Statement Of Work Lodging Puget Sound.docx

STATEMENT OF WORK (SOW) TRANSPLANT HOUSING

The VA Puget Sound Healthcare System (VAPSHCS) provides temporary, overnight lodging in accordance with VHA Directive 2012-018 Solid Organ and Bone Marrow Transplantation for patients who receive lung and bone marrow transplantation at VAPSHCS. Temporary, overnight lodging is primarily provided in contracted community hotels or motels in the Seattle metro area.

The VAPSHCS is a national referral center for lung and bone marrow transplantation and has utilized contracted community hotels or motels to support the transplant care of the patient, caregiver and donor when applicable. VAPSHCS currently provides approximately 11,000 nights of lodging for Veterans, caregivers and donors when applicable per month for associated transplant care. Two hotels/motels are required for backup and redundancy. This service is required to continue to provide this support for Veterans traveling across the United States for transplantation at VAPSHCS.

1. Scope.

The contractor will provide hotel/motel lodging located within a twelve (12) mile radius of VAPSHCS’s main hospital campus located at 1660 S. Columbian Way, Seattle, WA 98108.

2. Specific Tasks Task 1 – Provide Hotel/Motel Rooms for Overnight Lodging

5. One of the two following are required:

A. Two bedroom accommodations or single adjoining rooms for Veterans or patients (determined by VA Puget Sound Staff to require this arrangement) lodging.

B. One bedroom or studio accommodations for Veterans or patients (determined by VA Puget Sound Staff to require this arrangement) lodging.

6. The rooms will require a minimum of weekly cleaning services without additional charges for linens required in between cleanings.

9. Dogs or cats are allowed per hotel/motel policy. Any associated deposits or damage will be paid by the occupant. Preference given to a pet friendly hotel/motel.

11. Notification of capping or no capping during peak season.

12. Hotel/Motel facility and rooms must be located within close proximity to the VAPSHCS and must have close proximity to public transportation and restaurants. Provide location of the lodging to be used in this contract, how far it is from the VAPSHCS and location of public transit and restaurants and distance to hotel/motel.

b. Room Rates

1. Daily room rates will include all applicable fees, and any other no-charge services offered to guests of the hotel/motel. The room rate will cover reservations for Single Occupancy and for Double Occupancy. The Veteran will be allowed their caregiver and/or attendant to stay in the same room with them. An additional room for a donor is allowed. Additional rooms are the sole responsibility of the Veteran or the caregiver, and/or attendant, and will not be at VAPSHCS’ expense.

2. Daily room rates will include changes of linens and toiletries, and a minimum of weekly housekeeping service.

Task 2 – Provide Shuttle Service

d. Shuttle Service Requirements

1. Contractor will provide shuttle service for authorized lodgers and their caregiver, donor, and/or attendant to and from the VAPSHCS facility providing the scheduled medical care. Shuttle service will be offered seven (7) days per week at least four times daily.

2. Shuttle service will be provided to local shopping.

3. Additional shuttle service may be required as determined and/or needed for patient transportation. Determination will be made by transplant staff in consultation with hotel/motel staff.

Task 3 – Provide Lodging Lists

The Contractor will provide a Lodging List to designated transplant staff on the first business day of each week for verification and validation. The Lodging List will be electronically communicated and will include the names, dates of lodging, and room rate for each authorized stay that occurred the prior business week through the weekend. If there are discrepancies between the Contractor’s Weekly Lodging List and designated transplant staff’s authorization records, the Contractor and designated transplant staff will review and clarify discrepancies.

Task 4 – Provide Billing Invoices

The contractor will provide a Billing Invoice to designated transplant staff on or before the fifth business day of the month for verification and validation. The Billing Invoice will be electronically communicated and will include the names, dates of lodgings, room rate for each lodger, and total monthly invoice amount for all authorized stays that occurred during the prior month. If there are discrepancies between the Contractor’s Billing Invoice and designated transplant staff’s authorization records, the Contractor and the designated transplant staff will review and clarify discrepancies. Upon concurrence from the designated transplant staff, the Contractor will submit the billing invoice to Austin for payment.

VAPSHCS will only pay for authorized rooms and nights of lodging. If a Veteran or a person accompanying the Veteran elects to remain in the hotel/motel room beyond the authorized time period, payment for the additional nights will be the sole responsibility of the Veteran or the Veteran’s companion. In the event a VA referred occupant checks out of the hotel/motel before completing an authorized stay, the Contractor will notify designated transplant staff. VAPSHCS will only pay for nights occupied.

The Veteran lodging with the Contractor is responsible for any and all additional amenities, to include, but not limited to room service, pay-per-view movies, alcoholic beverages, snacks, and/or meals not included in the basic room rate. VAPSHCS will not accept billing for any associated lodging amenities.

Veterans and/or their companion are responsible for any damages to rooms or property due to their actions or inactions. Hotels/motels may charge lodgers directly for such damages. VAPSHCS will not accept billing for any damages to rooms or property.

3. Performance Monitoring

Designated transplant staff (Point of Contact – POC) and Contracting Officer Representative (COR) will monitor contractor performance and certify the work is done in accordance with the contract. The COR will assure contractor performance through availability of lodging rooms, timeliness and accuracy of billing statements, inspections of contractor’s site, and customer satisfaction reports made to Transplant Staff or VAPSHCS Patient Advocates. The following criteria will be monitored to ensure satisfactory technical performance:

c. Provide proof that hotel/motel facility and rooms 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 will comply with the applicable and current National Fire Protection Association (NFPA) Life Safety Code and Americans with Disabilities Act (ADA) guidelines. Heating, electrical, sanitation and fire safety must all meet ADA and State of Washington requirements. Contractor must provide proof.

The contractor employees will not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees will require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required.

5. Government-Furnished Information (GFI)

Government-Furnished Information includes a Lodging Authorization Form for each authorized stay.

6. Other Pertinent Information or Special Considerations

Restaurants – The Contractor’s site must be conveniently located near and easily accessible to restaurants, convenience, and retail stores for food and incidental shopping.

7. Risk Control

8. Place of Performance

Overnight, temporary lodging will be provided at the contractor’s site.

9. Period of Performance The performance period is for FY20, 10/1/2019 through 9/30/19 with a requested additional 5 option years.

10 Privacy

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor 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 VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

c. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy 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/subcontractor has access.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

11 Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

1. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

1. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

1. 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 by the Freedom of Information Act.

1. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

1. The Government Agency owns the rights to all data/records produced as part of this contract.

1. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

1. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

1. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

1. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Records Management Language for Contracts Required The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.