SOURCES SOUGHT
V -- HOPTEL Services for the Memphis VA Medical Center
- Notice Date
- 2/5/2019
- Notice Type
- Synopsis
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office 9;1639 Medical Center Parkway;Suite 400;Murfreesboro TN 37129
- ZIP Code
- 37129
- Solicitation Number
- 36C24919Q0143
- Response Due
- 2/20/2019
- Archive Date
- 5/30/2019
- Point of Contact
- craig.ziegemeier@va.gov
- Small Business Set-Aside
- N/A
- Description
- This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. Background: The Memphis VA Medical Center, located at 1030 Jefferson Avenue, Memphis, TN 38104-2127, has a requirement for HOPTEL /Hotel rooms for patients who must stay overnight near the Memphis VA Medical Center for appointments. Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 721110 and sized standard is $32.5 Million. NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry https://www.vip.vetbiz.va.gov/. Project Description: STATEMENT OF WORK 1.0 GENERAL 1.1 The contractor must be the established owner operator of the hotel/motel and shall furnish rooms to Veteran beneficiaries and allowed guests as referred by authorized personnel of the Memphis Veterans Affairs Medical Center (VAMC), 1030 Jefferson Avenue, Memphis, TN 38104. The Contractor shall provide fully furnished hotel or motel rooms weekly (the amount of hotel/motel rooms requested will vary based on daily VA lodging need, with the exception of Contractor black-out dates due pre-scheduled local area events). The fully furnished hotel/motel rooms will include contractor provided utilities. 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 101, 2000, Chapter 29. 1.2 Lodging facilities must be located within five (5) miles of the Memphis VAMC located at 1030 Jefferson Avenue, Memphis, TN 38104. 2.0 SCOPE 2.1 The contract shall be for a period of one (1) base year with the option to extend for four (4) additional one-year periods. The Memphis VAMC shall be able to take occupancy of the rooms no more than 14 calendar days following the award of the contract and rooms must be in full compliance with all requirements of the contract by that date. Daily room rates shall include all fees and any other no-charge services offered to guests such as shuttle service and or a continental breakfast when available. If shuttle services are available, the hotel shall provide shuttle services to VA patients from 6:00 a.m. through 11:00 p.m. If wheel chair is required, Veteran Transportation Service (VTS) will provide transportation which must be arranged during business hours. Rate quotes shall not include sales tax. The VAMC is a Federal institution and therefore exempt from paying sales tax. 2.2 The contractor shall reserve eight (8) rooms per night, five (5) with double beds and three (3) king/queen sized beds with a let-out sofa, at the negotiated rates per the contract, 5 days a week, Sunday through Thursday for Veteran beneficiaries and allowed guest(s) of the Memphis VAMC HOPTEL program. Occasionally, additional rooms may be requested to be reserved by authorized personnel of the Memphis VAMC at the negotiated rates per the contract. Reservation of the additional rooms will be based on the contractor s space availability. The contractor will be paid only for actual rooms nights used in accordance with this contract. 2.3 Each room shall be double occupancy and handicapped accessible, or be ADA compliant. 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. Rooms shall be in a reasonably quiet or tranquil part of the hotel/motel. 2.4 Breakfast, either full or continental, if available will be provided at no additional charge. On-site parking shall be available at no additional charge. 2.5 The contractor shall allow the occupancy of the room covered by this contract only of the Veteran beneficiary and allowed guest(s) referred by authorized personnel of the Memphis VAMC and will be at the double occupancy rate. Any additional occupants that are not noted as an allowed guest(s) by authorized personnel from the Memphis VAMC are the responsibility of the Veteran beneficiary and shall not lodge at Memphis VAMC s expense. Authorized personnel or the Administrator Officer of the Day (AOD) will call and inform the contractor of the individual s name, allowed guest(s), and the arrival date at the contractor s motel/hotel. Stays will be limited to one night unless additional nights are specifically authorized by the Memphis VAMC. It is the contractor's responsibility to ensure that they have a valid and approved authorization for any Veteran beneficiary and allowed guest(s) occupying a room. 2.6 Services shall be performed 5 days a week, Sunday through Thursday except on any evening preceding a Federal Holiday unless authorized in advance by authorized personnel of the Memphis VAMC. It is agreed by the Contractor that the rooms will be held until 4:00 p.m. each day. All other rooms not reserved by the VA by 11:00 a.m. will be available for the Contractor to place back into their inventory for sale and the VA will not be charged for rooms not used. The contractor shall use its standard check in and checkout times. Applicable holidays are as follows: New Year's Day Martin Luther King's (MLK) Birthday President's Day Memorial Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day 2.7 Personnel of the Memphis VAMC who are authorized to provide referrals to the contractor will be identified following award of the contract and shall be accessible to the contractor from 8:00 A.M. to 4:30 P.M., Monday through Friday at (901) 523-8990 extensions 7796. An AOD will be assigned for any after hours, weekends, holiday referrals, or contractor issues and shall be accessible to the contractor at (901) 523-8990 extensions 7966 or 6123. If the AOD does not answer, call the Memphis VAMC operator and have the AOD paged. 2.8 The Veteran beneficiary s name, allowed guest(s), and authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel of the Memphis VAMC and presented to the contractor by the referred Veteran beneficiary. If a Veteran beneficiary or allowed guest(s) refuses to leave the room, the contractor shall immediately notify authorized personnel of the Memphis VAMC, the AOD, or the Contracting Officer Representative (COR). If a Veteran beneficiary checks in the day before treatment is to be received and decides to leave or check out without prior notice, the contractor shall immediately notify authorized personnel of the Memphis VAMC as eligibility for utilizing the HOPTEL service is tied to the Veteran beneficiary keeping his or her appointment. 3.0 REQUIREMENTS 3.1 If the contractor fails to furnish the required lodging services, the Memphis VAMC reserves the right to obtain the service from another source. The contractor s performance evaluations will be adversely affected. Contractor s continued failure to furnish required lodging services may be grounds for termination. 3.2 In the event the Veteran beneficiary is in an emergency of any kind, the contractor shall first contact 911 emergency medical services to respond and then immediately notify authorized personnel of the Memphis VAMC, the AOD, or the COR of the emergency. A list of designated staff and contact information shall be provided to the contractor upon contract award. 3.3 The Memphis VAMC will inspect each room prior to contract award to ensure compliance with all contract requirements. If necessary, a list of noted issues to bring the rooms into full compliance will be provided to the contractor to be corrected no later than 14 calendar days following the award of the contract as referenced in paragraph 2.1 of this document. The award of the contract is contingent upon acceptable air quality test results. Testing is to be at expense of contractor. At any given time but at a minimum of once per quarter, the Government reserves the right to inspect the premises and any accessible areas to ensure a safe and healthy environment for the Veteran beneficiaries and allowed guests. This inspection may be scheduled or unannounced. 3.4. If the Veteran beneficiary is admitted to the Memphis VAMC or any medical center for inpatient medical care, the authorized stay is only valid the first day of check in. Any allowed guest(s) that was residing with the Veteran beneficiary during the authorized period /stay may remain at the contractor s motel/hotel but at his or her own expense. The Memphis VAMC will not authorize payment for rooms occupied by the Veteran beneficiary s allowed guest(s) nor will it count toward the contractor's required lodging services as stated in this document per the contract. The Memphis VAMC is not responsible for lost revenues resulting from terminated authorizations. 3.5 The contractor is to submit monthly invoices per the contract s payment clause instructions. The contractor shall reference the Veteran beneficiary s name in the invoice so it may be matched with the Memphis VAMC s records of authorized stays. 3.6 Ceilings shall be at least 8 feet tall and no more than 11 feet clear from floor to the lowest obstruction. Each room shall have acoustical treatment with a flame spread of "5" or less and smoke development rating of 50 of less (ASTME 84). All type floor coverings shall be clean, free of stains, odor-free, and free of cracks or tears. Shag style carpets used as floor covering shall be ½ or less in length. Exterior doors to rooms shall open into a climate controlled hallway. 4.0 MISCELLANEOUS 4.1 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 and confirmed receipt to the Memphis VAMC at least seven (7) calendar days in advance of the event. 4.2 The contractor shall ensure that the premises are free of bugs and pests and provide to the Government monthly a copy of the pest control inspection conducted. 4.3 The contractor shall refer complaints received directly from the Veteran beneficiary to the COR within 2 calendar days. All complaints received by the COR will be forwarded to the Contracting Officer (CO) for documentation in the contract file and shall be promptly investigated within 24 hours upon receipt of complaint. Quality deficiencies identified by the COR shall be remedied promptly by the contractor. 4.4 If at any time the contractor's facilities become unsafe or uninhabitable due to circumstances beyond the contractor's control such as but not limited to severe storms, flooding, renovations, or other extreme weather events, the contractor is responsible for establishing alternative lodging services for the duration of the event. The contractor is responsible for ensuring the quality of the alternative lodging services, that there is no interruption of authorized services, and that all impacted lodgers are provided transportation to the alternative lodging services. 4.5 The contractor shall notify the Memphis VAMC if lodging relocation is required and the alternative lodging arrangements that were established. Verbal notification is required within one (1) hour of the event's origination. Written notification with an accompanying action plan and timeframe for reestablishment of lodging services is required within six (6) hours of the event's origination. 5.0 VA INFORMATION CUSTODIAL LANGUAGE The following standard Items relate to records generated in executing this contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C. Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. 5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. It is a requirement for the contractor to complete training course VA10176 due to collection, disclosing, maintaining of the Veteran s sensitive information. 6.0 PERFORMANCE 6.1 The service requirements are summarized into performance objectives that relate directly by mission essential items. The Performance Threshold briefly describes the minimum acceptable levels of service required for each Performance Objective. These thresholds are critical to the contractor's success. PERFORMANCE OBJECTIVE PERFORMANCE THRESHOLD Delivery and response time Services shall be performed with the specified time 95% of the time. Invoice procedures and inspections. Contractor and employees of the contractor will abide by all State and Federal requirements, including any applicable training. Adherence to invoice and reporting requirements as specified 95% of the time. Customer satisfaction. 95% Customer satisfaction rating or higher based on individual customer evaluations reports and independent surveys conducted by the COR. Business Relations. Business and management problems are resolved timely, effectively and efficiently. No more than two (2) unresolved incidents per year. Anticipated period of performance: 4/1/2019 through 3/31/2020 plus four (4) one-year options. Capability statement /information sought: Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide related services; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, etc,) pursuant to the applicable NAICS code; (3) Associated contract vehicles (i.e. GSA/FSS; SEWP); (4) Information should be provided electronically in a Microsoft Word or Adobe PDF format. Please e-mail your response with the above information to craig.ziegemeier@va.gov with the subject line "Sources Sought Notice # 36C24919Q0143 by 2:00 p.m. on 2/20/2019. Any question should be emailed to craig.ziegemeier@va.gov. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (05-FEB-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/NaVAMC/VAMCCO80220/36C24919Q0143/listing.html)
- Place of Performance
- Address: VA Medical Center Memphis;1030 Jefferson Avenue;Memphis, TN
- Zip Code: 38104-2127
- Country: USA
- Zip Code: 38104-2127
- Record
- SN05212154-F 20190207/190205230022 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
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