Inactive Total Small Business Set-Aside (FAR 19.5)

AMENDMENT TO COMBINED SOLICITATION NOTICE: This notice is an amendment to Combined Solicitation Notice 36C26225Q0917 and the associated Request for Quote (RFQ) for Fully Furnished Medical Resident Hou... AMENDMENT TO COMBINED SOLICITATION NOTICE: This notice is an amendment to Combined Solicitation Notice 36C26225Q0917 and the associated Request for Quote (RFQ) for Fully Furnished Medical Resident Housing. The following information is in response to Offeror questions accompanied by clarification. Responses are due by 10:00 AM MST on July 2, 2025. Offeror Question & Answer Q: Item I, entitled Termination for the Government s Convenience, of Section C, entitled Contract Clauses, states The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. However, it does not state a specific timeframe, as this project requires the use of a rental lease, it is important to know how much time the US Government will allow if termination for convenience is implemented. Can you provide the number of days before the notice could become effective, i.e., 30 or 60 days? A: The Termination for the Government s Convenience notice, if given, is immediate; however as stated under the clause, Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. Essentially, the VA would be responsible for reasonable costs incurred as a result of the termination, making the Contractor whole. Q: The Statement of Work explains the Medical Residents of the apartment will be accommodated on a rotational schedule, how often will personnel be rotated and are there special requirements to be adhered to set-up the apartment for new arrivals? A: Resident stay at a minimum of one month. Some stay 2-3 months. Some will come back at different times depending on their rotation lengths. No less than one month, no more than 3 months for any given resident. Q: It is also stated, the apartment must be located within 2.5 miles of the Tibor Rubin Long Beach VA Hospital, is it expected that the monthly rates should not exceed the per diem rate for that area? If so, how can not exceeding the per diem threshold be accomplished for the impending fiscal years when per diem rates are only posted a few months before the year commences? A: RFQs and solicitation bids should be based on fair market value for housing in the area based on leased rates. Government per diem rates are not part of the consideration as resident occupants are not government employees.

Inactive

Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award ... Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources-sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name, (b) address, (c) point of contact, (d) phone, (e) fax, (f) email address, (g) Unique Entity ID, (h) Cage Code, (i) Tax ID Number, (j) Type of business, e.g. small or other, as appropriate, (k) if pricing today, what would be the estimated monthly pricing, and (l) must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the work described in the accompanied Statement of Work (SOW). Description of Requirement: The U.S. Department of Veterans Affairs (VA) Tibor Rubin Long Beach VA Hospital (LBVAHCS) located at 5901 East 7th Street, Long Beach, CA 90822, is seeking a contractor to assist with the provision of temporary furnished housing placement and associated support services for UC Riverside Psychiatry Residents during their rotation at the Long Beach VA Hospital. The program is a partnership between the University of California Riverside Psychiatry Department and Long Beach VA Hospital/Office of Academic Affiliations, to temporarily house UCR Psychiatry residents during their inpatient Psychiatry rotation at Tibor Rubin Long Beach VA Hospital. Per VHA Directive 1400.09 (refer to Section 13 of the SOW) and the Accreditation Council for Graduate Medical Education (ACGME) requirements, LBVAHCS may furnish free quarters to medical and dental residents or students who serve short rotations (six months or less) at a VA medical facility and establish the need for a second residence because the substantial distance to the VA medical center makes community from the university affiliate impractical while the brevity of the training assignment rules out a permanent change of residence. VA Long Beach intends to engage a contractor to provide temporary furnished housing placement services in Long Beach, to include only those accommodations that provide full corporate housing amenities to include furniture, appliances, textiles, utilities, internet and/or Wi-Fi, onsite secure parking spaces, and monthly cleaning services. Accommodations shall be located within the Long Beach city limits. VA shall provide safe, but not lavish, accommodations, with attention to internet access and other communications availability, reasonable access to food and provisions, and other requirements for daily living. Important Information: The Government is not obligated to - nor will it pay for or reimburse any costs associated with responding to this sources-sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 531110 ($34 Million). Notice to Potential Offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Veteran Small Business located at Veteran Small Business Certification (sba.gov). All interested Offerors should submit information by e-mail: Naomi.Meza@va.gov. All information submissions to be marked Attn: Naomi Meza, Contract Specialist and should be received no later than May 23, 2025, 3:00 PM MST per the due date found on page 1 of this Sources Sought Notice. NOTE: This is a second sources sought notice; initial request 36C26225Q0321 dated 2/4/2025. Statement of Work Project Title: Medical Resident Housing for Long Beach VA Healthcare System (LBVAHCS) Background: The U.S. Department of Veterans Affairs (VA) Tibor Rubin Long Beach VA Hospital requires a contractor to assist with temporary furnished housing placement and associated support services for UC Riverside Psychiatry Residents. The program is a partnership between the University of California Riverside Psychiatry Department and Long Beach VA Hospital/Office of Academic Affiliations, to temporarily house UCR Psychiatry residents during their inpatient Psychiatry rotation at Tibor Rubin Long Beach VA Hospital. Per VHA Directive 1400.09 (Refer to Section 13) and the Accreditation Council for Graduate Medical Education (ACGME) requirements, LBVAHCS may furnish free quarters to medical and dental residents or students who serve short rotations (six months or less) at a VA medical facility and establish the need for a second residence because the substantial distance to the VA medical center makes community from the university affiliate impractical while the brevity of the training assignment rules out a permanent change of residence. Accommodations must be within the limits of the City of Long Beach. VA shall provide safe, but not lavish, accommodations, with attention to internet access and other communications availability, reasonable access to food and provisions, and other requirements for daily living. The target population for the UC Riverside Psychiatry Resident Temporary Housing Placement contract includes UCR Psychiatry residents who are on rotation for the VA Long Beach Inpatient Psychiatry program. This applies to Without Compensation (WOC), non-VA paid trainees (those on a disbursement agreement), primarily applying to physician psychiatry resident trainees. Through this contract initiative, the awarded Contractor will place individual UCR Psychiatry Residents into temporary local housing while simultaneously providing peripheral housing amenities required for daily living (internet, Wi-Fi, utilities, textiles, appliances, monthly cleaning services, and two (2) secure onsite parking spaces) and within local access to food and other provisions; and assist the resident in maintaining housing until the resident completes their Inpatient Psychiatry rotation at the Long Beach VA Hospital. Contractor Responsibilities: Contractor shall provide services to eligible UCR Inpatient Psychiatry residents per year for whom such temporary residency is specifically authorized by the referring VA. Contractor shall perform the following tasks: The Contractor will need to ensure one (1), two-bedroom, two-bathroom apartment, furniture, associated textiles, two (2) onsite secure parking spaces, and services such as internet, Wi-Fi, utilities, textiles, appliances, monthly cleaning services, and two (2) secure onsite parking spaces are available and maintained properly for the term of the contract. No gap in apartment access shall occur for the duration of the contract award period. Contractor shall provide 24/7 accessibility to facilities and accommodations related to the housing facility. Contractor shall comply with Office of Academic Affiliations (OAA) and LBVAHCS policy and procedures regarding housing standards (Refer to Section 13 1400.09 VHA Handbook). UCR Inpatient Psychiatry medical residents will not be discharged from services or accessibility of housing premises if they leave the housing and begin to reside elsewhere. Each resident is provided and given an established period of time for their Inpatient Residency and will be allowed to reside on awarded premises until the establish period has elapsed (unless removed by UCR or LBVAHCS staff determination). The Contractor shall be able to provide full housing and support peripherals as outlined in task and deliverables within fifteen (15) days of contract award. Contractor personnel and housing shall maintain an active standing with the licensing boards in their respective profession in accordance with all local, regional, and national guidelines and requirements. Contractor shall assist identified UCR Inpatient Psychiatry residents with obtaining and maintaining assistance related to housing access, maintenance and functionality as required for standard use of and access to residential housing amenities and peripherals. Contractor shall document and provide upon request, any issues regarding or pertaining to UCR Inpatient Psychiatry residents, encounters, and housing accommodations 24-hours of occurrence. Contractor shall provide VA Liaison with documentation of any issues regarding or pertaining to UCR Inpatient Psychiatry residents, encounters, and housing accommodations within 24-hours of occurrence via email or upon VA Liaison request within 24-hours of incident or request. The Contractor shall work with the identified UCR Inpatient Psychiatry Medical Resident Contracting Officer s Representative (COR) on obtaining access to contracted temporary housing, maintenance, access issues, peripherals access, support and replacement. The Contractor shall direct all communications with the VA regarding this scope through the Network Contracting Office (NCO) 22 and the COR. The Contractor shall demonstrate successful completion of the following tasks, validated by VA inspection, prior to receiving UCR Inpatient Psychiatry residents for occupancy and invoicing for payment: Contractor and staff shall provide Identification of staff to work directly with UCR Inpatient Psychiatry medical residents while on campus or site of awarded contract housing location, both on grounds and within individually-contracted residences/apartments. Contractor shall ensure that sufficient staff are available to provide services to meet the documented needs of the identified UCR Inpatient Psychiatry medical residents. As well as the ability to make residence visits consistent with the contracted residential needs including the following: Contractor shall ensure consistency of services to provide identified UCR Inpatient Psychiatry medical residents with the ability to engage in and receive housing-related assistance from housing campus staff/personal, such that the issues or assistance required with a response within 24-48 hours of receiving request to ensure minimal impact to daily living requirements of the resident s individual living space. Contractor must comply with applicable city, local, state and federal housing rules, regulations policies and guidelines as required. Contractor shall provide the following housing accommodations: One (1) completely furnished, two-bedroom, two-bathroom apartment with; All appliances including stove, refrigerator, television and access to on-site or in-unit laundry facility; Two (2) separate bedrooms completed furnished with beds/mattresses, bedding textiles (sheets, pillows, comforters/blankets), nightstand with lighting. Two (2) separate bathrooms, each with: lighting, toilet, sinks, showers, shower curtains, towels. Living room area with couch/sofa/chairs, table(s), lighting. Dining area/room with table, chairs, lighting Kitchen with textiles, pots/pans, plates, cups, glasses, bowls, cooking utensils, eating utensils, small appliances (coffee maker, electric can-opener, toaster) Access to two (2) parking spaces per unit in well-lit, on-site secure parking lot/structure. In-unit or on-site laundry facilities including washers and dryers. Included, uninterrupted internet and/or Wi-Fi access within unit. All-inclusive, uninterrupted utilities service including gas, electric, water, internet and cable TV Contractor shall have procedures in place to ensure clients have 24/7 access to live person-to-person services which shall include emergency housing maintenance as appropriate. The Contractor shall ensure housing security ensured via controlled access, gated-access, on-site security personnel or other measures which provide a level of appropriate resident security. Any identified issues of security should be addressed with the VA Liaison and VISN 22 Contracting Officer immediately. The Contractor will be paid a flat rate for one (1) two-bedroom, two-bathroom apartment per month for housing, amenities, furnishings, onsite secured parking, utilities, textiles, maintenance and cleaning services. The VA may assign or replace identified UCR Inpatient Psychiatry residents at any time during the course of the awarded contract. In instances when an identified resident moves out, the VA Liaison will notify the Contractor with scheduled dates of vacancy and dates of new, incoming UCR Inpatient Psychiatry medical resident(s) and date for cleaning services. The Contractor shall create and retain records that provide evidence of contacts with individuals and agencies engaged to support UCR Inpatient Psychiatry medical residents housing and associated maintenance needs. Contractor Reporting Requirements: The Contractor shall notify VA of any negative incident occurring with the UCR Inpatient Psychiatry medical resident within twenty-four (24) hours of being informed or aware of the incident. Contractor shall complete a written incident report within 24 hours of notification. The Contractor shall provide documentation, as required by the VA COR describing the incident, analysis of cause and effect, and corrective action taken. Reportable incidents include: Death Fire Drug/police raid Suicide/suicide attempt 911 call to police, fire, paramedics, or other Severe medical illness/emergency Sexual assault Act of violence by UCR medical resident against others Abusive behavior by against staff Acts of violence by others against UCR medical resident Abusive behavior by staff against UCR medical resident Accident Records: The Contractor shall maintain all UCR Inpatient Psychiatry Medical Residents occupancy records in accordance with The Joint Commission standards. The Contractor is subject to all federal, state, and local statutes regarding confidentiality of UCR Inpatient Psychiatry medical resident information. Contractor shall not use Government IT equipment and/or Government records to create or maintain any records that are not specifically tied to or authorized by the contract. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically required or authorized by the contract. The Contractor shall not dispose of any records created while performing services under this contract without the prior written consent of the Contracting Officer. The Contractor shall put in place procedures to prevent the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. The Contractor shall obtain the Contracting Officer s approval prior to engaging in any contractual relationship in support of this scope requiring the disclosure of information, documentary material, and/or records generated under, or relating to this contract. The Contractor (and any sub-contractor) shall abide by Government and VA guidance for protecting sensitive and proprietary information. Contractor Qualifications Experience, Facility and Staffing: The Contractor facility shall meet the following: Conforms to the Life Safety Code, National Fire Protection Association (NFPA) #101 standards: http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101&cookie%5Ftest=1 Contractor shall possess a valid Business License/Certification for the State of California. Contractor facility shall have a current Certificate of Occupancy permit or license as required by the authority that has jurisdiction to issue and must adhere to all applicable local, state, and federal laws. Contractor s facility shall be wheelchair accessible. Contractor shall be in compliance with Americans with Disabilities Act Guidelines for Buildings and Facilities. http://www.access-board.gov/adaag/html/adaag.htm Contractor s facility where services are to be provided shall be within the catchment areas of the LBVAHCS. The Contractor personnel shall maintain active standings with the licensing boards governing their respective professions. Contractor Standard of Conduct: The Government reserves the right to refuse acceptance of Contractor personnel whose personal or professional conduct jeopardizes the UCR Inpatient Psychiatry Medical Residents security or well-being while tenants of Contractor facility. Breaches of conduct include intoxication or debilitation resulting from drug use, theft, abuse, dereliction, or negligence in performing directed tasks, or other abuse, or other conduct resulting in formal complaints by the UCR Inpatient Psychiatry medical resident, COR or VA staff. Contractor shall maintain professional boundaries with UCR Inpatient Psychiatry Medical Residents. Contractor and Contractor staff shall under no circumstances engage in any monetary transactions either in the form of lending or borrowing of money or purchasing goods with the UCR Inpatient Psychiatry Medical Residents. Contractor and Contractor staff shall under no circumstances take unfair advantage of any professional relationship or exploit UCR Inpatient Psychiatry Medical Residents, to further their personal, religious, political, or business interests. Contractor is responsible for taking steps to protect UCR Inpatient Psychiatry Medical Residents, and is responsible for setting clear, appropriate, and culturally sensitive boundaries. Complaints concerning Contractor personnel s conduct with Government employees or UCR Inpatient Psychiatry Medical Residents shall be dealt with by the Contractor and COR. The Contracting Officer is the final authority on validating complaints. In the event that Contractor personnel are involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such personnel. This does not preclude refusal in the event of incidents involving physical or verbal abuse. The final arbiter on questions of acceptability is the Contracting Officer. In the event the Government refuses acceptance of services of Contractor personnel, the Contractor shall immediately provide replacement personnel that are acceptable to the Contracting Officer. The cost of removing and replacing such personnel shall be borne solely by the Contractor. Contractor Liaison: The Contractor shall identify a point of contact for the management of billing of this contract who will work directly with the VA COR on the billing matters of this contract. This person shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The person filling this role may be personnel performing under this contract. An alternate may be designated, but the Contractor shall identify, in writing, those times when the alternate shall act as the liaison. Contractor Liaison Phone Number Fax Number Email Address Computer Security: In the performance of official duties under this contract, the Contractor personnel may have regular access to printed and electronic files containing sensitive data. This data shall be protected under the provisions of the Privacy Act of 1974 and other confidentiality laws, and agency policy. Contractor shall ensure its personnel protect the data from unauthorized release or from loss, alteration, or unauthorized deletion by 1) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc., as set out such provisions and in the access agreement which the contract personnel signs, and 2) ensuring that all Contractor personnel who will have access to sensitive information complete the privacy and security awareness training on an annual basis and sign the Rules of Behavior that lays out the responsibilities of a user of any VA information system. VA Responsibilities: Site Inspection The VA shall have the right to conduct an inspection of Contractor s housing facility(s) anytime during the period of performance. The Contractor shall permit on-site visits by the VA to assure compliance with the contract requirements. Contractor shall make all records accessible for review by VA staff upon request. Quality Assurance and Performance Monitoring The Quality Assurance and Performance Monitoring shall be governed by the appointed COR who shall be responsible for verifying compliance with the terms and conditions of the contract. After the contract is awarded, any incidents as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer. In addition, the COR will forward the summary evaluation of the Contractor performance to the Contracting Officer once performance ends. Resident Referrals UCR Inpatient Psychiatry Resident Temporary housing referrals will be made to the Contractor at the discretion of the VA Medical Center and designated liaison. Contractors will provide temporary housing and amenities for the number of UCR Inpatient Psychiatry Residents requiring temporary housing per year based on the needs of the VA Medical Center. LBVAHCS temporary housing requirements will not exceed one (1), two-bedroom, two-bathroom apartment per contract year. Contracting Officer Representative The Contracting Officer s Representative (COR) will evaluate all deliverables submitted. The COR is responsible for certifying invoices for payment only for deliverables received and deemed acceptable by the COR. A Quality Assurance Surveillance Plan (QASP) will be used by the COR to measure performance success and/or failure. A VA Liaison(s) will be identified by the LBVAHCS Associate Chief of Staff of Education (ACOSE). They will act as the liaison for all Inpatient Psychiatry resident temporary housing-related issues in conjunction with the COR between the Contractor and the team. They will provide contracting detail oversight but will not provide direct contract supervision. Indemnification and Liability Insurance: It is expressly agreed and understood that this is a non-personal services contract, under which the professional services rendered by the Contractor are rendered in its capacity as an independent contractor.  The Contractor and its service providers shall be liable for their liability-producing acts or omissions. However, before commencing work under this contract, the Contractor shall furnish certification to the Contracting Officer of the requisite liability insurance issued by a responsible insurance carrier in the amount of no less than $1,000,000.00 to protect the Government's interests or if the Contractor is an entity or a subdivision of a State that either provides for self-insurance or limits the liability or the amount of insurance purchased by State entities, then the insurance requirement of this contract shall be fulfilled by incorporating the provisions of the applicable State law. The Contractor shall notify the Contracting Officer if it, or any of the service providers performing under this contract, change insurance providers during the performance period of this contract. The notification shall provide evidence that the Contractor and/or service providers will meet all the requirements of this clause, including those concerning liability insurance and endorsements. These requirements may be met either under the new policy, or a combination of old and new policies, if applicable. The Contractor shall insert the substance of this clause, including this paragraph, in all subcontracts for housing placement and case management services under this contract. The Contractor shall be responsible for compliance by any subcontractor or lower-tier subcontractor with the provisions set forth in this Section. Overtime and Holiday Pay Any overtime and/or holiday pay that may be entitled to the Contractor personnel shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. Date Holiday Monday, January 01 New Year s Day Monday, January 15 Birthday of Martin Luther King, Jr. Monday, February 19 * Washington s Birthday Monday, May 27 Memorial Day Wednesday, June 19 Juneteenth National Independence Day Thursday, July 04 Independence Day Monday, September 02 Labor Day Monday, October 14 Columbus Day Monday, November 11 Veterans Day Thursday, November 28 Thanksgiving Day Wednesday, December 25 Christmas Day Invoice and Payment The Contractor shall submit invoices billing for services by the 5th of the month following the month the services were provided. 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/customer-campaigns/veterans-affairs/ No advance payments shall be authorized. Payment shall be made monthly 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. Post Award Orientation Conference The Contractor shall participate in a post award orientation conference with the Contracting Officer and COR, Program Manager, and others, and then meet quarterly thereafter with the VA COR or Liaison to ensure that the Contractors are meeting and/or exceeding the contracts requirements. Reference Section: VHA Directive 1400.09(1) Education of Physicians and Dentists