DOCUMENT
V -- Amendment to 36C25919Q0574 - Attachment
- Notice Date
- 9/9/2019
- Notice Type
- Attachment
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- Department of Veterans Affairs;Network Contracting Office;NCO 19;6162 South Willow Drive, Suite 300;Greenwood Village CO 80111
- ZIP Code
- 80111
- Solicitation Number
- 36C25919Q0574
- Response Due
- 9/17/2019
- Archive Date
- 11/16/2019
- Point of Contact
- tamanica.danford-leaf@va.gov
- E-Mail Address
-
tamanica.danford-leaf@va.gov
(tamanica.danford-leaf@va.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- The purpose of this amendment is to answer questions posed for RFQ 36C25919Q0574 and to amend Sections (v), 5(e), and 2(f). **In your updated quote, please acknowledge receipt of this amendment. ** 1. It notes rooms are needed Sundays thru Friday. Does this include Friday night check out Saturday or check out Friday normal time please? Section 3.1(c) thru Friday means checkout on Saturday Section 3.2(d) thru Saturday means checkout on Sunday 2. Standard patients, Item h. page 4 of the request notes the VA reserves the right to request additional rooms beyond the room of 56. Would any additional rooms required beyond the 56- room block be mandatory? Meaning are any additional rooms beyond the block going to be based of the hotel s availability or will these rooms be mandatory if needed? Additional rooms over the 56 required for standard patients (sec 3.1) are not mandatory; if rooms over the set block are needed then these will be based on the hotels availability (but charged at the same rate as the contracted rate) This will be the same for the transplant patient (sec 3.2) room requirement. 3. the CLIN s do not allow for multi-year pricing and none of our facilities will agree to 5-year fixed pricing especially when transportation is to be included. Our current responses have teared pricing by year. None will agree to hold the same rate for 5 years. By not allowing yearly price increases, the rates you will receive in year 1 will be based on 5 years from now meaning they will be inflated tremendously so that by year 5 it is still viable business for the contractor. Is it possible to allow yearly CLIN s for the groups? Section (v) List of Line Items is hereby changed to the following CLIN structure: (Estimated cost adjustments for each period of performance are allowed) 0001 Off-Site Lodging for Standard Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/19 to 9/30/20 0002 Off-Site Lodging for Transplant Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/19 to 9/30/20 Annual Total: $_______ 1001 Off-Site Lodging for Standard Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/20 to 9/30/21 1002 Off-Site Lodging for Transplant Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/20 to 9/30/21 Annual Total: $_______ 2001 Off-Site Lodging for Standard Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/21 to 9/30/22 2002 Off-Site Lodging for Transplant Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/21 to 9/30/22 Annual Total: $_______ 3001 Off-Site Lodging for Standard Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/22 to 9/30/23 3002 Off-Site Lodging for Transplant Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/22 to 9/30/23 Annual Total: $_______ 4001 Off-Site Lodging for Standard Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/23 to 9/30/24 4002 Off-Site Lodging for Transplant Patients/ Daily Rate: $________ Including Shuttle Service Period of Performance 10/1/22 to 9/30/24 Annual Total: $_______ 4. It is mentioned this is a Small Business set-aside, however the following statement is made: Contractors socioeconomic status must be verified in the VA Vendor Information Pages (VIP): https://www.vip.vetbiz.gov/. Unverified contractors will be considered non-responsive. Please clarify if this solicitation is a small business set-aside or a service-disabled veteran-owned small business set-aside. This is a small business set-aside. Per this amendment, Section viii(c) of the 52.212-1, Instructions to Offerors-Commercial, is hereby removed. 5. Please clarify if this is indeed a single award BPA. This will be a single award BPA. 6. I see the minimum number of rooms required daily, however what are the maximum number of rooms that may be required? There is no maximum; reference #2 above. 7. Can you please clarify if you need 56 rooms each night or if you need at least four hotels for this requirement. Reference section 3.1(a) and 3.2(a). Yes, these amounts of rooms are required to be reserved per day for the VA Medical Centers use. Reference section 2(a), to accommodate the number of rooms required in paragraph 3. Whatever number of hotels is needed to supply this amount of room can be offered, the minimum is just a suggested amount, so the VA does not bog down individual hotels. 8. I was checking to see if a third-party contractor can do this? We are not contracting directly with hotels, so a management company for this contract would be considered a third party. 9. Will it be Ok if all rooms are spread out in 2-3 hotels instead of 4? Yes, if the hotels are willing to accommodate so many rooms. Please don t for get section 3.2 requires extended stay hotels. 10. Will all Veterans and their family/friends staying travel by the shuttle? Yes, if they need to. 11. For shuttle, will it be required every day during the stay? Possibly, this information is not possible to know beforehand. It will depend on the circumstances of each patient. 12. Will the shuttle be going every day from Airport to Hotel or will it be from Hotel to VA? Possibly, this information is not possible to know beforehand. It will depend on the circumstances of each patient. 13. Would you know how many trips will it be required per day? No, this information is not possible to know beforehand. It will depend on the circumstances of each patient. 14. On the statement under Section 5 General in the SOW: e. If a Veteran cancels their VA appointment, but fails to cancel lodging within the specified hotel/motel timeframe, there will be a charge to the Veteran credit card. If the veteran does not cancel his reservation, the hotel will not have any credit card to charge as he did not check in. Please clarify. Section 5(e) is hereby removed from the solicitation. 15. Is there a star/diamond rating requirement or preferred rating for this program? A requirement for the hotels to meet at least a 3.5 rating is hereby added in section 2 (f). 16. Hotel Room Rates. SOW Paragraph 3.h. states the following: h. All rooms will be charged at the same rate regardless of the time of/or type of room reservation. The VA reserves the right to request additional rooms; however, as part of the competitive process, the contractor must propose as part of the offer, any rates above and beyond the daily room requirement. Room rates shall be calculated at checkout time/date. Late Checkouts should be available to the veteran. Questions: Do all the room rates have to be same for all four hotels the VA requests the Contractor obtain to perform the SOW tasks? No, you may submit each hotel with its own rate. Follow the CLIN structure listed above. Since room rates tend to vary by season, can offerors propose seasonal rates (at the uniform prices all rooms during the respective season)? No, one flat rate to be charged all year to the VA per hotel. If a deposit is required by the hotel(s), will the VA authorize an advance payment(s) to Contractors to cover the upfront costs? No, advanced payments are not allowed. Invoices will be paid in arrears. 17. Blackout Dates. The SOW states: a. The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms. We understand Winter is the busy season in the Salt Lake City region due to demand for lodging for skiers. Since demand of hotel rooms is beyond the control of any prospective Contractors, can the SOW make an allowance for a backup hotel(s) substitution? No, we cannot delay patient care due to blackout days. If a hotel will not agree, then they cannot be considered. 18. Proposal Evaluation Criteria. FAR Provision 52.212-1, Instructions to Offerors Commercial states: Volume I Technical Acceptability The offeror shall provide a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work. Questions: Can the VA provide an example of the Signed Statement certifying technical capability? No example is provided as the requirement for a signed statement certifying that the quote submitted meets the technical capability specified in the Statement of Work. is self-explanatory. FAR 52.212-2, Evaluation--Commercial Items, says the RFQ will be a best value contract award decision. However, if the VA only evaluates Signed Statements how will it be possible to make a best value decision? It appears the current RFQ may be a de facto Lowest Price Technically Acceptance instead of a best value award. Best value will be based on: Technical Acceptability The Government will evaluate quotes on the basis of whether or not the offeror provided a signed statement certifying that the quote submitted meets the technical acceptability requirements specified in the Statement of Work. Technical Acceptability shall consist of meeting the technical requirements of the Statement of Work. Price The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the requirements of the Statement of Work shall not be selected regardless of price. Will the Government consider adding the following proposal evaluation factors below? Work Plan- Not required. Evaluation will be based on meeting all requirement in the SOW and price. Past Performance - past performance required by FAR 9.104-1 is part of the responsibility determination and is sufficient to determine whether the successful offeror has a satisfactory past performance record. 19. Is there a current contract for this requirement? If so, what is the Contract Number and what is the Name / DUNS number of the incumbent contractor? If there is a current contract, what is the total dollar value? The current BPAs are as follows: refer to the Federal Procurement Data System for published information. 36C25918N3750 36C25919N0041 36C25918N3757 20. Extended Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by Crown, such services shall be at the expense of the Veteran. If the Veteran is admitted or stays overnight in the VA facility, stays of family members or care givers in the contracted lodging facility shall be at their own expense. Please clarify the requirement for this statement. Are we to evict a caregiver? I find this logic hard to understand. We have multiple VA lodging contracts and NO other Transplant contract evicts the caregiver if the veteran takes a turn for the worse. Does this also mean that any patient arriving by air ambulance is not allowed to have a caregiver? Is there caregiver lodging at the medical center? This borders cruelty to a sick veteran who needs his family support and caregiver support. This notice does not apply to the transplant program, it applies to the standard patient lodging/travel program. Hotels are not required to evict families if the patient is admitted to the hospital. But as the patient lodging program is not set up to fund lodging stays for family if the patient is not present, the family member is required to pay at their own expense for those days the patient is admitted to the hospital for care. This information is provided to each and every patient and their caregiver before lodging is arraigned.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/36C25919Q0574/listing.html)
- Document(s)
- Attachment
- File Name: 36C25919Q0574 36C25919Q0574_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5145436&FileName=36C25919Q0574-001.docx)
- Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5145436&FileName=36C25919Q0574-001.docx
- Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
- File Name: 36C25919Q0574 36C25919Q0574_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=5145436&FileName=36C25919Q0574-001.docx)
- Record
- SN05436820-W 20190911/190909231037-7d7b55cee4e0930a2ce40a2f9a6896db (fbodaily.com)
- Source
-
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