V231--Hoptel Hotel Room Accommodation Contract Base 4 OY. East Orange, NJ

REQUEST FOR INFORMATION (RFI)

Temporary Lodging (Hoptel) Services

VA New Jersey Healthcare System (VANJHCS) East Orange Campus

RFI Number:

36C24226Q0611Hoptel Hotel Room Accommodation Contract Base + 4 OY for East Orange VA Medical Center

Issuing Office:

VA New Jersey Healthcare System (VANJHCS)

Office of Patient Centered Care & Employee Engagement (OPCC&EE)

385 Tremont Avenue, East Orange, NJ 07018

Date Issued:

05/11/2026

Response Due Date:

06/15/2026 no later than 4:00 p.m. (16:00) Eastern Time

Submit Responses To:

Megan Ross, Contracting Officer

Email:

Megan.Ross3@va.gov

Subject Line:

RFI 36C24226Q0611 HOPTEL HOTEL ROOM ACCOMMODATIONS

SECTION 1: GENERAL INFORMATION

1.1 Purpose

The VA New Jersey Healthcare System (VANJHCS), Office of Patient Centered Care & Employee Engagement (OPCC&EE), is issuing this Request for Information (RFI) to conduct market research and identify commercial sources capable of providing temporary overnight lodging services (Hoptel services) for eligible Veterans receiving medical treatment at VANJHCS or in the community when pre-authorized by VA.

This RFI is issued solely for market research and information purposes in accordance with FAR Part 10, Market Research. This is NOT a solicitation, a Request for Proposal (RFP), or a Request for Quote (RFQ). This RFI does not constitute a commitment by the Government to issue a solicitation, make an award, or pay for any costs incurred in the preparation or submission of a response. The Government will not reimburse respondents for any costs associated with responding to this RFI.

Responses to this RFI will be used to:

Identify qualified and capable sources;

Determine the appropriate acquisition strategy and contract vehicle;

Assess small business and socioeconomic set-aside potential;

Gather pricing information to support an Independent Government Cost Estimate (IGCE).

1.2 Background

VANJHCS provides care to Veterans who served in active military, naval, or air service, as well as qualifying reservists and National Guard members. Eligible patients who are medically stable but receiving ongoing treatment including Radiation Oncology, Surgery, Spinal Cord Injury (SCI), War Related Illness and Injury, and GI procedures may require temporary lodging when they cannot safely travel home the same day as treatment.

The program is governed by VHA Directive 1107(1), Department of Veterans Affairs Fisher Houses and Other Temporary Lodging (October 19, 2023, as amended April 8, 2025), and VANJHCS Local Policy #CC-08-0811.

1.3 Anticipated Requirement Summary

The Government anticipates requiring one (1) vendor to provide the following from a single, dedicated facility:

Temporary overnight accommodations no more than 20 minutes travel time from VANJHCS (385 Tremont Avenue, East Orange, NJ 07018)

ADA-compliant rooms with roll-in shower availability

All-inclusive daily room rates covering: continental breakfast, free parking, complimentary Wi-Fi, and kitchenette (refrigerator, stovetop, microwave, dishes)

On-site laundry facilities

Complimentary shuttle transportation to/from VANJHCS between 7:00 a.m. and 6:00 p.m., seven days per week

24/7 contractor availability for reservations, modifications, and cancellations

Pet accommodations (minimum 2 pets per room) at a minimal fee

Minimum two (2) rooms available at the government rate for 95% of the contract year

A 4-star or higher facility rating from a nationally recognized rating source

Active SAM.gov registration

Estimated volume: 0 to 5+ patients per week

SECTION 2: REQUIRED RESPONDENT INFORMATION

All respondents must complete and return this RFI in its entirety. Incomplete submissions will not be considered for market research purposes. Each section below must be addressed. A signed certification page is required (see Section 6).

2.1 Vendor Identification and Contact Information

Respondents shall provide the following:

Field

Response

Legal Business Name

Doing Business As (DBA), if applicable

Hotel / Facility Name (if different from legal business name)

Physical Address of Proposed Lodging Facility

Business Mailing Address (if different)

Primary Point of Contact Name

Title

Phone Number

Email Address

Company Website

2.2 SAM.gov Registration MANDATORY

Active registration in the System for Award Management (SAM) at www.sam.gov is a mandatory prerequisite for award of any Federal contract. Respondents must provide the following information and acknowledge their registration status.

Field

Response

SAM Unique Entity Identifier (UEI):

SAM Registration Status (Active / Inactive):

SAM Registration Expiration Date:

CAGE Code (if applicable):

DUNS Number (if retained for reference):

Entity Type (e.g., Corporation, LLC, Sole Proprietor, Partnership):

Primary NAICS Code under which entity is registered:

Is the proposed lodging facility registered under the above UEI, or under a separate/parent entity UEI?

Same UEI

Separate/Parent Entity

If separate/parent entity, provide parent entity name and UEI:

Certification: By signing Section 6 of this RFI, the respondent certifies that the information provided above is accurate and that their SAM registration is currently active at www.sam.gov. The Government will verify all SAM registrations. Responses from entities with inactive or absent SAM registrations will be noted and the entity will be advised to register prior to any solicitation issuance.

2.3 Socioeconomic Status MANDATORY

The Government is required to conduct market research to assess the availability of small business and socioeconomic category vendors capable of meeting the requirement, in accordance with FAR 19.102 and the Small Business Act (15 U.S.C. § 631 et seq.). Respondents must identify their socioeconomic status as registered in SAM.gov.

Check all that apply and provide supporting certification or SBA designation where indicated:

Socioeconomic Category

Applicable?

SBA Certification / Registry Reference

Large Business

Yes No

N/A

Small Business (per SBA size standards for applicable NAICS code)

Yes No

Self-certification; confirm via SAM.gov profile

Woman-Owned Small Business (WOSB)

Yes No

SBA WOSB Program Certification # or SAM.gov designation

Economically Disadvantaged WOSB (EDWOSB)

Yes No

SBA EDWOSB Certification # or SAM.gov designation

Service-Disabled Veteran-Owned Small Business (SDVOSB)

Yes No

VA VIP (Vendor Information Pages) Registry or SBA Certification #

Veteran-Owned Small Business (VOSB)

Yes No

VA VIP Registry or SBA Certification #

8(a) Business Development Program Participant

Yes No

SBA 8(a) Certification # and expiration date

HUBZone Small Business

Yes No

SBA HUBZone Certification # or SAM.gov designation

Historically Black College or University / Minority Institution (HBCU/MI)

Yes No

Applicable designation documentation

Tribally Owned Business

Yes No

Applicable tribal documentation

Alaska Native Corporation (ANC)

Yes No

ANC designation documentation

Note: The applicable NAICS code for this requirement is anticipated to be 721110 (Hotels and Motels, except Casino Hotels and Motels). The SBA size standard for NAICS 721110 is $47.0 million in average annual receipts. Respondents should confirm their size status against the current SBA Table of Small Business Size Standards at www.sba.gov/size-standards.

Annual Revenue (for size standard verification purposes):

Field

Response

Average Annual Receipts (last 3 fiscal years):

$

Does the business meet the SBA small business size standard for NAICS 721110?

Yes No

Note for SDVOSB/VOSB respondents: Pursuant to the Veterans Benefits, Health Care, and Information Technology Act of 2006 (Public Law 109-461) and 38 U.S.C. § 8127 8128, VA is required to set aside acquisitions for SDVOSBs and VOSBs when two or more such firms are reasonably expected to submit offers at a fair and reasonable price. Verified SDVOSB/VOSB firms must be listed in the VA Vendor Information Pages (VIP) database at https://www.vetbiz.va.gov. Respondents claiming SDVOSB or VOSB status must provide their VIP verification status.

2.4 Subcontracting Plan Acknowledgment MANDATORY

In accordance with FAR 52.219-9, Small Business Subcontracting Plan, offerors who are large businesses and are awarded a contract exceeding $750,000 are required to submit and comply with an acceptable subcontracting plan. Respondents must acknowledge the following:

a. Business Size for Subcontracting Plan Purposes:

Field

Response

Is your business classified as a Large Business for this requirement?

Yes No

If Large Business: Do you acknowledge that a Small Business Subcontracting Plan will be required upon solicitation issuance if the anticipated contract value exceeds $750,000?

Yes No N/A (Small Business)

b. Subcontracting Intent (All Respondents):

Field

Response

Does your business intend to subcontract any portion of the work under this requirement?

Yes No

If yes, describe the nature of the work to be subcontracted (e.g., transportation, laundry, food service, maintenance):

If yes, do you intend to utilize small business subcontractors?

Yes No Unknown at this time

If yes, identify anticipated small business subcontracting categories (e.g., SDVOSB, WOSB, HUBZone, 8(a)):

Estimated percentage of total contract value to be subcontracted:

%

c. Subcontracting Plan Signature and Acknowledgment:

By signing Section 6 (Certification and Signature) of this RFI, the respondent acknowledges and agrees to the following:

"I/We acknowledge that if our business is classified as a Large Business and is awarded a Federal contract under the resulting solicitation with a value exceeding $750,000, we will be required to submit an acceptable Small Business Subcontracting Plan in accordance with FAR 52.219-9 prior to contract award. The subcontracting plan shall include good-faith goals for subcontracting with Small Business, Veteran-Owned Small Business (VOSB), Service-Disabled Veteran-Owned Small Business (SDVOSB), HUBZone Small Business, Small Disadvantaged Business (SDB), and Women-Owned Small Business (WOSB) concerns. I/We further acknowledge that failure to comply with an approved subcontracting plan is a material breach of the resulting contract."

Respondent Acknowledgment: ACKNOWLEDGED NOT ACKNOWLEDGED

(Respondents who do not acknowledge this requirement will be noted in the market research findings.)

2.5 Facility Capability Information

Respondents shall provide the following information regarding the proposed lodging facility:

a. Facility Details

Field

Response

Facility Name

Full Street Address of Proposed Facility

Distance from VANJHCS (385 Tremont Ave, East Orange, NJ 07018)

miles

Estimated Travel Time to VANJHCS (peak traffic)

minutes

Current Star Rating

Star Rating Source (e.g., AAA, Google, Forbes, TripAdvisor)

Number of Total Rooms at Facility

Number of ADA-Accessible Rooms

Roll-In Shower Available?

Yes No Available upon request

Listed on U.S. Fire Administration Hotel & Motel National Master List?

Yes No

USFA Master List URL or Reference:

Is facility compliant with ADA (42 U.S.C. § 12101)?

Yes No

Is facility compliant with NFPA 101, Life Safety Code?

Yes No

b. Room Amenities

Amenity

Available?

Included in Daily Rate?

Notes

King bed with additional bed option

Yes No

Yes No

Two double/queen beds

Yes No

Yes No

Full kitchenette (stovetop, fridge, microwave, dishes)

Yes

No

Yes

No

Continental breakfast

Yes

No

Yes

No

Evening meals

Yes

No

Yes

No

Days available:

Free on-site parking

Yes

No

Yes

No

Complimentary Wi-Fi

Yes

No

Yes

No

On-site laundry (washers/dryers)

Yes

No

Yes

No

Fitness center

Yes

No

Yes

No

Swimming pool

Yes

No

Yes

No

Business center

Yes No

Yes

No

In-room telephone with voicemail

Yes No

Yes

No

Cable television

Yes No

Yes

No

c. Transportation

Field

Response

Can you provide complimentary shuttle service to/from VANJHCS?

Yes

No

Negotiable

Shuttle hours of operation:

Is the shuttle wheelchair accessible?

Yes

No

Shuttle vehicle capacity:

____- #passengers

Backup transportation plan in case of vehicle unavailability:

d. Availability and Operations

Field

Response

24/7 front desk / contact availability?

Yes No

Can reservations be accepted with less than 24 hours' notice?

Yes No

Can reservations be accepted up to 6 months in advance?

Yes No

Early check-in available upon request?

Yes No

Case-by-case

Late check-out available upon request?

Yes No

Case-by-case

Cash deposit accepted in lieu of credit card?

Yes No

Routine response time to VA staff communications (email):

hours/days

Urgent response time to VA staff communications (email/phone):

hours

e. Pet Policy

Field

Response

Are pets permitted?

Yes No

Maximum number of pets per room:

Pet fee structure:

Per night: $ Per week: $ No fee

Are service animals accommodated at no charge?

Yes No

SECTION 3: QUESTIONS AND COMMENTS

Respondents are encouraged to provide any questions, comments, or concerns regarding the anticipated requirement. This feedback will be used to refine the final solicitation documents.

Question / Comment / Concern

SECTION 4: MARKET RESEARCH CONSENT

By submitting a response to this RFI, respondents acknowledge that:

Their response may be reviewed by VA acquisition and program personnel;

Proprietary or confidential business information should be clearly marked as such;

The Government will handle all responses in accordance with applicable Federal laws and regulations;

Submission of a response does not guarantee inclusion in any resulting solicitation.

SECTION 5: SUBMISSION INSTRUCTIONS

Responses must be submitted via email only to Megan.Ross3@va.gov by 06/08/2026 at 4:00 p.m. Eastern Time

Subject line must read: RFI 36C24226Q0611 HOPTEL HOTEL ROOM ACCOMMODATIONS

Responses should be submitted as a single PDF or Microsoft Word document

Late submissions will not be considered for market research purposes

Questions regarding this RFI must be submitted in writing to megan.ross3@va.gov no later than 06/08/2026 4:00 PM.

SECTION 6: CERTIFICATION AND SIGNATURE MANDATORY

This section must be signed and returned with the RFI response. Unsigned submissions will not be considered complete.

The undersigned, on behalf of the responding entity, hereby certifies under penalty of law that:

All information provided in this RFI response is accurate, complete, and current to the best of the respondent's knowledge;

The entity's SAM.gov registration is active and the Unique Entity Identifier (UEI) provided herein is correct;

The entity's socioeconomic status as indicated in Section 2.3 is accurate and consistent with current SAM.gov registration and any applicable SBA certifications;

If classified as a Large Business, the respondent acknowledges and accepts the Small Business Subcontracting Plan requirement as described in Section 2.4, and agrees to submit an acceptable subcontracting plan in compliance with FAR 52.219-9 upon solicitation issuance;

The respondent understands that this RFI is for market research purposes only and does not constitute a commitment by the Government to issue a solicitation or make an award;

The respondent has reviewed the anticipated requirements described herein and, to the best of its knowledge, is / is not (circle one) capable of meeting all requirements.

Authorized Signatory:

Printed Name:

Title:

Legal Business Name:

SAM UEI:

Signature:

Date:

This RFI is issued by the VA New Jersey Healthcare System (VANJHCS), Office of Patient Centered Care & Employee Engagement (OPCC&EE). All responses will be handled in accordance with applicable Federal acquisition regulations. The Government is an equal opportunity employer and encourages responses from all capable sources, including small businesses, SDVOSBs, VOSBs, WOSBs, HUBZone firms, and 8(a) participants.

Contracting Officer: Megan Ross, Megan.Ross3@va.gov for the VANJHCS OPCC&EE VA New Jersey Healthcare System | 385 Tremont Avenue, East Orange, NJ 07018