Hotel/Motel Services

Added: Aug 23, 2015 12:07 pm Modified: Aug 25, 2015 10:18 amTrack Changes This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Solicitation number is VA248-15-Q-1492 and is issued as a Request for Quote (RFQ). This solicitation documents and incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-76, effective 25 August 2014. This solicitation starts 08/23/2015 and will end 09/08/2015 at 16:00 pm EST and is set aside for 100% small business

Network Contracting Activity 8 - Service Area Office -East intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract with Firm Fixed Price contract line items (CLIN) for a service contract for 24/7, Sunday through Thursday, Hotel/Motel Services consisting of fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms for authorized eligible Veterans. This procurement is being conducted under the FAR part 13 and simplified acquisition procedures apply. The intent is to award an IDIQ Firm-Fixed Price service contract with a Period Of performance of 10/1/2015 to 9/30/2016.

The North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $32.5 million. This procurement is a total small business set-aside and all eligible offerors may submit quotes. All offerors shall be registered in the System for Award Management (SAM) at https://www.sam.gov and www.vetbiz.gov to be considered for an award of a federal contract. The record shall be complete and not missing elements such as representations and certifications.

All contractors interested in providing these services must be received by September 9, 2015, 1600 hours (4pm) EST to Annette Whitfield at annette.whitfieldz@va.gov . No telephonic request for information will be entertained. The deadline for questions is September 2, 2015. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website should submit (http://fedbizopps.cos.com/).

The following Contract Line Items (CLINS) are applicable to this requirement. For detailed service description review the attached SOW. Primary FOB location is Bay Pines VA Healthcare System.

SCHEDULE OF SERVICES

The contractor shall be responsible for providing 24-7, Sunday through Thursday, Hotel/Motel Services consisting of fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms in accordance with the terms and conditions herein. Contractors shall quote prices for all of the following Contract Line Item Number(s):









CLIN DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL

0001 Fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms.



Total estimate of 17 rooms per day.



Estimated Period of Performance: 10/1/2015 to 9/30/2016 261 Day

1001 Fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms.



Total estimate of 17 rooms per day.



Estimated Period of Performance: 10/1/2016 to 9/30/2017 261 Day



Scope of Work

The C.W. Bill Young VA Medical Center (CWBYVAMC) intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract with firm fixed pricing line items to provide up to fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms for authorized eligible Veterans. There are an estimated total of seventeen (17) rooms needed per day. The contractor shall be within a 15 miles or 30 minutes distance of the CWBYVAMC located at 10000 Bay Pines Blvd., Bay Pines, Florida.



Place of Performance

Hotel/Motel services for CWBYVAMC.



Background

Social Work Service of the Bay Pines VA Healthcare System requires a contractor to provide Hotel/Motel Services. The Lodging Program is designated for lodging furnished to eligible veterans receiving VA health care services to include Compensation and Pension examinations, or services in connection with a Compensation and Pension examination. Hotel/Motel Services is the term used for rooms to accommodate those veterans who may need to travel more than 50 miles for early morning evaluation before, during and after treatment is received



General Requirements

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.

The rooms are to accommodate those veterans who may have to travel long distances for evaluation before, during, and after treatment received, (i.e., for less than 24-hour pre-operative/intervention or post-operative follow-up for Ambulatory Surgery, Nuclear Medicine, MRI, GI, ophthalmology, oncology, and other medical specialties as the need arises). Only patients normally discharged to their home will be considered for lodging. Hotel or motel shall be in a safe environment and located within a 15 miles radius or 30 minutes of the CWBYVAMC.



Terms of Contract

The period of performance will be from date of award, with one (1) one-year option period.

Room Requirements

a. Daily room rates shall include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel.

b. All ADA rooms shall comply with the applicable NFPA 101 and ADA guidelines.



c. Telephone Service Requirements:



1. Contractor shall provide local area, touch-tone, telephone service (no deposit required) for each room with long distance lockout to prevent additional charges to the room. The telephone service may be capable of long distance when calls are placed using a calling card or other telephone charge method.



2. Telephone service shall be provided in each room, equipped with voice messaging system or front desk message service.

d. The hotel/motel 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.



e. The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services with a minimum of clock radio, refrigerator, local phone access (no deposits required) and TV with basic cable service.



f. All rooms shall be non-smoking rooms. As these rooms are contracted by the CWBYVAMC and are non-smoking rooms, smoking will not be permitted in these rooms. Anyone found doing so would be barred from the Lodging Program. The Offeror will provide a "designated smoking area" with proper signage. No liquor, drugs, or disrupted behavior will be tolerated in these rooms at any time, as they are contracted by the CWBYVAMC and anyone found doing so will be asked to leave and will be barred from The Lodging Program. Any damages or cleaning cost will be at the veteran's expense.



g. Rooms must be neat and clean upon veterans check-in.









Room Reservations



a. Room reservations, room occupancy, and room payment will be on the following basis:



(1) The Contractor shall allow contracted rooms to be occupied only by specific individual referred by the Hotel/Motel Services Coordinator or designee of the CWBYVAMC. The Hotel/Motel Services Coordinator or designee will inform the Contractor of each individual's name and the expected arrival time at the Contractor's motel/hotel.

(2) Services shall be performed twenty-four (24) hours per day, five (5) days per week. The Contractor shall use check in and check out times agreed upon by CWBYVAMC and Contractor.

(3) Services shall be provided on all 10 Federal Holidays, observed by the Federal Government, plus any other day specifically declared by the President of the United States:



New Year's Day Labor Day

Martin Luther King Jr. Day Columbus Day

Presidents' Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day



b. The authorized dates and length of stay will be documented on the CWBYVAMC authorization sheets and faxed to the Contractor by the Hotel/Motel Services Coordinator or designee. In the event that a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the Hotel/Motel Services Coordinator or designee. In addition, if a VA referred occupant checks out of the hotel/motel without prior notice from the VA, the contractor shall immediately notify the Hotel/Motel Services Coordinator or designee at the VA.



c. Each business day this facility and the contractor will reconcile the number of rooms in use, names of authorized individuals and their assigned room numbers. This will be done via fax between the contractor and the Hotel/Motel Services Coordinator or designee. The fax number will be given upon award.



Critical Events/Patient Emergencies

In the event a VA referred occupant is in an emergency situation of any kind, the Contractor shall contact the 911 emergency medical services to respond to the emergency. The incident is also to be reported no later than one (1) hour from the time of learning of the incident to Bay Pines VA Healthcare System staff.

If a critical event occurs during normal business hours, please continue to follow the procedure of notifying your identified liaison, or their designated representative by telephone. However, in the event that a critical incident occurs after normal business hours of 8:00 a.m. to 4:30 p.m., please contact the Administrator on Duty (AOD) by telephone at 727-410-7925.





General Building Requirements and Specifications

a. Fire Safety:



(1) Buildings in which space is offered shall be evaluated in accordance with latest editions of the

a. The standards of the Life Safety Code (National Fire Protection Association (NFPA) #101);



b. The fire and safety code imposed by the State Law; and



c. City, State, and Federal requirements concerning licensing and health codes



(2) Equipment, services, or 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.

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



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

(4) Wheelchair Accessibility. Rooms will be wheelchair accessible. Common areas such as hallways shall provide for accessible path of travel for wheelchairs.



(5) Elevators: If elevators are a part of the room complex, they 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.



(6) Miscellaneous: 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 VA at least seven (7) calendar days in advance of the event.



(7) Inspection: The Government reserves the right, at any time before and after contract award and during the term of the contract, to inspect the rooms and all other areas of the complex access to which is necessary to ensure a safe and healthy environment for the VA referred occupants.









Quality Assurance

Contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and cleanliness of rooms, accessibility and resolve identified problems. The written plan shall delineate the objective of the quality assurance activities, scope of the 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 assurance program. The objectives, scope, organization, and effectiveness of the quality assurance plan shall be evaluated at least annually and revised as necessary.

Reports

(1) Contractor shall provide to the Contracting Officer's Representative (COR) monthly reports on their customer service surveys to include any specific issues/problems for that month along with their solutions to correct any issues.



(2) Contractor shall provide to the COR quarterly activity reports, with the following information:



" Number of complaints regarding wheelchair (special mode) accessibility noted by veterans, and/or, others who accompany a veteran and provide equivalent of familial support.



" Number of complaints regarding rooms not clean upon check-in noted by Veterans, and/or, others who accompany veterans and provide equivalent of familial support.



" Number of complaints noting none working available electronic equipment in veterans' room such as the clock alarm, lighting, television, etc.



Customer Service



The Contractor shall provide all complaints noted by veterans, and/or, others who accompany the veteran and provide equivalent of family support.

PERFORMANCE STANDARD AND QUALITY STANDARDS



Performance Standard Quality Standard Incentives Surveillance Method

2 Rooms ADA Compliant





100% of both ADA compliant Negative Incentive:

" 100 % price reduction per room not ADA compliant

" Finds/Pays full night's stay to have another hotel with ADA compliant

Random visits of five (5) times during each quarter. Results reported during quarterly QA meetings

Rooms clean at time of veterans check-in.













98 % of all rooms available for occupancy that are clean at time of veterans check-in Negative Incentive:

" 10 % price reduction per room not clean or available for occupancy within 15 minutes at time veterans checks-in

" 30% price reduction per room not clean or available for occupancy within 30 minutes of veterans check-in time

" Termination for Cause for another room not available for occupancy due to cleanliness at time of check-in falls under 97 % Random visits of five (5) times during each quarter. Results reported during quarterly QA meetings



The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR) provisions and clauses are applicable to this acquisition and are available for view at: http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm

FAR Provisions:

52.202-1 Definitions (Nov 2013)

52.204-5 Women-Owned Business (Other Than Small Business) (Oct 2014)

52.204-7 System for Award Management (JUL 2013)

52.204-8 Annual Representations and Certifications (Nov 2014)

52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013)

52.209-7 Information Regarding Responsibility Matters (JUL 2013)

52.212-1 Instructions to Offerors- Commercial Items (JUL 2013)



QUOTATION SUBMISSION

Offerors shall submit quotes electronically by the date and time in accordance with the Request for Quote instructions. The Offerors quote shall consist of three (3) volumes: Volume I -Technical; Volume II - Past Performance; and Volume III - Price.



Offerors responses shall be submitted in accordance with the following instructions:



a) Format. The proposal submission shall be clearly indexed and logically assembled. All pages of each index shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count is 25. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1") each. Font size shall be no smaller than 12-point using Arial, Calibri, or Times New Roman fonts. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line.



Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror's page limitations unless otherwise indicated.



Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.



b) File Packaging. Files may be compressed (zipped) into one file entitled "quote.zip" using a file compression program (i.e. WinZip) or quote files may be submitted individually.



c) Content Requirements. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.



52.212-2 Evaluation-Commercial Items (JAN 1999)

The Government will award a firm fixed priced Delivery Order Task Order to the responsible offeror who is the lowest priced technically acceptable. In order to be rated Technically Acceptable all technical factors shall be rated as pass. Offeror shall demonstrate their ability to meet these factors with their offer in accordance with Paragraphs A - B below, and offers shall meet the minimum qualifications below in order to be evaluated. Technical acceptability is rated as pass or fail based on the following:



A. Technical.



1) Shall list and document all room: furnishing, dimensions, rates, availability, and distance from Bay Pines VA Healthcare System as specified in the SOW.

2) Shall provide documentation of compliance with ADA, Fire Safety, and building codes.

3) Shall proof of insurance required by County, State, and Federal for fire, flood, theft, and Liability.

4) Shall provide a list of key personnel:

Managers

Assistant Managers

Accounts Managers

Hospitality Managers



B. Past Performance.



Offerors shall provide a minimum of three (3) identified references when submitting their quote. Emphasis will be on recent, relevant past performance. Recent is defined as work performed within the last three years. Relevant is defined as work similar in size and scope of the work described in the Statement of Work (SOW).



C. Price.



The offeror shall complete the Price/Schedule for and submit a breakdown that shows the basis for pricing including: equipment, operating supplies, and any additional costs.

FAR Provisions:

52.212-3 Certifications and & Representations (NOV 2013)

52.216-1 Type of Contract (APR 1984)

The Government contemplates award of a Firm-Fixed Priced contract resulting from this solicitation.

52.233-2 Service of Protest (SEP 2006)

VAAR Provisions:

852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009)

852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008)

852.233-71 Alternative Protest Procedure (JAN 1998)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

852.270-1 Representatives of Contracting Officers (JAN 2008)

852.273-74 Award Without Exchanges (JAN 2003)

FAR Clauses:

52.203-5 Covenant Against Contingent Fees (May 2014)



52.203-6 Restrictions on Subcontractor Sales to the Government. (Sep 2006)



52.203-7 Anti-Kickback Procedures (May 2014)



52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform

Employees of Whistleblower Rights (Apr 2014)



52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)

52.204-9 Personal Identity Verification of Contractor Personnel

52.212-4 Contract Terms and Conditions- Commercial Items (SEP 2013)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (SEP 2013)

o 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2013)

o 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (AUG 2013)

o 52.222-3 Convict Labor (JUN 2003)

o 52.222-19 Child Labor - Cooperation with Authorities and Remedies (MAR 2012)

o 52.222-21 Prohibition of Segregated Facilities (FEB 1999)

o 52.222-26 Equal Opportunity (MAR 2007)

o 52.222-35 Equal Opportunity for Veterans (SEP 2010)

o 52.222-36 Affirmative Action for Workers with Disabilities (OCT 2010)

o 52.232-33 Payment by Electronic Funds Transfer- System for Award Management (JUL 2013)

52.232-40 Providing Accelerated Payment to Small Business Subcontractors (DEC 2013)

52.237-3 Indemnification and Medical Liability Insurance (JAN 2008)

52.252-2 Clauses Incorporated by Reference (FEB 1998)

VAAR Clauses:

852.203-70 Commercial Advertising (JAN 2008)

852.203-71 Display of Department of Veterans Affairs hotline poster

852.215-71 Evaluation Factor Commitments (DEC 2009)

852.228-71 Indemnification and Insurance (JAN 2008)

852.232-72 Electronic Submission of Payment Requests (NOV 2012)

852.237-70 Contractor Responsibilities (APR 1984)

Added: Aug 23, 2015 12:07 pm This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

Solicitation number is VA248-15-Q-1492 and is issued as a Request for Quote (RFQ). This solicitation documents and incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-76, effective 25 August 2014. This solicitation starts 08/23/2015 and will end 09/08/2015 at 16:00 pm EST and is set aside for 100% small business

Network Contracting Activity 8 - Service Area Office -East intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract with Firm Fixed Price contract line items (CLIN) for a service contract for 24/7, Sunday through Thursday, Lodgetel services consisting of fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms for authorized eligible Veterans. This procurement is being conducted under the FAR part 13 and simplified acquisition procedures apply. The intent is to award an IDIQ Firm-Fixed Price service contract with a Period Of performance of 10/1/2015 to 9/30/2016.

The North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $32.5 million. This procurement is a total small business set-aside and all eligible offerors may submit quotes. All offerors shall be registered in the System for Award Management (SAM) at https://www.sam.gov and www.vetbiz.gov to be considered for an award of a federal contract. The record shall be complete and not missing elements such as representations and certifications.

All contractors interested in providing these services must be received by September 9, 2015, 1600 hours (4pm) EST to Annette Whitfield at annette.whitfieldz@va.gov . No telephonic request for information will be entertained. The deadline for questions is September 2, 2015. All responses to questions will be posted by way of amendment to this combined synopsis/solicitation to the FedBizOpps website should submit (http://fedbizopps.cos.com/).

The following Contract Line Items (CLINS) are applicable to this requirement. For detailed service description review the attached SOW. Primary FOB location is Bay Pines VA Healthcare System.

SCHEDULE OF SERVICES

The contractor shall be responsible for providing 24-7, Sunday through Thursday, Lodgetel services consisting of fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms in accordance with the terms and conditions herein. Contractors shall quote prices for all of the following Contract Line Item Number(s):









CLIN DESCRIPTION QUANTITY UNIT UNIT PRICE TOTAL

0001 Fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms.



Total estimate of 17 rooms per day.



Estimated Period of Performance: 10/1/2015 to 9/30/2016 261 Day

1001 Fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms.



Total estimate of 17 rooms per day.



Estimated Period of Performance: 10/1/2016 to 9/30/2017 261 Day



Scope of Work

The C.W. Bill Young VA Medical Center (CWBYVAMC) intends to award an Indefinite Delivery Indefinite Quantity (IDIQ) contract with firm fixed pricing line items to provide up to fifteen (15) furnished hotel or motel rooms per day and two (2) American with Disabilities Act (ADA) compliant single occupancy rooms for authorized eligible Veterans. There are an estimated total of seventeen (17) rooms needed per day. The contractor shall be within a 15 miles or 30 minutes distance of the CWBYVAMC located at 10000 Bay Pines Blvd., Bay Pines, Florida.



Place of Performance

Hotel/Motel services for CWBYVAMC.



Background

Social Work Service of the Bay Pines VA Healthcare System requires a contractor to provide Lodgetel service. The Lodgetel Program is designated for lodging furnished to eligible veterans receiving VA health care services to include Compensation and Pension examinations, or services in connection with a Compensation and Pension examination. Lodgetel is the term used for rooms to accommodate those veterans who may need to travel more than 50 miles for early morning evaluation before, during and after treatment is received



General Requirements

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.

The rooms are to accommodate those veterans who may have to travel long distances for evaluation before, during, and after treatment received, (i.e., for less than 24-hour pre-operative/intervention or post-operative follow-up for Ambulatory Surgery, Nuclear Medicine, MRI, GI, ophthalmology, oncology, and other medical specialties as the need arises). Only patients normally discharged to their home will be considered for lodging. Hotel or motel shall be in a safe environment and located within a 15 miles radius or 30 minutes of the CWBYVAMC.



Terms of Contract

The period of performance will be from date of award, with one (1) one-year option period.

Room Requirements

a. Daily room rates shall include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel.

b. All ADA rooms shall comply with the applicable NFPA 101 and ADA guidelines.



c. Telephone Service Requirements:



1. Contractor shall provide local area, touch-tone, telephone service (no deposit required) for each room with long distance lockout to prevent additional charges to the room. The telephone service may be capable of long distance when calls are placed using a calling card or other telephone charge method.



2. Telephone service shall be provided in each room, equipped with voice messaging system or front desk message service.

d. The hotel/motel 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.



e. The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services with a minimum of clock radio, refrigerator, local phone access (no deposits required) and TV with basic cable service.



f. All rooms shall be non-smoking rooms. As these rooms are contracted by the CWBYVAMC and are non-smoking rooms, smoking will not be permitted in these rooms. Anyone found doing so would be barred from the Lodgetel Program. The Offeror will provide a "designated smoking area" with proper signage. No liquor, drugs, or disrupted behavior will be tolerated in these rooms at any time, as they are contracted by the CWBYVAMC and anyone found doing so will be asked to leave and will be barred from The Lodgetel Program. Any damages or cleaning cost will be at the veteran's expense.



g. Rooms must be neat and clean upon veterans check-in.









Room Reservations



a. Room reservations, room occupancy, and room payment will be on the following basis:



(1) The Contractor shall allow contracted rooms to be occupied only by specific individual referred by the Lodgetel Coordinator or designee of the CWBYVAMC. The Lodgetel Coordinator or designee will inform the Contractor of each individual's name and the expected arrival time at the Contractor's motel/hotel.

(2) Services shall be performed twenty-four (24) hours per day, five (5) days per week. The Contractor shall use check in and check out times agreed upon by CWBYVAMC and Contractor.

(3) Services shall be provided on all 10 Federal Holidays, observed by the Federal Government, plus any other day specifically declared by the President of the United States:



New Year's Day Labor Day

Martin Luther King Jr. Day Columbus Day

Presidents' Day Veterans Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day



b. The authorized dates and length of stay will be documented on the CWBYVAMC authorization sheets and faxed to the Contractor by the Lodgetel Coordinator or designee. In the event that a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the Lodgetel Coordinator or designee. In addition, if a VA referred occupant checks out of the hotel/motel without prior notice from the VA, the contractor shall immediately notify the Lodgetel Coordinator or designee at the VA.



c. Each business day this facility and the contractor will reconcile the number of rooms in use, names of authorized individuals and their assigned room numbers. This will be done via fax between the contractor and the Lodgetel Coordinator or designee. The fax number will be given upon award.



Critical Events/Patient Emergencies

In the event a VA referred occupant is in an emergency situation of any kind, the Contractor shall contact the 911 emergency medical services to respond to the emergency. The incident is also to be reported no later than one (1) hour from the time of learning of the incident to Bay Pines VA Healthcare System staff.

If a critical event occurs during normal business hours, please continue to follow the procedure of notifying your identified liaison, or their designated representative by telephone. However, in the event that a critical incident occurs after normal business hours of 8:00 a.m. to 4:30 p.m., please contact the Administrator on Duty (AOD) by telephone at 727-410-7925.





General Building Requirements and Specifications

a. Fire Safety:



(1) Buildings in which space is offered shall be evaluated in accordance with latest editions of the

a. The standards of the Life Safety Code (National Fire Protection Association (NFPA) #101);



b. The fire and safety code imposed by the State Law; and



c. City, State, and Federal requirements concerning licensing and health codes



(2) Equipment, services, or 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.

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



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

(4) Wheelchair Accessibility. Rooms will be wheelchair accessible. Common areas such as hallways shall provide for accessible path of travel for wheelchairs.



(5) Elevators: If elevators are a part of the room complex, they 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.



(6) Miscellaneous: 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 VA at least seven (7) calendar days in advance of the event.



(7) Inspection: The Government reserves the right, at any time before and after contract award and during the term of the contract, to inspect the rooms and all other areas of the complex access to which is necessary to ensure a safe and healthy environment for the VA referred occupants.









Quality Assurance

Contractor shall have an on-going quality assurance program designed to objectively and systematically monitor and evaluate the quality and cleanliness of rooms, accessibility and resolve identified problems. The written plan shall delineate the objective of the quality assurance activities, scope of the 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 assurance program. The objectives, scope, organization, and effectiveness of the quality assurance plan shall be evaluated at least annually and revised as necessary.

Reports

(1) Contractor shall provide to the Contracting Officer's Representative (COR) monthly reports on their customer service surveys to include any specific issues/problems for that month along with their solutions to correct any issues.



(2) Contractor shall provide to the COR quarterly activity reports, with the following information:



" Number of complaints regarding wheelchair (special mode) accessibility noted by veterans, and/or, others who accompany a veteran and provide equivalent of familial support.



" Number of complaints regarding rooms not clean upon check-in noted by Veterans, and/or, others who accompany veterans and provide equivalent of familial support.



" Number of complaints noting none working available electronic equipment in veterans' room such as the clock alarm, lighting, television, etc.



Customer Service



The Contractor shall provide all complaints noted by veterans, and/or, others who accompany the veteran and provide equivalent of family support.

PERFORMANCE STANDARD AND QUALITY STANDARDS



Performance Standard Quality Standard Incentives Surveillance Method

2 Rooms ADA Compliant





100% of both ADA compliant Negative Incentive:

" 100 % price reduction per room not ADA compliant

" Finds/Pays full night's stay to have another hotel with ADA compliant

Random visits of five (5) times during each quarter. Results reported during quarterly QA meetings

Rooms clean at time of veterans check-in.













98 % of all rooms available for occupancy that are clean at time of veterans check-in Negative Incentive:

" 10 % price reduction per room not clean or available for occupancy within 15 minutes at time veterans checks-in

" 30% price reduction per room not clean or available for occupancy within 30 minutes of veterans check-in time

" Termination for Cause for another room not available for occupancy due to cleanliness at time of check-in falls under 97 % Random visits of five (5) times during each quarter. Results reported during quarterly QA meetings



The following Federal Acquisition Regulation (FAR) and Veterans Affairs Acquisition Regulation (VAAR) provisions and clauses are applicable to this acquisition and are available for view at: http://www.acquisition.gov/far/index.html http://www.va.gov/oamm/oa/ars/policyreg/vaar/index.cfm

FAR Provisions:

52.202-1 Definitions (Nov 2013)

52.204-5 Women-Owned Business (Other Than Small Business) (Oct 2014)

52.204-7 System for Award Management (JUL 2013)

52.204-8 Annual Representations and Certifications (Nov 2014)

52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013)

52.209-7 Information Regarding Responsibility Matters (JUL 2013)

52.212-1 Instructions to Offerors- Commercial Items (JUL 2013)



QUOTATION SUBMISSION

Offerors shall submit quotes electronically by the date and time in accordance with the Request for Quote instructions. The Offerors quote shall consist of three (3) volumes: Volume I -Technical; Volume II - Past Performance; and Volume III - Price.



Offerors responses shall be submitted in accordance with the following instructions:



a) Format. The proposal submission shall be clearly indexed and logically assembled. All pages of each index shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count is 25. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1") each. Font size shall be no smaller than 12-point using Arial, Calibri, or Times New Roman fonts. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line.



Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror's page limitations unless otherwise indicated.



Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit for a particular volume, will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.



b) File Packaging. Files may be compressed (zipped) into one file entitled "quote.zip" using a file compression program (i.e. WinZip) or quote files may be submitted individually.



c) Content Requirements. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.



52.212-2 Evaluation-Commercial Items (JAN 1999)

The Government will award a firm fixed priced Delivery Order Task Order to the responsible offeror who is the lowest priced technically acceptable. In order to be rated Technically Acceptable all technical factors shall be rated as pass. Offeror shall demonstrate their ability to meet these factors with their offer in accordance with Paragraphs A - B below, and offers shall meet the minimum qualifications below in order to be evaluated. Technical acceptability is rated as pass or fail based on the following:



A. Technical.



1) Shall list and document all room: furnishing, dimensions, rates, availability, and distance from Bay Pines VA Healthcare System as specified in the SOW.

2) Shall provide documentation of compliance with ADA, Fire Safety, and building codes.

3) Shall proof of insurance required by County, State, and Federal for fire, flood, theft, and Liability.

4) Shall provide a list of key personnel:

Managers

Assistant Managers

Accounts Managers

Hospitality Managers



B. Past Performance.



Offerors shall provide a minimum of three (3) identified references when submitting their quote. Emphasis will be on recent, relevant past performance. Recent is defined as work performed within the last three years. Relevant is defined as work similar in size and scope of the work described in the Statement of Work (SOW).



C. Price.



The offeror shall complete the Price/Schedule for and submit a breakdown that shows the basis for pricing including: equipment, operating supplies, and any additional costs.

FAR Provisions:

52.212-3 Certifications and & Representations (NOV 2013)

52.216-1 Type of Contract (APR 1984)

The Government contemplates award of a Firm-Fixed Priced contract resulting from this solicitation.

52.233-2 Service of Protest (SEP 2006)

VAAR Provisions:

852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (DEC 2009)

852.233-70 Protest Content/Alternative Dispute Resolution (JAN 2008)

852.233-71 Alternative Protest Procedure (JAN 1998)

852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008)

852.270-1 Representatives of Contracting Officers (JAN 2008)

852.273-74 Award Without Exchanges (JAN 2003)

FAR Clauses:

52.203-5 Covenant Against Contingent Fees (May 2014)



52.203-6 Restrictions on Subcontractor Sales to the Government. (Sep 2006)



52.203-7 Anti-Kickback Procedures (May 2014)



52.203-17 Contractor Employee Whistleblower Rights and Requirements to Inform

Employees of Whistleblower Rights (Apr 2014)



52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)

52.204-9 Personal Identity Verification of Contractor Personnel

52.212-4 Contract Terms and Conditions- Commercial Items (SEP 2013)

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (SEP 2013)

o 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (JUL 2013)

o 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (AUG 2013)

o 52.222-3 Convict Labor (JUN 2003)

o 52.222-19 Child Labor - Cooperation with Authorities and Remedies (MAR 2012)

o 52.222-21 Prohibition of Segregated Facilities (FEB 1999)

o 52.222-26 Equal Opportunity (MAR 2007)

o 52.222-35 Equal Opportunity for Veterans (SEP 2010)

o 52.222-36 Affirmative Action for Workers with Disabilities (OCT 2010)

o 52.232-33 Payment by Electronic Funds Transfer- System for Award Management (JUL 2013)

52.232-40 Providing Accelerated Payment to Small Business Subcontractors (DEC 2013)

52.237-3 Indemnification and Medical Liability Insurance (JAN 2008)

52.252-2 Clauses Incorporated by Reference (FEB 1998)

VAAR Clauses:

852.203-70 Commercial Advertising (JAN 2008)

852.203-71 Display of Department of Veterans Affairs hotline poster

852.215-71 Evaluation Factor Commitments (DEC 2009)

852.228-71 Indemnification and Insurance (JAN 2008)

852.232-72 Electronic Submission of Payment Requests (NOV 2012)

852.237-70 Contractor Responsibilities (APR 1984)