Inactive Total Small Business Set-Aside (FAR 19.5)

Page 1 of 6 Statement of Work Temporary Short-Term Lodging and Hotel Service with Shuttle Service For VA San Diego Healthcare System (VASDHS) Background The VA San Diego Healthcare System (VASDHS) has... Page 1 of 6 Statement of Work Temporary Short-Term Lodging and Hotel Service with Shuttle Service For VA San Diego Healthcare System (VASDHS) Background The VA San Diego Healthcare System (VASDHS) has identified the need to provide temporary two (2) separate temporary short-term lodging, hotel services and shuttle service for veterans and their caregivers receiving medical care at one of the VASDHS medical facilities or contracted facilities. The objective is to provide safe overnight lodging accommodations with transportation to a defined group of Veterans in conjunction with their medical care they are receiving at the VASDHS or at a contracted healthcare station. The VASDHS is seek temporary lodging at community hotels for Veterans and their caregivers for who travel to San Diego for medical needs. It is VHA policy that temporary lodging may be furnished to eligible Veterans receiving VA health care services, C&P examinations or in connection with C&P examinations provided at a VA healthcare facility. If the Veteran is undergoing extensive treatment or procedures (organ transplant, chemotherapy, surgical intervention, diagnostic work-up, etc.) the Veteran and family member(s) and/or caregiver(s) may be furnished temporary lodging, at the discretion of the Medical Facility Director, for the duration of the episode of care. Description of Services The Contractor shall provide hotel services for patient lodging for an estimated ten (10) pre-approved patients per day for the San Diego Healthcare System (VASDHS). Contractor shall be obligated to pre-block rooms and hold for patients until approximately 7:00PM every evening, Sunday through Friday. The number of rooms required during the contract period may be subject to increase or decrease as the need arises. Hotel rooms shall be fully furnished. Contractor shall provide transportation or free complimentary shuttle service to the VASDHS station of treatment and from the VASDHS station of treatment. Shuttle schedule will be as follows: From hotel to VA: 4:30 am & 7:30 am. From VA to hotel: 4:00 pm & 6:00 pm Other specific requirements One (1) Hotel location must be within 10-mile driving distance radius of the San Diego VA Medical Center, 3350 La Jolla Village Drive, San Diego, CA 92161; One (1) Hotel location must be within one (1) mile radius of the VASDHS Aspire Center; 2121 San Diego Ave, San Diego, CA 92110 (no shuttle requirement); Shall have front desk/lobby with 24/7 staffing; Shall have interior corridors for room access; Refrigerator and microwave in room; Restaurant on-site or within 2 block walking distance from the hotel; Continental breakfast included; In-room telephone w/free local calls; Free parking; Daily housekeeping services; Coin laundry facilities on site; Handicap rooms with wheelchair roll-in showers; and Elevator (if more than one level) Deliverables The Contracting Officer Representative (COR) shall inform the Contractor of the name and time each specific, VA referred occupant is expected to be checking in/out of the hotel/motel. This may be accomplished by the COR either sending a reservation request form to the Contractor via e-mail or make reservations over the telephone. The Lodger Program Coordinator (LPC), or designee, shall have the option of extending VA patients stay at the agreed upon rate. In the event the requested rooms are not needed and/or required, the Lodger Program Coordinator, or designee, shall have the option to request same day cancellations at no additional cost to the Government and/or be penalized for last minute cancellations or no-shows. VASDHS shall not be billed or charged for any room(s) that have not been utilized, or otherwise occupied by a veteran receiving treatment at VASDHS, and reserved by the LPC, or designee. The Contractor shall e-mail the monthly invoices in the arrears to the VASDHS Lodger Program Office for review at the end of each month. After review and approval of the invoices the Lodger Program Coordinator, or designee, shall contact the Contractor and advise them of any discrepancies. After any discrepancies, have been resolved, the Contractor shall submit a properly prepared invoice showing all of the rooms utilized on a monthly basis to the Department of Veterans Affairs Financial Services Center. Hours of Work: VA San Diego Healthcare System 8:00 AM 4:30 PM ** Excluding National Holidays National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Day June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a National holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. Overtime & Holiday Pay: Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Contractor will bill and be paid for actual services provided by Contractor personnel. Contractor will not be paid for availability or on-call services unless otherwise provided herein. Contractor Personnel Background Requirements: The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs (VA) positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions. In addition to VA employees, the policy and investigative requirements are applicable to Contractor personnel who require access to VA computer systems designated as sensitive. Personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract. Should the contract require Contractor personnel to maintain U.S. citizenship, the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel are required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government. The cost of such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government on the basic of the type of access required. The level of sensitivity will determine the depth of the investigation and the cost thereof. The current estimated costs for such investigations are as follows: Level of Sensitivity Background investigation level Approximate Cost Low Risk National Agency Check with Written Inquiries $381.00 Moderate Risk Minimum Background Investigation $1,730.00 High Risk Background Investigation $4,431.00 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, and social security number of Contractor personnel. The VA will provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation. Background investigations shall not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials. Contractor Personnel: The Contractor shall provide a contract program manager who shall be responsible for the performance of the work. The name of this person shall be designated in writing to the Contracting Officer. The Contractor s Program Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Program Manager Company Name: Address: Phone No: Contact Name: Email: Contractor Employees: The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population. Contract Personnel shall be subject to the same quality assurance standards or exceed current recognized national standards as established by the Joint Commission (JC). Badge: Contractor shall obtain a Contractor I.D Badge from the VA Police. All Contractor personnel are required to wear I.D Badge during the entire time on VA facility. The I.D Badge MUST have an identification picture and shall state the name of the individual and the company represented. Parking: It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. The VASNHS does not validate or make reimbursement for parking violations of the contractor s personnel. Smoking: Contractor personnel may smoke only in designated areas. It is the responsibility of the VISN 22 Healthcare Facilities to provide a safe and healthful environment for employees and patients and to serve as a leader in community health awareness and education. It is in fulfillment of this obligation that the facilities are committed to the establishment of a smoke-free environment. This policy applies to every location in the Healthcare Facilities. There shall be no smoking within 25 feet of all entrances to buildings. Smoking is allowed in all outside areas that are 25 feet away from entrances to buildings unless indicated otherwise. Enclosed patios connected to facility buildings are considered part of the building and as such are non-smoking areas. ADP Security: Protection of Computer Equipment, confidentiality of patient information, and the integrity of computer software/data at all Healthcare Facilities are essential. Software installed on each PC is copyrighted and copy of software for use elsewhere is prohibited. In the event of a possible security violation, the Healthcare Center s ADP Security Committee shall investigate and recommend corrective action to the appropriate agency. Insurance Coverage: The Contractor agrees to procure and maintain, while the contract is in effect, Workers Compensation and Employee s Public Liability Insurance in accordance with Federal and State of California and/or Nevada laws. The Contractor shall be responsible for all damage to property, which may be done by him, or any employee engaged in the performance of this contract. The Government shall be held harmless against any or all loss, cost, damage, claim expense or liability whatsoever, because of accident or injury to persons or property of others occurring in the performance of this contract. Before commencing work under this contract, the Contracting Officer shall require the Contractor to furnish certification from his/her insurance company indicating that the coverage specified by FAR 52.228-5 and per FAR Subpart 28.307-2 has been obtained and that it may not be changed or canceled without guaranteed thirty (30) day notice to the Contracting Officer. Contractor is required to provide copies of proof of Workers Compensation and Employee Public Liability Insurance within fifteen (15) calendar days after notification of contract award. Invoicing & Payment Contractor shall list in the space below the name(s) and Address(es) of customer service department with whom the Government facilities shall place orders: Company Name: Address: Phone No: Contact Name: Email: The Contractor shall submit in arrears a properly completed itemized invoice in accordance with FAR clauses 52.212-4(g) Contract Terms and Conditions Commercial Items via Tungsten Network, http://www.tungsten-network.com/US/. Invoices submitted for payment shall be reviewed for accuracy and shall be subject to approval by the Government prior to issuance of payment. The invoice MUST be itemized to include the following information. Facility name and address where service was provided Contract number Purchase order number Hours Cost Date No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in arrears in accordance with FAR 52.212-4, para. (i) Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. SECURITY The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and the VBA Headquarters Information Security Officer within 4 hours. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. The Veterans Affair Acquisition Regulation (VAAR) security clause (cited below) must be included in all contracts: TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the VA Handbook 6500.6 Contractor Rules of Behavior, Appendix D relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access. The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until the training and documents are complete. These requirements are in addition to any other training that may be required of the contractor and subcontractor(s).