The Contractor shall provide VA Illiana Medical Center located at 1900 East Main, Danville, IL, lodging for VA beneficiaries and their caregiver (if applicable). The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 721110 Hotels (except Casino Hotels) and Motels. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT SCOPE: The Contractor shall provide VA Illiana Medical Center located at 1900 East Main, Danville, IL, lodging for VA beneficiaries and their caregiver (if applicable). The Contractor facility must be at a minimum a AAA certified two and a half star rating. The length of stay for each Veteran (and their caregiver) may range from one night to two nights, but in some cases may last longer. The VA estimates that approximately 15 rooms (Sunday through Thursday), or 64 rooms per month shall be needed. The Contractor must accommodate up to 3 rooms per night, Sunday-Thursday. Up to 1 additional room, are allowable Sunday through Thursday, at the discretion of the Ordering Official and Contractor. The Contractor will accommodate up to 1 room (2 total), Friday and Saturday, as needed and as space allows. If there are no reservations for the above-mentioned rooms by the VA, the rooms can be released to the general public 48 hours prior to the non-reserved night. The VA will only reimburse the lodging facility for the actual number of rooms utilized per night (i.e., if 3 rooms are utilized on a given night, the Contractor may only invoice for those 3 rooms, not 5 rooms). The Contractor lodging facility must be within a 5-mile radius of the VA Illiana Medical Center. ROOM REQUIREMENTS: The Contractor s facility shall be an accommodation that is AAA rated at a minimum of two diamonds or equivalent two and a half star rating. At a minimum, the facility shall have vending machines and a continental breakfast. Up to 3 rooms shall be available every night from Sunday through Thursday, with the option for an additional room. On occasion, there may be a need for rooms on Friday or Saturday nights. If the VA has a need for rooms on Friday or Saturday night, the Contractor shall provide these rooms at the contracted price. The rooms shall be for double occupancy. Occasionally, a roll-away bed may be required at no additional charge. A minimum of one room available Sunday-Thursday shall be handicap accessible. There shall be no additional charges to the Veteran or caregiver for lodging. Any expenses incurred in addition to those covered by the basic lodging charge referred to in this solicitation (e.g. unauthorized meals, damages, movie channels, room services, long distance calls, etc.) are not the responsibility of the VA Illiana Medical Center. Rooms shall be equipped with phones and local calls shall be included in the lodging rate. The room rate per night shall not include state and local taxes, of which the VA is exempt from paying. Reservations will be made by authorized VA officials during the hours of 8:00a.m.-4:30pm, Monday through Friday, by the Administrative Officer of the Day (AOD) or On-call Social Worker during other hours, including on weekends. A list of individuals authorized to refer Veterans for lodging will be maintained by the Contracting Officer and the VA Illiana Lodging Coordinator. Rooms provided shall be smoke free. Smoking shall not occur in the rooms at any time, whether or not VA referred occupants are present. Housekeeping services shall comply with the Hotel Industry Standard. General room requirements shall follow the minimum standard for the Hotel Industry and the Americans with Disabilities Act of 1990. ROOM RESERVATIONS: Room reservations, room occupancy, and room payment will be on the following basis: The Contractor shall allow the occupancy of a room covered by this contact, only upon the Veteran s referral by VA Officials authorized by the Illiana VA Medical Center to make the referral. The Authorized Official (s) will inform the Contractor of each Veteran s name, and the expected arrival time and date at the Contractor s facility, over the telephone. In addition, the Veteran will receive written authorization from the VA, showing that their stay is authorized, and shall provide this authorization to the lodging facility during check-in. The Contractor shall use its existing check-in and check-out times. The Contractor shall submit an invoice to the VA for payment for all rooms covered by this contract, by the 10th business day of the following month. The invoice shall be for the actual number of rooms per night utilized in the previous month. In addition, the Contractor shall provide a monthly report to the Contracting Officer, Contracting Officer Representative or the Lodging Coordinator which lists the Veteran s name, the date that the Veteran checked-in and out, and the rate charged. PATIENT EMERGENCIES: In the event a VA referred Veteran is in an emergency situation of any kind, the Contractor shall call 9-1-1, in addition to immediately contacting the Social Work Office during administrative hours or the AOD if the emergency occurs outside of normal business hours. Administrative hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. CONTRACTOR PROVIDED CONTINENTAL BREAKFAST: The Contractor shall provide, at a minimum, a continental breakfast to the Veteran and Veteran s caregiver if applicable. This shall be included in the per night price per room. FIRE SAFETY: The lodging facility must meet all federal, state and local fire codes. Each guest unit must be equipped with an operational single-station smoke detector. Property in which space is offered shall be evaluated in accordance with latest editions of the National Fire codes and Uniform Building Code. The maintenance of contractor-owned fire extinguisher shall be provided by the Contractor in accordance with NFPA Standards. Smoke detectors shall be installed in each office, storage area, hallway and other common areas. Each room shall be fully sprinkler equipped. WHEELCHAIR ACCESSIBILITY: All areas and furnishings must comply with the Uniform Federal Accessibility Standards (UFAS) ELEVATORS: If elevators are a part of the room complex, they shall conform to the latest requirements of the American National Standard Safety Code for Elevators and shall be inspected and maintained in accordance with American National Standard Inspector s Manual for Elevators or equivalent local code. The elevators shall also comply with local codes and ordinances. ROOM SECURITY: Accommodations must have dead bolt locks on all guest room entry doors and connecting room doors. If the area outside the guest room door is not visible from inside the room through a window or door panel, viewports must be installed don all guest room entry doors. Ground floor and easily accessible sliding doors must be equipped with secondary security locks. SERVICE ANIMALS: The Americans with Disabilities Act (ADA) prohibits U.S. businesses that serve the public from discriminating against persons with disabilities. The Contractor shall permit entry to guests and their service animals, as well as allow service animals to accompany guests to all public areas of a property. No fees or deposits, even those normally charges for pets, shall be charged for service animals as they are not pets. CHANGES: The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, then change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs incurred as a result thereof. AUTHORIZED SERVICE: Only those services specified herein are authorized under this contact. Before permitting any service or repairs of a non-contract nature, the Contracting Officer must be advised of the reasons for this additional work. The Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs that are outside of the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained. MISCELLANEOUS: The Contractor shall notify the VA of any renovation to the building or movement of earth on the grounds by written notification to the Contracting Officer at least seven (7) calendar days in advance of the event. FLOW DOWN REQUIREMENTS TO SUBCONTRACTORS The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this Overnight Lodging for Veterans Contract and require written subcontractor acknowledgement of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address if applicable, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 4:00 PM EST on Thursday May 18, 2023. All responses under this Sources Sought Notice must be emailed to joseph.kennedy3@va.gov
