SOURCES SOUGHT
V -- 626-22-3-2520-0048 Transplant Lodging
- Notice Date
- 4/20/2022 1:07:20 PM
- Notice Type
- Sources Sought
- NAICS
- 721110
— Hotels (except Casino Hotels) and Motels
- Contracting Office
- 249-NETWORK CONTRACT OFFICE 9 (36C249) MURFREESBORO TN 37129 USA
- ZIP Code
- 37129
- Solicitation Number
- 36C24922Q0320
- Response Due
- 4/20/2022 7:00:00 AM
- Archive Date
- 07/28/2022
- Point of Contact
- Michael Edwards, Contract Specialist, Phone: 615-225-5506
- E-Mail Address
-
michael.edwards2@va.gov
(michael.edwards2@va.gov)
- Awardee
- null
- Description
- Page 2 of 4 This is a Request for Information Only; it is not a request for quotations or offers. Network-9 Contracting Office on the behalf of the Tennessee Valley Healthcare System, at the Nashville, 1310 24th Avenue South, Nashville, TN 37212 and Murfreesboro, 3400 Lebanon Pike, Murfreesboro, TN. 37129 location has developed this Request for Information (RFI)/Sources Sought Notice to solicit market research information from industry to assist the Government with analysis of a Government requirement and provide commercial insight on performance-based solutions, best practices, possible contractual arrangements, and potential issues. This RFI is to determine the availability of Small Business (preferably Service-Disabled and/or Veteran-Owned Owned) entities within the Nashville and Murfreesboro area. THIS IS A REQUEST FOR INFORMATION ONLY. It is not a Request for Proposal, a Request for Quotation, an Invitation for Bids, a Solicitation, or an indication that Network-9 Contracting Office (NCO-9) will contract for the items contained in the RFI / Sources Sought Notice. This RFI/Sources Sought Notice is part of a Government market research effort to determine the scope of industry capabilities and interest, in accordance with Federal Acquisition Regulation (FAR) Part 15.201(e), response to this RFI / Sources Sought Notice are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI / Sources Sought Notice are strictly voluntary and are consider as information only. The Government will not pay respondents for information provided in response to this RFI / Sources Sought Notice. Responses to this RFI / Sources Sought Notice will not be returned and respondents will not be notified of the result of the review. If a solicitation is issued, it will be announced a later date, and all interested parties must respond to that solicitation announcement separately from any response to this announcement. This RFI / Sources Sought Notice do not restrict the Government s acquisition on a future solicitation. Network-9 Contracting Office (NCO-9) Nashville and Murfreesboro Home VA Medical Center are conducting market research for Transplant Patient Range of Stay Lodging Services. The U.S. Department of Veterans Affairs requires the use of 450 furnished hotel or motel suites/kitchenettes per week. Due to the complexities of the Transplant veteran and the seriousness of their illnesses, the rooms offered shall be within a 15-minute driving time (in traffic) of the VA Medical Center, 1310 24th Ave. S, Nashville, TN 37212. A kitchenette is defined as being a furnished room or motel room that (at a minimum) includes a microwave/convection oven duo, refrigerator, cookware, dishes, utensils, and a two-burner stovetop. Contractor shall provide 450 fully furnished hotel or motel suites/kitchenettes per week. The following is the daily room estimate: Sunday 90 rooms, Monday 85 rooms, Tuesday 75 rooms, Wednesday 65 rooms, Thursday 45 rooms, Friday 45 rooms, Saturday 45 rooms. The lodging facility must block off this number of rooms per day per week. The fully furnished hotel/motel suites/kitchenettes will include Contractor provided utilities and other specified services. The hotel/motel suites/kitchenettes 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. https://www.nfpa.org/Codes-and-Standards/All-Codes-and-Standards/Codes-and-Standards It is agreed by the Contractor that the rooms will be held until 4:00 pm each day. Contractor will hold two (2) emergency rooms for Transplant Service for the emergent occupants that are called in. Contractor will not bill VA for the Emergency Rooms when hotel is not fully occupied. All other rooms not reserved by the VA by 4:00 pm will be available for the Contractor to place back in their inventory for sale and the VA will not be billed for the rooms not used. Contractor shall provide a point of contact with name, phone number, and email address for submission of reservations and for invoice reconciliation. This person will serve as liaison between the VA hospital and the facility and have the authority to secure and provide confirmation numbers for each reserved room STATEMENT OF WORK: This is a summary of the Statement of Work. HOTEL REQUIREMENTS HOTEL REQUIREMENTS Each unit shall have a minimum of 380 square feet of net usable space. Each unit shall be single and double occupancy and handicap accessible per ADA standards for accessible design (standard), 28 C.F.R. pt. 36, Appendix A. Electronic Code of Federal Regulations (eCFR) The motel/hotel shall have a coin operated clothes washer and dryer available for use by the room occupants. Each room shall be on the ground floor or be 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 more than 4 steps up or down from parking areas to elevator lobby. The interior of the room shall not have any stairs. There shall be no physical barriers. Rooms shall be in a reasonably quiet or tranquil part of the hotel. The rooms shall be smoke free. Contractor personnel shall not smoke in the rooms at any time whether VA referred occupants are present. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service, and basic television cable service. Contractor shall provide under the authority of Public law 100-355 on-call transportation for the VA referred occupants from the Contractor's hotel/motel to the VA Medical Center and from the VA Medical Center to the hotel/motel. Contractor shall also provide on-call transportation for the VA Transplant occupant, donor, and caregiver from Nashville International Airport (BNA) to the Contractor s hotel/motel and from the Contractor s hotel/motel to BNA. Contractor shall provide the on-call or published scheduled transportation service from 6:00 a.m. to 11:00 p.m. seven days per week. Contractor shall respond within thirty minutes if on-call transportation provided after being contacted by either the VA referred occupant or VA official to provide the described on-call transportation service to include all federal holidays. Federal holidays are identified as the following days: · New Year s Day · Martin Luther King s Birthday · President s Day · Memorial Day · Juneteenth Day · Independence Day · Labor Day · Columbus Day · Veterans Day · Thanksgiving Day · Christmas Day 3.6 Contractor shall provide each morning between the hours of 6:00 a.m. and 9:00 a.m., a continental breakfast to the VA referred occupants. The breakfast meal may be self-served buffet service located in a common area of the hotel that will seat at least twenty (20) patrons. The contractor shall provide the necessary eating utensils, dishware, and serving ware for the breakfast meal. Contractor shall provide the following beverages and food for the breakfast meal. Artisan-style breakfast sandwiches; pancakes/waffles; Coffee; tea; milk; fresh juice; fresh fruit; bakery products; cold cereals; yogurt; eggs; hard boiled eggs; oatmeal; bread varieties with assorted spreads; bakery products 3.7 In the event a VA referred occupant is in an emergency of any kind, the Contractor shall contact 911. In addition, the Contractor shall immediately contact the Contracting Officer s Representative (COR) or the VA Medical Center, Administrative Officer of the Day, 615-873-7172 if the emergency occurs in other than normal business hours. 3.8 Occupancy: The VA must be able to take occupancy of the rooms on the start of the period of performance. The rooms must be in full compliance with all requirements of the contract before the submission of offers. 3.9 Inspection: The VA will randomly select to inspect rooms and indoor common areas such as hallways, elevators, etc. to inspect prior to contract award to ensure compliance with all contract requirements. Award of contract is contingent upon an acceptable air quality test result. Testing to be at expense of Contractor. The government reserves the right, at any time after the contract is signed and during the term of the contract, to inspect the premises and all other areas of the building access to which is necessary to ensure a safe and healthy environment for the Government tenants and the Contractor s performance under this contract. A bi-annual unannounced inspection will be conducted by the government as a minimum. 3.10.0 Base line results of air quality testing must meet the following criteria or better: Acceptable air sample test results are listed below: There shall be no visible signs of mold or moisture There should be no evidence of Aspergillus Fumigatus or Stachbortrys in 150 liters per air sample x minimum of 12-15 random air samples. 3.11 Room Reservations will be on the following basis: 3.11.0 The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by the Lodging Clerk or Program Support Clerk. The VA will inform the Contractor of everyone s name and the expected arrival time at the Contractor's motel/hotel. 3.11.1 For this contract, the Contractor shall use its existing check in and check out times. 3.11.2 The COR will notify the Contractor of when specific individuals will be checking out of the hotel/motel. If a VA referred occupant refuses to leave the room, the Contractor shall immediately notify the COR. Also, if a VA referred occupant checks out of the hotel/motel-without prior notice from the VA. Contractor shall immediately notify the COR or the VA Medical Center Officer of the Day if the check-out occurs in other than normal business hours. 3.11 The Contractor shall submit an invoice for all apartments covered by this contract monthly in arrears. Invoices will be submitted on-line for payment. An advanced itemized invoice will be emailed to the COR for review and prior approval before the invoice is submitted electronically. The COR will review the invoice within three days of receipt and respond to the Contractor with a determination of acceptability. 3.12 Contract is not tax exempt; contractor is responsible for all taxes. 3.13 DAILY ROOM SERVICE: Daily room service shall be provided each room on the following basis: 3.13.0 If a specific room was previously occupied the night before by the same VA referred occupant, the following daily room service shall be performed. (1) Make up bed(s). Bed linens shall be changed every three (3) calendar days if the room is continuously occupied by the same VA referred occupant. (2) Vacuum all carpeting daily. (3) Clean the bathroom floor, vanity sink and mirror, commode, and bath/shower unit. (4) Change all used bath linens with laundered bath linens. (5) Empty wastepaper baskets. (6) Replace toilet paper roll when three quarters consumed. (7) Dust furniture 3.13.1 If the previous night's occupant is different from the VA referred occupant for the next night, the bed linens to include bedspread will be changed daily as the room occupants change. 4.0 GENERAL BUILDING REQUIREMENTS & SPECIFICATIONS 4.1 Heating and Cooling Requirements: 4.1.0 Each room shall have permanently installed, functioning cooling and heating system with thermostatic control. The heating system is required to maintain a temperature of 80 degrees F. The air conditioning system is required to maintain a temperature of 65 degrees F. 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 anti shall meet all installation and safety codes. 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. Electrical and Lighting Requirements: 4.2.0 Every room shall be provided with not less than two electrical receptacle outlets and electric light fixtures in accordance with the Furniture and Accessories section of this solicitation. Every toilet room, bathroom, laundry room, furnace room, public hallway, porch, and flight of stairs between stories shall contain at least one (1) supplied electric light fixture. Where an interior stairway or public hallway changes in direction, more than one (1) supplied electric light fixture is required. 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. Sanitation Requirements: All plumbing and sanitation fixtures facilities, equipment, must be in safe and sanitary condition, in good working order and meet all federal, state and local building codes Telephone Service Requirements: 4.4.0 Contractor shall provide local area, touch tone, telephone service 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. Contractor shall provide one telephone in each room. Telephone service shall be equipped with voice messaging system or front desk message service. Interior Space Requirements: 4.5.0 Ceilings shall be at least 8 feet 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. Floor load shall be a minimum live load capacity of 60 pounds per square foot. Storage areas shall have a minimum live load capacity of 150 pounds per square foot. Floor shall be covered with vinyl floor covering or carpeting (vinyl asbestos floor tile shall not be used for new installations). Existing floor and/or window covering, or carpet may be accepted providing the floor coverings are in good condition. If accepted by the Contracting Officer, the floor coverings shall be thoroughly cleaned prior to VA occupancy. Exterior doors to rooms shall open into a climate-controlled hallway. Fire Safety: 4.6.0 The contract will submit its current written fire safety plan and will be submitted as part of the contract bid package. 4.6.1 Buildings in which space is offered shall be evaluated in accordance with latest editions of the National Fire Codes and Uniform Building Code. List of NFPA Codes and Standards 4.6.2 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. Maintenance of Contractor-owned fire extinguishers shall be provided by the Contractor in, accordance with NFPA Standard No: 101. NFPA 101®: Life Safety Code® As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways, and other common areas. Facility must meet NFPA Life Safety regulations on egress, fire, and smoke protective systems applicable to the Occupancy type. NFPA 101®: Life Safety Code® 4.7 Asbestos- No asbestos containing fireproofing or insulation on building structures, acoustical treatment, molded or wet-applied ceiling or wall finishes/decorations, will be permitted. 4.8 Wheelchair Accessibility: Common areas such as hallways and laundry room shall provide for accessible path of travel for wheelchairs. 4.9 Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A171 and Al71a Safety Code for Elevators, (ASME A17.1-2019: Safety Code for Elevators and Escalators - ANSI Blog) 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. 4.10 The hotel is to have a written interior moisture prevention and water intrusion event management program that includes aggressive drying using mold remediation industry standard type dehumidifiers, fans, and drying methods. This plan and process must be provided to the VA as part of the bid package and put in place within 24 hours of awareness of a water intrusion event occurring. The VA COR will be notified immediately if more than 50 square feet of building surface or carpet in impacted by a water intrusion/leak event. Once notification of water intrusion event, TVHS Inspection team will perform visual inspection with 24 hours. 96 hours later the same TVHS Inspection team will reevaluate, ensuring that the clean-up process was completed and that no additional testing is required. KEY Components of a written preventative maintenance Water-Mold Management Plan to prevent mold from colonizing the interior of a building by eliminating or limit the conditions that foster mold establishment and growth should include but not be limited to the following: Immediately visual inspection of occurring water issues. Rapid drying using commercial grade moisture meters, dehumidifiers, and water extraction and drying equipment. Quick and effective response to water intrusion to prevent or greatly reduce fungal growth and occupant exposure to mold and other bioaerosols. Must be dry ~15% moisture within 48 hours of the leak event to satisfactorily prevent colonizing mold growth. Recognize, examine, and dry the hidden places (below carpet pad, wall interiors etc.) where moisture and mold can occur. Fix leaks to plumbing or building envelope as soon as possible taking emergency steps to temporarily slow or stop water intrusion. Prevent moisture condensation by lowering the relative humidity in the inside air or by increasing surface temperatures where condensation is occurring. Avoid as much as possible covering walls with vinyl wall covering especially on cold temperature impacted walls Vent moisture generating equipment such as in laundry or kitchen areas outside. Maintain indoor humidity below 60% (30%-50% is ideal). Step to prevent foundations/basements or crawl spaces remaining wet The VA reserves to right at its expense to periodically sample for elevated levels of airborne hydrophilic mold looking especially for molds associated with known or suspected water intrusion events. The VA reserves the right to do a visual assessment of environmental and safety conditions at the hotel on a quarterly basis or at the time of a reported water intrusion event or other safety event impacting VA occupants. Elevated numbers of indoor hydrophilic mold associated with water intrusion events (equal to or greater than what is found outside from the water intrusion event area and/or in chosen non-water intrusion event rooms would be grounds for further occupant protective action. Once awarded the contractor is to perform a baseline testing to demonstrate that the facility does not have a history of water intrusion events. The hotel should contract with a Certified Industrial Hygienist with mold sampling experience, to assess the levels and species of mold contamination present. Elevated numbers of hydrophilic mold (equal to or greater than what is found outside) from a minimum of 10 randomly chosen rooms would indicate that IAQ levels may not be satisfactory to properly protect occupants and that a history of water intrusion may have occurred. In the event of a catastrophic water event, facility or COR will coordinate with Contractor to move patients to clinically acceptable areas within the facility. If the entire building is deemed inhabitable, a new location meeting all the requirements must be provided at the expense of the contractor. The attached inspection form will be used by the VA inspection group to determine if there are any indications of water intrusion events that would necessitate further inspection, air testing and possible occupant protection action. (Attachment A) The VA inspection team will use the attached Check list (Attachment B) in doing quarterly visual inspections as a documentation process. Inspection team will Include: Contracting Officer Representative (COR) Infectious Control Environment of Care Staff Member Industrial Hygienist Safety Officer 4.11 Miscellaneous: 4.11.0 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. 4.11.1 If the building is partially or totally destroyed or damaged by fire or other casualty so that the space is untenantable as determined by the Government, the government may terminate the contract for convenience as per FAR 52.249 4.11.2 The Contractor shall maintain the premises, including the building and all equipment, fixtures, and appurtenances furnished by the Contractor under this contract, in good repair and tenantable condition. 4.11.3 Contractor will ensure that the facility is free of bugs and pests and provide to the Government monthly a copy of the pest control inspection conducted. 5.0 DELIVERABLES 5.1 FURNITURE AND ACCESSORIES: 5.1.0 Each room shall comply with the following general room requirements: Floor covering: All type of 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 1/2"" or less in length. Each room shall have lighting fixtures. All overhead lights shall be controlled by wall switches. All light bulbs shall have either a shade or globe except for decorator type bulbs. All windows shall be able to be secured in a closed position. The windows shall be effectively weather-stripped, and the window lights shall be free of cracks and shall be tightly fitted in the window frame. All windows shall have window treatments consisting of shades, blinds, or drapes. The window treatments shall be substantial enough to prevent viewing into the room from outside of the room. In addition, the window treatments shall be capable of substantially darkening the room during daylight hours. Each room s exterior door shall be secured with snap lock and dead bolt lock. In addition, exterior doors shall have an exterior light, peep hole fitted with 175 degree viewing lens. 5.1.1 Each room's bathroom shall have the following: combination tub/shower with support rails; commode; vanity; mirror above vanity; overhead light; exhaust fan which exhausts to outside air; GFI protected electrical outlets; solid floor covering, ceramic tile, composition vinyl tile, or solid vinyl sheet. 5.1.2 Each room shall have a coffee maker and a supply of coffee/tea and associated condiments shall be provided daily. 5.1.3 General Furniture Package (1) All furniture shall be in good general condition; shall be clean; free of stains and odors; and have no tears or rips in the fabric coverings and shall not be covered by pull on slip covers. Non-upholstered furniture surfaces shall be free of scratches, broken surfaces, splinters, free of stains, and clean. Each room shall have the following furnishings: Table and two chairs 1 each upholstered chair 2 each bedside lamps (1 between 2 beds if industry standard) 1 each color television with remote control 1 each dresser and mirror 2 each double sized or larger beds with headboard 2 each nightstand (1 between 2 beds if industry standard) 1 each clock radio with alarm Pullout couch 1 each double size or larger mattress and box springs per bed (2) Each double size or larger bed shall be supplied with the following bed linens which will be freshly cleaned, free of stains, odors, tears, and in good condition. 2 each standard fiberfill pillows 2 each pillowcase 1 each flat sheet 1 each fitted sheet 2 each thermal blankets 1 each bedspread 1 quilted mattress pad 5.1.4 Bath 1 each skid resistant mat or equivalent for tub 4 each bath towels (25"" X 48"") 4 each hand towels (18"" X 30"") 4 each washcloth (12"" X 12"") 1 each shower liner 1 set of shower hooks 1 each plastic waste basket 7 qt. Capacity) 1 each bathroom mat (20"" X 30"") 1 each-shower curtain Safety handlebars in shower/tub for gripping PERIOD OF PERFORMANCE: The term of this contract will be for one base year and four optional years. Period of Performance is from 10/01/2022 through 09/30/2027. 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. MARKET SURVEY: 1. Please provide a capability statement that includes, as a minimum, the following information: a. Company Name: b. Company Address: c. Point of Contract Information: i. Name: ii. Title: iii. Phone Number: iv. Facsimile Number: v. E-mail Address: d. System for Award Management (SAM) Expiration Date: e. DUNS Number: f. CAGE Number: g. Business Size(*) (Note: (*) as it relates to NAICS Code: h. Socioeconomic Category: Small Business SDVOSB VOSB Small Disadvantage Business 8(a) HUB Zone Women Owned Small Business 2. The number of certified employees your firm can offer/provide: 3. The distance your firm is from the Nashville and Murfreesboro VA Medical Center Medical Center: 4. Comments on the (Draft) Statement of Work (SOW) provided below: 5. Comments on current market conditions and obstacles in providing these services to the Government: If interested, please provide a capability statement. Also, provide e-mail responses to this Request for Information (RFI)/Sources Sought Notice no later than Friday, May 6, 2022. The response time cannot be extended beyond the suspense date provided. THIS IS A REQUEST FOR INFORMATION/SOURCE SOUGHT NOTICE ONLY.
- Web Link
-
SAM.gov Permalink
(https://sam.gov/opp/52c78bc45cec4fe8a6ffbfbb96439b07/view)
- Record
- SN06303466-F 20220422/220420230057 (samdaily.us)
- Source
-
SAM.gov Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's SAM Daily Index Page |