SOURCES SOUGHT
99 -- Hotel/Motel Services for Homeless Veterans in the following counties: Chester County; Delaware County; Montgomery County
- Notice Date
- 6/29/2011
- Notice Type
- Sources Sought
- NAICS
- 561599
— All Other Travel Arrangement and Reservation Services
- Contracting Office
- Department of Veterans Affairs;VAMC;1400 Blackhorse Hill RD;Coatesville PA 19320
- ZIP Code
- 19320
- Solicitation Number
- VA24411RI0372
- Response Due
- 7/11/2011
- Archive Date
- 8/10/2011
- Point of Contact
- Christopher Kelly
- Small Business Set-Aside
- N/A
- Description
- June 29, 2011 Hotel/Motel Services Notice Type: Sources Sought Synopsis: Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research to determine potential sources to provide hotel/motel services. The Government may or may not issue solicitation documents. The Department of Veterans Affairs, Coatesville Area Medical Center (CVAMC) located at 1400 Blackhorse Hill Road Coatesville, Pennsylvania 19320, is conducting a market survey for qualified vendors capable of providing hotel/motel rooms for homeless Veterans located in the following counties: Chester, Delaware, and Montgomery. Below is a sample of a potential Statement of Work. Responses to this notice must be submitted by email and received not later than July 11, 2011. No telephone or fax inquiries will be accepted. Statement of Work 1.SERVICE: The contractor shall provide hotel/motel rooms for Veterans who are homeless. The contractor shall accept reservation seven (7) days a week, three hundred sixty-five days a year, no exceptions. A representative from the CVAMC will contract the contractor anytime, day or night, to set up a reservation(s). The contractor shall provide a room upon representative s request. 2.LAWS: Contractor must meet applicable Federal, State, and Local regulations and requirements as prescribed for the specific activity to include compliance with the National Fire Protection Association (NFPA); Life Safety Code 101 (latest edition); American Disabilities Act (ADA); State, County, and/or City License; Health Inspections (food/room) within the past year. 3.LOCATION: The contractor shall have at least one location in each of the stated counties above. 4.ROOMS: The room shall have at a minimum one double bed. Upon check-in time, the room will be ready to be occupied. The bed shall be freshly cleaned; including a change of all bed and bath linen (towels), soap, toilet paper, etc If the same Veteran occupies a room for succeeding nights, bed linens are to be changed no less than twice weekly or more often if required or in the same manner as provided other guests. Bath linens are to be changed daily. The contractor shall ensure that the rooms are free of bugs, rodents or other pests. 5.GUESTS: The number of guests estimated in a one year period is 365. The lodging period for any one guest may range from one (1) night to one (1) month per person. The contractor shall provide a room, as mentioned above, for the Veteran, twenty-four hours a day; seven days a week; three hundred sixty-five days a year. 6.ROOM RATE: Room rate shall be calculated on a checkout time of 11:00 a.m. Late checkouts shall be charged the half-day rate in effect, and shall be the responsibility of the Veteran. The Veteran will be responsible for any late checkout fees and will be billed for the cost. The outreach team will attempt to be present during check out as to avoid any late checkout fees on behalf of the Veteran. The price of the rooms shall not include tax, as the Federal Government is tax exempt. 7.RESERVATIONS: All reservations shall be made by the VA Contracting Officer s Technical Representative (COTR). Reservations will be provided along with the following information: Name of Guest, Arrival and Departure Date (length of stay); Type of Room, Number of Rooms, Smoking or Non- Smoking. A copy of the designated COTR will be provided upon notification of award. The Contractor shall provide a confirmation number to the VA upon notification of each reservation. 8.LENGTH OF STAY: During the week, a one night stay may be approved by the COTR. However, if the occurrence is over the weekend a two night stay may be approved by the COTR. 9.EXTENDED STAY: If the need for extending the reservation arises after a thorough assessment by the Outreach Social Worker, the Outreach Social Worker will notify the COTR who will review the request and determine the clinical need for the extension prior to the extension being approved. The COTR will consult with administrative leadership to determine if the extension will occur. All approvals and communication will be done through the COTR. The COTR is the only person authorized to approve accommodation for a Veteran. In the COTR absence, the COTR will appoint an individual who will have the authority to give reservation authorization and for all communication to be funneled through. 10.CHECK-IN: Upon arrival, the Veteran shall be required to give the front desk their confirmation number. Once received, the Veteran shall be checked in. Room Folio shall not be shown to the Veteran. Check-in: 3:00 p.m./check-out: 11:00 a.m. 11.SITE VISIT: Contractor shall establish a date and time for site visit with the Contracting Officer Technical Representative (COTR) prior to the date of contract award to check for the following conditions: overall cleanliness, handicapped accessibility, comfort, safety, security, and amenities. After which site visits may be conducted unannounced periodically throughout the contract. 12.MEALS: All meals at the lodging facility shall be the responsibility of the Veteran. 13.ALTERNATE ACCOMMODATIONS: In the event accommodations are not available upon notification of arrival of CVAMC Veteran, the Contractor shall be responsible for providing alternate lodging of like quality. 14.TELEPHONE CALLS: All telephone calls shall be the responsibility of the VA beneficiary. 15.AMENITIES: All amenities shall be the responsibility of the Veteran (i.e. room service, pay-per-view, movies, etc ). 16.DAMAGES: The CVAMC shall not be responsible for nor pay for any damage caused by the Veteran. These charges shall be the responsibility of the Veteran. 17. CANCELLATIONS: CVAMC shall not be financially obligated to pay for rooms that are not used according to the lodgings cancellation policy. 18.BLACK-OUT DATES: Contractor shall guarantee the CVAMC that there shall be no Black-Out Dates. Rooms shall be available to the CVAMC 365 days per year, as outline above in #5. 19.MINIMUM QUANTITIES: It is impossible to determine the exact amount which will be expended under this contract. No obligation will be incurred by VA under this contract until authorizations are issued for lodging of specific Veterans. VA agrees to make payment on a timely basis for services rendered in accordance with such authorizations upon receipt of proper invoices submitted by the hotel as outlined in # 6 above. NOTE: HOTEL/MOTEL SERVICES MUST BE PROVIDED BY THE AWARDEE OF THIS CONTRACT. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Email: Christopher.kelly4@va.gov. Contracting Office Address: Department of Veterans Affairs; Coatesville Area Medical Center located at 1400 Blackhorse Hill Road Coatesville, Pennsylvania 19320 Place of Performance: Chester County; Delaware County; Montgomery County Point of Contact: Christopher.kelly4@va.gov
- Web Link
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FBO.gov Permalink
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- Record
- SN02485148-W 20110701/110629234524-49f4bf603adf9bb95d41c16babda4d18 (fbodaily.com)
- Source
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