This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this RFI In Accordance With (IAW) FAR Part 15.201(e). The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 721110 Hotels (except Casino Hotels) and Motels. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. Documentation of technical expertise must be presented in enough 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, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of business, e.g. Large Business, Services Disabled Veteran Owned small Business, Veteran owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. (i) Does your company have an FSS contract with GSA, VA NAC, NASA SEWP, or any other federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide hotel services for VA patients visiting the Harry S. Truman Memorial Veterans Hospital located at 800 Hospital Drive, Columbia, MO 65201-5272 Please see the Statement of work for more specifics and details. STATEMENT OF WORK 1) SCOPE: Contractor shall furnish rooms to VA beneficiaries as referred by authorized personnel of the VA Medical Center, Columbia, MO. The contractor must operate an established lodging facility in the local community and can provide proof of reliably providing the requested service within their established facility. The contractor shall furnish all standard supplies/services included as minimum room requirements. Lodging shall be provided in accordance with Attachment I (Criteria for Eligibility for Temporary Lodging or Hotel) to accommodate those veterans receiving medical care who may have to travel long distances for evaluation the day before or the day after treatment received. Only medically stable patients who would normally be discharged to their home will be considered for lodging. 2) ROOM REQUIREMENTS: Daily room rates, as quoted in the Schedule, shall include all fee and applicable taxes and any other no-charge services offered to guests such as shuttle service and continental breakfast. Rates quotes shall not include sales tax. The VAMC is a Federal institution and therefore exempt from paying sales tax. Room rates offered shall be Single Occupancy and shall provide a minimum of two (2) double beds. The VA patient shall be allowed one caregiver/driver/attendant to stay in the same room with the veteran, at the single occupancy rate when pre-authorized by the VA. Any additional occupants are the responsibility of the veteran and shall not lodge at VA expense. Contractor shall reserve ten (10) rooms for VA guests at the applicable rates, Sunday through Saturday each week for beneficiaries of the VA Medical Center, Columbia, MO. Additional rooms may be reserved by the VA at the same rates based on a space available basis. If Contractor is unable to provide lodging services on location under the specified 10 rooms, contactor will secure lodging at a nearby hotel at no additional expense to the VA. Contractor will be reimbursed only for actual rooms nights used in accordance with the Schedule (Section B.2). The fully furnished hotel/motel rooms shall include contractor provided utilities and other specified services. The hotel/motel rooms 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. Rooms shall comply with the applicable NFPA (Fire) 101, 2003 or latest edition, Chapters 28/29 specifications and Americans with Disabilities Act (ADA) guidelines. All rooms shall be located in a single hotel or motel. Each room shall be on the ground floor, wheelchair accessible or shall be ADA compliant elevator serviced. Access to rooms shall be from interior hallways that are accessed directly from the front desk/elevator lobby area. There shall be no physical barriers. The rooms shall be smoke-free unless requested otherwise by the veteran. Contractor personnel shall not smoke in the rooms at any time whether or not VA referred occupants are present. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service. Rooms shall be located in as reasonably quiet or tranquil part of the hotel/motel as possible. Rooms shall include appropriate carpet, vinyl, and/or tile coverings, adequate windows and ventilation, doors, lights, bathrooms and fixtures, furniture, linens, accessory and sanitation requirements. All types of floor coverings must be clean; free of stains odor-free; and free of cracks or tears. If shag style carpets are used as floor covering, the length must be1/2 inch or less. Each room must have lighting fixtures; all overhead lights must be controlled by wall switch; all light bulbs must have either a shade or globe with the exception of decorator type bulbs. All windows shall be able to be secured in a closed position. The windows shall be effectively weather stripped, and the window glass shall be free of cracks and shall be tightly fitted in the window frame. All windows shall have window treatments consisting of shades, blinds, or drapes. The window treatments will be substantial enough to prevent viewing into the room from outside of the room. In addition, the window treatments shall be capable of substantially darkening the room during daylight hours. Each room s exterior door shall be secured with snap lock and deadbolt lock. In addition, exterior doors will have the following: an exterior light; a peephole fitted with 175 degree viewing lens; and if not entering into a climate-controlled hallway, the door will have weather stripping on four sides of door or frame to effectively seal off air leaks. Each bathroom shall have the following: Combination tub/shower Commode Vanity, with mirror above vanity Overhead light Exhaust fan which exhaust to outside air All electrical outlets will be GFI-protected Solid floor covering ceramic tile or composition vinyl tile, or solid vinyl sheet All furniture must be in good general condition; must be clean; free of stains and odors; and have no tears or rips in the fabric coverings. Non-upholstered furniture surfaces must be free of scratches, broken surfaces, splinters, free of stains, and clean. The following must be provided in each room: 1 Table 2 Chairs 1 - Upholstered chair 2 Bedside lamps 1 Color television with remote control 1 Dresser & mirror 2 Double-sized beds w/headboard (1 double-sized mattress and box springs per bed) 2 Night Stands 2 Table lamps 1 Clock radio with alarm 1 Small refrigerator 1 Small microwave 14. Each double-size bed will be supplied with the following bed linens which will be freshly cleaned, free of stains, odors, tears, and be in good condition: 2 Standard fiberfill pillows 2 Pillow cases 1 Flat sheet 1 Fitted sheet 2 Thermal blankets 1 Bedspread 1 Quilted mattress pad. SHUTTLE SERVICE: As a courtesy, provide shuttle service to and from the treating facility. Oftentimes, the VA patient needs bed rest soon after receiving treatment, necessitating the timely response of the offeror for shuttle service back to hotel/motel. Offerors are not required to provide shuttle service as part of the room rate, however, one of the evaluation factors for price, as quoted in this solicitation, will be the consideration of whether shuttle service is included in the room rate and terms of this agreement. Continental Breakfast is defined to include the following food and beverage items, available to all Lodgers of the hotel/motel, in the common area located near the lobby, between the hours of 6:00 am and 10:00 am. Offerors are not required to provide Continental Breakfasts as part of the room rate, however one of the evaluation factors for price, as quoted in this solicitation, will be the consideration of whether a Continental Breakfast is included in the room rate and terms of this agreement. Coffee, tea (regular & decaf), milk, water and fruit juice; Fresh fruit; Sweet rolls or donuts; Cold and hot cereals; Bread, bagels, or rolls; Butter or margarine, fruit preserves, or jellies. 3) ROOM RESERVATIONS: a. Room reservations, room occupancy and room payment will be on the following basis: The Contractor shall allow the occupancy of the room covered by this contract only upon the specific individual referral by authorized personnel of the Columbia VA. The VA will inform the Contractor of each individual s name and the arrival date at the Contractor s motel/hotel. Stays will be limited to one night unless additional nights are specifically authorized by Columbia VA. Services shall be performed Sunday through Saturday evenings for beneficiaries of the VA Medical Center, Columbia, MO. The Contractor shall use its existing check in and checkout times. Federal Holidays: Ten holidays observed by Federal Government are listed below plus any other day specifically declared by the President of the United States: New Year s Day Labor Day Martin Luther King Jr. Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day The authorized personnel of the Columbia VA are the Beneficiary Travel Clerks, Administrative Officer of the Day (AOD) and designated Health Benefits Staff, 8 a.m. to 4:30 p.m., Monday through Friday at 573-814-6000 extension 53071. After hours, weekends and holidays, the AOD can be reached at 573-814-6000 ext. 53096. If the AOD does not answer, call the VA operator and have the AOD paged. The authorized dates and length of stay will be documented on the hotel voucher issued by the authorized personnel and presented to the Contractor by the VA referred occupant. In the event that a VA referred occupant refuses to leave the room, the Contractor shall immediately notify authorized personnel. Also, in the event that a VA referred occupant checks out of the hotel/motel without prior notice from the VA the Contractor shall immediately notify authorized personnel at the VA. The Contractor shall submit an invoice to the VA for payment for actual room nights used monthly in arrears. Invoices are due by the 15th of the month following previous month s services. The invoice shall contain the contract number, name of beneficiary and dates of lodging. 4) PATIENT EMERGENCIES: In the event a VA referred occupant is in an emergency situation of any kind, the Contractor shall contact the 911 emergency medical services to respond to the emergency. Once the emergency has ended the Contractor shall notify the authorized personnel at the VA of the situation. 5) ROOM MAINTENANCE: Daily room maintenance shall comply with all Federal, State and local laws and commercial standards (Reference FAR 52.212-4(q)). 6) GENERAL BUILDING REQUIREMENTS AND SPECIFICATIONS: Heating and Cooling Requirements shall be in compliance with ADA and/or State of MISSOURI Laws. All cooling and heating devices and appliances, including but not limited to furnaces, fireplaces, electrical baseboard heaters and water heaters, shall be an approved type in good and safe working order and shall meet all installation and safety codes. Contractor shall maintain all appliances and utility systems. This shall include the cleaning or replacement of air filters for both the heating system (providing the heating system is a forced hot air heating system) and for the cooling system every 30 calendar days. Electrical and Lighting Requirement shall be in compliance with ADA and/or State of MISSOURI Laws. All electrical equipment, wiring and appliances shall be of an approved type, in good and safe working order and shall meet all installation and safety codes. Sanitation Requirements: All plumbing fixtures shall be trapped and vented and connected to an approved sanitary sewer. All sanitary facilities, fixtures, equipment, structures and premises shall be of an approved type, in safe and sanitary condition and in good working order and meet all installation and safety codes. Telephone Service Requirements: Contractor shall provide local area, touch tone, telephone service (no deposit required) for each room. The telephone service shall be capable of long distance telephone service when long distance calls are placed using a telephone calling card or other telephone charge method. Contractor shall provide one telephone in each room. Telephone service shall be equipped with voice messaging system or front desk message service. Fire Safety: Buildings in which space is offered shall be evaluated in accordance with latest editions of the NFPA 101, LIFE SAFETY CODE and AMERICAN DISABILITIES ACT (ADA). Equipment, services, or utilities furnished and activities of other occupants shall be free of safety, health, and fire hazards. When hazards are detected, the contractor shall promptly correct hazards. Maintenance of contractor-owned fire extinguishers shall be provided by the contractor in accordance with NFPA Standard No. 101. As required by code, smoke detectors/alarms shall be installed in each room, office, storage area, hallways and other common areas. Wheelchair Accessibility: Common areas such as hallways shall provide for accessible path of travel for wheelchairs. Elevators: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard A171 and A171a Safety Code for Elevators, except for elevator emergency recall and shall be inspected and maintained in accordance with American National Standard A17.1, Inspector s Manual for Elevators or equivalent local code. The elevators shall also comply with local codes and ordinances. 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) shall take place without the contractor s written notification to the VA at least seven (7) calendar days in advance of the event. To be eligible for award under this solicitation, the offeror must propose for use a facility that is compliant with the requirements of the Hotel and Motel Fire Safety Act of 1990 (Public Law 101-391) (15 U.S.C. 2201 et.seq.) and is listed on the US Fire Administration Hotel and Motel National Master List found at http://www.usfa.fema.gov/hotel/search.cfm and the System for Award Management (SAM) database found at https://www.sam.gov/portal/public/SAM/ or by calling 1-866-606-8220. Offers proposing facilities that are not listed will be rejected as non-responsive. In addition, the offeror s facility must be compliant with the requirements of the Americans with Disabilities Act (Public Law 101-336) (42 U.S.C. 1210 et.seq.). 7) INSPECTION AND ACCEPTANCE: The Government reserves the right to fully inspect the offeror's lodging facility(ies) by a team of VA contract and safety team members at any time before and after contract award and during the term of the contract to ensure a safe and healthy environment for the VA referred occupants. Inspections can be done with or without notification and will be dependent upon the situation. See FAR 52.212-4 for additional Government rights and inspection requirements and Attachment II (Hotel/Motel Evaluation Checklist). Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source 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. Attention: Michael Murphy Email:
[email protected]