Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 23, 2014 FBO #4624
DOCUMENT

65 -- Denver Hotel Solicitation - Attachment

Notice Date

7/21/2014
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246
 

ZIP Code

80246
 

Solicitation Number

VA25914Q0565
 

Response Due

7/23/2014
 

Archive Date

8/7/2014
 

Point of Contact

Lisa Jobes
 

E-Mail Address

obes@va.gov<br
 

Small Business Set-Aside

N/A
 

Description

B1B schedule B. 1SCHEDULE OF SUPPLIES/SERVICES Contractor shall provide all personnel, labor, equipment, materials and supplies to provide Hotel/Motel Lodging as outlines in the Statement of Work listed herein to the Denver Veterans Affairs Healthcare System (DVAHCS), 1055 Clermont St. Denver, CO 80220 for eligible VA beneficiaries. Yearly quantities are estimates only and may be divided between the various vendors selected. This anticipated IDIQ contract shall be for the period of five years. Circle one: Local Transportation IS / IS NOT included as a service provided Period of Performance: Aug 01, 2014 through July 31, 2015 (Base Year) Hotel/Motel Room RentalsQty.Unit PriceYearly Amount Single Room RateEstimated400$_________$__________ Double Room RateEstimated400$_________$__________ Period of Performance: August 01, 2015 through July 31, 2016 (Option year 1) Hotel/Motel Room RentalsQty.Unit PriceYearly Amount Single Room RateEstimated400$_________$__________ Double Room RateEstimated400$_________$__________ Period of Performance: August 01, 2016 through July 31, 2017 (Option year 2) Hotel/Motel Room RentalsQty.Unit PriceYearly Amount Single Room RateEstimated400$_________$__________ Double Room RateEstimated400$_________$__________ Period of Performance: August 01, 2017 through July 31, 2018 (Option Year 3) Hotel/Motel Room RentalsQty.Unit PriceYearly Amount Single Room RateEstimated400$_________$__________ Double Room RateEstimated400$_________$__________ Period of Performance: August 01, 2018 through July 31, 2019 (Option Year 4) Hotel/Motel Room RentalsQty.Unit PriceYearly Amount Single Room RateEstimated400$_________$__________ Double Room RateEstimated400$_________$__________ ? STATEMENT OF WORK This is a combined synopsis/solicitation for Lodging and Billeting Services for the Veterans Integrated Service Network 19 with Veteran Affair Medical Center in Denver Colorado located at 1055 Clermont St, Denver, CO 80246. This requirement for temporary, short term lodging is being procured IAW Federal Acquisition Regulation (FAR) 12.6, entitled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items" as supplemented with additional information in this notice, and FAR 13.303 entitled "Blanket Purchase Agreements (BPA)". Prospective Offerors are encouraged to view the Federal Business Opportunities website, www.fedbizopps.gov, frequently for any amendment to the solicitation. The Government intends to satisfy existing requirements for temporary lodging services by awarding a Blanket Purchase Agreement to two or more hotels located within a 10 mile radius of the facility listed above. This announcement constitutes the only solicitation that will be issued. The period of performance will be from approximately Aug 01, 2014 through July 31, 2019. Pricing will be set per year with up to five (5) period of performances with possible escalating costs. This procurement is issued on a 100% small business set-aside under the NAICS 721110 with a small business size standard of $30M. The areas of consideration for possible awards are the locations listed above. A pricing schedule identifying quantities and types of services is attached and shall be completed and returned. All quantities are estimated. Unit prices shall be inclusive of all applicable service fees, the federal government does not pay taxes. A statement of work describing the scope of work is attached and is hereby made part of this request for quotes. The company(ies) submitting quotes must be registered in SAM (System for Award Management) and their registration must be current; www.sam.gov. The Federal Acquisition Regulation (FAR) incorporates provision and clauses in effect through Federal Acquisition Circular (FAC) 2005-72; effective 30 Jan 2014. The following provisions and clauses are applicable to this acquisition: FAR 52.212-1, 52.212-2, 52.212-3, 52.212-4, 52.216-18, 52.216-19, 52.216-22, 52.252-1, 52.252-2, and 52.212-5: full text language of provisions and clauses incorporated by reference can be located at http://farsite.hill.af.mil. The following clauses included in 52.212-5 are applicable: 52.204-10, 52.217-6, 52.217-8, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18 and 52.232-34. The following Veterans Affairs Acquisition Regulation (VAAR), http://farsite.hill.af.mil/vfvara.htm clauses are applicable to this acquisition: 852.232-72, 852.203-70, 852.216-70. The successful offeror(s) will establish with the Veterans Administration a Business Associate Agreement in accordance with Veterans Healthcare Administration Directive 1600 and Handbook 1600.01 Business Associate Agreements. This BPA will be established on a fixed price basis and may be discontinued upon 30 days' written notice by either party. The BPA will be reviewed annually before the anniversary of its effective date and revised as necessary to conform to the requirements of the FAR and VAAR. This BPA can only be changed by modification of the agreement itself. Discontinuing or modifying this BPA shall not affect any prior contract incorporating this BPA. This BPA does NOT state or imply any agreement by the Government to place future contracts or orders with the contractor; or be used in any manner to restrict competition. All contracts and purchase orders using this BPA will be incorporated by specific reference, the BPA number and name when established. This BPA for temporary lodging services located within the local commuting area of the facility listed in this synopsis has a dollar limitation of $1000 for each individual purchase of lodging services. This BPA does not have a minimum purchase requirement. The Government is obligated only to the extent of authorized purchases actually made under this BPA. Contractors shall furnish services if and when requested by the Contracting Officer's Representative, COR, located at each Healthcare facility listed in this synopsis for the inclusive dates of this agreement. The names, contact information and the dollar limitation of the COR's will be provided to the successful contractors. Delivery / lodging tickets shall contain the following minimum information: name of supplier, BPA number, date of purchase/reservation, purchase number, itemized list with name of veteran, type of room and price, and dates service provided. Invoices shall be submitted at least monthly or upon expiration of the BPA, whichever occurs first, for all services during the billing period, identifying the delivery/lodging tickets covered therein, stating their total dollar value and supported by receipt copies of the delivery/lodging tickets. Each offeror shall understand they will be paid electronically (VAAR 852.232-72). Award will be made to the lowest priced offer determined to be technically acceptable. To be determined technically acceptable, the following minimum requirements must be met: (1) Hotels must provide for complete and inclusive lodging services as prescribed in the performance work statement and by the attached pricing schedule. (2) Hotels must have free on-site parking and provide non-smoking rooms. (3) Hotels must be located within the local commuting area of the VA Healthcare Center; this is usually interpreted to be within 10 miles of the VA Healthcare Center. (4) Hotels must be FEMA approved. (5) Some Healthcare Centers may require local transportation back and forth for the Veteran from the lodging facility to the Healthcare Center. In order to determine if minimum requirement (1) can be met, all lodging requested must either be priced or annotated as provided at no additional cost on the attached pricing schedule. For minimum requirements (2), (3), & (4) offeror must provide a fact sheet which addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (3) can be met. Pricing shall be provided on attached B.1 Schedule of Services/Pricing. The government intends to make a multiple BPA awards; however, funds will NOT be committed or obligated until a call is placed against the BPA. For purposes of price evaluation, if there is a mathematical error in which the unit price multiplied by the quantity does not equal the extended total, the unit price will prevail and be used for evaluation and award purposes. Paragraph I of FAR Provision 52.212-1 encourages offerors to present alternative terms and conditions for satisfying the requirements of this solicitation. The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rates proposed by the offeror that is determined to offer the lowest technically acceptable offer. As stated in paragraph (g) of Federal Acquisition Regulation (FAR) Provision 52.212-1, included in this solicitation, the Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial proposal should contain the offerors best terms from a price and technical standpoint. All questions shall be submitted in writing and received no later than 10 July @ 2:00 PM MST. Answers will be provided no later than 17 July 2:00 MST. Questions can be sent via email to lisa.jobes@va.gov. QUOTES ARE DUE: Not later than 2:00 p.m. MST, 24 July 2014. ? A complete proposal will consist of the following documents: -1 Completed B.1 Schedule of Services/Pricing -2 Confirmation the company is registered in SAM and registration is current; found at http://www.sam.gov in accordance with FAR 52.212.3. -3 Completed Business Associate Agreement -4 Signed Offerors Letter providing: Contractor's name, address, name of point of contact, phone numbers, email addresses, FAX number, DUNS number and Tax ID number. Insure the proposal number VA259-14-Q-0565 appears on all pages and documents in the proposal. Identify acceptable forms for payment, i.e. purchase card, electronic funds transfer, etc. Include the fact sheet describing the technical requirements. Submit Proposals To Lisa Jobes at lisa.jobes@va.gov DEFINITIONS: Hotels - Refers to all commercial lodging facilities that provide rooms for short term use and would include hotels, motels, and bed and breakfast vendors. Performance Work Statement 1)GENERAL: The Department of Veterans Affairs Eastern Colorado Health Care System (ECHCS), 1055 Clermont St, Denver, Colorado 80220, has a need for hotel or motel rooms. Rooms must be American with Disabilities Act (ADA) compliant for temporary lodging of eligible veterans in need of treatment at the ECHCS, at the expense of the VA. This service is provided to veterans in order to accommodate those who may have to travel long distances for evaluation the day before, during, and the day after treatment is received. (i.e., for less than 24-hour pre-operative/intervention or post-operative follow-up for Ambulatory Surgery, MRI, ophthalmology, and other medical services as the need arises). Hotel/motel shall be located within a 10 mile radius of the ECHCS and within a safe environment. 2)ROOM REQUIREMENTS: a.Contractor shall provide furnished hotel or motel rooms for authorized eligible veterans. b.Contractor shall provide access to ADA compliant rooms as needed in order to satisfy the requirements of this agreement. c.All ADA rooms shall comply with the applicable National Fire Protection Association (NFPA) 101 and ADA guidelines. d.All rooms shall be able to be accessed by elevator, or be located on the first floor, so that individuals are not obliged to use the stairs to access their rooms. e.Daily room rates, as quoted in the Schedule of Supplies/Services, shall include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel. f.Rooms offered shall be within a 10 mile radius of the ECHCS, 1055 Clermont St., Denver, CO 80220. g.All rooms will be inspected prior to award of the contract, and prior to exercise of any options. h.The VA reserves the right to inspect the rooms at least once quarterly. i.The facility and rooms must have a neat and clean appearance both inside and out. j.The hotel/motel rooms must be fully furnished and shall include Contractor provided utilities and other specified services with a minimum of a TV, clock radio, and telephone access (with no deposits required). k.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. l.The rooms shall be smoke-free m.Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, and basic television cable or equivalent service. n.Rooms will be cleaned daily regardless of length of stay of patient occupant. 3)TRANSPORTATION REQUIREMENTS: a.Shuttle to deliver and pickup VA patients to the VAMC Denver, or to University of Colorado Medical Campus. 4)MEAL REQUIREMENTS: b.None required unless otherwise provided as a complimentary service to all patrons. 5)ROOM RESERVATIONS & OCCUPANCY: a.Room reservations and room occupancy will be on the following basis: (1)The Contractor shall only allow specific individuals who are referred by authorized personnel of the ECHCS to occupy the contracted rooms. (2)The Government will not bear any liability for expenses for amenities, meals or other room charges incurred by lodgers. (i.e. room upgrades, mini-bars, laundry services, pet deposits, etc.) Such upgrades shall at the expense of the veteran. (3)The ECHCS will inform the Contractor of each individual's name, and the expected arrival date/time at the hotel/motel. (4)The ECHCS will inform the Contractor of an individual's service animal, which shall be lodged with the individual without imposition of a pet deposit. (5)Services shall be available twenty-four hours per day, seven days per week, and 365 days per year as needed. (6)The Contractor shall use a minimum check-in time of 3:00 p.m.; and a check-out time of 11:00 a.m. (7)The only personnel of the ECHCS who are authorized to submit and modify reservations are: (a)Denver VA Lodging Program Personnel, 8:00 a.m. to 4:30 p.m., Monday through Friday at 303-399-8020 ext. 4596. (b)Administrative Officer of the Day (AOD), 4:00 p.m. to 8:00 a.m., week nights, holidays, and weekends at 303-393-2805. (c)If clarification is needed and the Contractor cannot reach the above personnel, the Contractor shall call the ECHCS Operator at 303-399-8020, and have the AOD paged. b.The authorized dates and length of stay will be documented and faxed to the Contractor by authorized VA personnel. c.In the event that a VA referred lodger refuses to depart the room as scheduled, the Contractor shall immediately notify a ECHCS authorized personnel identified above, and follow the hotel/motel established policies. d.In the event that a VA referred lodger checks out prior to the scheduled date without the Contractor receiving prior notice from the VA, the Contractor shall immediately notify one of the ECHCS authorized personnel. 6)PAYMENT: The Contractor shall submit an invoice to the Denver VAMC Lodging Coordinator and Supervisor at 1055 Clermont St, Attn: 136T, Denver, CO 80220 or via e-mail, for payment of all rooms covered by this contract each month for the previous month. The Contractor will itemize rooms required during the previous month by room number, dates of occupancy, and name of referred lodger. The invoice will be in a spreadsheet form with the following information required: Date, Full Name, and Cost. The contractor must have their tax identification number on file with the U.S. Department of Treasury in order to receive payment. The contractor can submit a W-9, Request for Tax Payer Identification Number and Certification to the VA Financial Service Center. The completed W-9 is faxed to (512)460-5221. This is a onetime submission. The contractor must submit a Standard Form (SF) 3881, ACH Vendor/Miscellaneous Payment Enrollment Form. This authorization allows for funds to be deposited in the appropriate account electronically. This is a onetime submission unless accounts are changed. The completed SF 3881 is faxed to (512)460-5221. The contractor will remit consolidated invoices for rooms provided to the Contracting Officer's Technical Representative. The invoice will be in a spreadsheet form with the following information required: Date, Full Name, and Cost. The contractor will register in OB 10 to receive payment, and submit all invoices to OB10 after they have been approved by the Lodging Supervisor. 7)PATIENT EMERGENCIES: In the event a referred lodger is in an emergency situation of any kind, the Contractor shall contact 911 to respond to the emergency. Once the emergency has ended, the Contractor shall notify one of the ECHCS authorized personnel of the situation. 8)ROOM MAINTENANCE: Daily room maintenance shall comply with all Federal, State and local laws in compliance with FAR 52.212-4(q). 9)GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS: a.Heating and Cooling Requirements shall be in compliance with State of Colorado Laws. (1)All cooling and heating devices and appliances, including, but not limited to, furnaces, fireplaces, electrical baseboard heaters and water heaters, shall be an approved type in good and safe working order and shall meet all installation and safety codes. (2)Contractor shall maintain all appliances and utility systems. This shall include the cleaning or replacement of air filters for both the heating system (providing the heating system is a forced hot air heating system) and for the cooling system every 30 calendars days. b.Electrical and Lighting Requirements shall be in compliance with State of Colorado Laws. (1)All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order, and shall meet all installation and safety codes. c.Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures and premises shall be of an approved type, in safe and sanitary condition, in good working order, and meet all installation and safety codes. d.Telephone Service Requirements: (1)Contractor shall provide no cost, local area, touch-tone, telephone service (with 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 telephone service when long-distance calls are placed using a telephone calling card or other telephone charge method. (2)Contractor shall provide a minimum of one telephone in each room. (3)Telephone service shall be equipped with a voice messaging system or front desk message service. e.Fire Safety: (1)Buildings in which space is offered shall be evaluated in accordance with the latest editions of the NFPA 101, LIFE SAFETY CODE and AMERICAN DISABILITIES ACT (ADA). (2)Equipment, services or utilities furnished and activities of other occupants shall be free safety, health, and fire hazards. When hazards are detected, the Contractor shall promptly correct them. (3)Maintenance of Contractor-owned fire extinguishers shall be provided by the Contractor in accordance with NFPA Standard No. 101. (4)Smoke detectors/alarms shall be installed in each room, office, storage area, hallways and other common areas, as required by code. f.Wheelchair Accessibility: Rooms will be wheelchair accessible. Common areas such as hallways shall provide for an accessible path of travel for wheelchairs. g.Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard Institute (ANSI) A171 and A171a Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with ANSI A17.1, Inspector's Manual for Elevators, or equivalent local code. The elevators shall also comply with local codes and ordinances. h.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 lodgers. i.Safety: All rooms will have secure doors and locks for safety. j.Information Security: Personally Identifiable Health Information (PIHI). Information Security. Personally-Identifiable Information (PII). This contract does not involve any VA sensitive information. The C&A requirements do not apply, and a Security Accreditation Package is not required. However, PII information obtained from the Veteran must be protected. PII is any information about an individual including, but not limited to, education, financial transactions, medical history, and criminal or employment history, and information which can be used to distinguish or trace an individual's identity, such as name, social security number, date and place of birth, mother's maiden name, biometric records, including any other personal information which is linked or linkable to an individual. k.Housekeeping Services: Rooms will be cleaned daily regardless of length of stay of patient occupant. Rooms will also be cleaned and restocked in between occupants. At a minimum, bed sheets, pillow cases, blankets and bedspread will be changed; hard surfaces will be cleaned and dusted. Bathrooms will be cleaned using industry disinfectant agents. New bathroom linens, including towels and washcloths, will be provided and replacement of in-room toiletries will be performed. Floors, including under the beds, will be vacuumed. Vendor will use cleaning procedures to remove biohazard agents that are consistent with Centers of Disease Control (CDC), Environmental Infection Control guidelines. Vendor will frequently inspect rooms for rodents, bed bugs or other insect infestations. Vendor will notify Lodging Coordinator of any pest infestations in the hotel. l.Pest Control Service: Upon request vendor will provide VA information on pesticide chemicals used within the rooms and/or in other common, indoor areas of the lodging facility. Information may include name of chemical(s) and date and time used within the facility. Pesticides used within the rooms will be comply with be within current OSHA / CDC standards and used in accordance to the manufacturers intended use. 10)OTHER: a.To be eligible for award under this solicitation, the Contractor must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391)(15 U.S.C. 2210 et. Seq.) and is listed on the U.S. Fire Administration Hotel and Motel National Master List found at http://usfa.fema.gov/hotel/search.cfm. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the Contractor's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336)(42 U.S.C. 12101 et. Seq.). b.To be eligible for award, Contractor shall be in compliance with the Health Insurance Portability and Accountability Act (HIPPA) and sign the attached Business Associate Agreement (BAA).
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25914Q0565/listing.html)
 

Document(s)

Attachment
 

File Name: VA259-14-Q-0565 VA259-14-Q-0565_2.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1511664&FileName=VA259-14-Q-0565-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1511664&FileName=VA259-14-Q-0565-000.docx

 

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

Record

SN03432124-W 20140723/140721235054-b51f613e1efa2dd65f1d750225090514 (fbodaily.com)
 

Source

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

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