Solicitation Attach C_updated. Accommodation2.pdf

PIMC Lodging Services

1. INTRODUCTION:

The Indian Health Service (IHS), Phoenix Indian Medical Center (PIMC), is seeking Lodging and Accommodation services for the PIMC Integrated Surgical Services Department patients.

The Phoenix Indian Medical Center facility is located in Phoenix, Arizona.

The Contractor shall provide all lodging, meals and transportation required for PIMC patient and adult aide services in accordance with the Scope of Work. The unit price paid to the Contractor shall be considered as payment in full for services provided under this contract.

Contractor must meet the minimum qualifications and/or requirements set forth within the

Request for Quote (RFQ) and must be capable of providing all core services set forth in the

Scope of Work (SOW). Contractor must be registered in SAM.gov on close date of RFQ.

The Indian Health Service may award multiple awards with this solicitation.

2. SCOPE OF WORK:

The Contractor shall provide Lodging/Sleeping Rooms along with meals and transportation

Services in accordance with the requirements listed below, as may be required to meet the needs of the IHS, Phoenix Indian Medical Center, located at 4212 North 16th Street, Phoenix, Arizona.

The Contractor will not be a travel agency and/or source.

Background:

A number of Phoenix Indian Medical Center patients travel from outlying reservations, towns and cities; resulting in PIMC as a referral hospital for medical services unavailable in the patient’s own Service Unit. For patients scheduled for surgery, the Pre-operative process will need to be completed prior to surgery. Therefore, patients residing outside the Phoenix

Metropolitan Area are offered hotel accommodations to assist with patients having no other resources. This allows the patients to receive their health care with minimal hardships pertaining to lodging. Many patients have transportation issues and rely on their Service Unit transportation services to PIMC for their scheduled appointments. This service will allow patients to receive proper health care that ensures the effective medical staff utilization.

The Contractor shall provide lodging, meals, and transportation for PIMC patients having a surgical procedure performed at PIMC or at an allied Surgicenter who also live outside a 100 mile radius from PIMC and up to two nights maximum. These patients will have no other resources (family or friends) for lodging or meals.

PERFORMANCE REQUIREMENTS:

The Contractor shall furnish rooms to the PIMC referred patients that are authorized by PIMC authorized ordering officials of PIMC. The Contractor shall furnish all standard supplies/services included as the minimum room requirements. These rooms will be used on a short-term basis for PIMC referred patients. Availability of 12 rooms, to include regular and handicapped on weekdays (Monday night through Thursday night) with minimum same day reservation/authorization required.

THE PHOENIX INDIAN MEDICAL CENTER WILL AWARD A FIRM FIXED PRICE

CONTRACT. FIRM FIXED PRICE IS DETERMINED BY THE UNIT PRICE.

*** PRICES CANNOT EXCEED THE CURRENT GOVERNMENT PER DIEM RATE.

The establishment must be within 5 miles radius to the Phoenix Indian Medical Center.

SEE EVALUATION CRITERIA – HOTELS WILL HAVE A SITE VISIT PRIOR TO AWARD

TO DETERMINE IF HOTEL MEETS THE EVALUATION CHECKLIST CRITERIA LISTED

IN ATTACHMENT 1 AND 2 IN THE SOLICITATION AS WELL AS THE INFORMATION

LISTED BELOW.

DATA REQUIREMENTS:

Information made available to the contractor by the PIMC for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the PIMC. This clause expressly limits the contractor’s right to use data as described in Rights in Data – General, FAR 52.227-14(d)(1).

Prior to termination or completion of this contract, contractor must not destroy information received from the PIMC, or gathered/created by the contractor in the course of performing this contract without prior written approval by the PIMC. Any data destruction done on PIMC behalf by a contractor must be done in accordance with National Archives and Records Administration

(NARA) requirements. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the PIMC contracting officer within 30 days of the termination of the contract.

The contractor shall not make copies of PIMC information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor electronic storage media for restoration in case any electronic equipment or data used by the contractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

If PIMC determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for PIMC to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

The contractor must store, transport, or transmit PIMC sensitive information in an encrypted form.

Except for uses and disclosures of PIMC information authorized by this contract for performance of the contract, the contractor/ may use and disclose PIMC information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with

PIMC’s prior written approval. The contractor must refer all requests for, demands for production of, or inquiries about, PIMC information and information systems to the PIMC contracting officer for response.

The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to PIMC assets, or sensitive information, or an action that breaches

PIMC security procedures. The contractor/ shall immediately notify the COR and simultaneously, to the PIMC Contracting Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor has access.

To the extent known by the contractor the notice to PIMC shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the PIMC information or assets were placed at risk or compromised), and any other information that the contractor considers relevant.

In instances of theft or break-in or other criminal activity, the contractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the

PIMC COR and Contracting Officer. The contractor, its employees, shall cooperate with PIMC and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor shall cooperate with PIMC in any civil litigation to recover PIMC information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of PIMC control;

(7) The likelihood that the sensitive personal information will or has been compromised

(made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals; and

(10) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

Specifics:

PIMC will pay for the patient and one adult aide only.

PIMC will pay for the night before the scheduled surgery and in some cases the same night of the scheduled surgery.

If there is an unplanned patient admission to the hospital after surgery, PIMC may pay for the adult aide to remain in the hotel the night of the surgery only.

PIMC does not provide hotel accommodations over the weekend. This means if a patient plans to arrive on Sunday, there will be no accommodations for that night.

Transportation is provided by the hotel to and from PIMC only. Patients must schedule a ride to the hospital when checking into the hotel.

A voucher with the confirmation number will be given to the patient and adult aide when they arrive at the Preoperative Clinic at PIMC. This voucher is to be presented to the front desk of the hotel.

Phoenix Indian Medical Center does not pay for any alcohol, phone calls, activation of the phone, internet services, laundry services, room service, movies, wi-fi services, gift shop purchases, restaurant orders or any other incidental charges. If any of these charges are made to the patient’s room, the patient is responsible for paying these charges at the time of check out.

PIMC will have until 3 pm to confirm cancellations for patients who are unable to keep reservations beyond their control.

Use of specific item:

Approximately 624 stays/nights per year

Frequency of use of item:

Approximately 624 stays/night per year or an approximate average of 52 stays per month

Contractor obligations:

Meals will be provided by the hotel. Meals shall be in the form of dinner after 5pm each night, but before midnight. No breakfast will be provided to surgical patients. Vouchers are distributed at check-in. The following meals will be provided: 2 standard entrée dinners the night of check-in (for patient and adult aide), breakfast for the patient when the patient and adult aide returns to the hotel after surgery, 1 box lunch for the patient and for the adult aide when the patient returns to the hotel.

Phoenix Indian Medical Center does not pay for any phone calls, activation for the phone, internet services, laundry services, room service, movies, wi-fi services, gift shop purchase, restaurant charges or any other incidental charges. If any of these charges are made to the patient’s room, the patient is responsible for paying these charges at the time of check out.

The hotel provides transportation between 7 am and 10 pm.

Check out time is noon.

Only PIMC authorized personnel for scheduling reservations with Contractor.

All rooms and services should be tax exempt.

ROOM REQUIREMENTS:

a) Daily room rates, as quoted in the Schedule, shall include all fee and applicable taxes and any other no-charge services offered to guest such as shuttle service and continental breakfast. Rate quotes shall not include sales tax. The PIMC is a Federal institution and therefore exempt from paying sales tax. Room rates offered shall be Single Occupancy, and shall provide a minimum of two (2) double beds. The PIMC patient shall be allowed one caregiver/driver/attendant to stay in the same room with the patient, at the single occupancy rate when preauthorized by PIMC. Any additional occupants are the responsibility of the patient and shall not lodge at PIMC expense.

b) Contractor shall reserve twelve (12) rooms for PIMC guests at the applicable rates, Monday through Thursday each week for patients of the PIMC. Additional rooms may be reserved by the PIMC at the same rates based on a space available basis. Contractor will be reimbursed only for actual room nights used in accordance with the Price

Schedule (PIMC will not be billed for no-show even if prior notification has not been received).

c) The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services. The hotel/motel 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. Rooms shall comply with applicable NFPA (Fire 101, 2003 or latest edition), Chapters 28/29 specifications and American with Disabilities Act

(ADA) guidelines. All rooms shall be located in a single hotel or motel.

d) Each room shall be on the ground floor, wheelchair accessible or shall be ADA compliant elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers.

e) The rooms shall be smoke-free. Contractor personnel shall not smoke in the rooms at any time whether or not a PIMC referred occupant are present.

f) Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service.

g) Rooms shall be located in as reasonably quiet or tranquil part of the hotel/motel as possible.

h) Room shall include appropriate carpet, vinyl, and/or coverings, adequate windows and ventilation, doors, lights, bathrooms and fixtures, furniture, linens, accessory and sanitation requirements.

i) All types of floor coverings must be clean, free of stains, odor-free, and free of cracks or tears. If shag style carpets are used as floor coverings, the length must be ½ inch or less.

j) Each room must have lighting fixtures; all overhead lights must be controlled by wall switch; all light bulbs must have either shade or globe with the exception of decorator type bulbs.

k) All windows shall be able to be secured in a closed position. The windows shall be effectively weather stripped and the window glass shall be free of cracks and shall be tightly fitted in the window frame. All windows shall have window treatments consisting of shades, blinds, or drapes. The window treatments will be substantial enough to prevent viewing into the room from outside of the room. In addition, the window treatments shall be capable of substantially darkening the room during daylight hours.

l) Each room’s exterior door shall be secured with snap lock and deadbolt lock. In addition, exterior doors will have the following; an exterior light; a peephole fitted with 175 degree viewing lens; and if not entering into a climate-controlled hallway, the door will have weather stripping on four sides of door or frame to effectively seal off air leaks.

m) Each bathroom shall have the following:

a. Combination tub/shower

b. Commode

c. Vanity, with mirror above vanity

d. Overhead light

e. Exhaust fan which exhaust to outside air

f. All electrical outlets will GFI-protected

g. Solid floor covering – ceramic tile or composition vinyl tile or solid vinyl sheet

n) All furniture must be in good general condition; must be clean, free of stains and odors;

and have no tears or rips in the fabric coverings. Non-upholstered furniture surfaces must be free of scratches, broken surfaces, splinters, free of stains, and clean. The following must be provided in each room: 1 – Table, 2 – Chairs, 1 – Upholstered Chair, 2 – Bedside lamps, 1 – Color television with remote control, 1 – Drawer & Mirror, 2 – Double-sized beds with headboard (1 double-sized mattress and box springs per bed), 2 – Night stands, 2- Table lamps, 1 – Clock radio with alarm, 1 – Small refrigerator, 1 – Small microwave.

Each double size bed will be supplied with the following bed linens which will be freshly cleaned, free of stains, odors, tears, and be in good condition, 2 – Standard fiberfill pillows, 2 – Pillow cases, 1 – Flat sheet, 1 – Fitted sheet, 2 – Thermal blankets, 1 –

Bedspread, 1 – Quilted mattress pad.

o) Repairs need to be made to items owned by the Hotel/Motel in a timely matter. Items that can be repaired/replaced on site (i.e., furniture) should be repaired/replaced immediately. Items that need parts ordered or specialty services should be removed from the room as practical (example: it is not practical to remove damaged countertops) and repaired as soon as parts/services are available.

p) Visible signage in rooms specifying costs for certain incidents such as removal of hotel/motel property (i.e., pillows and towels) and charges for smoking in non-smoking rooms.

q) Shuttle Service: As a courtesy, provide shuttle service to and from the PIMC.

Oftentimes, the PIMC patient needs bed rest soon after receiving treatment, necessitating the timely response of the Contractor for shuttle service back to hotel/motel. Contractor are not required to provide shuttle service as part of the room rate.

r) Dinner is included in the room rate which in total shall not exceed the per diem GSA amount.

ROOM RESERVATIONS:

a) Room reservations, room occupancy and room payment will be on the following basis:

1. The contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by authorized personnel from the PIMC.

PIMC will inform the Contractor of each individual’s name and the arrival date at the Contractor’s motel/hotel. Stays will be limited to one night unless are specifically authorized by PIMC (up to two nights maximum).

2. Services shall be performed Monday through Thursday evenings for PIMC patients. The Contractor shall use its existing check in and check out times.

3. Federal Holidays. Ten holidays observed by the Federal Government are listed below plus any other day specifically declared by the President of the United

States:

New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving

Day and Christmas Day.

4. The authorized personnel of PIMC are the 4 Supervisory Clinical Nurses of

Integrated Surgical Services and who can be reached at 602-263-1523.

5. The authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel and presented to the Contractor’s by the PIMC referred patient. In the event that a PIMC referred patient refuses to leave the room, the Contractor shall immediately notify authorized personnel. Also, in the event that a PIMC referred patient checks out of the hotel/motel without prior notice from PIMC, the Contractor shall immediately notify authorized personnel at the PIMC.

6. The Contractor shall submit an invoice to the PIMC for payment for actual room 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 referred patient and date of lodging. PIMC will not be billed for no-show even if prior notification has not been received.

PATIENT EMERGENCIES:

In the event that the PIMC referred patient is in an emergency situation of any kind, the

Contractor shall contact the 911 emergency medical services to respond to the emergency. Once the emergency has ended the Contractor shall notify the authorized personnel at PIMC of the situation.

ROOM MAINTENANCE:

Daily room maintenance shall comply with all Federal, State and local laws and commercial standards. (Reference FAR 52-212-4(q))

GENERAL BUILDING REQUIREMENTS AND SPECIFICATION:

a. Heating and Cooling Requirements shall be in compliance with ADA and/or state of

Arizona Laws.

1. All cooling and heating devices and appliances, including but not limited to furnaces, fireplaces, electrical baseboards, heaters and water heaters, shall be an approved type in good and safe working order and shall meet all installation and safety codes.

2. Contractor shall maintain all appliances and utility systems. This shall include the cleaning or replacement of air filters for both the heating system (providing the heating system is a forced hot air heating system) and for the cooling system every 30 calendar days.

b. Electrical and Lighting Requirements shall be in compliance with ADA and/or state of

Arizona Laws.

1. All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order and shall meet all installation and safety codes.

c. Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures and premises shall be of an approved type, in safe and sanitary conditions and in good working order and meet all installation and safety codes.

d. Telephone Service Requirement:

1. Contractor 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 placed using a telephone calling card or other telephone charge method.

2. Contractor shall provide one telephone in each room.

3. Telephone service shall be equipped with voice messaging system or front desk message service.

e. Fire Safety:

1. Building in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101, Life Safety Code and American Disabilities Act

(ADA).

2. Equipment, services or utilities furnished and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards.

3. Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 101.

4. As required by code, smoke detector/alarms shall be installed in each room, office, storage area, hallways, and other common areas.

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

g. Elevators: If elevators are a part of this 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 A171. Inspector’s Manual for Elevators on equivalent local code. The elevator shall also comply with local codes and ordinances.

h. Miscellaneous: No activity to the building and/or grounds that would cause an increase in dust, dirt or spores to be airborne (i.e., renovation to the building, movement of earth on the ground(s) shall take place without the contractor’s written notification to the PIMC at least seven (7) calendar days in advance of the event.

i. Contractor shall maintain environmental reports from annual inspections with incidental inspections occurring upon discrepancy. Pest control inspection reports showing that there are no issues with pests on the premises. Additionally, the hotel must maintain all other inspection reports as required by state and federal laws and regulations for such an establishment.

j. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990

(Public Law 101-336) (42 U.S.C. 1210 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 and the System for Award Management

(SAM) database found at https://sam.gov/portal/public/SAM/ or by calling 1-866-606-

8220. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the contractor’s facility must be compliant with the requirements of the

American with Disabilities Act (Public Law 101-336) (42 U.S.C. 1210 et seq)

INSPECTION AND ACCEPTANCE:

The Government reserves the right to fully inspect the contractor’s lodging facility(ies) by a team of PIMC 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 PIMC referred patient. Inspections can be done with or without notification and will be dependent upon the http://www.usfa.fema.gov/hotel/search.cfm https://sam.gov/portal/public/SAM/ situation. See FAR 52.212-4 for additional Government rights and inspection requirements and attached Hotel/Motel Evaluation Checklist.

GENERAL CONTRACT REQUIREMENTS:

a) Qualifications of Contractor: A response to the Request for Quote will be considered only from contractor who are regularly established in the business call for, who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required for all items under this solicitation. The successful contractor shall meet all Federal, State and Local codes and requirements for the operation of this service.

b) Service Contract Act: All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage and Determination which is incorporated and made a part of this solicitation and resulting contract.

c) Liability and Insurance Coverage:

1. Satisfactory insurance coverage is a condition precedent to award a contract. In general, a successful contractor must present satisfactory evidence of full compliance with State and Local requirements, or those below stipulated, whichever are greater. More specifically, workman’s compensation and employer’s liability coverage will confirm to applicable State law requirements for the service contemplated, whereas general liability and automobile liability of comprehensive type, shall in the absence of higher statutory minimum, be required in the amount per vehicle used of not less than $200,000 per person and

$500,00 per occurrence for property damage. State approved sources of insurance coverage ordinarily will be deemed acceptable to the PIMC installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources.

2. Before commencing work under this contract, the contractor shall furnish to the

Contracting Officer (CO) a certificate of insurance this coverage outlined above containing an endorsement to the effect that cancellation of or any material change in the policies which adversely affect the interest of PIMC in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change in furnished to the Contracting Officer.

REQUIRED REGISTRATION WITH CONTRCTOR PERFORMANCE ASSESSMENT

REPORTING SYSTEM (CPARS):

a) “Contract” means a mutually binding legal relationship obligating the seller to furnish the supplies or services and the buyer to pay for them. It includes all types of commitments that obligate the Government to an expenditure of appropriated funds and that, except as otherwise authorized, are in writing. In addition to bilateral instruments, contracts include (but are not limited to) awards and notices of awards; job orders or task letter issued under this basic ordering agreement, letter contracts, orders, such as purchase orders, under which the contract becomes effective by written acceptance or performance; and bilateral contract modifications. Contracts do not include grants and cooperative agreements covered by 31 U.S.C. 6301, et.

b) As prescribed in Federal Acquisition Regulations (FAR) Part 42, the PIMC evaluates contractor past performance on all contracts that exceed $100,000 and shares those evaluations with other Federal Government contract specialists and procurement officials.

The FAR requires that the contractor be provided an opportunity to comment on past performance evaluation prior to each report closing. CPARS is a web enabled application that collects and manages the library of automated CPARS. The CPARS database information system is shared with the Past Performance Information Retrieval

System (PPIRS) database, which is available to all Federal agencies.

c) Agencies shall prepare and submit all past performance evaluations electronically in the

CPARS at http://www.cpars.gov/ . These evaluations, including any contractor-submitted information (with indication whether agency review is pending), are automatically transmitted to PPIRS at http://www.ppirs.gov not later than 14 days after the date on which the contractor is notified of the evaluation’s availability for comment. The

Government shall update PPIRS with any contractor comments provided after 14 days, as well as any subsequent agency review of comments received. Past performance evaluations for classified contracts and special access programs shall not be reported in

CPARS, but will be reported as stated in this subpart and in accordance with agency procedures. Agencies shall ensure that appropriate management and technical controls are in place to ensure that only authorized personnel have access to the data and the information safeguarded in accordance with 42.1503(d).

d) Agency evaluations of contractor performance, including both negative and positive evaluations, prepared under this subpart shall be provided to the contractor as soon as practicable after completion of the evaluation. The contractor will receive a CPARS-system generated notification when an evaluation is ready for comment. Contractors shall be afforded up to 14 calendar days from the date of notification of availability of the past performance evaluation to submit comments, rebutting statements, or additional information. Agencies shall provide for review at a level above the contracting officer to consider disagreements between the parties regarding the evaluation the ultimate conclusion on the performance evaluation is a decision of the contracting agency. Copies of the evaluation, contractor response, and review comments, if any, shall be retained as part of the evaluation. These evaluations may be used to support future award decisions, and should therefore be marked “Source Selection Information”.

PROCURMENT:

This procurement is being conducted in accordance with FAR Part 12 and 16.

Price Schedule:

The contractor shall enter proposed pricing for the base year and four 1 year options. Total for the base year should be listed below on the appropriate lines and added together for a grand total.

http://www.cpars.gov/ http://www.ppirs.gov/ http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/far/42.htm#P783_113400

Prices cannot exceed the current government per diem rate each respective Fiscal Year based on the U. S. General Service Administration approved via website at http://www.gsa.gov/portal/content/104877.

Item Description QTY Unit of

Measure Price per Stay

Total Cost

A.1 Base Year for Lodging, Meals and Transportation.

POP Begins 9/4/2015 and POP ends 9/3/2016;

Patient lodging: 12 Rooms per week x 52 weeks.

Each Not to exceed approved

GSA per diem rate

A.2 Option Year 1 for Lodging, Meals and

Transportation. POP Begins 9/4/2016 and POP ends 9/3/2017;

Patient lodging: 12 Rooms per week x 52 weeks.

Each Not to exceed approved

A.3. Option Year 2 for Lodging, Meals and

Transportation. POP Begins 9/4/2017 and POP ends 9/3/2018;

Patient lodging: 12 Rooms per week x 52 weeks.

624 Each Not to exceed approved

A.4. Option Year 3 for Lodging, Meals and

Transportation. POP Begins 9/4/2018 and POP ends 9/3/2019;

Patient lodging: 12 Rooms per week x 52 weeks.

624 Each Not to exceed approved

A.5. Option Year 4 for Lodging, Meals and

Transportation. POP Begins 9/4/2019 and POP ends 9/3/2020;

Patient lodging: 12 Rooms per week x 52 weeks.

624 Each Not to exceed approved

B.1 Grand Total

3. DESIGNATED CONTRACTING OFFICERS REPRESENTATIVE (COR):

The Assistant Supervisory Clinical Nurse(s) of the PACU or Operating Room, PIMC Integrated

Surgical Services Department, (602) 263-1523, TBD@ihs.gov or an acceptable alternative designee is hereby designated as the COR for this contract and the designee shall perform the following duties:

1. Monitor the Contractor’s technical progress including surveillance and assessment of performance;

2. Interpret the Scope of Work;

3. Provide technical evaluation as required;

4. Provide technical inspections and acceptance required by this contract;

5. Ensure that invoices and payments are processed in a timely manner; and

6. Assist the contractor in the resolution of technical and administrative problems encountered during performance.

The COR’s responsibilities will be to coordinate with the contractor the technical aspects of this service and the review of performance hereunder. The COR does not have the authority to change or alter the order amount, terms and conditions.

4. COMPENSATION:

http://www.gsa.gov/portal/content/104877 mailto:TBD@ihs.gov

The Contractor shall be compensated at the agreed contract amount based on invoices submitted and only for services in direct performance of this contract.

Per mandate by the U. S. Department of Treasury and effective July 1996, payments by

Electronic Funds Transfer System (EFTS) will be made to the Contractors designated financial institute.

5. INVOICE SUBMISSION:

a) Payment shall be made in ARREARS on a monthly basis;

b) Electronic Funds Transfer (EFT) shall be utilized as method for processing payment;

c) Upon receipt of the Contractor’s properly prepared invoice, the COR is responsible for certifying the invoice for acceptance of service;

d) Improperly prepared invoices will be returned to the Contractor resulting in delayed payment.

e) Invoices shall be prepared and submitted electronically and in accordance with rates and terms as stated in contract.

f) Invoices shall be sent electronically to the following departments:

Finance: PHX_PIMCAPInvoice@ihs.gov

Acquisitions: Valjean.Calnimptewa@ihs.gov

COR: TBD@ihs.gov

A proper invoice shall include, but not limited to the following:

Purchase Order Number/Contract Number;

Period of Performance or Shipment Information;

Charges for services or products identified by LINE ITEM NUMBERS;

Description, quantity, unit of price and extended total per line item, total amount of invoice;

Contractors contract information (name, title, phone number of point of contact in event of defective of invoice).

6. SCHEDULE OF DELIVERABLES OR REPORTING REQUIREMENTS:

Delivery and accountability of work shall be documented by the COR.

The Contractor shall provide the COR with invoices for certification that satisfactory services have been received in accordance with the Scope of Services of the contract.

7. ARIZONA STATE TAXES:

The Department of Health and Human Service, Phoenix Indian Medical Center is tax mailto:PHX_PIMCAPInvoice@ihs.gov mailto:Valjean.Calnimptewa@ihs.gov mailto:TBD@ihs.gov exempt for the following: 42-5074.B.8, 42-5071.B.2(a), 42-5061.A.25(b), AND 42-

5159.A.13(d), State of Arizona Department of Revenue. (Copy of Certificate available upon request).

Contractor is responsible for determining and paying all required taxes. The final proposal amount shall include all applicable taxes. Award amount shall not be adjusted due to failure of the offeror to include taxes into the proposal.

8. Contract Terms and Conditions

52.212-4 -- Contract Terms and Conditions -- Commercial Items (May 2015)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or performance of nonconforming services at no increase in contract price. If repair/replacement or performance will not correct the defects or is not possible, the government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights --

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31

U.S.C.3727). However, when a third party makes payment (e.g., use of the Government wide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71,Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The

Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the

Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting

Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include --

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, contract line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer— System for Award Management, or

52.232-34, Payment by Electronic Funds Transfer—Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C.

3903) and Office of Management and Budget (OMB) prompt payment regulations at 5

CFR part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt Payment. The Government will make payment in accordance with the Prompt

Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see

52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall—

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the—

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected contract line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the

Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in

(i)(6)(v) of this clause, and then at the rate applicable for each six-month period at fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by 33.211 if—

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the

Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on—

(A) The date on which the designated office receives payment from the

Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in 32.608-2 of the Federal Acquisition Regulation in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the

Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the

Contractor shall be liable to the Government for any and all rights and remedies provided by law.

If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with

31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain

Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C. 2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and

41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with

Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause.

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments.

(9) The specification.

(t) System for Award Management (SAM).

(1) Unless exempted by an addendum to this contract, the Contractor is responsible during performance and through final payment of any contract for the accuracy and completeness of the data within the SAM database, and for any liability resulting from the Government’s reliance on inaccurate or incomplete data. To remain registered in the

SAM database after the initial registration, the Contractor is required to review and update on an annual basis from the date of initial registration or subsequent updates its information in the SAM database to ensure it is current, accurate and complete. Updating information in the SAM does not alter the terms and conditions of this contract and is not a substitute for a properly executed contractual document.

(2)

(i) If a Contractor has legally changed its business name, “doing business as” name, or division name (whichever is shown on the contract), or has transferred the assets used in performing the contract, but has not completed the necessary requirements regarding novation and change-of-name agreements in Subpart

42.12, the Contractor shall provide the responsible Contracting Officer a minimum of one business day’s written notification of its intention…