Combine Solicitation – X– Sheridan Hotel Requirement for Veterans

Notice Type: Combine Solicitation

Posted Date: 15-APR-14

Office Address: Department of Veterans Affairs;Network Contracting Office;NCO 19;4100 E. Mississippi Avenue, Suite 900;Glendale CO 80246

Subject: X-- Sheridan Hotel Requirement for Veterans

Classification Code: X - Lease or rental of facilities

Solicitation Number: VA25914Q0379

Contact: DJ Neal; [email protected] mailto:[email protected]

Setaside: Total Small BusinessTotal Small Business

Place of Performance (address): Sheridan WY within 10 miles of VA Medical Center

Place of Performance (zipcode): 82801-8320

Place of Performance Country: United States

Description: Department of Veterans Affairs

VA Rocky Mountain Consolidated Contracting Center

Department of Veterans Affairs

This is a combined synopsis/solicitation for Lodging and Billeting Services for the Veterans Integrated Service Network 19 with Veteran Affair Medical Center in Sheridan Wyoming located at 1898 Fort Road Sheridan, WY 82801-8320. This requirement for temporary, short term lodging is being procured IAW Federal Acquisition Regulation (FAR) 12.6, entitled "Streamlined Procedures for Evaluation and Solicitation for Commercial Items" as supplemented with additional information in this notice, and FAR 13.303 entitled "Blanket Purchase Agreements (BPA)". Prospective Offerors are encouraged to view the Federal Business Opportunities website, www.fedbizopps.gov, frequently for any amendment to the solicitation. The Government intends to satisfy existing requirements for temporary lodging services by awarding a Blanket Purchase Agreement to two or more hotels located within a 10 mile radius of the facility listed above. This announcement constitutes the only solicitation that will be issued. The period of performance will be from approximately June 01, 2014 through May 31, 2019. Pricing will be set per year with up to five (5) period of performances with possible escalating costs. This procurement is issued on a 100% small business set-aside under the NAICS 721110 with a small business size standard of $30M. The areas of consideration for possible awards are the locations listed above. A pricing schedule identifying quantities and types of services is attached and shall be completed and returned. All quantities are estimated. Unit prices shall be inclusive of all applicable service fees, the federal government does not pay taxes. A statement of work describing the scope of work is attached and is hereby made part of this request for quotes.

The company(ies) submitting quotes must be registered in SAM (System for Award Management) and their registration must be current; www.sam.gov. The Federal Acquisition Regulation (FAR) incorporates provision and clauses in effect through Federal Acquisition Circular (FAC) 2005-72; effective 30 Jan 2014. The following provisions and clauses are applicable to this acquisition: FAR 52.212-1, 52.212-2, 52.212-3, 52.212-4, 52.216-18, 52.216-19, 52.216-22, 52.252-1, 52.252-2, and 52.212-5: full text language of provisions and clauses incorporated by reference can be located at http://farsite.hill.af.mil. The following clauses included in 52.212-5 are applicable: 52.204-10, 52.217-6, 52.217-8, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-36, 52.222-50, 52.223-18 and 52.232-34. The following Veterans Affairs Acquisition Regulation (VAAR), http://farsite.hill.af.mil/vfvara.htm clauses are applicable to this acquisition: 852.232-72, 852.203-70, 852.216-70. The successful offeror(s) will establish with the Veterans Administration a Business Associate Agreement in accordance with Veterans Healthcare Administration Directive 1600 and Handbook 1600.01 Business Associate Agreements.

This BPA will be established on a fixed price basis and may be discontinued upon 30 days' written notice by either party. The BPA will be reviewed annually before the anniversary of its effective date and revised as necessary to conform to the requirements of the FAR and VAAR. This BPA can only be changed by modification of the agreement itself. Discontinuing or modifying this BPA shall not affect any prior contract incorporating this BPA. This BPA does NOT state or imply any agreement by the Government to place future contracts or orders with the contractor; or be used in any manner to restrict competition. All contracts and purchase orders using this BPA will be incorporated by specific reference, the BPA number and name when established. This BPA for temporary lodging services located within the local commuting area of the facility listed in this synopsis has a dollar limitation of $1000 for each individual purchase of lodging services. This BPA does not have a minimum purchase requirement. The Government is obligated only to the extent of authorized purchases actually made under this BPA. Contractors shall furnish services if and when requested by the Contracting Officer's Representative, COR, located at each Healthcare facility listed in this synopsis for the inclusive dates of this agreement. The names, contact information and the dollar limitation of the COR's will be provided to the successful contractors. Delivery / lodging tickets shall contain the following minimum information: name of supplier, BPA number, date of purchase/reservation, purchase number, itemized list with name of veteran, type of room and price, and dates service provided. Invoices shall be submitted at least monthly or upon expiration of the BPA, whichever occurs first, for all services during the billing period, identifying the delivery/lodging tickets covered therein, stating their total dollar value and supported by receipt copies of the delivery/lodging tickets.

Each offeror shall understand they will be paid electronically (VAAR 852.232-72). Award will be made to the lowest priced offer determined to be technically acceptable. To be determined technically acceptable, the following minimum requirements must be met: (1) Hotels must provide for complete and inclusive lodging services as prescribed in the performance work statement and by the attached pricing schedule. (2) Hotels must have free on-site parking and provide non-smoking rooms. (3) Hotels must be located within the local commuting area of the VA Healthcare Center; this is usually interpreted to be within 5 miles of the VA Healthcare Center. (4) Hotels must be FEMA approved. (5) Some Healthcare Centers may require local transportation back and forth for the Veteran from the lodging facility to the Healthcare Center.

In order to determine if minimum requirement (1) can be met, all lodging requested must either be priced or annotated as provided at no additional cost on the attached pricing schedule. For minimum requirements (2), (3), & (4) offeror must provide a fact sheet which addresses each minimum requirement. The physical location of the proposed hotel facility must be provided to permit a determination to be made as if minimum requirement (3) can be met. Pricing shall be provided on attached B.1 Schedule of Services/Pricing. The government intends to make a multiple BPA awards; however, funds will NOT be committed or obligated until a call is placed against the BPA. For purposes of price evaluation, if there is a mathematical error in which the unit price multiplied by the quantity does not equal the extended total, the unit price will prevail and be used for evaluation and award purposes. Paragraph I of FAR Provision 52.212-1 encourages offerors to present alternative terms and conditions for satisfying the requirements of this solicitation. The solicitation is being issued on a competitive basis. The rate utilized for purposes of award will be the rates proposed by the offeror that is determined to offer the lowest technically acceptable offer. As stated in paragraph (g) of Federal Acquisition Regulation (FAR) Provision 52.212-1, included in this solicitation, the Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial proposal should contain the offerors best terms from a price and technical standpoint. All questions shall be submitted in writing and received prior to the time and date scheduled for receipt of quotes. Questions can be sent via email to: [email protected].

QUOTES ARE DUE: Not later than 4:30 p.m. MST, May 15th, 2014.

A complete proposal will consist of the following documents:

-1 Completed B.1 Schedule of Services/Pricing

-2 Confirmation the company is registered in SAM and registration is current; found at http://www.sam.gov in accordance with FAR 52.212.3.

-3 Completed Business Associate Agreement

-4 Signed Offerors Letter providing: Contractor's name, address, name of point of contact, phone numbers, email addresses, FAX number, DUNS number and Tax ID number. Insure the proposal number VA259-12-Q-0728 appears on all pages and documents in the proposal. Identify acceptable forms for payment, i.e. purchase card, electronic funds transfer, etc. Include the fact sheet describing the technical requirements.

Submit Proposals To: DJ Neal, Contract Specialist via email to [email protected].

DEFINITIONS:

Hotels - Refers to all commercial lodging facilities that provide rooms for short term use and would include hotels, motels, and bed and breakfast vendors.

Link/URL: https://www.fbo.gov/spg/VA/VARMCCC/VARMCCC/VA25914Q0379/listing.html