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FBO DAILY - FEDBIZOPPS ISSUE OF APRIL 20, 2014 FBO #4530
DOCUMENT

V -- Hoptel Services - Attachment

Notice Date

4/18/2014
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;Atlanta VA Medical Center;1670 Clairmont Road;Decatur GA 30033
 

ZIP Code

30033
 

Solicitation Number

VA24714R0087
 

Response Due

5/30/2014
 

Archive Date

5/31/2014
 

Point of Contact

Demetrius D. Kittrell
 

Small Business Set-Aside

Total Small Business
 

Description

Veterans Administration Medical Center (VAMC) 1670 Clairmont Road Decatur, Georgia 30033 HOPTEL Lodging Service (Hotel/Motel Services) Statement of Work A.GENERAL INFORMATION 1.Title of Project: HOPTEL LODGING SERVICE 2.Scope of Work: The contractor shall provide hotel/motel rooms for the beneficiaries of the Atlanta VAMC, Decatur GA. Handicapped rooms shall be available at all times. The hotel/motel rooms shall be provided Sundays through Thursdays. a.There will be no authorized stays for Friday or Saturday nights. 3. Background: Hotel/Motel service and support are needed as that the Atlanta VAMC HOPTEL Service is limited in resources to provide lodging within the VAMC for veterans staying over prior to appointments or during certain treatment and procedures. The contractor (hotel) shall develop a professional relationship with the Atlanta VAMC that includes protection of personal data provided by veterans and caregivers. 4. Performance Period: The period of performance is one year from date of award, with 4 one year option periods. 5. Type of Contract: Firm-Fixed-Price 6. Place of Performance: Hotel/Motel services - for Atlanta VAMC - Decatur, GA. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived. "SITE VISIT: Contractor shall establish a date and time for the site visit with the Contracting Officer Representative (COR) prior to the date of contract award to check for the following conditions: overall cleanliness, handicap accessibility, comfort, safety, security, and amenities. After which site visits may be conducted unannounced periodical throughout the contract. C. GENERAL REQUIREMENTS "The hotel/motel shall be within a five (5)mile radius of the Atlanta VA Medical Center, 1670 Clairmont Road, Decatur GA 30033 "Contractor shall provide a block of up to 16 HOTEL/MOTEL rooms per day (minimum of 5 rooms per day) for the beneficiaries of the Atlanta VAMC, Decatur, GA 30033. Two HANDICAP rooms shall be available at all times. The HOTEL/MOTEL rooms shall be provided Sunday evening through Thursday night. o"There will no authorized stays for Friday or Saturday nights." "Single rooms with one (1) queen bed "Double rooms with two (2) queen beds "Handicap rooms with one (1) queen bed "The price of the rooms shall be the same "The price of the rooms shall not include TAX, as the Federal Government is TAX exempt. "The price for the rooms shall include complimentary breakfast and daily changing of linens and toiletries. "The rooms shall be furnished with microwaves and refrigerators. "The Atlanta VA Medical Center will pay for the ROOMS ONLY. ALL extra amenities will be the sole responsibility of the beneficiary [i.e., room service, clean up charges for tobacco products or smoking, pay-per-view movies, etc.]. The Atlanta VAMC will not pay for any alcoholic beverages if they are available at the hotel/motel. The Atlanta VAMC will not pay for pets except service animals. The Atlanta VAMC will pay for emergency 911 calls or calls to the Atlanta VA Medical Center. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Task one: Provide a block of up to 16 rooms per day, to include handicap rooms, single room with queen bed, and double room with queen beds. Task two: Shall provide complimentary breakfast Task three: In the event that Hotel/Motel rooms are not available with contractor; contractor shall contact local hotels to provide and relocate VA beneficiaries to a facility with similar suitable hotel lodging accommodations and shuttle service at no additional cost or effort to the Government. Contractor shall make all arrangements and invoice VAMC for these services as well. TRAVEL Contractor shall provide transportation services to and from the Atlanta VAMC, at no additional costs to the Government; between the hours of 7:00AM and 5:30PM - Services are to be rendered 4 times per day with a 15 minute wait before return to originating destination: HOURS of Transport and Return: Departure from HOTELArrival VAMC WAIT TIMEDEPARTURE 7:00 AM 7:15AM15 Minutes7:30AM 10:00 AM10:15 AM15 Minutes10:30 AM 1:00 PM1:15 PM15 Minutes1:30 PM 4:30 PM5:00 PM15 Minutes5:15 PM E. SCHEDULE FOR DELIVERABLES "PAYMENT PROCEDURES: Payment will be made in arrears upon receipt of a properly prepared invoice. The contractor will furnish with the invoice signed documented proof that services have been rendered in accordance with this contract. Proof of completed services will include date of service and signature of the Government employee responsible for the services being rendered. The original referral forms will be submitted with the invoice. The contractor shall submit mothly invoices to the Austin Finance Service Center and send patient details for invoices to Chief, HAS (16), Atlanta VA Medical Center, 1670 Clairmont Road, Decatur GA 30033. "QUALIFICATION OF OFFERS: Contract must meet applicable Federal, State, and Local regulations an 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. Contractor must also meet 80% of the evaluation checklist, based on the following conditions: overall cleanliness, handicapped accessibility, comfort, safety, security, and amenities to be considered technically acceptable to provide this service to veterans receiving care from the Atlanta VA Medical Center, Decatur GA. F. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. "GOVERNMENT RESPONSIBILITIES: 1.The beneficiary will be referred to the hotel/motel by the Atlanta VA Medical Center, Decatur GA. The beneficiary will present an original form with original signature at the time of registration. The referral form will be signed by an approving official [a signature card with the approving officials' names and signatures will be provided to the contractor by the Atlanta VAMC]. Any form or signature other than an original one provided to the contractor will not be acceptable by the Atlanta VAMC and payment for services will not be approved. 2.The referral form will state the number of nights the beneficiary is authorized to stay. The Atlanta VAMC will call the contractor in advance to obtain a confirmation of room avalibility. If the beneficiary stays longer than the number of nights authorized by the Atlanta VAMC, the payment for the additional nights will be the total responsibility of the beneficiary. "CONTRACT ADMINISTRATION DATA The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity or quality of performance of the contract. In the event the Contractor effects any such changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. "AUTHORIZED SERVICES Only those services specified in the contract is authorized. Before performing any service not included in the contract, the Contracting Officer shall be advised of the reason for the additional work. The Contracting Officer may authorize the additional service under a separate purchase authorization. The contractor is cautioned that only the Contracting Officer may authorize additional services and reimbursement will not be made unless prior authorization is obtained. G. SECURITY AND OTHER REQUIREMENTS The contractor will be required to sign and comply with a VHA Business Association Agreement. The contractor shall obtain all necessary licenses and/or permits required to perform the work. The contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this order. The contractor shall maintain physical security at all facilities housing the activities under this Statement of Work, including any subcontractor facilities. All personnel who are provided access to beneficiaries data must comply with published procedures to protect the privacy and confidentiality of such information as required by the Department of Veterans Affairs. Contractor must adhere to the following: "Controlled access to system and security software and documentation. "Recording, monitoring, and control of passwords and privileges. "All terminated employees are denied physical and logical access to all data, program listings, data processing equipment and systems. "VA, as well as any contractor (or subcontractor) systems used to support testing, provide the capability to cancel immediately all access privileges and authorizations upon employee termination. "All contractor and Government employees are informed within twenty-four (24) hours of any employee termination. "Acquisition Sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only". a)Background Investigation All tasks and requirements outlined in this SOW do not require the contractor to be on-site or have access to VA's network or to any sensitive data (beneficiary or non-beneficiary). b)Contractor Responsibilities a)The contractor shall prescreen all personnel in order to protect the safty and well being of VA lodgers. b)After contract award and prior to contract performance, the contractor shall provide the following information, to the COR and CO: (1) List of names of contractor personnel who are designated as Points of Contact (POC) for Authorized Authorities, reservations, shuttle drivers, cutomer service concerns and invoicing. (2) Work phone number for those personnel (3) Email for those personnel c)The contractor will update the POC list when changes are made. d)The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. e)Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident. f)The Contractor will make records and rooms availble for random inspections as listed in this SOW. c)Government Responsibilities a)Provide VA POC for Authorized Authorities, cutomer service concerns and invoicing payments. b)Timely submition of reservation needs.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/AtlVAMC/VAMCCO80220/VA24714R0087/listing.html)
 

Document(s)

Attachment
 

File Name: VA247-14-R-0087 VA247-14-R-0087_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1317394&FileName=VA247-14-R-0087-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1317394&FileName=VA247-14-R-0087-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN03342603-W 20140420/140418234503-a0335f12dade96252f1c3a1972bfb2de (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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