/potatoes.

• Pancakes/waffles with syrup and honey.

• Breakfast rolls/bread/toast/muffins.

• Butter/preserves.

• Coffee/Tea.

The Hotel shall provide internet access wired or wireless at no cost to the Veteran. The Hotel must have a contract staff person on site 24 hours a day, seven days a week. The VA will not be held responsible for losses or damage incurred to the premises during a lodger’s stay in the room.

Incidental expenses such as room service, in-room movies, long distance phone charges and other such items will not be paid by the VA and are at the Veteran’s expense.

3.1 Reservations

The Hotel will dedicate an estimated number of rooms DAILY UNTIL 8PM for VA referred occupants.

o Offsite Lodging = 7 rooms/day (at least three (3) American Disabilities Act (ADA) accessibility rooms)

The rooms not occupied by the Veteran by 8:00 PM may be sold to other customers, with no penalty to VA. If a Veteran is a no-show to the lodging facility or if there is a cancelation, VA will

4 | P a g e not be held responsible for the cost of the unit.

o All taxes and fees shall be included in the room rates.

o All reservations shall be made only by GVSMVAMC personnel.

o Reservations will be made with the following information:

o Name of Veteran, Arrival and Departure Dates, Total number of nights.

o Contractor shall guarantee that there shall be no “Black-Out Dates” unless negotiated and accepted by both parties prior to exercising the contract.

If a VA referred beneficiary refuses to leave the room, the Contractor shall immediately notify authorized personnel. If a VA referred beneficiary checks out of the hotel/motel without prior notice from the VA, the Contractor shall immediately notify authorized personnel at the VA.

o The Contractor shall submit an invoice to VA for payment of room nights used monthly in arrears. Invoices are due by the 15th of the month following previous month’s services.

The invoice shall contain the contract number, name of beneficiary and dates of lodging.

o Hotels under renovation or construction will not be considered.

3.2 Guest Room Maintenance

o All rooms shall conform to the City location, in the state of Mississippi. guidelines for hotel/motel rooms.

o Rooms will be located on the ground floor if there is no public elevator access readily available. Parking areas should include an ADA accessible ramp to the room or to the elevator lobby. The interior of the room shall not have any stairs. If an elevator is needed, the room must be near the elevator.

o The facility must have at least three (3) designated room that conforms to ADA requirements for handicap accessible showers and handrails.

o Two (2) double beds for family occupancy.

o A private bathroom:

o Each room’s bathroom shall have the following: combination tub/shower; commode;

vanity; mirror above vanity; overhead light; exhaust fan which exhausts to outside air; Ground fault circuit interrupters protected electrical outlets; solid floor covering, ceramic tile, composition vinyl tile, or solid vinyl sheet.

5 | P a g e o Restrooms shall be disinfected, free of dirt, deposits, streaks, and odors. Showers shall be disinfected and free of soap film, scum, and other deposits. Floor shall be free of litter, dirt, dust, and debris.

o Prior to occupancy by new tenant, the rooms shall be thoroughly cleaned in accordance with Centers for Disease Control and Prevention guidelines. A checklist shall be utilized with a rating system to evaluate the cleanliness of each room.

o Pest Management: There shall be no observation of roaches, ants or any other pests that will cause an unhealthy environment. Infestation of skin parasites, such as bed bugs, must have rapid (within 24-hour) response.

o Housekeeping services will use CDC guidelines to clean rooms regarding both how to clean and what to wear for Person Protective Equipment (PPE) while cleaning.

o Bed linen changed weekly or more if requested by veteran. Exchange out linen as needed, empty garbage, vacuuming, replenish toilet paper. Towels and linens can be requested by Veteran and dropped off contact free during their entire stay.

o Linen items shall not be torn, overly worn and must be free of stains.

o Working TV in each room with remote and minimum basic cable to include network channels.

o VA will not incur charges for any, Pay Per View services or alcohol in minibars, etc.

o Telephone service must be provided in each room with free local calls and voicemail.

Policies regarding long distance calls must be made clear to VA and Veterans. Cost resulting from phone calls from the room will not be incurred by VA or Veterans.

o Costs resulting from incidentals or damages to the room will be incurred by the Veteran. VA will not be held responsible for losses or damage incurred to the premises during a lodger’s stay in the room.

o Each room shall have permanently installed, functioning cooling and heating system with thermostatic control.

o Hotel premises security shall be provided 24 hours a day, seven (7) days a week whether by hotel employee or outside third-party security company and ensured. Clear policies should be available to VA and patients about what items can be brought into the hotel room.

4.0 GENERAL BUILDING REQUIREMENTS & SPECIFICATIONS

4.1 Heating & Cooling Requirements Shall follow ADA and/or State of TX Laws

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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.

4.2 Telephone Service Requirements

The Hotel shall provide local area, touch tone, telephone service (no deposit required) for each room. The telephone service shall be capable of long-distance telephone service when long distance calls are made using a telephone calling card or other telephone charge method.

4.3 Fire Safety

To be eligible for award under this solicitation, the Contractor must propose a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-

391) (15 U.S.C. 2201 et.seq.) and is listed on the US Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the System for Award Management (SAM) database found at https://www.sam.gov/portal/public/SAM/ or by calling 1- 866-606-8220. Offers proposing facilities that are not listed will be rejected as technically unacceptable. In addition, the Hotel must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 1210 et.seq.).

o Buildings in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101, LIFE SAFETY CODE and AMERICAN DISABILITIES (2). As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways, and other common areas.

o Wheelchair Accessibility: Common areas such as hallways shall provide for accessible path of travel for wheelchairs.

o 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.

4.4 Inspection & Acceptance

The Government reserves the right to fully inspect the lodging facility at any time.

4.5 Unauthorized Stays/Lodging

Any stays without prior authorization from VA authorized personnel will not be paid.

4.6 Patient Emergencies

In the event a VA referred beneficiary is in an emergency of any kind, Hotel personnel shall

7 | P a g e contact the 911 EMS to respond to the emergency. Once the emergency has ended the Contractor shall notify the authorized personnel at the VA of the situation.

4.7 Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. G.V. Sonny Montgomery VAMC (GVSMVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall

8 | P a g e ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be placed in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with GVSMVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public

GVSMVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The GVSMVAMC owns the rights to all data and records produced as part of this contract.

All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

TMS (Talent Management System) course VA 10176: VA Privacy and Information Security

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Awareness and Rules of Behavior (WBT), VA 4192704: “Records Management for Everyone” [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

12. Flow-down of requirements to subcontractors:

a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

DESCRIPTION: This "Sources Sought Synopsis" shall be used to determine the availability of potential sources having the skills and capabilities necessary to perform/provide the Lodging (Hop-Tel) services with a Base year- plus (4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center all interested vendors are invited to provide information to contribute to this market survey/sources sought synopsis including, commercial market information. This is not a solicitation announcement. This is a Sources Sought Synopsis only. Provide only the requested information below.

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification, Service Disabled/Veteran Owned Small Business. (SDVOSB/VOSB), HUBZone, 8(a), Small, Small disadvantage, woman owned small businesses) relative to NAICS code 721310-Rooming and Boarding Houses, Dormitories, and Workers’ Camps Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to this source sought synopsis, a solicitation announcement may be published on GSA eBUY or Contract Opportunities website. Responses to this sources sought synopsis are not considered adequate responses to the solicitation announcement. All interested offerors must respond to the solicitation announcement in addition to responding to this sources sought announcement.

Responses must be emailed to Latonya.Mack@va.gov no later than 11:00 AM CST, Tuesday August 11, 2026. Your response should include both the STATEMENT OF CABABILITY, BUSINESS SIZE, SOCIOECONOMIC STATUS AND GSA CONTRACT information as explained below. Please place "Attention: Lodging (Hop-Tel) services with a Base year- plus

(4) year ordering periods for the G.V. Sonny Montgomery Jackson VA Medical Center for the Jackson MS VA Medical Center ", in the subject line of your email. This notice is to assist the VA in determining sources only. A solicitation is not currently available; therefore, DO NOT REQUEST A COPY OF A SOLICITATION THAT DOES NOT EXISTS. If a solicitation is issued it will be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this announcement.

REQUESTED INFORMATION: (1) STATEMENT OF CABABILITY:

(1) Submit a brief [five (5) pages or less] capability statement explaining your capability to perform requested services.

mailto:Latonya.Mack@va.gov

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Include the number of qualified personnel need to accomplish this service.

Include experience in performing these services for the VA, other Government (Federal or State) agency, or for a private medical facility. Please specify your maximum capacity and your availability to start.

Please state the distance of your facility from the Department of Veteran Affairs, Jackson MS 39216.

Instructions and Response Guidelines: Questions regarding this RFI shall be submitted no later than 3:00pm (CST), Thursday, August 5, 2026, via email to latonya.mack@va.gov

RFI responses are due by 11:00am (CST) Tuesday, August 11, 2026, size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to latonya.mack@va.gov. The subject line shall read: NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f).

VAMC as “Market Research” and will not be released outside of the Network Contracting Office (NCO) 16.

Contact Information:

LaTonya G Mack LaTonya.Mack@va.gov

Your response to this notice is greatly appreciated!

mailto:latonya.mack@va.gov mailto:latonya.mack@va.gov mailto:LaTonya.Mack@va.gov

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Contact Information: