Inactive

DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be consid... DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. The Department of Veterans Affairs is conducting market research in order to provide temporary lodging (Hoptel) services in non-VA facilities to Veterans at the Clarksburg WV, VA Medical Center. The Government anticipates awarding a Firm Fixed Price IDIQ type contract that will provide the Hoptel services listed within the below Draft Statement of Work. OBJECTIVE: See Draft SOW. RESPONSE INSTRUCTIONS: Name and Address of Company Any small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Mark Smith at Mark.Smith25@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to Mark.Smith25@va.gov no later than 3:00 PM EST on 05/15/2023. STATEMENT OF WORK FOR HOPTEL LODGING The Louis A. Johnson VA Medical Center in Clarksburg, WV is seeking to provide temporary lodging (Hoptel) services in non-VA facilities to Veterans. Lodging services are to be provided to eligible Veterans receiving outpatient services as determined by The Louis A. Johnson VA Medical Center s established criteria. Their accompanying caregiver may be lodged with them. The following space and service descriptions are offered as The Louis A. Johnson VA Medical Center s basic requirements for operating and maintaining the proposed lodging services. The term of this agreement is to be provided from 2023 through 2028 in accordance with all the terms, conditions, and provisions and schedule of this solicitation. HOTEL/MOTEL: The hotel/motel must have a neat and clean appearance both inside and outside. ROOMS: Each room shall have a minimum of two double beds for single or double occupancy. Daily room service should include the following: Make beds. Bed linens are to be changed every 3 calendar days if the room is continually occupied by the same VA referred guest. Vacuum all carpeting. Clean bathroom floor, vanity, sink, mirror, commode, and bath/shower unit. Change all bath linens with laundered bath linens. Empty waste basket. Change soap Dust furniture after every check out. If the previous night s occupant is different from the VA referred occupant for the next day, the bed linens and bath linens will be changed daily as the room occupant changes. All rooms must be free of all bug/pest infestations, odor, and mold. Veteran will have the option of a handicap accessible room if needed. The rooms should be conventional hotel/motel type guest lodging to include individual thermostat control, color television, coffee maker, microwave, mini refrigerator, telephone, and individual room keys. The contractor 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. GUESTS: The number of guests estimated in a one-year period is 100-200. The lodging period(s) will range from 1 night to 5 nights per person and approximately 200 to 250 nights in a one-year period, which will include Saturdays and Sundays. ROOM RATE: Room rate will be calculated on a checkout time of 11:00 a.m. Any late checkouts shall be charged to the Veteran. THE ROOMS MUST BE TAX FREE AS THE FEDERAL GOVERNMENT IS TAX EXEMPT. CHECK-IN: Upon arrival, the veteran and/or their family member shall be required to sign the Hoptel authorization form that the hotel has received via fax or encrypted email. Once the form is signed, the veteran and/or their family will be checked in. Room reservations shall be held until 1800 (6:00PM) on the date of scheduled arrival. BILLING: Invoices will be uploaded through the IPPS system. All billing will be arrears. Invoices must contain the following information and be submitted in accordance with this paragraph. Contract name Contract number Obligation number Initial of last name of Veteran Veterans last 4 of SSN Time period covered by the invoice (per room per night) The cost being billed Copy of the signed VA Hoptel Form and additional form TERM OF AGREEMENT: This will be a 5 year IDIQ type contract. TELEPHONE CALLS: All telephone calls will be the responsibility of the Veteran or Veteran s family member. AMENITIES: All amenities will be the responsibility of the Veteran or Veteran s family member (i.e. room service, pay-per-view, movies, etc.). The Louis A. Johnson VA Medical Center will not be responsible for nor pay for any damage caused by the Veteran or Veteran s family member. CONTRACT AWARD MEETING SITE VISIT: Contractor shall establish a date and time for the site visit with the Contracting Officer Representative (COR) prior to the date of contract award to check for the following conditions: overall cleanliness, handicap accessibility, comfort, safety, security, and amenities. After which site visits may be conducted unannounced periodical throughout the contract. LOCATION The hotel shall be within a 15 mile radius of the Louis A. Johnson VA Medical Center, 1 Med Center Dr, Clarksburg, WV 26301 INSPECTION: The Government reserves the right, at any time before or after a contract award and during the term of the contract, to inspect the rooms and all other areas of the building to ensure a safe and healthy environment for the VA referred occupants. FIRE SAFETY: (1) Buildings in which space is offered shall be evaluated in accordance with the latest editions of the NFPA 101, LIFE SAFETY CODE and AMERICAN DISABILITIES ACT (ADA). (2) Equipment, services, or utilities furnished and activities of other occupants shall be free of safety, health, and fire hazards. (3) As required by code, smoke detectors. Alarms shall be installed in each room, office, storage area, hallways and other common areas. (4) Wheelchair Accessibility: Rooms will be wheel chair accessible. Common areas such as hallways shall provide an accessible path of travel for a wheelchair. SCHEDULE OF SUPPLIES AND SERVICES AND PRICES/COSTS The offeror shall provide the following service(s) in accordance with the requirements of the IDIQ (See Descriptions/Specifications/Work Statement) on a firm-fixed price basis. This contract shall be awarded for one 5 years. Ordering Period 1: 2023 through 2024 Line Item Service Quantity Unit Unit Cost Total Cost 0001 Accommodations for DVA Beneficiaries or family members; double or single beds for double or single occupancy. 365 Room/Day $ Total Ordering Period 2: 2024 through 2025 Line Item Service Quantity Unit Unit Cost Total Cost 0002 Accommodations for DVA Beneficiaries or family members; double or single beds for double or single occupancy. 365 Room/Day $ Total $ Ordering Period 3: 2025 through 2026 Line Item Service Quantity Unit Unit Cost Total Cost 0003 Accommodations for DVA Beneficiaries or family members; double or single beds for double or single occupancy. 365 Room/Day $ Total Ordering Period 4: 2026 through 2027 Line Item Service Quantity Unit Unit Cost Total Cost 0004 Accommodations for DVA Beneficiaries or family members; double or single beds for double or single occupancy. 365 Room/Day Total Ordering Period 5: 2027 through 2028 Line Item Service Quantity Unit Unit Cost Total Cost 0005 Accommodations for DVA Beneficiaries or family members; double or single beds for double or single occupancy. 365 Room/Day Total A.1 REPRESENTATIVE OF THE CONTRACTING OFFICER a. The following named Contracting Officer's Technical Representative (COTR) at the appropriate ordering Program Office is (are) authorized to act as an official representative of the Contracting Officer. Amber Skinner, COTR Mark Smith, CO b. The above are designated by the Contracting Officer and are authorized to act within the limitations specified herein and written restrictions specifically imposed under the terms of the order and by the Contracting Officer. This authority shall extend to the following: inspection, acceptance, or rejection of work. c. This designation does not include authority to direct changes in scope, price, terms or conditions of the contract or order. The authority herein also does not include authority to execute modifications to the contract or order, which require the signature of the Contracting Officer, or to bind the Government by contract in terms of a proposed contract change. A.2 TASK ORDERS a. The IDIQ holder shall furnish all the necessary qualified personnel, materials, facilities and management resources to furnish the services set forth in the Statement of Objectives (SOO) or the Statement of Work (SOW) within the terms specified and at the price(s) stated. b. It is understood and agreed that the IDIQ holder shall provide Fixed-Price proposals when requested by the Contracting Officer (CO). The contractor's proposal shall be priced using labor rates and labor categories here in provided. The CO will issue Fixed Priced Task Orders upon completion of negotiations of contractor proposals. A.3 FEDERAL HOLIDAYS Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays listed below. New Years Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day . A.4 OBLIGATION OF FUNDS This IDIQ does not obligate any funds. The Government is obligated only to the extent of authorized orders issued under the IDIQ by the Contracting Officer. A.5 AUTHORIZED USERS Government Contracting Officers representing Louis A. Johnson VA Medical Center are the only users authorized to place orders under this IDIQ. Any authorized user shall only be allowed to issue an order under this IDIQ if funds are certified and the IDIQ awarding office's Task Order number is assigned. IDIQ holders shall not accept or perform any purported order that does not contain a Task Order number.