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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 28, 2014 FBO #4660
DOCUMENT

V -- Hotel Accomodation Veteran Research - Attachment

Notice Date

8/26/2014
 

Notice Type

Attachment
 

NAICS

721110 — Hotels (except Casino Hotels) and Motels
 

Contracting Office

Department of Veterans Affairs;James J. Peters VA Medical Center;Network Contracting Office 3 (10N3NCO);130 West Kingsbridge Road;Bronx NY 10468-3904
 

ZIP Code

10468-3904
 

Solicitation Number

VA24314Q1650
 

Response Due

8/29/2014
 

Archive Date

10/28/2014
 

Point of Contact

Andres Cepeda
 

Small Business Set-Aside

N/A
 

Description

STATEMENT OF WORK A.GENERAL INFORMATION 1. Title of Project: [Hotel Accommodations] 2. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. a.Contractor shall furnish rooms to VA beneficiaries as referred by authorized personnel of the VA New Jersey Health Care System. The contractor shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided to accommodate those veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable patients who would normally be discharged to their home will be considered for lodging. b.The hotel/motel shall be located within a ten (10) mile radius of the VA New Jersey Health Care System, located at 385 Tremont Ave, West Orange, NJ 07018. 3. Background: Veterans from out-of-state are interested to come and experience the services being offered here at the War Related Illness and Injury Study Center (WRIISC). There are many veterans who suffer from chronic multi system illnesses and the WRIISC is at the forefront of trying to understand these illnesses. The more we advertise this center, the more interest that will be generated among veterans and also lead to the need for more accommodations. 4. Performance Period: Firm-Fixed-Price: The contractor shall complete the work required under this SOW in 120 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor's proposal, the contractor's proposed completion date shall prevail. The work shall begin within 30 calendar days of award, unless otherwise specified. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO. 5. Type of Contract: Firm-Fixed-Price. B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived. C. GENERAL REQUIREMENTS 1.Daily room rates, as quoted in the Schedule, shall include all fee and applicable taxes and any other no-charge services offered to guests such as continental breakfast, parking, wireless internet access, fitness center, pool, complimentary refreshments and evening socials when available. Rates quotes shall not include sales tax. The VAMC is a Federal institution and therefore exempt from paying sales tax. Room rates offered shall be Single Occupancy, and shall provide a minimum of two (2) double beds. The VA patient shall be allowed one caregiver/driver/attendant to stay in the same room with the veteran, at the single occupancy rate when pre-authorized by the VA. Any additional occupants are the responsibility of the veteran, and shall not lodge at VA expense. 2.Contractor shall reserve 50 rooms (50 nights) for VA guests at the applicable rates, to be used Monday through Friday for beneficiaries of the VA New Jersey Health Care System. Additional rooms may be reserved by the VA at the same rates based on a space available basis. Contractor will be reimbursed only for actual room nights used in accordance with the Schedule. 3.The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services. 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. Rooms shall comply with the applicable NFPA (Fire) 101, 2003 or latest edition, Chapters 28/29 specifications and American with Disabilities Act (ADA) guidelines. All rooms shall be located in a single hotel or motel. 4.Each room shall be on the ground floor, wheelchair accessible or be ADA compliant elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers. 5.The rooms shall be smoke-free.. Contractor personnel shall not smoke in the rooms at any time whether or not VA referred occupants are present. 6.Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service. In addition it shall provide access to a computer and computer access for personal devices. 7.Rooms shall be located in as reasonably quiet or tranquil part of the hotel/motel as possible. 8.Hotel shuttle transportation, if available, will be accessible for ambulatory patients to be transported between the hotel and VA New Jersey Health Care System during the hours of 10:00am until 2:00pm. Any transportation required before or after normal shuttle hours of operation will be the responsibility of the VA New Jersey Health Care System. 9.Contractor shall provide access to laundry facilities on premises. 10.Rooms should be equipped with a kitchen, refrigerator, stovetop, dishes, and microwave. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES 1) 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. Once the emergency has ended the Contractor shall notify the authorized personnel at the VA of the situation. During normal business hours of 8:00AM to 4:30PM the Integrative Health Coordinator's office can be contacted at 973-676-1000 Ext. 2364. After business hours the Administrative Officer of the Day (AOD) can be contacted by calling 973-676-1000 and asking the operator to connect you to the AOD. 2) ROOM MAINTENANCE: Daily room maintenance shall comply with all Federal, State and local laws and commercial standards (Reference FAR 52.212-4(q)). 3) GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS: a.Heating and Cooling Requirements shall be in compliance with ADA and/or State of New Jersey 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 calendar days. b.Electrical and Lighting Requirement shall be in compliance with ADA and/or State of New Jersey 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 and in good working order and meet all installation and safety codes. d.Telephone Service Requirements: (1)Contractor shall provide local area, touch tone, telephone service (no deposit required) for each room. The telephone service shall 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 one telephone in each room. (3)Telephone service shall be equipped with voice messaging system or front desk message service. e.Fire Safety: (1)Buildings in which space is offered shall be evaluated in accordance with 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 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. (4)As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways and other common areas. f.Wheelchair Accessibility: Common areas such as hallways shall provide for 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 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. h.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. i.To be eligible for award under this solicitation, the offeror 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. 2201 et.seq.) and is listed on the US Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the Central Contractor Registration (CCR)database found at http://www.ccr.gov or by calling 1-888-227-2423 or 269-961-5757. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror's facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 1210 et.seq.). 4) INSPECTION AND ACCEPTANCE: The Government reserves the right to fully inspect the offeror's lodging facility by a team of VA contract and safety team members at any time before and after contract award and during the term of the contract to ensure a safe and healthy environment for the VA referred occupants. The hotel/motel will be provided appropriate notice prior to such inspection. See FAR 52.212-4 for additional Government rights and inspection requirements and Attachment (Hotel/Motel Evaluation Checklist). 5) GENERAL CONTRACT REQUIREMENTS: a.Qualifications of Offerors: A proposal will be considered only from offerors who are regularly established in the business called for, who are financially responsible and have the necessary equipment and personnel to furnish services in the volume required for all items under this solicitation. The successful offeror shall meet all Federal, State and Local codes and requirements for the operation of this service. b.Service Contract Act: All service employees who will be employed in the performance of the contract awarded as a result of this solicitation shall be paid no less than the wages shown on the Wage Determination which is incorporated and made a part of this solicitation and resulting contract. c. Liability and Insurance Coverage: (1) Satisfactory insurance coverage is a condition precedent to award of a contract. In general, a successful offeror must present satisfactory evidence of full compliance with State and Local requirements, or those below stipulated, whichever are greater. More specifically, workman's compensation and employer's liability coverage will confirm to applicable State law requirements for the service contemplated, whereas general liability and automobile liability of comprehensive type, shall in the absence of higher statutory minimums, be required in the amounts per vehicle used of not less than $200,000 per person and $500,000 per occurrence for property damage. State approved sources of insurance coverage ordinarily will be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverage afforded by the sources. (2) Before commencing work under the contract, the contractor shall furnish to the Contracting Officer (CO) a certificate of insurance indicating the coverage outlined above containing an endorsement to the effect that cancellation of or any material change in the policies which adversely affect the interests of the VA in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change is furnished the Contracting Officer. 6) C&A REQUIREMENTS: a.The C&A requirements do not apply. Thus, a Security Accreditation Package is not required. Veteran's names are the only sensitive information that will be provided to the contractor. Otherwise, no other VA sensitive data will be provided to the contractor. E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [If applicable] n/a F. SCHEDULE FOR DELIVERABLES 1. Room reservations, room occupancy, and room payment will be on the following basis: a.The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by authorized personnel of the VA New Jersey Health Care System. The VA will inform the Contractor of each individual's name and the arrival date at the Contractor's motel/hotel. Stays will be limited to one night unless additional nights are specifically authorized by VA New Jersey Health Care System. b.Services shall be performed Monday through Friday evenings for beneficiaries of the VA New Jersey Health Care System. The Contractor shall use its existing check in and checkout times unless prearranged by both parties involved. c.Federal Holidays: Ten holidays observed by Federal Government are listed below plus any other day specifically declared by the President of the United States: New Year's DayLabor Day Martin Luther King Jr. DayColumbus Day Presidents' DayVeterans Day Memorial DayThanksgiving Day Independence DayChristmas Day 2.The authorization number and dates for length of stay will be communicated to the VA referred occupant. The VA referred occupant will receive the confirmation number and documentation by authorized personnel. The authorization number issued will be the confirmation number received from the Contractor. In the event that a VA referred occupant refuses to leave the room, the Contractor shall immediately notify authorized personnel. Also, in the event that a VA referred occupant checks out of the hotel/motel without prior notice from the VA the Contractor shall immediately notify authorized personnel at the VA. 3.The Contractor shall submit an invoice to the VA for payment for actual room nights used monthly in arrears. Invoices are due by the 15th of the month following previous month's services. The invoice shall contain the contract number, name of beneficiary and dates of lodging. 4.If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. G. 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. H. REPORTING REQUIREMENTS 1. The contractor shall provide the PM/TM with monthly written progress reports (original plus 1 copy). These are due to the PM/TM by the second workday following the end of each calendar month, throughout the project's duration. The PM/TM is required to provide monthly progress reports to the Contracting Officer's Technical Representative (COTR) by the fifth workday of the new calendar month. 2. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. I. TRAVEL [If applicable] n/a J. GOVERNMENT RESPONSIBILITIES [If applicable] n/a K. CONTRACTOR EXPERIENCE REQUIREMENTS (Standard mandatory language for all task orders) The government will determine on a SR basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COTR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COTR and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills: The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COTR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. "The contractor must inform the VHA COTR, and Project Manager/Task Manager when personnel are removed from the contract for any reason. "If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COTR and Project Manager. "The contractor shall submit a resume of qualifications to the COTR for all direct employees proposed for the project. All Contractor employees will be approved by the COTR prior to bringing on duty. L. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. M.CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access. 1.Position Sensitivity - The position sensitivity has been designated as Low-Risk 2.Background Investigation - The level of background investigation commensurate with the required level of access is not necessary. 3.Contractor Responsibilities a.The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language. b.The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt. c.The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract. d.Failure to comply with contractor personnel security requirements may result in termination of the contract for default. 4. Government Responsibilities a.The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor's employees, after receiving a list of names and addresses. b.Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy, and forward the forms to the office of Personnel Management (OPM) to conduct background investigations. c.The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB. d.Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor. Attachment A to the Statement of Work Schedule of Deliverables Deliverable No. OneItem A detailed work plan and briefing for the VA project team Quantity 1Delivery Date Within 30 calendar days after award.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BroVANAP/VAMD/VA24314Q1650/listing.html)
 

Document(s)

Attachment
 

File Name: VA243-14-Q-1650 VA243-14-Q-1650.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1597909&FileName=VA243-14-Q-1650-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1597909&FileName=VA243-14-Q-1650-000.docx

 

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

Place of Performance

Address: VA New Jersey Healthcare System;East Orange VAMC;385 Tremont Ave;East Orange, NJ

Zip Code: 07018
 

Record

SN03480803-W 20140828/140826235223-d6a2f680b5b3e389ed9068024f8cdec9 (fbodaily.com)
 

Source

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

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