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This is a SOURCE SOUGHT NOTICE in support of the Puget Sound VA Healthcare System in Seattle, WA, This is for market research purposes only to determine the availability of potential businesses with c... This is a SOURCE SOUGHT NOTICE in support of the Puget Sound VA Healthcare System in Seattle, WA, This is for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to James Harris @ james.harris13@va.gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses due by March 10, 2020, at 1200 PST. Potential contractors shall provide, at a minimum, the following information: 1) Company name, address, and point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 721110 Hotels (except Casino Hotels) and Motels. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $35 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) What types of information is needed to submit accurate offers? 4) Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this source sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Note: Do not include Proprietary, classified, confidential, or sensitive information in responses. Not responding to this Sources Sought does not preclude participation in any future or potential solicitation, or Request for Quotation. It is the intent of the Puget Sound VA Medical Center to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contract Opportunities at https://beta.sam.gov/search?index=opp. STATEMENT OF WORK (SOW) TRANSPLANT HOUSING The VA Puget Sound Healthcare System (VAPSHCS) provides temporary, overnight lodging in accordance with VHA Directive 2012-018 Solid Organ and Bone Marrow Transplantation for patients who receive lung and bone marrow transplantation at VAPSHCS. Temporary, overnight lodging is primarily provided in contracted community hotels or motels in the Seattle metro area. The VAPSHCS is a national referral center for lung and bone marrow transplantation and has utilized contracted community hotels or motels to support the transplant care of the patient, caregiver and donor when applicable. VAPSHCS currently provides approximately 11,000 nights of lodging for Veterans, caregivers and donors when applicable per month for associated transplant care. Two hotels/motels are required for backup and redundancy. This service is required to continue to provide this support for Veterans traveling across the United States for transplantation at VAPSHCS. 1. Scope. The contractor will provide hotel/motel lodging located within a twelve (12) mile radius of VAPSHCS s main hospital campus located at 1660 S. Columbian Way, Seattle, WA 98108. 2. Specific Tasks Task 1 Provide Hotel/Motel Rooms for Overnight Lodging a. Room Requirements 1. Handicapped rooms must be available and comply with ADA guidelines, to include wheelchair access to the room, bathroom and shower. At least two (2) rooms will provide wheelchair, roll-in shower access. All ADA rooms must be ground floor or accessible by ADA compliant elevator. 2. All rooms will be non-smoking rooms. 3. All rooms will be fully furnished and will include Contractor provided utilities, customary room amenities and other specified services in this contract. 4. The room must have a kitchen. The kitchen must have a sink, microwave, refrigerator and a stove cook top. Optional items for the kitchen are an oven and dishwasher. 5. One of the two following are required: A. Two bedroom accommodations or single adjoining rooms for Veterans or patients (determined by VA Puget Sound Staff to require this arrangement) lodging. B. One bedroom or studio accommodations for Veterans or patients (determined by VA Puget Sound Staff to require this arrangement) lodging. 6. The rooms will require a minimum of weekly cleaning services without additional charges for linens required in between cleanings. 7. Stairs inside the room, or to access the room are not acceptable. 8. The facility will require an elevator to access rooms if multi-level. 9. Dogs or cats are allowed per hotel/motel policy. Any associated deposits or damage will be paid by the occupant. Preference given to a pet friendly hotel/motel. 11. Notification of capping or no capping during peak season. 12. Hotel/Motel facility and rooms must be located within close proximity to the VAPSHCS and must have close proximity to public transportation and restaurants. Provide location of the lodging to be used in this contract, how far it is from the VAPSHCS and location of public transit and restaurants and distance to hotel/motel. b. Room Rates 1. Daily room rates will include all applicable fees, and any other no-charge services offered to guests of the hotel/motel. The room rate will cover reservations for Single Occupancy and for Double Occupancy. The Veteran will be allowed their caregiver and/or attendant to stay in the same room with them. An additional room for a donor is allowed. Additional rooms are the sole responsibility of the Veteran or the caregiver, and/or attendant, and will not be at VAPSHCS expense. 2. Daily room rates will include changes of linens and toiletries, and a minimum of weekly housekeeping service. 3. Daily room rates will include free parking. 4. Daily room rates will include free wireless internet access. 5. Daily room rates will include, at least, one touch tone telephone (no deposit required). Telephone service will be capable of long-distance calls when long distance calls are placed using a telephone calling card or other telephone charge method. Any long-distance charges are the responsibility of the occupant and not of VAPSHCS. Telephone service will be equipped with voice messaging system or front desk message service. 6. Daily room rates will include 24-hour front desk coverage. c. Room Reservations 1. Reservations are made by authorized VAPSHCS staff for eligible VAPSHCS beneficiaries. Generally, reservations are made one to two weeks in advance. The reservation will be made with the Veteran s name, date of arrival, and estimated duration of stay. 2. Services will be performed seven days a week. General check in time may begin at 2:00 p.m. and general check out time will be at 11:00 a.m. Early and late check in and check out times may be arranged by authorized VAPSHCS personnel or the Veteran with hotel/motel staff at no additional charge. 3. Hotels/motels reserve the right to deny lodging services to a VAPSHCS beneficiary on the basis of disruptive or inappropriate behavior by the beneficiary or the beneficiary s companion, or due to flagrant disregard for hotel/motel property, policy, or personnel by the beneficiary or the beneficiary s companion(s). Hotel/motel staff are to notify Marrow Transplant Unit staff, in writing via letter, of the Veteran s name and the date and description of the incident. Task 2 Provide Shuttle Service d. Shuttle Service Requirements 1. Contractor will provide shuttle service for authorized lodgers and their caregiver, donor, and/or attendant to and from the VAPSHCS facility providing the scheduled medical care. Shuttle service will be offered seven (7) days per week at least four times daily. 2. Shuttle service will be provided to local shopping. 3. Additional shuttle service may be required as determined and/or needed for patient transportation. Determination will be made by transplant staff in consultation with hotel/motel staff. Task 3 Provide Lodging Lists The Contractor will provide a Lodging List to designated transplant staff on the first business day of each week for verification and validation. The Lodging List will be electronically communicated and will include the names, dates of lodging, and room rate for each authorized stay that occurred the prior business week through the weekend. If there are discrepancies between the Contractor s Weekly Lodging List and designated transplant staff s authorization records, the Contractor and designated transplant staff will review and clarify discrepancies. Task 4 Provide Billing Invoices The contractor will provide a Billing Invoice to designated transplant staff on or before the fifth business day of the month for verification and validation. The Billing Invoice will be electronically communicated and will include the names, dates of lodgings, room rate for each lodger, and total monthly invoice amount for all authorized stays that occurred during the prior month. If there are discrepancies between the Contractor s Billing Invoice and designated transplant staff s authorization records, the Contractor and the designated transplant staff will review and clarify discrepancies. Upon concurrence from the designated transplant staff, the Contractor will submit the billing invoice to Austin for payment. VAPSHCS will only pay for authorized rooms and nights of lodging. If a Veteran or a person accompanying the Veteran elects to remain in the hotel/motel room beyond the authorized time period, payment for the additional nights will be the sole responsibility of the Veteran or the Veteran s companion. In the event a VA referred occupant checks out of the hotel/motel before completing an authorized stay, the Contractor will notify designated transplant staff. VAPSHCS will only pay for nights occupied. The Veteran lodging with the Contractor is responsible for any and all additional amenities, to include, but not limited to room service, pay-per-view movies, alcoholic beverages, snacks, and/or meals not included in the basic room rate. VAPSHCS will not accept billing for any associated lodging amenities. Veterans and/or their companion are responsible for any damages to rooms or property due to their actions or inactions. Hotels/motels may charge lodgers directly for such damages. VAPSHCS will not accept billing for any damages to rooms or property. 3. Performance Monitoring Designated transplant staff (Point of Contact POC) and Contracting Officer Representative (COR) will monitor contractor performance and certify the work is done in accordance with the contract. The COR will assure contractor performance through availability of lodging rooms, timeliness and accuracy of billing statements, inspections of contractor s site, and customer satisfaction reports made to Transplant Staff or VAPSHCS Patient Advocates. The following criteria will be monitored to ensure satisfactory technical performance: a. Contractor shall provide a list of all hotel/motel amenities. How many rooms in the hotel/motel, how many are handicapped accessible, how many parking spaces, internet services, laundry, phones, elevators, wheel chair accessibility, etc. is available. b. Contractor must provide proof of being able to provide shuttle services to and from the hotel/motel to the VAPSHCS. Provide quantity of vehicles, types of vehicles, and availability of vehicles for the performance of this contract. c. Provide proof that hotel/motel facility and rooms 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 will comply with the applicable and current National Fire Protection Association (NFPA) Life Safety Code and Americans with Disabilities Act (ADA) guidelines. Heating, electrical, sanitation and fire safety must all meet ADA and State of Washington requirements. Contractor must provide proof. d. Contractor shall comply with Occupational Safety & Health Administration (OSHA) standards. 4. Security Requirements The contractor employees will not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees will require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. 5. Government-Furnished Information (GFI) Government-Furnished Information includes a Lodging Authorization Form for each authorized stay. 6. Other Pertinent Information or Special Considerations Restaurants The Contractor s site must be conveniently located near and easily accessible to restaurants, convenience, and retail stores for food and incidental shopping. 7. Risk Control A. Patient Emergencies - In the event a VA referred occupant is in an emergency situation of any kind, the Contractor will contact the 911 emergency medical services to respond to the emergency. The Contractor will also notify authorized VAPSHCS personnel of the situation. B. Occupational Safety & Health Administration (OSHA) Compliance - Contractor will comply with OSHA standards and share that information with employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning. C. Room Maintenance - weekly room maintenance/cleaning will comply with all Federal, State, and local laws in compliance with FAR 52.212-4(q). It is an expectation of the caregiver to keep the accommodations tidy in between weekly cleaning done by the hotel/motel. D. General Building Requirements and Specifications 1. The hotel/motel rooms will 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 will comply with the applicable and current National Fire Protection Association (NFPA) Life Safety Code and Americans with Disabilities Act (ADA) guidelines. 2. Heating and cooling requirements will follow ADA and State of Washington Laws. All cooling and heating devices and appliances, including, but not limited to, furnaces, fireplaces, electrical baseboard heaters, and water heaters, will be an approved type in good and safe working order and will meet all installation and safety codes. Contractor will maintain all appliances and utility systems in compliance with all installation and safety codes. 3. Electrical and lighting requirements will be in compliance with ADA and State of Washington Laws. All electrical equipment, wiring, and appliances will be of an approved type, in good and safe working order, and will meet all installation and safety codes. 4. Sanitation Requirements: All plumbing fixtures will be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, equipment, structures, and premises will be of an approved type, in safe and sanitary condition, and in good working order and meet all installation and safety codes. 5. Fire Safety - A. Buildings in which space is offered will be evaluated in accordance with latest editions of the NFPA 101 LIFE SAFETY CODE and ADA. B. Equipment, services, or utilities furnished, and activities of other occupants will be free of safety, health, and fire hazards. When hazards are detected, the Contractor will promptly correct hazards. C. Maintenance of Contractor owned fire extinguishers will be provided by the Contractor in accordance with NFPA Standard No. 10. D. As required by code, smoke detectors/alarms will be installed in each room, office, storage area, hallways, and other common areas. 6. Wheelchair Accessibility: Common areas such as hallways will provide for an accessible path of travel for wheelchairs. 7. Elevators: If elevators are a part of the room complex, they will conform to the latest requirements of the American Society of Manufacturing Engineers (ASME)/American National Standards Institute (ANSI) A17.1 Safety Code for Elevators and Escalators, except for elevator emergency recall and will be inspected and maintained in accordance with ASME/ANSI A17.2 Guide for Inspection of Elevators, Escalators, and Moving Walks Includes Inspection Procedures for Electric Traction and Winding Drum Elevators, Hydraulic Elevators, and Escalators and Moving Walks, or equivalent local code. The elevators will also comply with all local codes and ordinances. 8. Miscellaneous: 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) will take place without the Contractor s written notification to the Transplant staff, VAPSHCS at least thirty (30) calendar days in advance of the event. 9. Inspection: The Government reserves the right, at any time before and after contract award and during the term of the contract, to inspect the rooms and all other areas of the Contractor facility as necessary to ensure a safe and healthy environment for the VA referred occupants. 8. Place of Performance Overnight, temporary lodging will be provided at the contractor s site.