STATEMENT OF WORK VETERAN LODGING PROGRAM.docx

STATEMENT OF WORK VETERAN LODGING PROGRAM

MONTANA VA HEALTH CARE SYSTEM (MTVAHCS)

Contractor shall provide all facilities, labor, materials, insurance, licenses, and equipment as needed to provide Hotel/Motel lodging for authorized Veteran beneficiaries, aka Veteran. This contract shall be for one base year with 4 option years.

1. Background:

The VA Lodging Program is designated for lodging to eligible Veterans receiving care through MTVAHCS. The Hotel/Motel facility shall furnish lodging services to eligible Veterans in accordance with the terms and conditions listed herein. In addition, the Hotel/Motel facility shall be located within 10 miles of the MTVAHCS medical center or the Customer Based Outpatient Clinic (CBOC) where the appointment is located at.

2. General Requirements/Qualifications:

a. Proposals will be considered only from offerors who are regularly established in the business called for, and who are financially responsible and have the necessary equipment and personnel to furnish service in the volume required for all the items under this contract. Successful offeror shall meet all requirements of federal, state, and city codes regarding operations of this type of service.

b. To be eligible for award under this solicitation, offeror must propose for use a facility that is compliant with the following requirements:

▪ Hotel and Motel Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et. Seq.)

▪ U.S. Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/serach.cfm. (Offers proposing facilities that are not listed will be rejected as non-responsive.)

▪ National Fire Protection Association (NFPA) 101, Chapter 29, Life-Safety Code found at https://www.nfpa.org

▪ The Americans With Disabilities Act (Public Law 101-336) (42 U.S.C. 12101 et. Seq.).

▪ City, county, and state fire codes by having passed their most recent fire inspection and having corrected all negative findings within required timeframes.

c. Only hotel/motels that fully meet the requirements, and provide items as listed above, may respond to this solicitation. Award will be made to the offeror determined to be best value to the government.

3. Orders:

a. The Veteran will be referred to the Hotel/Motel by authorized MTVAHCS staff. Veterans using this benefit must be medically stable and capable of self-care. The Veteran must also be able to stay in an unsupervised setting or be accompanied by a caregiver that is able to provide the necessary care needed.

b. MTVAHCS referral/registration staff will provide the number of nights the Veteran is authorized to stay. All unauthorized nights are the financial responsibility of the Veteran, and there will be no additional charges to the VA.

c. Rooms must be available within a maximum of 60 minutes of call from the VA. When required, handicap rooms must be made available and accessible.

d. Hotel/Motel facilities shall be in a safe location. The rooms are to accommodate those Veterans who travel long distances for appointments, and/or treatments. Only patients normally discharged to their home will be considered for lodging.

e. Vendor shall guarantee MTVAHCS a pre-determined number of rooms set by the scope of work. After 5:00 pm each day, all unreserved rooms, except for three (3), will automatically be released to the contractor. MTVAHCS shall not be financially obligated to pay for rooms that are not used.

4. Number of Patients:

One spouse, caregiver, family member and/or service animal of veteran, will be permitted to stay in the same room at NO ADDITIONAL CHARGE to the Veteran, or to MTVAHCS. No lodging fees will be charged to the Veteran, except for expenses incurred in addition to those covered by the Hotel/Motel contract. VAMTHCS will not be held responsible for any additional unauthorized charges, (e.g. unauthorized meals, damages, movie channels, room services, long distance calls, unauthorized pets, unauthorized smoking, etc.). Additional charges shall be the responsibility of the room occupant(s).

5. Contractor Requirements:

a. The Hotel/Motel facility shall be within the city limits of the listed locations below. Rooms can be single and/or double occupancy with an estimated twenty-five (25) furnished hotel rooms per day, to include five (5) American with Disabilities Act (ADA) compliant, split between all fifteen (15) locations. One (1) of the ADA compliant rooms shall have a roll-in shower at the Fort Harrison and Billings locations. Hotel/Motel must be able to provide a minimum of 75% of rooms that have a strict no smoking policy.

VA MONTANA HEALTHCARE SYSTEM

VA HOSPITAL – FORT HARRISON

3687 Veterans Drive Fort Harrison MT 59634 Phone – (406)442-6410,(406)447-7707

CBOC – ANACONDA

118 East 7th St, Suite 2A Anaconda MT 59711 Phone: (406)496-3000

CBOC - BILLINGS

1766 Majestic Lane Billings MT 59102 Phone: (406)373-3500

CBOC – CUT BANK

#8 2nd Ave SE Cut Bank MT 59427 Phone: (406)873-9047

CBOC - GLASGOW

630 Second Ave South, Suite A Glasgow MT 59230 Phone: (406)228-4101

CBOC - HAMILTON

299 Fairgrounds Suite A Hamilton MT 59840 Phone: (406)363-3352

CBOC - HAVRE

130 13th Street, Suite 1 Havre MT 59501 Phone: (406)265-4304

CBOC - LEWISTOWN

629 NE Main St, Suite 1 Billings MT 59457 Phone: (406)535-4790

CBOC - PLENTYWOOD

440 West Laurel Ave Plentywood MT 59254 Phone: (406)765-3719

CBOC - BOZEMAN

300 N. Wilson, Suite 703G Lewistown MT 59102 Phone: (406)373-3500

CBOC - GLENDIVE

1766 Majestic Lane Billings MT 59102 Phone: (406)373-3500

CBOC – GREAT FALLS

1417 9th Street South, Suite 200 & 300 Great Falls MT 59405 Phone: (406)791-3200

CBOC - KALISPELL

690 North Meridian Road, Suite 101 Kalispell MT 59901 Phone: (406)257-7308

CBOC - MISSOULA

2687 Palmer St, Suite C Missoula MT 59808 Phone: (406)493-3700

CLC/CBOC – MILES CITY

210 S. Winchester Miles City MT 59301 Phone: (406)874-5600

b. A telephone shall be provided in each room providing local calls service. Local calls are to be included in the Hotel/Motel rate. Long distance calls will be the responsibility of the veteran.

c. Parking on site of the Hotel/Motel shall be available, and handicap parking will be within close proximity of entrance.

d. The Contractor shall provide a standardized customer satisfaction survey which will allow a mechanism to gather input from veterans lodged at the Hotel/Motel facilities under this contract. This survey will be reviewed and approved by the Contracting Officer’s Representative (COR) and Administrative Officer of the Day (AOD) supervisor prior to vendor’s use. The customer satisfaction survey will provide specific standards are being measured and met by the Hotel/Motel. For example: cleanliness of rooms, courtesy of desk clerks and hotel staff, appropriateness of the room assigned (i.e. handicap accessible). Survey results will be forwarded electronically to the COR on a monthly basis. Hotel/Motel facility is required to maintain hard copies of the survey results for the purpose of audit.

e. The government reserves the right, at any time before and after contract award, and during the term of the contract, to inspect available rooms and all other areas of the complex. This access is necessary to ensure a safe and healthy environment for our Veteran occupants.

f. Cleanliness: Floors (including under the bed), baseboards, corners, and wall edges shall be free of dirt, dust, and debris. Glass and mirrors shall have no traces of film, dirt, smudges, or water. Stairways shall be free of dirt, debris, marks, smudges, scuffs, and other foreign matter. Carpets shall not be torn, will be free of dirt, debris, litter, other foreign matter, and shall be securely installed to avoid tripping hazards. Window treatments shall be free of stain, dust, and mold. Ceiling tiles and light fixtures shall be free of stain and mold. Restrooms shall be disinfected, free of dirt, deposits, streaks, and odors. Showers shall be disinfected and free of soap films, scum and other deposits. Linen items shall be free of any visible wear (e.g tears or fraying). They must be clean and free of stains.

g. Pest Management – There shall be no observation of roaches, ants, spiders, or any other pest/vermin that will cause an unhealthy environment.

6. Room Rates:

a. All rooms will be charged at the same rate regardless of the time of, or type of, room reservation. The VA reserves the right to request additional rooms; however, as part of the competitive process, the contractor must propose as part of his/her offer, any rates above and beyond the daily room requirement. Room rates shall be calculated at checkout time/date. Any late checkouts shall be the Veteran’s responsibility.

b. The VA is a federal government department and is tax exempt. At the issuance of this contract a copy of the state tax exemption form will be provided.

7. Reservations:

All reservations will be made and cancelled by personnel of MTVAHCS lodging program. The following information will be provided: name of guest, address, arrival/departure date (length of stay), and type of room (i.e.) handicap verses non handicap, and number of rooms. Hotel/Motel is not to accept reservations for MTVAHCS patient lodging unless the reservation has been requested through the MTVAHCS lodging program, or other authorized staff (e.g. Social Worker, Homeless Program) and has been provided a MTVAHCS reservation code. In case of overbooking, the Hotel/Motel personnel will lodge Veterans in another commercial hotel that meets the standards set forth and at no additional expense to the individual or MTVAHCS.

8. Check-In:

Upon arrival, Veterans are required to provide the front desk a valid picture ID as well as their full name and address. At check in, Veteran will receive an explanation of the fire/safety plan and a room folio shall be shown to the Veteran. Check-in will be allowed at least by 3:00 p.m., and required check-out no earlier than 11:00 a.m.

9. Cancellations:

Any reserved room may be cancelled prior to 5:00 pm the night of the reservation by MTVAHCS staff. Cancellations after 5:00pm will be at the expense of the MTVAHCS.

10. Billing:

Each billing invoice shall include the contract number, name of the Veteran, dates of service, the Hotel/Motel name, and price of room. A copy will be emailed to the COR at MTVAHCS to verify accuracy, and if needed, COR will notify contractor with a list of discrepancies. After all discrepancies have been addressed to the satisfaction of both the contractor and COR, payment will be requested by the contractor through the electronic government payment system. The contractor shall be paid monthly in arrears upon receipt of a properly executed invoice. The room rate per night shall not include city, state or federal sales tax, which MTVAHCS is exempt from paying.

11. Extended Stay:

Extension of stay resulting in additional nights outside of what was authorized by MTVAHCS personnel, shall be at the expense of the Veteran. In the event that a Veteran is admitted, or stays overnight in the VA facility, family members or guests in the contracted Hotel/Motel facility may retain the room at their own expense unless special permission has been granted, prior to the stay, by authorized personnel at MTVAHCS.

12. Alternate Accommodations:

In the event accommodations are not available upon notification of arrival of Veteran, the Hotel/Motel shall be responsible for providing an alternate Hotel/Motel of like quality, and same pricing, and in a timely manner from an approved partner. The contractor will notify the VA representative on the contact listing of the reservation change, if it is made after 4:30 pm or on weekends.

13. Transportation/Parking:

Neither the VA, nor the Veteran, will be responsible for any parking fees at the contracted hotel. Upon request, and if available, the Hotel/Motel will provide a shuttle service, at no cost to the Veteran or the VA, for the Veteran to get to their scheduled surgical/medical appointment.

14. Locations: See Attached VA Montana Medical Center and CBOC’S

15. Information Security/Privacy:

The C&A requirements do not apply, a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures. Contractor will provide security/privacy training to all Hotel/Motel staff.

16. Quality Assurance:

Contractor shall have a Quality Control plan (QC) with Hotel/Motels, designed to monitor quality in provided services. The Quality Control plan (QC) shall describe the objective of quality control activities, scope of activities, activities for monitoring and evaluation, methods for reporting results, mechanisms for taking follow-up action and responsibilities of staff for each activity of the quality control program. The program shall include a customer service survey. The quality control plan shall be provided two weeks after award of contract. The plan shall be re-evaluated annually, with exercise of option year, and revised as necessary with a copy provided to the Contracting Office or COR.

17. Patient Emergencies:

In the event a MTVAHCS referred Veteran is in an emergency of any kind, the Hotel/Motel staff shall contact (911) to respond to the emergency. Once the emergency has ended, the Hotel/Motel staff shall immediately contact the COR or the (AOD)at 406-447-6801.

18. Damages:

VAMTHCS must be notified immediately when any damages have occurred.

The damages shall be properly documented by the Hotel/Motel staff and submitted to VAMTHCS, to include pictures, video and invoices, within three (3) days. The Veteran is responsible for all damages incurred by them or their spouse, caregiver, or family member staying with them.

19. Contractor and Representatives Conduct: The VA places the highest priority on the treatment of its Veterans. The Contractor, Hotel/Motel facilities, employees, and Contractor’s representatives shall treat Veterans with respect, concern, and professionalism to uphold the dignity earned as a United States Veteran. All communication both verbal and non-verbal by the Contractor and/or representative personnel, with and in the presence of the veteran, shall be conducted in a professional manner. Failure to comply with this provision may be grounds for default.

20. Inspection Prior to Award:

MTVAHCS representatives reserve the right to thoroughly inspect and investigate the establishment, facilities, business reputation, and other qualifications of any offeror, and to reject any offer, irrespective of price.

21. Problem Resolution:

a. Contractor shall provide the COR with a list of key personnel, including name and telephone number, that are responsible for problem resolution under this contract.

b. Contractor shall refer complaints received directly from Veterans to the COR.

22. Contract Changes:

a. The Contracting Officer is responsible for the administration of this contract. The Contracting Officer is the only individual authorized, to the extent indicated in this contract, to act on behalf of the Government, which may result in changes in the contract terms, to include deviations from the statement of work, details, and performance schedules.

b. Communications pertaining to contractual matters shall be addressed to the Contracting Officer. No changes in or deviation from the scope of work shall be affected without a written modification to the contract executed by the Contracting Officer. No oral statements of any person whosoever will in any matter or degree, modify or otherwise affect the terms of this contract.

c. The Contracting Officer does, however, reserve the right to designate one or more representatives to act in a capacity of furnishing technical guidance. A copy of the COR designation will be furnished to the Contractor.

23. Health Insurance Portability and Accountability Act of 1996 (HIPAA):

In accordance with 45 CFR 164.502(e), the Privacy Rule includes exceptions to the Business Associate standard. This contract and its requirements meet the following exception and does not require a Business Associate Agreement for Covered Entity to disclose Protected Health Information to: Veteran’s lodging. Based on this exception, a Business Associate Agreement is not required for this contract.

24. Contract Administration:

The Contractor shall contact the Contracting Officer on all matters pertaining to administration. Contact the COR for all other matters, i.e. payment, usage, etc. Only the Contracting Officer is authorized to make commitments or issue changes that will affect the price, quantity, quality, or delivery terms of this contract.