V231--Temporary Housing Lodging Amarillo VA Health Care System

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to these 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 potentially qualified businesses capable of providing the following: The Contractor shall provide Hotel services (i.e., lodging) for eligible Veterans in need of treatment at the Amarillo VA Health Care System, 6010 W. Amarillo Blvd, Amarillo, VA 79106. The Contractor s lodging facility shall be located within a five (5) mile radius of the Amarillo VA Health Care System, 6010 W. Amarillo Blvd, Amarillo, VA 79106. Rooms shall be equipped with a full and/or queen bed(s) with most of our Veterans needing ADA rooms. The Amarillo VA Health Care System requires up to five (5) rooms five (5) days, Sunday through Thursday, each week for 52 weeks (including holidays). The C&A requirements do not apply, and a Security Accreditation Package is not required. Room requirements. The Contractor agrees to operate within the standard commercial practices of the hotel industry by providing complimentary daily changing of linens, basic toiletries such as soap and shampoo, towels, and any other standard complimentary practices provided to hotel guests and shall be included in the cost of the room. Daily room rates, as quoted in the Schedule of Services and Price, shall include all applicable taxes, fees, and any other no-charge services offered to guests of the hotel/motel. All additional amenities shall be the responsibility of the patient (i.e. room service, phone calls, pay-per-view, movies, etc.). The VA shall not be responsible nor pay for any damages caused by the patient. Rooms offered shall be single (1 bed) and double (2 beds), depending on the presence of a spouse, significant other and/or caregiver for each individual patient. Rooms shall be in a reasonably quiet, tranquil location within the facility. Contractor shall allow spouses, significant others or caretakers to stay with the patients, at no additional cost to the Veteran. The Contractor shall provide rooms with a refrigerator and microwave. The hotel shall comply with all city, county and state hotel/motel codes and ordinances applicable to the ownership and operation of the building in which the rooms are located. The Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service and basic television cable service. Hotel facility shall be within walking distance of a restaurant. Contractor shall provide menus and/or listing of restaurants that are near the hotel. The Contractor shall allow food to be delivered to their facility. The contractor shall have 5 rooms readily available on a weekly basis, Sunday through Thursday. If additional rooms are required and available, the contractor shall provide the additional rooms at the same rate. The Contracting Officer's Representative (COR) or Delegate shall contact the Contractor daily (Sunday through Thursday), no later than 10:30 AM to reserve rooms. This shall guarantee Amarillo VA Health Care System the rooms required each day. If rooms are not occupied by 7:00 P.M. the rooms shall be released back to the contractor, unless notified of late arrival. The COR or Delegate is the only person authorized to reserve a room for eligible Veterans pursuant to this contract. A confirmation referral process shall be used to make reservations to the Hotel. The Contractor shall provide handicapped accessible parking to those patients who are legally able to use specialized parking bays. Two rooms shall be ADA accessible for individuals who use electric chairs. The Contractor shall provide for maximum mobility during their stay, ensuring access to rooms is free of any physical barriers. RATES: The contractor shall only invoice the Government for the daily room rate for each room reserved by the COR/Delegate each day and occupied by a Veteran. All other costs for meals, incidentals, telephone calls or other amenities available at or delivered to the Veteran, shall be the sole responsibility of the Veteran at the time of checkout. These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the Contractor. CHECK IN I CHECK OUT: The COR shall provide the Contractor with the names and the time the Veteran is expected to be checking in/out of the hotel/motel via telephone. In the event the Veteran refuses to leave the room, the Contractor shall immediately notify the COR. In the event the Veteran checks out of the hotel/motel without prior notice from the VA, the Contractor shall immediately contact the COR. The Contractor shall follow current policy on check-in/check-out times. EXTENTIONS I CANCELLATIONS: The COR has the option to extend the Veteran stay at the agreed upon rate. In the event that the requested rooms are not needed and/or required, the COR has the option to request same day cancellations at no additional cost to the Government and/or be penalized for last minute cancellations. All rooms are cancelled after 7pm if a patient has not checked in or requested a late check in on the same day. Amarillo VA Health Care System shall not be charged for the rooms, unless they are utilized. DAMAGES: The room occupant shall be liable for any damages occurred during occupancy. The Amarillo VA Health Care System shall not assume any liability for such damages or theft of property. These charges shall be paid for by the Veteran providing a credit card at time of check-in or by other methods of payment approved by the Contractor. EMERGENCIES: VA-referred occupants are afforded no special emergency privileges and shall be instructed to utilize local 911 emergency services in the event of an emergency. If the Contractor becomes aware that a VA-referred occupant appears to be involved in an emergency of any kind, the Contractor shall contact 911 and the COR. INSPECTION AND ACCEPTANCE: The hotel shall be inspected by the COR and/or Contracting Officer prior to award and prior to exercising any option year period. 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 complex access to which is necessary to ensure a safe and healthy environment for VA referred occupants. Rooms shall be free from bed bug infestation, water damage, and other unhealthy environmental hazards. FACILITY: a. All common areas, such as lobbies, hallways, restrooms and laundry rooms must be wheelchair accessible. b. Rooms shall be wheelchair accessible. In no case shall there be interior or access stairs in any of the rooms for the Veteran. c. The Contractor shall comply with OSHA standards and share that information with those employees who clean bathrooms and surrounding areas in order that they may take proper precautions when cleaning. SAFETY: The Contractor shall comply with the Americans with Disabilities Act, the Hotel and Motel Fire Safety Act of 1990 and must be listed on the U.S. Fire Administration Hotel and Motel Master found at: http://www.usfa.fema.gov Maintenance by the Contractor of Contractor-owned fire extinguisher(s) shall be in accordance with the (NFPA) Standard No. 101. If this is within your capability, please respond with the information below: Company Name Address, Point of Contact, Phone, Fax, and Email UEI number GSA Contract (as applicable). Please include Capability Statement that clearly and convincingly identifies your ability to fulfill this requirement. Brochures of product being offered to include specifications. Meet the Buy American statute FAR 52.225-1 Authorized service provider letter from OEM. Interested firms are reminded that in accordance with FAR 4.203, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.203 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in SBA at Small Business Search. Point of Contact for this Sources Sought is Rafael Rodriguez, e-mail Rafael.Rodriguez2@va.gov Department of Veterans Affairs Network Contracting Office 17 -5441 Babcock Road Ste. 302, San Antonio, TX 78240.