Inactive

THIS IS A SOURCES SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. Market Research is being conducted to determine interest. The in... THIS IS A SOURCES SOUGHT NOTICE ONLY. This notice does NOT constitute a request for proposal, request for quote, or invitation for bid. Market Research is being conducted to determine interest. The intent of this notice is to identify potential offerors for Market Research purposes and to determine whether to set-aside the requirement for Small Business, Small Disadvantaged Business, 8(a), Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Woman Owned Small Business and HUBZone. The Department of Veterans Affairs Medical Center in Asheville, located at 1100 Tunnel Road, Asheville NC 28805 is trying to determine interest and whether to set-aside a contract. The expected performance period is October 1, 2021 through September 30, 2022; with four option years (if exercised). The NAICS code is 721110. This is a Sources Sought notice only. No formal solicitation document exists at this time. 1. Scope of Work: The lodging facility shall furnish lodging services to Veterans receiving care through the Western North Carolina Veterans Health Care System (WNCVAHCS) in accordance with the terms and conditions listed herein:    2. Reservations:   2.1. Contractor will guarantee availability of 15 rooms per night to the WNCVAHCS for Sunday through Thursday arrivals. Contractor will guarantee availability of 2 rooms per night Friday and Saturday.   The WNCVAHCS will pay only for rooms used.  2.1.1 Should the WNCVAHCS require any additional rooms above the 15 guaranteed per night, these rooms will be billed at contracted nightly rate.  2.1.2 VA personnel will submit the projected list of lodgers on the day of stay by 4:00pm. The weekend (Sat/Sun) list will be submitted on Fridays by 4:00pm. The list with stays on Federal Holidays will be submitted by 4:00pm on the prior business day.  2.2 Veteran will present Lodging voucher upon check-in at lodging facility.  2.3 Contractor guarantees three of the fifteen rooms per night as handicap accessible.  This would include items such as raised toilet seat, grab bars and widened doorways to ensure ADA Compliance. One of the three handicap accessible rooms must have a roll-in shower.    2.4 The Contractor shall maintain the reservation list that indicates dates, length of stay, and collect the occupant s signature during check-in or check out. This will be submitted to IPPS as a detailed invoice for certification/verification of contract performance for payment by the fifth day of the following month. Any issues with IPPS should be brought to the attention of the Contract Officer, not WNCVAHCS staff.  2.5 In case of overbooking, the contractor will lodge Veterans in another commercial hotel that meets the standards set forth herein, at no additional expense to the individual or the government.    2.6 All guaranteed rooms are to be non-smoking rooms. Veteran may make other arrangements depending on availability. The contractor will provide a designated smoking area with proper signage.  3. Check In:   3.1 The contractor will retain a credit card and contact information from the occupant for additional services (phone charges, additional room occupants etc ) or damages not normally included in the room rate. These expenses will be paid for by the individual(s). The government incurs no liability and it is the contractor s responsibility to collect these charges.  3.2 Late arrivals must be confirmed by 6:00 p.m. with the hotel on the day of scheduled stay.  Late arrivals not confirmed prior to 6:00 p.m. shall be cancelled by the contractor.  The Government incurs no liability when late arrival has not been confirmed by the individual prior to 6:00 p.m. on the date of the arrival. 3.3 Late Check-out: The WNCVAHCS does not approve or pay for late check-outs and incurs no liability in this instance.  3.4 The lodging facility must provide a check in/out service on a 24-hour basis, 7 days a week.  4. Quality Assurance: The government will monitor the lodging facility performance using the following procedures.  4.1 WNCVAHCS staff will conduct "unannounced inspections" of the hotel premises, customer service and accommodations.   4.2 All findings of incomplete or unsatisfactory performance from inspections, complaints or surveys will be recorded, verbal notice given, and confirmed in writing. The lodging facility will reply in writing, giving the reasons for the unsatisfactory condition, the corrective action taken, and the procedures developed to prevent recurrence.  Lodging facility will send copy of written reply to Medical Center COTR.  4.3 Contractor will provide documentation of ongoing pest control treatment and abatement.   5. Standards:  5.1 Security  5.1.1 Parking facilities shall be available with adequate lighting.   5.1.2 All exterior doors, with direct access to guest quarters, will be locked and access controlled no later than 10:00 pm.  5.1.3 A safe and secure environment must be maintained at all times.  5.1.4 Any disruptive behavior will not be tolerated and dealt with according to hotel policy.  5.2 Standard lodging facility bedrooms will have a bed for an occupant that contains a pillow, two sheets, firm mattress, mattress pad or cover, blankets, spread, wall to wall carpeting (desired) or other floor covering, a wall switch near the entrance door for a least one light, TV, closet or hanger space, smoke detectors, individual thermostat, telephone, note pad with pen, bathrooms with vanity, mirror, light with grounded electrical outlet, microwave, coffee pot, trash receptacle and exhaust fan/privacy outside window.  5.2.1 Rooms shall be constructed and finished to provide good light and sound attenuation. All piping and wiring must be enclosed.  5.2.2 All finishes (walls and ceiling) should be free from damage, scars, marks, dirt, and dust. Vents and surrounding finishes must be free of dirt and dust.  5.2.3 Ceilings and wall shall be finished in paint or wall covering.  5.2.4 All floors in living and sleeping areas shall have a clean, serviceable covering.  5.2.5 All windows shall be provided drapes with blackout lining, shades, or blinds. If only drapes are provided, they must screen out light.    5.2.6 Sufficient electrical outlets shall be available. All electrical cords, bulbs, lights, and switches shall be operational and free from defects.  5.2.7 All entrance doors to rooms shall have interior security locks, either deadbolt or double locking locks. All doors shall be free from holes, dents, or other physical defects.  5.2.8 Smoke and fire protection systems must be installed and meet federal, state, or local fire codes.  5.2.9 Bathrooms must be constructed to provide convenient sanitary facilities. Wash basin and shower tub areas shall have a vanity table, a large lighted mirror, stopper devices, soap dishes, towel bars/hooks, and grounded electrical outlets conveniently located for use of electrical razors, hair dryers etc. Loose, missing, or badly worn/damaged wall tiles, floor tiles, fixtures or accessories are unacceptable. The fixtures controlling the flow of water must not be cracked or leaking and shall operate properly to maintain a constant, adequate flow and temperature without sudden surges of temperature changes. Bathrooms must have a working exhaust fan or an exterior window that can be opened, which must be of frosted glass or curtained to provide privacy. The shower or shower/tub combination shall have shower doors or curtains.  5.2.10  Heating, Air Conditioner, and Ventilation: Living quarters shall be provided with individual room-controlled heating and air conditioning (in season) and otherwise provide the ventilation necessary to maintain comfort for guests. If utilities fail, other than an area-wide failure, for more than eight hours, the contractor shall take action to relocate all occupants to other Commercial Quarters facilities at no expense to the Government or the occupant.  5.3 Standard Lodging Facilities Services. Vending areas, 24 hour check in/out, if appropriate, wake-up and message service, Cable TV, room identification/directory signs and smoke detectors in hallways, air conditioning, ice machines, adequate parking space for all guests and passenger/baggage loading zones.   6.  Services: Veteran Lodgers will be provided the same customer considerations, courtesy, and respect as all other facility guests.  6.1 Complimentary Breakfast. Contractor offers complimentary breakfast beginning at 6:30AM-9:30AM with diabetic dietary consideration.  6.2 Complimentary Shuttle Service:  Contractor offers complimentary transportation service available to the WNCVAHCS and to referred community medical practices (i.e., Asheville Radiology) within a 10-mile radius of the hotel. This shuttle service is available 5:30AM to 8:30AM and 3:00PM to 6:00PM Monday thru Saturday. Shuttle service must be coordinated by the Veteran.  6.3 Custodial/Sanitation Services. Daily services include, but are not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, bath towels, hand towels, wash cloths, sanitized drinking glasses, facial tissues, and bathmat.  6.4 Linen Service. Linen service shall be provided at least once per week or occupant change (whichever occurs first), and whenever necessary.  Additional blankets and pillows shall be made available if requested by the occupant. All linen, pillows and blankets shall be clean, freshly laundered, and in good repair, free from tears, rips, holes, stains, and extensive wear.  6.5 Common use areas. The lodging facility shall keep all hallways, corridors, grounds, and other adjacent areas under their control in clean, neat, and safe condition.  6.6 Do not disturb signs. All rooms shall have signs available. Lodging facility employees shall respect them when displayed.    6.7 Information Desk clerks shall be able to explain to occupants, miscellaneous charges not covered by this statement of work, for example, telephone charges. The lodging facility shall provide information on bus schedules, taxis, and other local transportation, dining facilities and locations, and commercial telephone directory service.  7.0 Privacy, Confidentiality, Handling and Storing of VA Data: Contractors and Subcontractors. The Contractor agrees to comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act and the design and development, or operation of any system of records on all Veteran Lodger to accomplish an Agency function. Interested firms should submit their capabilities statement which clearly states your firm s ability to support scope of work listed above. Potential sources should identify business name, point of contact, business size and business socio-economic category (i.e. Small Business, Service Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), Hub Zone, Women Owned Small Business, Small Disadvantaged Business, etc.), service capability statement, information from recent and relevant projects similar in nature, DUNS number, company address and any additional information felt to be pertinent. The Department of Veterans Affairs shall not be responsible for any costs incurred by the contractor because of this Sources Sought Notice. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Please send responses to David.Smith78@va.gov by 900 a.m. EDST July 1, 2021. No Phone calls will be excepted at this time.