SOW - Hotel.docx

INDIAN HEALTH SERVICE

PHOENIX INDIAN MEDICAL CENTER

Statement of Work Background A number of Phoenix Indian Medical Center (PIMC) patients travel from outlying reservations, towns and cities, resulting with 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 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.

Objective The objective of this contract is to allow the Phoenix Indian Medical Center-ISS/OR, Indian Health Service an agency within the U.S. Department of Health and Human Services which is responsible for providing federal health services to American Indians and Alaskan Natives. To provide lodging and meals for Phoenix Indian Medical Center (PIMC) patients having a surgical procedure performed at PIMC who live outside a 100 mile radius from PIMC. These patients will have no other resources (family or friends) for lodging or meals. Work closely with a Contractor who will furnish all standard supplies/services included as the minimum room requirements. Contractor must meet the minimum qualifications and/or requirements set forth within the Request for Quote (RFQ) and must be capable of providing core services set forth in the Scope of Work (SOW). Contractor must be registered in SAM.gov on close date of RFQ. Accept the award of a firm fixed price contract. Firm fixed price is determined by the unit price. Prices cannot exceed the current government per diem rate per yearly PER DIEM rates changes (estimated per diem rates attached on the IGCE due to the rates not available on www.gsa.gov only for the current year) This will improve the patients to receive their health care with minimal hardships pertaining 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.

System Requirements Phoenix Indian Medical Center (PIMC) will pay for the patient and one adult escort only; PIMC will pay for the night before the scheduled surgery sand in some cases the night of the scheduled surgery; if there is an unplanned patient admission to the hospital after surgery, PIMC may pay for the escort to remain in the hotel the night of 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; Stays will be limited to one night unless are specifically authorized by PIMC (up to two nights maximum). Transportation is provided by the hotel to and from Phoenix Indian Medical Center only. Patients must schedule a ride to the hospital when checking in to the hotel; A voucher with the confirmation number will be given to the patient and escort 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 phone calls, activation for the phone, laundry services, room service or movies. 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 award a firm fixed price contract, firm fixed price is determined by the unit price. Prices cannot exceed the current government per diem rate; PIMC will have until 3pm to confirm cancellations, 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). 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. PIMC is a Federal institution and therefore exempt from paying sales tax. Room rates will be single occupancy and shall provide a minimum of two (2) double beds. PIMC patient’s 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. Contractor shall reserve twelve (12) rooms for PIMC guests at per diem rates. 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). Stays will be limited to one night unless are specifically authorized by PIMC (up to two nights maximum). The contractor shall provide lodging, meals and transportation for PIMC patients having a surgical procedure performed at PIMC 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.

Contract Awardee Responsibilities & Tasks The awarded vendor shall be fully responsible for… Meals will be provided by the hotel. Vouchers are distributed at check-in. The following meals will be provided: 2 dinners the night of check-in (for patient and escort), 1 breakfast for the patient when the patient returns to the hotel after surgery, 1 box lunch for the patient when the patient returns to the hotel.

Phoenix Indian Medical Center does not pay for any phone calls, activation for the phone, laundry services, room service or movies. 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.

Transportation is provided by the hotel to and from Phoenix Indian Medical Center only.

The hotel provides transportation between 6:00am and 11:00pm. If transportation is needed to PIMC before 6:00am or after 11:00pm the hotel will arrange for a taxi service.

Check out time is noon PIMC 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; PIMC will have until 3pm to confirm cancellations, 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). 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. PIMC is a Federal institution and therefore exempt from paying sales tax. Room rates will be single occupancy and shall provide a minimum of two (2) double beds. PIMC patients 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. Contractor shall reserve twelve (12) rooms for PIMC guests at per diem rates. 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). Stays will be limited to one night unless are specifically authorized by PIMC (up to two nights maximum). The contractor shall provide lodging, meals and transportation for PIMC patients having a surgical procedure performed at PIMC 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.

Support and Maintenance Services The contractor will be required to assume a majority of the technical risk in this contract as part of the standards of supply availability to be outlined in the contract. Cost Risk: this will be a firm, fixed-priced contract and has the lease risk for the Government. Schedule Risk: The only risks identified would be no availability of lodging accommodations according to the demand (poor project management), poor supply demand availability performance by the contractor that results in denial of availability of lodging accommodations that ceases interruption of performing services of schedule patients and the event of the contractor's company closure.

Training Not applicable.

Web Requirements Not applicable.

Period of Performance (POP) Performance of the contract(s) shall be from days from contract award with option years…Anticipated POP: 09/04/2020 and ending 09/03/2025 Minimum Qualifications Contractor shall have a minimum of _3__ years of experience in contract agreements to provide rooms and voucher services Preferred Evaluation Method Lowest Price Technically Acceptable Delivery 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.

Contracting Officer Authority Authority to negotiate changes in the terms, conditions, or amounts cited in this contract is reserved for the Contracting Officer.

Chinwe Okoye, MD, Director of Integrated Surgical Services (COR) Contracting Officer’s Representative (COR) The person identified below is hereby designated as the Contracting Officer's Representative (COR) for this contract.

Contacts:

Chinwe Okoye, MD, Director of Integrated Surgical Services (COR) Phone: (602)263-1200 extension 1716 Email: chinwe.okoye@ihs.gov

Jennefer Kieran, MD, DISS Phone: (602)263-1643 Email: jennefer.kieran@ihs.gov

Finance Department Phone: (602)248-4180 Email: PHX/PIMC APinvoices@ihs.gov

Acquisitions Department Phone: (602)263-1200 Email: acquisitionteam@ihs.gov

Invoice Submission and Payment The Contractor shall submit its original invoice to the Phoenix Indian Medical Center, Finance Dept., Aztec Building 1616 East Indian School Road, Suite 360E, Phoenix AZ 85016 and or via email to PHX_PIMCAPInvoice@ihs.gov. The Contractor agrees to include the following information on each invoice. (1) Contractors name, address; (2) Contract Number (entire contract number must be included); (3) Invoice number and date; (4) Cost or price; (5) Dates of Service including the number of hours worked; and (6) Remit to address. Phoenix Indian Medical Center, Finance Dept., Aztec Building 1616 East Indian School Road, Suite 360E, Phoenix, AZ 85016, shall make payment.

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