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FBO DAILY - FEDBIZOPPS ISSUE OF MAY 16, 2019 FBO #6383
SOURCES SOUGHT

V -- Temporary Lodging (Hoptel) Request (VA-19-00056181) \ Latest Update: 13 MAY 2019 \

Notice Date
5/14/2019
 
Notice Type
Synopsis
 
NAICS
721110 — Hotels (except Casino Hotels) and Motels
 
Contracting Office
Department of Veterans Affairs;Ralph H. Johnson VA Medical Center;109 Bee Street;Charleston SC 29403-5799
 
ZIP Code
29403-5799
 
Solicitation Number
36C24719Q0544
 
Response Due
5/24/2019
 
Archive Date
6/3/2019
 
Point of Contact
John.Norway@va.gov
 
Small Business Set-Aside
N/A
 
Description
Hoptel Statement of Work 1. GENERAL: The Hoptel Program has been designed to reduce Government spending and duplication of efforts in administrative support services. The Ralph H. Johnson Hoptel Program realizes significant savings through partnering, standardization, streamlining, prudent acquisition strategies, reorganization, economies of scale, or consolidation, and an overall sound business approach to the delivery of products and services. As of today, the Ralph H. Johnson Hoptel Program provides more than 290 hotel rooms per month to Veterans that meet the criteria standards in Medical Center s CPM 136-14-04 2. BACKGROUND: The Department of Veterans Affairs (VA) is mandated to establish a program for providing temporary lodging under section 221(a) of the Veterans benefits and health Care Improvement Act of 2000 (Public Law 106-419). These statutory provisions regarding temporary lodging have been codified as Title 38 United States Code (U.S.C.) 1708 and are administered by VHA. Statutory provisions allow VA to use appropriated funds for temporary lodging or hoptel services, including non-VA facilities (i.e. motels, hotels, etc.). NOTE: Federal Regulations on temporary lodging were published on February 21, 2014. 3. PERIOD OF PERFORMANCE: 10/01/2019-09/31/2024 4. PLACE OF PERFORMANCE: Pending award of contract. 5. DAYS AND HOURS OF OPERATION: Seven days a week, check in time will be between 1500 and 1900 daily. Veterans arriving after 1900 will be required to call AOD in advance to keep their room open. 6. PERFORMANCE REQUIREMENTS: 1. The Contractor shall furnish rooms to the VA beneficiaries authorized by the Ralph H. Johnson VAMC. The Contractor shall furnish all standard supplies/services included as the minimum room requirements. These rooms will be used on a short-term basis for the VA Hoptel Program. Availability is as follows: Item # Description/Part Number* Qty Per Night Days in Year 1 Sunday Night Rooms 15 53 2 Mon, Tues, Wed Night Rooms 30 156 3 Thursday Rooms 25 52 4 Fri & Sat Rooms 4 104 2. Hotel cleanliness will be required to meet specific minimum standards to include washing all bedding including comforters daily, room will be free of mildew/mold and non-smoking rooms will be smoke free. Standard items in the room will be maintained and in good repair. Carpet will be visibly clean and free of stains. The facilities outside of the rooms, including hallways, entry ways and grounds should also be clean and in good repair. The interior facilities should be free of pests. Additionally, the hotel will provide a safe and secure environment for the Veterans, including door locks that function properly and video surveillance of the common areas. 3. HVAC units should be clean and well maintained. 4. Repairs need to be made to items owned by the Hotel/Motel in a timely manner. Items that can be repaired/replaced on site (i.e. furniture) should be repaired/replaced immediately. Items that need parts ordered or specialty service should be removed from the room as practical (example: it is not practical to remove damaged countertops) and repaired as soon as parts/services are available. 5. Visible signage in rooms specifying costs for certain incidents such as the removal of hotel/motel property (i.e. pillows and towels) and charges for smoking in non-smoking rooms. 6. It is preferred that the hotel has one of the following quality ratings: First class or higher per the Official Hotel Guide; Three crowns or higher per the OAG Business Travel Planner; Three diamonds or higher per AAA; or Three stars or higher per the Forbes Travel Guide. 7. The hotel shall be compliant with the Hotel and Motel Fire Safety Act of 1990 15 U.S.C. 2201 et seq, (Public Law 101-391), and must hold a FEMA certification number. The hotel shall be compliant with Americans w/Disabilities Act, 42 U.S.C. Section 12101 et seq. (ADA). Additionally, the hotel shall abide by all state and federal regulations that govern the proper operation of such an establishment. 8. Rooms will include at a minimum a microwave or kitchenette, miniature refrigerator, coffee pot, television and telephone. 9. Maintain environmental reports from annual inspections with incidental inspections occurring upon discrepancy. Pest control inspection reports showing that there are no issues with pests on the premises. Pest control shall include bed bugs, cockroaches, terminates, ants, rodents, flies, mosquitoes, fleas, spiders, wildfire, ticks, beetles, gnats, silverfish, earwigs, stinging pests, stink bugs, millipedes, weevils, fruit flies, and mites. Additionally, the hotel must maintain all other inspection reports as required by state and federal laws and regulations for such an establishment. 10. Provide complimentary standard personal care items in all rooms, additional items (i.e. tooth brush, tooth paste, razors, deodorant, body soap and shampoo) available upon request free of charge. ALL extra amenities will be the responsibility of the patient (i.e. room service, pay-per view movies, etc.) local calls available at no cost. 11. Provide a hot breakfast/continental breakfast free of charge. 12. Provide concierge service to assist older or handicapped patients. 13. Provide free Wi-Fi and Wi-Fi access free of charge. 14. The hotel/motel must not be above complaint thresholds stated in the Quality Assurance Surveillance Plan for more than three (3) consecutive months. 15. Daily stay reports for all Veterans that stayed the prior night should be submitted to the COTR by 1000 hours on the next business day via email. 16. The C&A requirements do not apply, and a Security Accreditation Package is not required 17. Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 18. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. 19. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). 20. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor / subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. 21. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. 22. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. 23. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. 24. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. 25. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. 26. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. 27. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. 28. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. e. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] f. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. 29. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. 30. The establishment must be within 10 miles of the Ralph H. Johnson VAMC, 109 Bee Street, Charleston SC 29401. 7. INVOICES: The Contractor will furnish with invoice signed documented proof that services have been rendered in accordance with this contract. Room charges are only for actual room use only (VA will not be billed for no-show even if prior notification has not been received). Invoices shall be submitted monthly in arrears. Invoices shall not exceed the authorized contract rate. Invoices for room rates shall not include tax, as the Federal Government is tax exempt. All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Department of Veterans Affairs FMS-VA-2(101) Financial Services Center PO Box 149971 Austin TX 78714-9971 Vendor e-Invoice Set-Up Information: Vendor shall contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have questions about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below: OB10 e-Invoice setup information: 877-489-6135 email: VA.Registration@ob10.com FSC e-Invoice Contact Information: 877-353-9791 email: vafsccshd@va.gov 8. Payment: All payments by the Government to the contractor will be made in accordance with FAR 52.232-34, Payment by Electronic Funds Transfer Other Than System for Award Management. Payment will be made monthly in arrears upon receipt of a properly prepared invoice. Payment shall be rendered for actual room charges only for actual room use only (Contractor shall not bill for no-show even if prior notification has not been received). Payment for actual used room shall not include tax, as the Federal Government is tax exempt. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (14-MAY-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/ChaVAMC/VAMCCO80220/36C24719Q0544/listing.html)
 
Record
SN05310603-F 20190516/190514230021 (fbodaily.com)
 
Source
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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