Sports Clinic 36C24125Q0045.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJE

CT*

Winter Sports accomodation for lodging, catering and conference

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 06516

SOLICITATION NUMBER* 36C24125Q0045

RESPONSE DATE/TIME/ZONE 10-29-2024 0900 EASTERN TIME, NEW YORK,

USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* V231

NAICS CODE* 721110

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 1

VA Connecticut

950 Campbell Avenue

West Haven CT 06516

POINT OF CONTACT* Contract Specialist

Ophelia Wilson ophelia.wilson@va.gov

Email Only

PLACE OF PERFORMANCE

ADDRESS New England Adaptive Sports Clinics

New Hampshire and Rhode Island

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION U.S. Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS ophelia.wilson@va.gov

EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

This is a sources sought announcement to be used for preliminary market research purposes only. No reimbursement will be made by the Government for any costs associated with providing information in response to this synopsis or any follow up information requests. The purpose of this sources sought is to gain knowledge of interest, capabilities and qualifications of all vendors, public and private institutions, members of 8(a), HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), Women Owned Small Business (WOSB), Economically Disadvantaged Women Owned Small Business (EDWOSB), and Indian Small Business Economic Enterprises (ISBEE) to compete and perform a Firm Fixed Price Purchase Order.

Prospective Offerors are encouraged to register their interest in the solicitation on the Contract Opportunities website (https://sam.gov/content/opportunities) so that they are notified of the issuance of the solicitation and any amendments.

In accordance with FAR 52.204-7, System for Award Management, prospective contractors must be registered in System for Award Management (SAM) and in VetBiz database if applicable (VetBiz registration is required for Service Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses). Contractors may obtain SAM information at https://sam.gov/content/home. To be eligible for award, contractors must be registered in the System for Award Management database. Registration is free and potential offerors are encouraged to visit the SAM website as no IDCs can be awarded to any offeror not registered in SAM.

NAICS Code is 721110 (Hotels except Casino Hotels and motels) with a Small Business Size Standard of $28M. The classification code is V231 (Transportation/ travel/ relocation)

Questions concerning this announcement should be directed to the Contract Specialist using the email link provided. Telephone requests for information or questions will NOT be accepted. Please email requests or questions to Ophelia Wilson at the following e-mail address: ophelia.wilson@va.gov and ensure that the subject line includes Sources Sought number.

QUESTIONS WILL NOT BE ACCEPTED FOR THIS SOURCES SOUGHT AFTER 10/29/2024 AT

09:00 AM EST.

2025 New England Adaptive Sports Clinics (NEASC): The mission of the VA New England Adaptive Sports Clinics, are to introduce and provide a variety of healthy activities and sports using specialized instruction, adaptive equipment, determination, compassion, and drive to empower all veterans to lead healthy lifestyles and regain independence after sustaining life-altering injury or trauma. This program integrates the veterans’ families, community, and dedicated volunteers to provide a positive impact and assist in the physical, social, emotional, and cognitive recovery and overall well-being of disabled Veterans.

Specifications: Provide lodging for VA adaptive sports volunteer staff acting as aids and guides for both the annual New England Winter Sports Clinic for disabled Veterans, January 13th through 17th 2025, with early setup beginning after 5pm on January 12th, 2025, in New Hampshire, and the New England Summer Sports Clinic July 21st through 25th, 2025, with early setup and advanced party beginning after 5pm on July 20th.

This contract requires established relationships with the designated lodging sites in New Hampshire and Rhode Island, as well as an in depth understanding of the specific nuances associated with adaptive sports and the unique and complex needs of the Veteran patients that this clinic serves. This clinic patient population includes Veterans with spinal cord injuries, neurodegenerative diseases, and various other complex, comorbid conditions. Ensuring their individual, unique situations for comfortable, safe and therapeutic lodging and meals in accordance with a myriad of dietary conditions is not something that can be illustrated easily in black and white, or quantified in terms of listing “this is what is needed”. More than any other contract I have been involved with, this contract requires a vendor with an established track record with our adaptive sports program manager, the hotel management, and staff and most importantly our Veterans who participate. Furthermore, dealing with the hotel sites has proven to be very difficult from a communications standpoint, particularly as it relates to timely submission of information or responses to phone calls. The vendor selected would need to physically travel to each location well in advance of the event, to physically see the sites and understand what limitations are involved, particularly as it relates to ADA accessibility of the sites, so that a pre-designed plan can be put in place before the event.

Provide adequate conference room space to accommodate up to 120 participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations.

Room rates should not exceed the max lodging per diem rates for the New Hampshire and Rhode Island areas in which each clinic will take place.

Provide catered breakfasts and dinners and contingency lunches for volunteer personal on a limited basis, for both clinics in the following numbers:

Winter Clinic Breakfast 400 Buffet Dinner (Tues and Wed) 200 Plated Dinner (Mon and Thurs) 260 Boxed Lunch 55

Summer Clinic Breakfast 460 Buffet Dinner (Tues and Wed) 200 Plated Dinner (Mon and Thurs) 260 Gluten Free Dinner 10

Meals provided should not exceed the total daily per diem rate allowable by location per Note: providing meals to volunteers and Veterans during this event is appropriate, in accordance with VA Financial Policy, Volume II, Chapter 4:

Awards, Ceremonies, Food or Refreshments, Gifts or Mementos, subsection 040505: Special Circumstance Authorizing for Food or Refreshments.

Confirmation of the appropriate use of these funds was given by the VA Boston CFO in October 2022 (details can be shared upon request).

Lodging rooms are arranged for volunteers to provide aid, service, and attendance to the disabled Veterans participating in this rehabilitative program. Meals and conference space are arranged for use by both clinic volunteers and participating Veterans. Veteran participants will self-pay for their lodging during this event, but the hotel must provide a block of 34 rooms, with 14 ADA accessible rooms within this block, for Veterans to book for the duration of the clinic for winter, and 42 self-pay rooms with all available ADA accessible rooms for summer.

Pre and Post Days:

The hotels will offer the discounted, federal per diem rate for up to one day prior and after the official adaptive clinic dates mentioned above.

Smoke Free Hotel:

The Hilton Garden Inn, Hanover-Lebanon in New Hampshire and the Crowne Plaza Hotel, Warwick RI (the only two hotels that meet all requirements for these events in the clinic locations – see SSJ and Market Research documents for further details) are completely smoke free. Guests are welcome to smoke outside in designated areas.

ADA Compliance:

The hotels are both ADA compliant. With 6 handicap accessible rooms, four of which have roll in showers for the winter clinic and 14 ADA compliant rooms for summer.

These rooms are to be blocked off as a part of the room allocation specified for the NEASCs.

Meeting Space Requirements

Both hotels will provide adequate conference room space to accommodate up to all participants, with wheelchair access and ADA accessibility for event registration, team breakout groups and awards presentations.

Audio Visual: Both clinics will require full AV setup in the ball room on Monday evening and Thursday evening before 5pm for our opening and closing ceremonies. Thursday for closing we will present awards and will be showing a slide show and both facilities should provide a projector and screen for this purpose.

PRICE/COST SCHEDULE

WINTER CLINIC January 12th - 17th, 2025 Hilton Garden Inn Hanover Lebanon

Line Item Room Nights Unit Cost per room (per diem rate) Total

1 130 EA

Lodging for volunteers for VA New England Adaptive Winter Sports Clinic. Cost of rooms shall not exceed the Per Diem Rate per room per night: 10 Rooms on Sunday, 01/12/2025 for setup volunteers/advanced party. 30 rooms per night (double beds) from 1/13/25 – 1/17/25 VA is a tax-free entity and no room or lodging taxes should be included.

In addition to the 130 room nights for our volunteers, the hotel must also have a block of self pay rooms for our Veterans, which must include all ADA accessible rooms in the hotel. Total number of room nights – 142 (6 x 1 + 34 x 4). Total number of rooms – up to 34. These must include all handicap accessible rooms for Veterans to reserve during the same period. These rooms are private pay but should be included at the per diem rate + applicable taxes.

Line Item

Meeting Space and AV Setup Unit Cost Total

2 1 EA

The facility will setup and make available Ballroom space for use during registration, opening and closing ceremonies, and throughout the duration of the event for clinic use and storage. Full AV setup should be provided by the facility for the opening (1/13/25) and closing ceremonies (1/16/25). Closing ceremonies will require a slideshow projector and projection screen.

Line Item Breakfasts Unit Cost per meal Total

3 400 EA

The facility will provide catered breakfasts for up to 100 participants (Volunteers and Veterans) Tuesday - Friday of the event (1/14/25 - 1/17/25). The breakfast meals are not to exceed the per diem rate.

Line Item Dinners Unit Cost per meal Total

4 460 EA

The facility will provide catered dinners in the following quantities and type:

Tuesday and Wednesday (1/14/25 and 1/15/25) - Buffet Dinner for 100 participants per day (100 x 2 = 200 buffet meals) Monday and Thursday (1/13/25 and 1/16/25) - For Open and Closing Ceremonies, plated dinners for 130 participants per meal (130 x 2 = 260 plated dinners). The costs for plated and buffet meals are not to exceed the per diem rate.

Line Item Boxed Lunches Unit Cost per meal Total

5 55 EA

Facility will provide up to 55 boxed lunches as required for Volunteers and Veterans who are unable to travel to the adaptive sports venues for medical or other reasons. Lunches should not exceed per diem rate.

Line Item

M&D Management Fee

Unit Line Item Cost Total

6 1 EA

M&D Contract management Fee

7 1 EA

M&D on-site management and contract oversight. A representative from M&D will be onsite for the entirety of the clinic to deal with any specific contract related issues or concerns. This will allow the clinic personnel to deal directly with patient care only.

SUMMER CLINIC JUL 20th - 25th, 2025 CROWN PLAZA HOTEL, WARWICK, RI Line Item Number of Nights Unit Cost per night (per diem rate) Total

8 178 EA

Lodging for volunteers for VA New England Adaptive Summer Sports Clinic. Cost of rooms shall not exceed the Per Diem Rate per room per night: 10 rooms on Sunday 7/20/25 for clinic setup volunteers and advanced party (10 rooms x 1 night = 10 room nights). 42 total volunteer rooms for Monday - Friday of the clinic (7/21/25 - 7/25/25), 42 rooms x 4 nights - 168 room nights + 10 room nights = 178 total room nights for volunteers.

In addition, the hotel must provide 173 room nights, 5 rooms on 7/20/25, and 42 total rooms for 7/21/25 - 7/25/25 (5 rooms x 1 night + 42 rooms x 4 nights = 173 self-pay rooms nights for Veterans of the clinic to accommodate Veterans on a self-pay basis (to include all handicap accessible rooms). These rooms are private pay but should be included at the per diem rate + applicable taxes.

Line Item Meeting Space and AV Setup Unit Cost for room rental Total

9 1 EA

The facility will setup and make available Ballroom space for use during registration, opening and closing ceremonies, and throughout the duration of the event for clinic use and storage. Full AV setup should be provided by the facility for the opening (7/21/25) and closing (7/24/25) ceremonies. Closing ceremonies will require a slideshow projector and projection screen.

Line Item Breakfasts Unit Cost per meal Total

10 460 EA

The facility will provide catered breakfasts for up to 120 participants per day, Tuesday - Thursday (7/21/25 - 7/24/25). The breakfasts will not exceed the per diem rate per meal.

Line Item Dinners Unit Cost per meal Total

11 460 EA

The facility will provide catered dinners of the following types on the following dates:

17/22/25 and 7/23/25 - buffet dinner for up to 100 participants per meal (200 total) 7/21/25 and 7/24/25 - Opening and Closing Ceremonies will be plated dinners for up to 130 participants per meal (130 x 2 = 260 total plated dinners). Dinners will not exceed the per diem rate per meal.

Line Item Gluten Free Dinner Unit Cost per meal Total

12 10 EA

An additional cost is required to provide the gluten free dinner options required to meet dietary restrictions of participants.

Line Item Management Fee Unit Cost per meal Total

13 1 EA

M&D contract management fee

Line Item On-site Management Unit Cost per meal Total

14 1 EA

M&D on-site management and contract oversight. A representative from M&D will be onsite for the entirety of the clinic to deal with any specific contract related issues or concerns. This will allow the clinic personnel to deal directly with patient care only.

TOTAL CONTRACT COST