SOW.pdf

STATEMENT OF WORK (SOW)

DESCRIPTION OF SERVICES: Iowa City Veteran Affairs Health Care System (ICVAHCS) has a need for a Contractor to provide overnight and extended stay occupancy hotel rooms within eight (8) miles of the locations specified below for lodging of eligible Veterans in need of treatment.

a. Locations Covered:

i. Iowa City VA Healthcare System

601 Hwy. 6 West Iowa City, IA 52246

ORDERING AUTHORITY: Task orders against this Indefinite Delivery Indefinite Quantity (IDIQ) contract shall only be made by warranted Contracting Officers of Network 23 Contracting Office, Department of Veterans Affairs.

DEFINITIONS OR ACRONYMS:

a. Beneficiaries – Individuals identified by the VAHCS as eligible for lodging services

b. CO – Contracting Officer

c. FAR – Federal Acquisition Regulation

d. VA – Department of Veterans Affairs

e. ICVAHCS – Iowa City VA Health Care System

f. COR – Contracting Officer Representative

g. Extended Stay – Hotel stays longer than 7 days.

Item number Description Quantity Cost Total CLIN 0001 General lodgers 2436 CIN 0002 Transplant lodgers 1218 CLIN 1001 General Lodgers 2558 CLIN 1002 Transplant lodger 1279 CLIN 2001 General Lodgers 2686 CLIN 2002 Transplant Lodgers 1343 CLIN 3001 General Lodgers 2824 CLIN 3002 Transplant Lodger 1412 CLIN 4001 General Lodgers 2961 CLIN 4002 Transplant Lodgers 1480

PERIOD OF PERFORMANCE: This is an Indefinite Delivery, Indefinite Quantity (IDIQ). Ordering period, from 08/28/2025 to 08/27/2030. Award will go to one contractor. Individual task orders will be issued against the IDIQ contract as needed each ordering period.

IDIQ INFORMATION:

a. The VA anticipates awarding one indefinite delivery, indefinite quantity (IDIQ) contract from this solicitation.

b. ESTIMATED QUANTITIES: The ICVAHCS anticipates requiring approximately the number of rooms listed below per period of performance.

c. Quantities as listed are an estimated number required per year. Estimated quantities will not commit the government to purchase any or all estimated quantities.

d. The total minimum guaranteed amount for the resulting contract shall be determined based on responses to the solicitation.

e. The total contract ceiling amount will be based on the responses to the solicitation.

f. The Contractor shall have a minimum of twelve (12) rooms available for Beneficiaries Monday-Friday for short-term lodgers and 2 rooms every day of the week for extended stay transplant surgery beneficiaries including holidays. The ICVAHCS may request additional rooms based on need.

QUALIFICATIONS:

a. To be eligible for award under this solicitation, the offeror must propose for use a lodging 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 be listed on the U.S. Fire Administration Hotel and Motel National Master List found at https://apps.usfa.fema.gov/hotel/.

b. In addition, the offeror’s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.).

SCOPE OF WORK:

c. Requirements for Service:

ROOM REQUIREMENTS

1. Daily room rates, as priced in the price/cost schedule, shall include all applicable fees, taxes, and any other no-charge services offered to guests of the contracted facility.

2. Rooms offered can be single or double occupancy. Each veteran shall have their own room; no two veterans’ will share a room. Each veteran is allowed one significant other/guest but no other patient.

3. Family members of the veteran, or one non-family caregiver, shall be allowed to stay in the same room with the veteran at the single occupancy rate. Any additional occupants are the responsibility of the veteran and shall not lodge at VA’s expense.

4. The fully furnished lodging rooms shall include Contractor-provided utilities and other specified services. The Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), free internet service and basic television cable service.

5. The lodging 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 applicable National Fire Protection Association (NFPA) 101 and Americans with Disabilities Act (ADA) guidelines.

6. Each room shall be on the ground floor or be ADA compliant elevator-serviced and be wheelchair accessible. 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.

7. Rooms shall be smoke-free. Contractor personnel shall not smoke in the rooms at any time even when the Beneficiaries are not present.

8. Contractor shall provide laundry facilities. A clothes washer and dryer shall be available for Beneficiaries use on site.

TRANSPORTATION

1. The Contractor shall provide transportation for Beneficiaries to and from the ICVAHCS location and affiliate locations, as requested. The affiliate locations include but are not limited to:

a. University of Iowa Hospitals & Clinics main campus and Iowa River Landing

(IRL).

2. The Contractor shall provide transportation for Beneficiaries between the lodging facility to the ICVAHCS and its affiliate. The Contractor shall provide the on-call transportation service from 6:00 AM Central Time to 8:00 PM Central Time seven days per week to include all holidays. The Contractor shall respond within forty minutes https://apps.usfa.fema.gov/hotel/ after being contacted by either a Beneficiary or VA official to provide the on-call transportation service.

ROOM RESERVATIONS

1. Lodging services shall be provided by the contractor every day of the week, Sunday through Saturday. The contractor shall use its existing check-in and check-out times.

Beneficiaries arriving after 9:00 PM Central Time will be required to call in advance to keep their room reservation. The Contractor need not hold a room reservation beyond 10:00 PM Central Time and VA shall not pay for an un-used room reservation.

2. Reserving room differences:

a. Transplant lodgers: designated ICVAHCS personnel will contact the contractor to reserve rooms prior to beneficiaries arrival.

b. General lodger: beneficiaries will arrive at the hotel without prior notice on the day the room is needed with a voucher provided by the ICVAHCS. Lodgers will not be permitted to check-in without a voucher issued by the ICVAHCS.

3. If the lodging facility is not able to provide a room or does not have a vacancy, the

Contractor shall provide arrangement for comparable accommodations at another lodging facility within a 8-mile radius of the ICVAHCS location. All lodging facilities utilized under this contract shall bill the Contractor who shall in turn bill the VA for the contracted price.

RESERVATIONS

1. Only authorized ICVAHCS personnel can make reservations for Beneficiaries at the contractor’s facility. A list of personnel will be provided and updated as needed.

Vouchers can be issued by the Eligibility Clerks, Social Workers, and Administrative Officers.

2. The Contractor shall document or verify the authorized dates and length of stay according to reservations confirmation numbers or on hotel voucher forms provided by the ICVAHCS.

3. Each month contractor(s) shall submit billing documents that separate each type of reservation, one (1) for transplant lodgers and one (1) for general lodgers.

PATIENT EMERGENCIES

1. In the event a Beneficiary is in an emergency situation of any kind during their stay at the Contractor’s property, the Contractor shall contact the 911 emergency medical services to respond to the emergency. The Contractor shall notify the COR within 24 hours of the incident.

ROOM MAINTENANCE

2. Daily room maintenance shall comply with all Federal, State and local laws, executive orders, rules, and regulations applicable to performance under this contract.

3. Housekeeping services shall be made available on a daily basis to include clean linen changes, bed making, clean towels, vacuuming, dusting, trash removal, general room cleaning, bathroom cleaning, and other services as needed or requested by the Beneficiary.

GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS

1. Heating and Cooling Requirements

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

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

c. The 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.

2. Electrical and Lighting Requirement

a. Every room shall be provided with not less than two electrical receptacle outlets and electric light fixtures.

b. Every toilet room, bathroom, laundry room, furnace room, public hallway, porch, and flight of stairs shall contain at least one supplied electric light fixture.

c. All electrical equipment, wiring, and appliances shall be in good and safe working order and shall meet all installation and safety codes.

3. Sanitation Requirements

a. All plumbing fixtures shall be trapped, vented, and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures, and premises shall be in safe and sanitary condition, in good working order, and meet all installation and safety codes.

4. Telephone and Internet Service Requirements

a. The 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. Long distance phone charges shall be the responsibility of the Beneficiary. Collection of such fees shall be the responsibility of the Contractor.

b. There shall be a minimum of one telephone in each room.

c. Free wireless internet services shall be provided by the Contractor for

Beneficiaries.

5. Interior Space Requirements

a. Ceilings shall be at least eight feet and no more than eleven feet clear from floor to the lowest obstruction. Each room shall have acoustical treatment with a flame spread of five or less and smoke development rating of fifty or less

(ASTME 84).

b. Floor load shall be a minimum live load capacity of sixty pounds per square foot. Storage areas shall have a minimum live load capacity of one hundred fifty pounds per square foot.

c. Rooms should be at 450 square feet.

6. Fire Safety

a. The lodging facility shall comply with latest editions of the National Fire Codes and Uniform Building Code.

b. Equipment, services, and 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.

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

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

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

7. Wheelchair Accessibility

a. All areas and furnishings must comply with Uniform Federal Accessibility Standards (UFAS).

b. The lodging facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. seq.).

c. The lodging facility must be 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 U.S. Fire Administration Hotel and Motel National Master List found at https://www.federalregister.gov/documents/2024/12/11/2024- 29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#:~:text=The%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of ,is%20known%20as%20the%20National%20Master%20List%20%28NML%29.

8. Elevators

a. Elevators 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.

9. Miscellaneous

a. 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 grounds) shall take place without the Contractor’s written notification to the COR at least seven calendar days in advance of the event.

Records Management Obligations

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record: includes Department of Veterans Affairs records.

1. Does not include personal materials.

2. Applies to records created, received, or maintained by Contractors pursuant to their Department of

Veterans Affairs contract.

3. May include deliverables and documentation associated with deliverables.

C. 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 https://www.federalregister.gov/documents/2024/12/11/2024-29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#%3A%7E%3Atext%3DThe%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of%2Cis%20known%20as%20the%20National%20Master%20List%20%28NML%29 https://www.federalregister.gov/documents/2024/12/11/2024-29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#%3A%7E%3Atext%3DThe%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of%2Cis%20known%20as%20the%20National%20Master%20List%20%28NML%29 https://www.federalregister.gov/documents/2024/12/11/2024-29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#%3A%7E%3Atext%3DThe%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of%2Cis%20known%20as%20the%20National%20Master%20List%20%28NML%29 https://www.federalregister.gov/documents/2024/12/11/2024-29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#%3A%7E%3Atext%3DThe%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of%2Cis%20known%20as%20the%20National%20Master%20List%20%28NML%29 https://www.federalregister.gov/documents/2024/12/11/2024-29012/agency-information-collection-activities-proposed-collection-comment-request-federal-hotel-and-motel#%3A%7E%3Atext%3DThe%20Hotel%20and%20Motel%20Fire%20Safety%20Act%20of%2Cis%20known%20as%20the%20National%20Master%20List%20%28NML%29

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. Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs. 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 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. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs 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 or order. 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 Department of Veterans Affairs 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 Department of Veterans Affairs policy.

8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs 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 Department of Veterans Affairs-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.

D. Flowdown of requirements to subcontractors

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

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

ix. Privacy Training: Upon Award, the Contractor shall complete TMS 20939 (VA Privacy Training for Personnel

Without Access to VA Computer Systems or Direct Access to or The Use of VA Sensitive Information).

x. VETS-4212 REPORTING REQUIREMENT: Contractor shall perform VETS-4212 reporting on an annual basis, as required:

• FAR 52.222-35, Equal Opportunity for Veterans

• FAR 52.222-37, Employment Reports on Veterans

Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

xi. SERVICE CONTRACT REPORTING: Contractor shall complete Service Contract reporting, as required by:

• FAR 52.204-14, Service Contract Reporting Requirements

• FAR 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (as applicable)

The BAA in Section D shall be completed.

https://www.dol.gov/agencies/vets/programs/vets4212