R--TAC-OIT Office Services Solution via Hoteling Seats and Services

The Department of Veterans Affairs (VA), Office of Acquisition Operations (OAO), Technology Acquisition Center (TAC) and the Office of Information and Technology (OIT), intend to enter into a firm-fixed price contract on the basis of other than full and open competition for hoteling seats and services in the Eatontown, New Jersey (NJ) area to Metro Offices, 11710 Plaza America Drive, Reston, Virginia 20190. The statutory authority permitting other than full and open competition is 41 U.S.C. 3304(a)(1) as implemented by the Federal Acquisition Regulation (FAR) Subpart 6.302-1 entitled, "Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements." Metro Offices is the only source that has the required amount of hoteling seats and services in the Eatontown, NJ area and in the time required. The period of performance will be a twelve month base period and four six-month option periods. Commercial acquisition procedures will be utilized in accordance with FAR Part 12. "Hoteling" type office services or business center arrangements are commonplace in the commercial market. Office space, all ancillary services (reception, mail delivery), and furnishings are provided so that companies can perform normal work functions. This type of arrangement is found in large cities where off site "virtual offices" are often required for such tasks as attorney document review, litigation, proposal preparation and so forth. Such contracts do not involve lease or tenancy rights normally found in standard commercial lease terms and conditions. Typically, hoteling contracts state something similar to: "This agreement is the commercial equivalent of an agreement for accommodation(s) in a hotel. The whole of the Center remains in possession and control. The client accepts that this agreement creates no tenancy interest, leasehold estate, or other real property interest in the clients favor with respect to the accommodations. The client is being provided the right to share the use of the center…" The TAC currently has a contract for hoteling type seats and services with Metro Offices at their Eatontown, NJ locations. A total of 275 hoteling seats and corresponding services are needed to accommodate current TAC and OIT employees and an additional 33 optional seats are planned to accommodate future growth. Also required is the use of various conference rooms, training rooms, storage rooms, source selection rooms, a computer technical support room, and other similar rooms/areas necessary for the effective and efficient operation of an acquisition based organization and its customers and support staff. The estimated award date of the contract is December 15, 2015. In addition, the hoteling seats and services provided shall include, but not be limited to the following: a. Contiguous space either in private offices, cubicles or shared offices. A campus setting is permitted as long as the buildings are contiguous to one another and within a short walking distance. b. Appropriate furnishings necessary for the office environment such as a desk, filing cabinets, trash receptacle, chair, guest chair and so forth such as one would find in a modern office setting of new condition and with appropriate form, fit and function. Work spaces must have the ability to be secured by lock and key. This includes office doors, desk and cubicle pedestals, and other areas of the work space requiring such. c. The space, furnishings, and amenities and appearance shall facilitate a professional office and working environment. d. Space offered must be in a quality building of sound and substantial construction meeting the TAC's requirements for the intended use. e. The Contractor shall provide floor plans for the offered space and a valid Certificate of Occupancy for the intended use and shall meet, maintain, and operate the building in conformance with all applicable current codes and ordinances. f. The space shall meet the applicable egress requirements in National Fire Protection Association Life Safety Code (NFPA 101) or the International Code Council, International Building Code (IBC), (both current as of the contract award date). Any offered space, including parking garage areas, and all areas referred to as "hazardous areas" (defined in NFPA 101) within the entire building (including non-Government areas), shall be protected by an automatic sprinkler system or an equivalent level of safety. The space shall meet applicable fire alarm system requirements; installed in accordance with the requirements of NFPA 72, National Fire Alarm and Signaling Code, that was in effect on the actual date of installation. The fire alarm system shall be maintained in accordance with the requirements of NFPA 72, National Fire Alarm and Signaling Code. g. The Building and the space shall be accessible to persons with disabilities in accordance with the requirements of the Americans with Disabilities Act and the Architectural Barriers Act Accessibility Standard (ABAAS) h. The office area shall be free of all asbestos containing materials, except undamaged asbestos flooring in the space or undamaged boiler or pipe insulation outside the space, in which case an asbestos management program conforming to Environmental Protection Agency guidance shall be implemented. The space shall be free of other hazardous materials and in compliance with applicable Federal, State, and local environmental laws and regulations. i. Services, utilities, and maintenance will be provided daily, extending from 7:30 a.m. to 5:00 p.m. except Saturday, Sunday, and Federal holidays. The Government shall have access to the provided space at all times, including the use of electrical services, toilets, lights, elevators, and Government office machines without additional payment. j. The ability to co-locate a secure server in the communications room of the facility where the office services are provided. Internet access is immediately required with sufficient bandwidth to support the number of personnel located in the facility in which the services are provided. k. The normal environmental services shall be provided inclusive of the normal per person pricing for the service and include at a minimum: heat, electricity, power, water (hot and cold), snow removal, daily trash removal and janitorial, chilled drinking water, air conditioning, toilet supplies and sufficient restroom facilities, elevator service sufficient for the staff, lighting and replacement of lamps, tubes, and ballasts, window washing and carpet cleaning. l. Common areas sufficient for the proffered solution including lunch and break areas, and conference and training space appropriate for the number of personnel at the location. m. The service shall include a onetime set up fee for each individual work location for each person (telephone set up, mail service, and so forth). n. Per person services for each work station shall include: modern digital multiline phone set with voice mail and call forwarding; internet access and wireless guest network; unlimited local and long distance phone calls. o. Reception Services between 7:30 AM and 5:00 PM Monday through Friday except Government Holidays. p. Mail Receipt and Handling q. 24/7 building/office access r. Dedicated Conference Rooms (servicing 12 to 15 persons comfortably) taking into consideration the number of hoteling seats and personnel being contracted. s. IT and Office services support during regular business hours for all contractor provided equipment. t. Audio and web conferencing access. u. Administrative Assistance v. Copier and fax services. This notice of intent is not a request for competitive proposals. However, all responsible sources may submit a capability statement or proposal which shall be considered by VA. Any information received will normally be considered solely for the purpose of determining whether or not to conduct a competitive procurement. A determination by the Government not to compete this proposed contract lies solely within the discretion of the Government. The Points of Contact (POCs) for this action are Joanne DeFazio, Contract Specialist, contact@example.gov and John Adamitis, Contracting Officer, contact@example.gov.