72--Temporary Lodging See attached Performance Work Statement (PWS)

2 This is a Sources Sought Constitutes Market Research This is a Sources Sought Notice (SSN) is to seek out Interested Vendors identified as Service Disabled Veteran Owned (SDVOSB), Veteran Owned Small Businesses (VOSB), and all other Small Businesses interested in bidding on this requirement. If interested in bidding, vendors should notify the Contracting Officer by emailing contact@example.gov by the due date indicated on the Sources Sought notice. Synopsis of Work: Provide Temporary Lodging services for the VA Pacific Islands Health Care System (VAPIHCS). Contractor shall provide temporary lodging services for eligible veterans and non-medical attendants in need of treatment at Department of Veterans Affairs Pacific Islands Health Care System (VAPIHCS), 459 Patterson Road, Honolulu HI 96819, who may have to travel long distances for evaluation the day before or the day after treatment received The VA intends to award a Firm-Fixed Price Contract for an estimated Period of Performance to begin on/about Apr 1, 2017 or within 30 days after award of contract plus four option years. No formal solicitation document exists at this time. Responses to this sources sought should be emailed to contact@example.gov on 10 January 2017 no later than 4 PM, Pacific Standard Time. Include the following information: POC Name and address of company, economic status (e.g SDVOSB, SB, etc), phone numbers, DUNS number, and email address. Respond directly to contact@example.gov SDVOSB and VOSB vendors are registered in the Vendor Information Pages (VIP) VetBiZ. DO NOT SEND ANY PROPOSALS at this time. Submitting a capability statement is welcome. Submit questions only by email to contact@example.gov DISCLAIMER This SSN is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice. Performance Work Statement (PWS) 1. Scope 1.1 Contractor shall provide temporary lodging services for eligible veterans and non-medical attendants in need of treatment at Department of Veterans Affairs Pacific Islands Health Care System (VAPIHCS), 459 Patterson Road, Honolulu HI 96819, who may have to travel long distances for evaluation the day before or the day after treatment received, as arranged by the Contracting Officer's Representative (COR) or his/her designated authorized medical staff (i.e., for less than 24-hour pre-operative / intervention or past-operative follow-up for Ambulatory Surgery, Nuclear Medicine, MRI, GI, ophthalmology, oncology, and other medical specialties as the need arises). 2. Room requirements 2.1. The VAPIHCS requires the use of furnished hotel rooms depending on the daily need or as needed. Room rates offered shall be Single Occupancy, and shall provide a minimum of two (2) double beds. Family members (wife and/or children) of the VA patient, or one non-family care-giver, shall be permitted to stay in the same room with the veteran, at the single occupancy rate. Any additional occupants are the responsibility of the veteran, and shall not be permitted to lodge at VA expense. 2.2. The fully furnished hotel rooms will include contractor provided utilities and other standard services provided by hotels. The hotel 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 101 and ADA guidelines. Rooms shall be cleaned daily. Linens, bedding, towels, etc) shall be replaced with clean linens on a daily basis. 2.3. Each room shall be on the ground floor, wheelchair accessible or 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. 2.4. Contractor shall be required to provide smoke-free rooms unless requested otherwise by the veteran. 2.5. Contractor shall supply all utilities including heat, air conditioning, electricity, water and sewer, local telephone service (no deposit required), and basic television cable service. 2.6. Contractor shall provide complimentary continental breakfast for eligible beneficiaries and their non-medical attendants when applicable. 2.7 The Contractor must be capable of housing 40 occupants per day. In the event the Contractor does not have adequate vacant rooms, they must have in place agreements with other lodging facilities for rooms to accommodate an influx of patients with the same rate and room standard. 2.8. Contractor shall provide a minimum of 12,000 rooms per year and a maximum of 14,560 rooms per year. 3. Location 3.1 Lodging facility shall be on the island of Oahu within 10 mile radius of HI VA Medical Center in case of medical emergency. 459 Patterson Road, Honolulu, HI 96819 4. Compliance 4.1 Lodging will be provided within the allowable cost parameters as specified in the Veterans Health Administration (VHA) Handbook 1601.8.05, section 9.4 http://www.reno.va.gov/docs/VHA_Beneficiary_Travel_Handbook_1601B.pdf 5. Inspections 5.1. The Government has the right to inspect the contractor's premises to ensure the cleanliness of guest rooms and common areas on a quarterly basis. 6. Cancellations 6.1. VA Beneficiary Travel coordinator reserves the right to cancel reservations up to one hour prior to guest beneficiary check-in. Notification of and waiver for any applicable charges in regards to beneficiaries who no-show must be submitted to the travel coordinator within 24 hours of no-show. 7. Quality 7.1. Contractor shall ensure that each beneficiary is treated in a professional manner. Each beneficiary will be treated with the highest quality of care and standards established in the industry. 8. Timeliness 8.1. Upon receipt of a reservation request, the contractor shall prepare lodging for eligible veterans as authorized by the VA PIHCS Travel Coordinator. 8.2. In the event the Contractor is unable to accommodate eligible beneficiary, the Contractor shall notify the VA PIHCS Travel Coordinator and arrange alternate lodging at the same payment rate and same room standard in such cases when lodging cannot be provided by the primary contractor. 9. Invoices 9.1 The Contractor shall furnish the following information to the receiving facility via electronic means such as email or fax: Contract Number. Dates and total number of days lodging was provided to beneficiary. Name and phone number of the authorized ordering Patient Travel Coordinator and facility. Originating and termination points. Name and authorization for guest. The invoice and required information shall be submitted no later than 15 working days after completion of the stay. After all work has been completed, the Contractor shall directly upload all furnish information listed above along with the invoice directly to Invoice Payment Processing System (IPPS). The Patient Travel Coordinator will process the invoice for payment. 10. Business Relations 10.1 The working relationship will be assessed based on beneficiary and/or travel coordinator satisfaction; to include, direct professional interaction between contractor and the COR. A few of the other requirements of the contract to be monitored, which is not directly related to cost, schedule, or performance are: Integration and coordination of all activity needed to execute the contract and the contractor's history of professional behavior with all parties. Actively work to eliminate roadblocks to ensure excellent performance. Factor No. Performance Indicator Performance Standard Maximum Allowable Degree of Deviation Method-Type of Surveillance 1 Patient Safety Consistent with Standards and Safety Guidelines 0 occurrences per year Up to date certifications and proper maintenance of premises 2 Handicap Accessibility Qualified staff To provide appropriate services 0 occurrences per year Equipment and Ramps Provide in accordance with ADA ADA before placing this language here and ensure this is written in 3 Submit Invoice Within fifteen working days 2 occurrences per quarter Monitor through travel coordinator 4 Patient Satisfaction Per occurrence 1 occurrence per quarter Monitor through travel coordinator 5 Professional Interaction Per occurrence 1 occurrence per quarter Monitor through COR and travel coordinator