V--Patient Lodging (Hotel) Management

Request for Quote (RFQ) #: 36C25919Q0276Patient Lodging (Hotel) ManagementThis is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 4:00pm EST, 8/28/19All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.** Quotes are to be provided to Tamanica.danford-leaf@va.gov no later than 4:00pm EST, 9/4/19.Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The

Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.This is a Request for Quote (RFQ) and the solicitation number is RFQ # 36C25919Q0276. The government anticipates awarding a firm-fixed price Blanket Purchase Agreement (BPA) resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-05 effective August 13, 2019.The North American Industrial Classification System (NAICS) code for this procurement is 721110 with a small business size standard of $32.5M. This solicitation is a 100% set-aside for Small Business (SB).List of Line Items;ITEM #DESCRIPTION OF SUPPLIES/SERVICESQTYUNITUNIT PRICEAMOUNT0001Patient Off-Site Lodging2080RoomsPer Year_____________Period of Performance 10/1/19 thru 9/30/2024Annual TotalDescription of Requirements for the items to be acquired (salient characteristics);The VA Medical Center in Sheridan Wyoming is in need of a contractor to provide a hotel located near the hospital. The contractor will manage any issues between the Medical Center and the hotel, the invoicing and payments, and all other issues that may arise. Statement of WorkVA Medical CenterVeteran Lodging ProgramThe Sheridan Veterans Administration Healthcare System (SVAHCS) intends to award a Fixed Priced, Blanket Purchase Agreement (BPA) for Veteran Lodging Services for 5-years, Period of Performance 10/1/19 thru 9/30/2024. The contractor shall provide room accommodations to veteran beneficiaries under the following terms and conditions:1. Background: The VA Medical Center located at 1898 Fort Road Sheridan, Wyoming 82801 has a need for off-site lodging. Rooms are required for authorized Veterans for on-site appointments and will be close to SVAHCS. This service is provided to Veterans who traveled long-distance for their healthcare needs.2. Contractor Requirements/Responsibilities: a. Contractor shall provide a minimum of one (1) hotel/lodging. b. Shall be responsible for providing invoices at the first of every month.c. Shall be the single point of contact for issues/complaints for the hotel and the Medical Center.d. Shall monitor hotels for compliance with all safety and health regulations, state and federal.e. Shall provide a point of contact (POC) for contract management.3. Hotel Requirements:a. A minimum of eight (8) rooms per day are required to be reserved for VA veterans. Three (3) of which need to be American with Disabilities Act (ADA) compliant.b. Hotel shall be within 10 miles of the Medical Center.c. Rooms shall be available Sundays thru Thursdays.d. All rooms shall be non-smoking rooms. - the contractor will provide a designated smoking area with proper signage e. Rooms should have two beds to accommodate a care giver as needed. f. Rooms shall be fully furnished: Bed(s), Telephone, TV, and Refrigerator.g. A sampling of the rooms shall be inspected prior to award of the contract. The Medical Center reserves the right to inspect the rooms on an as needed basis.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. 4. VA Responsibilities:a. It is the medical centers responsibility to ensure a complete and accurate Non-VA Temporary Lodging and Referral Voucher is provided to the veteran upon lodging clearance. b. The Lodging Coordinator will ensure they complete the monthly invoice review within 3-5 business days of receipt into their e-mail accounts. Any invoicing discrepancies identified will be referred to the Lodging Management Group that same day. Once the issue is resolved, only then will the approval be for submitting for invoicing will be granted. c. The VA Medical Center shall be responsible for providing any patient information security/PII training as needed. The C & A requirements do not apply; a Security Accreditation Package is not required. Incidental exposure to protected health information may occur from accessing the work site. Staff will follow all Privacy & Security policies and procedures.d. The VA Medical Center shall release unreserved rooms back to the hotel by 5 p.m. daily. VA will be responsible for unreleased unused room fees.e. The VA Medical Center shall have a process in place to handle complaints from the hotels and/or from the veterans. All complaints shall be referred to the contractor.f. The VA Medical Center reserves the right to terminate the contract at any time at the convenience of the government.g. The VA Medical Center shall do a site-visit of the offered hotels prior to award of the agreement.5. General: a. The Contractor shall guarantee the Medical Center that there shall be no Blackout Dates on any reserved rooms.b. All hotel industry standards for health and safety must be met or exceeded. NFPA, ADA, OSHA and all city, county, state ordinances/codes. This shall include all housekeeping regulations.c. The Veterans upon scheduling an appointment will be informed by SVAHCS staff, to immediately call the assigned hotel/motel to reserve a room. The Contractor will hold a room for the Veteran in accordance with their standard reservation process.d. The Contractor shall allow contracted rooms to be occupied only by specific individuals referred by authorized personnel of the SVAHCS. These individuals upon completing lodging clearance at the SVAHCS, will provide a Non-VA Temporary Lodging and Referral Voucher to the hotel/motel front desk staff. This voucher will have specific information related to the current stay to include the Veterans name date of lodging, number of days authorized, and authorized by initials.1. Authorized Lodging personnel tour is Monday thru Friday (07:30-16:00) and can be reached at (307) 675-3603.2. After hours, weekends and holidays, the Administrative Office of the Day (AOD) can be reached at (307) 675-3603.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.f. The Veteran is required to contact the hotel before 5 p. m. for any/all late check-ins.g. All hotels rules regarding pets shall be complied with by the veteran. 6. Extended Stay: Should additional services be requested by the Veteran (extension of stay) outside of the services authorized by the SVAHCS, 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.7. Transportation/Parking: The VA or Veteran shall not be responsible for any parking fees. 8. Patient Emergency Procedures: a. In the event of an emergency/non-emergency situation where fire/police/ambulance are called, this information will be communicated to the Lodging Management Group who will inform the SVAHCS lodging coordinator/s. The Contractor shall also be informed.If an emergency, the notification is expected within 2-hours.If a non-emergency, the notification is expected by the close of business, the next day. 9. Damages:a. Any damage caused by a Veteran will be billed to that individual. The SVAHCS assumes no liability with its lodgers other than the contracted room rate.In the event of damage or a disruption, it is the hotel/motel s prerogative to determine if a Veteran will be a future guest. The SVAHCS will honor this decision. After the hotel/motel management informs the Veteran of not being welcomed back to their facility, the SVAHCS will follow-up with a registered letter informing the Veteran of the hotel decision and SVAHCS abiding by that decision. The SVAHCS must be notified within 3 business days when any damages have occurred. The damages shall be documented and submitted to the SVAHCS; to include pictures. END OF SOWDelivery and acceptance is to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at 1898 Fort Road, Sheridan, WY 8280152.212-1, Instructions to Offerors--Commercial ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIALAny award made as a result of this solicitation will be made on an All or Nothing Basis.State if quoted items are available and priced through contractors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.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.Contractors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the contractor making such contact may be excluded from award considerations.All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.All information shall be confined to the appropriate file. The contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Any award made resulting from this solicitation will be made based on the best overall quote that is determined to be the best overall value to the Government, considering (I) Technical Capability and (II) price.Respondents to this announcement shall submit their quote on Contractors Letterhead in accordance with FAR 52.212-1. Submission of quote shall include the following volumes: (I) Price (II) General Standards of Responsibility.Volume I - PriceComplete the Price Schedule of Supplies/Services of this solicitation, with proposed line item prices inserted in appropriate spaces and detail/itemize the pricing or add additional line items, if applicable. Volume II General Standards of ResponsibilityThe contractor shall submit a narrative which shall address in detail how the offeror proposes to accomplish each requirement from the Statement of Work (SOW) with all documents necessary to validate the technical requirements are met (or exceeded). Responding companies shall include any relevant information confirming their ability to supply the products and services outlined in this request. Contactor Past Performance shall be considered. Past Performance information shall be retrieved from the Governments Past Performance Information Retrieval System (PIPRS).The Government requires contractors to quote unit prices and total prices that are two (2) decimal places. The unit price multiplied by unit quantity must equal the total price for that line item.(End of Addendum to 52.212-1)52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: Any award resulting from this solicitation will be made based on the best overall quote that is determined to be the overall best value to the government. Pursuant to FAR 52.212-2, the criteria for evaluation is: (1) Price, (2) Technical Acceptability.Price The Government will evaluate offers by adding all line item prices - the Total of All Item Numbers will be that sum. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability requirements of the statement of work shall not be selected regardless of price. General Standards of Responsibility The Government will evaluate quotes on the basis of whether or not the provided quote meets the requirements of the Statement of Work and a satisfactory past performance history. General Standards of Responsibility shall consist of meeting or exceeding the requirements in the Statement of Work. All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. Consequently, contractors are highly encouraged to quote their best pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all contractors submitting a quote, if it is determined advantageous to the Government to do so. If these communications take place, the Government is not obligated to communicate with every contractor (note that FAR Part 15 procedures do not apply; therefore, formal discussions are not applicable). All contractors will be treated fairly and impartially. A contractor may be eliminated from consideration without further communication if its pricing quotes are not among those contractors considered most advantageous to the Government based on a best value determination. All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the capability of the lowest priced quote only. If the lowest priced Offeror s capability is determined to be acceptable and meets the requirements, the Government may make award to that Offeror without further reviews of the remaining Offerors capability. If the lowest priced Offeror s capability is determined to not meet the requirement, then the Government may review the capability next lowest priced quote, and so forth and so on, until the Government reaches a quote that is determined to meet the capability requirements.Quotes that merely restate the requirement or state that the requirement shall be met, without providing supporting rationale, are not sufficient. Contractors are cautioned that the award may not necessarily be made to the contractor quoting the lowest price, or to the contractor with the most highly technical quote. Award may be made to other than the lowest priced quote, if the Government determines that a price premium is warranted due to the merits of one or more of the non-price factors.(End of Addendum to 52.212-2)Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial ItemsFAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.203-6Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402)FAR 52.204-10Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note)FAR 52.209-6Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note)FAR 52.219-8Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3));FAR 52.219-28Post Award Small Business Program Representation (Jul 2013) (15 U.S.C 632(a)(2))FAR 52.222-3Convict Labor (June 2003) (E.O. 11755)FAR 52.222-19Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126)FAR 52.222-21Prohibition of Segregated Facilities (APR 2015)FAR 52.222-26Equal Opportunity (SEP 2016) (E.O. 11246)FAR 52.222-35Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212)FAR 52.222-36Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793)FAR 52.222-37Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212)FAR 52.222-40Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496)FAR 52.222-50Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627)FAR 52.223-18Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)FAR 52.224-3Privacy Training (Jan2017) (5 U.S.C. 552a)FAR 52.225 5Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note)FAR 52.225-13Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)FAR 52.232-34Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013) (31 U.S.C. 3332)Additional contract requirements or terms and conditions: 52.252-2, Clauses Incorporated by Reference (Feb 1998)This BPA incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/ The following FAR clauses are incorporated by reference: FAR 52.204-13 System for Award ManagementFAR 52.217-8 Option to Extend Services (NOV 1999)FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)The following VAAR clauses are to be incorporated by reference:VAAR 852.203-70 Commercial AdvertisingVAAR 852.232-72 Electronic Submission of Payment RequestsVAAR 852.246-71 Inspection52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)The following FAR provisions are to be incorporated by reference: FAR 52.204-16 Commercial and Government Entity Code Reporting (JUL 206)FAR 52.219-6 Notice of Total Small Business Set-Aside.The following VAAR provisions are to be incorporated by reference: The Defense Priorities and Allocations System (DPAS) does not apply.Date and Time offers are due to Tamanica.danford-leaf@va.gov by 4:00pm EST, 9/4/2019. Name and email of the individual to contact for information regarding the solicitation:Tica Danford-LeafContacting Officer Contact Information: Tica Danford-Leaftamanica.danford-leaf@va.govtamanica.danford-leaf@va.gov Office Address :Department of Veterans Affairs;Network Contracting Office;NCO 19;6162 South Willow Drive, Suite 300;Greenwood Village CO 80111 Location: Department of Veterans Affairs Set Aside: Total Small Business