S02 36C24924Q0422 RFQ Lodging Rooms.pdf

SUBJECT* 621-24-3-853-0165 Lodging Rooms - New Employee Orientation

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 37129

SOLICITATION NUMBER* 36C24924Q0422

RESPONSE DATE/TIME/ZONE 09-20-2024 2 PM CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* V231

NAICS CODE* 721110

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

POINT OF CONTACT* Preston Gerretse preston.gerretse@va.gov

PLACE OF PERFORMANCE

ADDRESS James H. Quillen VA Medical Center

Corner of Lamont & Veterans Way

Mountain Home TN

POSTAL CODE 37684

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/ URL DESCRIPTION VA.gov Home

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The Mountain Home Health Care System requires the use of 425 nights of furnished hotel or motel rooms per year. These rooms are used for staff during New Employee Orientation (NEO) or education offerings that can only be completed at the Mountain Home campus rather than a Community-Based Outpatient Clinic (CBOC). The rooms offered shall be within a 5-mile radius of the James H. Quillen VA Medical Center, Corner of Lamont & Veterans Way, Mountain Home, TN 37684.

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2024-05, effective May 22, 2024.

This solicitation is set-aside for 100% Small Business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 721110, with a small business size standard of $40M.

The FSC/PSC is V231

Mountain Home VAMC – IDIQ - five one-year ordering period contract - Hotel Accommodations for New Employees

All interested companies shall provide quotations for the following: Services

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

425.00 DY __________ ________

Hotel accommodations for 425 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 1 of 5 Ordering Periods POP Begin: 09-22-2024 POP End: 09-21-2025 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

ITEM

NUMBER

DESCRIPTION OF

Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 2 of 5 Ordering Periods POP Begin: 09-16-2025 POP End: 09-15-2026 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

3001 425.00 DY __________ ________

Hotel accommodations for 425 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 3 of 5 Ordering Periods POP Begin: 09-22-2026 POP End: 09-21-2027 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

4001 425.00 DY __________ ________

Hotel accommodations for 425 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 4 of 5 Ordering Periods POP Begin: 09-22-2027 POP End: 09-21-2028 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

ITEM

NUMBER

DESCRIPTION OF

Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 5 of 5 Ordering Periods POP Begin: 09-22-2028 POP End: 09-21-2029 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation - Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GRAND

TOTAL

Statement of Work James H. Quillen VA Medical Center- Mountain Home

Lodging Rooms- New Employee Orientation and Educational Offerings

1.0 INTRODUCTION

The Mountain Home Health Care System requires the use of 425 nights of furnished hotel or motel rooms per year. These rooms are used for staff during New Employee Orientation (NEO) or education offerings that can only be completed at the Mountain Home campus rather than a Community-Based Outpatient Clinic (CBOC). The rooms offered shall be within a 5-mile radius of the James H. Quillen VA Medical Center, corner of Lamont & Veterans Way, Mountain Home, TN 37684.

2.0 SCOPE

2.1 The contractor shall provide the use of up to 425 nights of furnished hotel or motel rooms per year to meet the NEO requirements. The cost of each room will be at or below the current year’s Government Per Diem Rates. The lodging facility will identify any black-out dates or time periods that the requested rooms would not be available. The lodging facility must reserve at least five (5) rooms per NEO class using the below table for reference. The rooms will include contractor-provided utilities and other specified services. The hotel 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 the NFPA 101, 29CFR.

The POC will provide a list of names to the contractor that will require a reservation no later than 72 hours prior to the start of each NEO class.

NEO Start Date NEO End Date Number Rooms Needed 9/22/2024 9/27/2024 5 10/6/2024 10/11/2024 5

10/20/2024 10/25/2024 5 11/3/2024 11/08/2024 5

11/17/2024 11/22/2024 5 12/1/2024 12/6/2024 5

12/15/2024 12/20/2024 5 12/29/2024 1/3/2025 5 1/12/2025 1/17/2025 5 1/26/2025 1/31/2025 5 2/9/2025 2/14/2024 5

2/23/2025 2/28/2025 5 3/09/2025 03/14/2025 5 3/23/2025 3/28/2025 5 4/06/2025 4/11/2025 5 4/20/2025 4/25/2025 5 5/04/2025 5/09/2025 5

2.2 It is agreed by the contractor that the rooms are held will be held until 4:00pm each day. Any of the rooms that are not booked by the VA by 4:00pm will be available for the contract to place back in their inventory for sale and the VA will not be billed for the rooms not used.

2.3 Contractor shall provide a point of contact with name, phone number, and email address for submission of reservations and for invoice reconciliation. This person will serve as liaison between the VA hospital and the facility and have the authority to secure and provide confirmation numbers for each reserved room.

3.0 REQUIREMENTS

3.1 All rooms shall be located in a single hotel.

3.2 Each unit shall be handicap accessible per ADA standards for accessible design (standard), 28CFR pt. 36, Appendix A.

3.3 The rooms shall be smoke-free. Contractor personnel shall not smoke in the rooms at any time whether or not VA-referred occupants are present.

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

3.5 In the event a VA-referred occupant is in an emergency situation of any kind, the Contractor shall contact 911. In addition, the Contractor shall also contact the VA Medical Center POC.

3.6 Occupancy: The Contractor must be able to take occupancy based on the need on Sunday prior to each NEO. The rooms must be in full compliance with all requirements of the contract by that date.

3.7 Inspection: The government requires the right, at any time the contract is signed and during the term of the contract, to inspect the premises. These inspections can include all areas of the building access necessary to ensure a safe and healthy environment for the government tenants.

3.8 Room Reservations will be on the following basis:

3.8.0 The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by the VA Lodging Clerk, or POC. The VA Lodging Clerk will inform the Contractor of each individual’s name and the expected arrival and departure time at the Contractor’s hotel.

3.8.1 For this contract, the Contractor shall use its existing check in and check-out times.

3.8.2 In the event that a VA-referred occupant refuses to leave the room, the Contractor shall immediately notify the POC.

3.9 The Contractor shall submit an invoice through electronic process for payment for all rooms covered by this contract monthly in arrears. Once the invoice is submitted an advanced itemized invoice will be emailed to the POC for review and prior approval before the invoice is submitted electronically.

3.10 Daily Room Service: Daily room shall be provided to each room on the following basis.

3.10.0 If a specific room was previously occupied the night before the same VA referred occupant, the following daily room service shall be performed if requested by the occupant.

1. Make up bed(s). Bed lines shall be changed every three (3) calendar days if the room is continuously occupied by the same VA referred occupant unless declined by VA referred occupant.

2. Perform tasks below daily unless specifically declined by VA referred occupant.

a. Vacuum all carpeting.

b. Clean the bathroom floor, vanity sink and mirror, commode, and bath/shower unit.

c. Change all used bathroom linens with laundered bath linens.

d. Empty waste baskets.

e. Replace toilet paper roll when three quarters consumed.

f. Dust furniture.

3.11 The contractor will provide free parking, preferably a parking garage, to VA-referred occupants.

3.12 The contractor will provide free Guest Wi-Fi in the room, and common areas to VA referred occupants.

4.0 GENERAL BUILDING REQUIREMENTS & SPECIFICATIONS

4.1 Heating and Cooling Requirements:

4.1.0 Each room shall have a permanently installed, functioning cooling and heating system with thermostatic control. The heating system is required to maintain a temperature of 80 degrees F. The air conditioning system is required to maintain a temperature of 65 degrees F.

4.1.1 All cooling and heating devices and appliances, including but not limited to furnaces, fireplaces, electrical baseboard heaters, and water heaters, shall be UL (Underwriters Laboratories) certified and in good and safe working order and shall meet all installation and safety codes.

4.1.2 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.

4.2 Electrical and Lighting Requirements:

4.2.0 Every room shall be provided with not less than two electrical receptacle outlets and electric light fixtures in accordance with the Furniture and Accessories section of this solicitation.

4.2.1 Every toilet room, bathroom, laundry room, furnace room, public hallway(s), porch, and flight of stairs between stories shall contain at least one (1) supplied electric light fixture. Where an interior stairway or public hallway changes in direction, more than one (1) supplied electric light fixture is required.

4.2.2 All electrical equipment, wiring, and appliances shall be UL (Underwriters Laboratories) certified, in good and safe working order, and meet all installation and safety codes.

4.3 Sanitation Requirements: All plumbing and sanitation fixtures, facilities, and equipment must be in safe and sanitary condition, in good working order, and meet all federal, state, and local building codes.

4.4 Telephone Service Requirements

4.4.0 Contractor shall provide local area, touch tone, telephone service 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.

4.4.1 Contractor shall provide one (1) telephone in each room.

4.4.2 Telephone service shall be equipped with voice messaging or front desk messaging service.

4.5 Interior Space Requirements:

4.5.0 Ceilings shall be at least 8 feet tall and no more than 11 feet clear from floor to the lowest obstruction. Each room shall have acoustical treatment with a flame spread of “5” or less and a smoke development rating of 50 or less (ASTM E84)

4.5.1 Floor load shall be a minimum live load capacity of 60 pounds per square foot. Storage areas shall have a minimum live load capacity of 150 pounds per square foot.

4.5.2 Floor shall be covered with vinyl floor covering or carpeting (vinyl asbestos floor tile shall not be used for new installations).

4.5.3 Existing floor and/or window covering or carpet may be accepted providing the floor coverings are in good condition.

4.6 Fire Safety:

4.6.0 A written fire safety plan will be submitted as part of the contract bid package.

4.6.1 Buildings in which space is offered shall be maintained in accordance with the latest editions of the National Fire Codes and Uniform Building Code.

4.6.2 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 the hazards.

4.6.3 The contractor shall provide maintenance of contractor-owned fire extinguishers in, accordance with NFPA Standard No:101.

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

4.6.5 Facility must meet NFPA Life Safety regulations on egress, fire, and smoke protective systems applicable to the Occupancy type.

4.7 Asbestos- No asbestos-containing fireproofing or insulation on building structures, acoustical treatment, molded, or wet-applied ceiling or wall finishes/decorations, will be permitted.

4.8 Wheelchair Accessibility: Common areas such as hallways and the laundry room shall provide accessible paths of travel for wheelchairs.

4.9 Elevators: If elevators are 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 emergencies, elevators 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.

5.0 DELIVERABLES

5.1.0 Each room shall comply with the following general room requirements:

1. Floor covering: All type of floor coverings shall be clean; free of stains;

odor-free; and free of cracks or tears. Shag style carpets used as floor covering shall be ½ inch or less in length.

2. Each room shall have lighting fixtures. All overhead lights shall be controlled by wall switches. All light bulbs shall have either a shade or globe except for decorator type bulbs.

3. All windows shall have window treatments consisting of shades, blinds, or drapes. The window treatments shall be substantial enough to prevent viewing into the room from outside the room and to substantially darken the room during daylight hours.

4. All windows shall be able to close securely and closed. They shall be effectively weather-stripped, free of cracks, and tightly fitted in the window frame.

5. Each room’s exterior door shall be secured with a snap lock and deadbolt lock. In addition, exterior doors shall have an exterior light and peep hole fitted with a 175-degree viewing lens.

5.1.1 Each room’s bathroom shall have the following:

1. Combination tub/shower with support rails

2. Commode

3. Vanity with Mirror above

4. Overhead light

5. GFI protected electrical outlets

6. Solid floor covering (i.e., ceramic tile, composition vinyl tile, or solid vinyl sheet).

5.1.2 General Furniture Package

1. All furniture shall be in good general condition; shall be clean, free of stains and odors, and have no tears or rips in the fabric coverings and shall not be covered by pull on slop covers. Non-upholstered furniture surfaces shall be free of scratches, broken surfaces, splinters, free of stains, and clean. Each room shall have the following furnishings.

a. Table and chair

b. Upholstered chair

c. 2 lamps

d. Color television with remote control

e. Dresser and mirror

f. 2 double sized beds or larger bed with headboard

i. Double size or larger mattress and box springs per bed

g. Nightstand

h. Clock radio with alarm

2. Each double size or large bed shall be supplied with following bed linens which will be freshly cleaned, free of stains, odors, tears, and in good condition.

a. 2 standard fiberfill pillows (per bed)

b. 2 pillowcases (per bed)

c. 1 flat sheet (per bed)

d. 1 fitted sheet (per bed)

e. 1 bedspread (per bed)

f. 1 quilted mattress pad (per bed)

5.1.3 Bath

1. The bathroom shall be furnished with the following.

a. 1 skid resistant mat or equivalent for tub

b. 4 bath towels (25” x 48”)

c. 4 hand towels (18” x 30”)

d. 4 wash cloths (12” x 12”)

e. 1 shower liner or curtain if shower doors are not present

f. 1 set of shower hooks if shower liner is not self-hanging

g. 1 plastic waste basket at least 7-quart capacity

h. Bathroom mat

6.0 PERIOD OF PERFORMANCE

The term of this contract will be for 5 ordering period years with the possibility of escalation pricing due to changing government per diem rates.

• ORDERING PERIOD 1 POP: 9/16/24 - 9/15/25

• ORDERING PERIOD 2 POP: 9/16/25 - 9/15/26

• ORDERING PERIOD 3 POP: 9/16/26 - 9/15/27

• ORDERING PERIOD 4 POP: 9/16/27 - 9/15/28

• ORDERING PERIOD 5 POP: 9/16/28 - 9/15/29

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Items” SEP 2023

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items”

Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

• FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” NOV 2023

• FAR 52.212-5, “Contract Terms and Conditions Required to Implement Statutes or Executive Orders”

NOV 2023

The following subparagraphs of FAR 52.212-5 are applicable:

FAR

Number

Title Date

52.204–10 Reporting Executive Compensation and First-Tier Subcontract Awards JUN 2020

52.219–27 Notice of Service-Disabled Veteran-Owned Small Business Set-Aside JUN 2023

52.204–30 Federal Acquisition Supply Chain Security Act Orders— Prohibition DEC 2023

52.219-6 Notice of Total Small Business Set-Aside NOV 2020

52.219–28 Post-Award Small Business Program Representation FEB 2024

52.222-3 Convict Labor JUN 2003

52.222-21 Prohibition of Segregated Facilities APR 2015

52.222–26 Equal Opportunity SEP 2016

52.222–36 Equal Opportunity for Workers with Disabilities JUN 2020

52.222-50 Combating Trafficking in Persons NOV 2021 http://acquisition.gov/comp/far/index.html https://www.sam.gov/portal

FAR

Number

Title Date

52.224-3 Privacy Training JAN 2017

52.225-13 Restrictions on Certain Foreign Purchases FEB 2021

52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving MAY 2024

52.232-33 Payment by Electronic Funds Transfer—System for Award Management OCT 2018

52.232-36 Payment by Third Party MAY 2014

52.239-1 Privacy or Security Safeguards AUG 1996

52.222-41 Service Contract Labor Standards AUG 2018

52.222-53 Exemption from Application of the Service Contract Labor Standards to Contracts for Certain Services—Requirements

MAY 2014

52.222-55 Minimum Wages for Contractor Workers Under Executive Order 14026 JAN 2022

52.222-62 Paid Sick Leave Under Executive Order 13706 JAN 2022

(End of Clause)

Instructions to quoters:

All quoters shall submit the following: Quotes shall include the RFQ number (36C24924Q0422), the proposed unit price for Line Items, the proposed extended price of Line Items, any prompt payment discount terms, company name, the company’s point of contact, address, phone number, fax number, e-mail address, Unique Entity Identifier (UEI) number, and business size status.

Questions are due no later than: 9/10/24 @ 2:00 PM CST, at Preston.Gerretse@va.gov

The award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side-by-side pairwise comparison of quotes based on factors resulting in a Contracting Officer’s decision for the quote most favorable to the Government.

The following are the decision factors:

Contract award will be made based on the solicitation response representing the best value to the Government using a Contracting Officer’s Comparative Analysis. Since the Contracting Officer is considering price and other factors, the CO may award to other than the lowest-priced offer.

The information below explains the evaluation approach:

The Contracting Officer will make a comparative analysis of all offers against the solicitation, using the following factors to decide which offer(s) represent the best value to the Government.

Factor 1: Technical Ability

The offer shall be evaluated on conformance with the requirements listed in the Statement of Work. The offeror shall submit a technical narrative that describes the means and methods of successfully performing all work detailed in the SOW, including the personnel being proposed to perform the work.

Any training certifications for the repair of said equipment should be provided with a quote.

Factor 2: Past Performance

Offeror shall provide up to three references of relatively the same size and complexity. Include the following information for each contract: Name and address of contracting activity (company name), contract number, type of contract, total contract amount and status, date of award and completion, description and location of contract work, list of major subcontractors if any, Contracting Officer or individual responsible for signing the contract, and their telephone and fax number, and the POC’s/Administrator’s name, telephone, and fax numbers. Offerors may provide information on problems encountered on identified contracts and the offeror’s corrective action. Searches in CPARS (Contractor Performance Assessment Reporting System), as well as Past Performance Questionnaires, may be utilized.

mailto:Preston.Gerretse@va.gov

Factor 3: Price

Offerors shall provide one copy of the fully completed Price Schedule in the above format. Proposed prices will be evaluated for reasonableness.

Comparative analysis will be utilized to evaluate quotations. The award will be made to the response most advantageous to the Government. Responses should contain your best terms and conditions.

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received no later than 2:00 PM CST on September 20, 2024 at Preston.Gerretse@va.gov.

All information has been posted, and there are no other documents available. Offers must be submitted electronically. QUOTES SUBMITTED BY ANY OTHER MEANS WILL NOT BE ACCEPTED.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Preston Gerretse Contract Specialist, Services – East Network Contracting Office 9 (NCO 9) 1639 Medical Center Parkway, Suite 204 Murfreesboro, TN 37129 Office: 615-225-5482 Email: Preston.Gerretse@va.gov mailto:Preston.Gerretse@va.gov