This not a request for quotes; the Government is seeking information for market research purposes only. Project Description: In accordance with the provisions outlined in VHA Directive 1400.09, we hereby request permission to provide living quarters to Residents from the Psychiatry Department of Texas A&M Health Science Center, from Bryan/College Station, Texas, which is located over 90 miles respectfully from the Temple VA Medical Center. Due to current location of the Texas A&M Health Science Center in Bryan College Station, and the distance that trainees must travel, coupled with the length of their appointment, a housing memo and funding has been signed and approved from the Medical Center Director, Chief of Staff, the facility CFO and the Associate Director of Central Texas VHCS. This request has also been approved by the Office of Academic Affiliations Chief Executive Director. Summary of Contract Requirements The Contractor shall provide Extended-Stay Hotel services (i.e., lodging) for Health Professions Trainees (HPTs), from Psychiatry Department of Texas A&M Health Science Center, 8441 Riverside Pkwy., Clinical Building 1, Suite 3100, Bryan, TX 77807, which is located over 90 miles from the Central Texas Veterans HealthCare System (CTXVHS), 1901 S. 1st St, Temple, Texas, 76504. The Contractor s lodging facility shall be located within a ten (10) mile radius of the CTXVHS, Temple, Texas. VHA Handbook 1400.09, states VA may furnish free quarters to medical or dental residents or students who serve short rotations (6 months or less) at a VA medical facility and establish the need for a second residence because the substantial distance to the VA medical center makes commuting from the university affiliate impractical while the brevity of the training assignment rules out a permanent change of residence. The Office of Construction and Facilities Management has delegated the Office of Academic Affiliations with approval authority. Quarters may be provided for up to six months in any fiscal year for an individual trainee. Central Texas VHCS shall provide safe, but not lavish, accommodations, with attention to internet access and other communications availability, safety, reasonable access to food and provisions, and other requirements for daily living. Occupancy must start on 1 October 2024 for Temple HPT s. Each Resident must complete a Special Agency Check before coming onboard at the VA. Those Residents having over 180 days of contiguous scheduling must also complete a Tier Level 1 Background Investigation. This is important for the vendors that require a background check before occupancy of apartments/extended hotel stays as it applies to the request. 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 fees, and any other no-charge services offered to guests of the hotel/motel. All additional amenities shall be the responsibility of the HPT (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 HPT. Rooms offered shall be single (1 bed) and double (2 beds), depending on the presence of a spouse, or significant other at no extra cost to the HPT. Rooms shall be in a reasonably quiet, tranquil location within the facility. Contractor shall allow spouses, significant others, at no additional cost to the HPT. The Contractor shall provide rooms with a refrigerator and microwave. The hotel shall comply with all cities, 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 Program manager (PM) shall contact the Contractor no later than 8:00 AM, Monday thru Friday, two weeks prior of extended stay HPT. This shall guarantee CTXVHS of availability of rooms. If rooms are not occupied by 7:00 P.M. of the second day contracted time, the rooms shall be released back to the contractor. The PM is the only person authorized to reserve a room for eligible HPT 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 HPTs who are legally able to use specialized parking bays. One 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 monthly room rate for each room reserved by the PM each month and occupied by the HPT. All other costs for meals, incidentals, telephone calls or other amenities available at or delivered to the HPT, shall be the sole responsibility of the HPT at the time of checkout. These charges shall be paid for by the HPT 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 PM shall provide the Contractor with the names and the time the HPT is expected to be checking in/out of the hotel/motel via telephone or email. In the event the HPT refuses to leave the room, the Contractor shall immediately notify the PM. In the even the H P T checks out of the extended-stay hotel without prior notice from the VA, the Contractor shall immediately contact the PM. The Contractor shall follow current policy on check-in/check-out times. EXTENTIONS I CANCELLATIONS: The PM has the option to extend the HPT stay at the agreed upon rate. If the requested rooms are not needed and/or required, the PM 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 of the second day if a HPT has not checked in or requested a late check in on the same day. DAMAGES: The room occupant shall be liable for any damages occurred during occupancy. The CTXVHS and Doris Miller VA Medical Center shall not assume any liability for such damages or theft of property. These charges shall be paid for by the HPT providing a credit card at time of check-in or by other methods of payment approved by the Contractor. EMERGENCIES: Health Professions Trainees ( HPTs) 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 HPT appears to be involved in an emergency of any kind, the Contractor shall contact 911 and the PM. INSPECTION AND ACCEPTANCE: The hotel shall be inspected by the PM 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 HPT occupants. Rooms shall be free from bed bug infestation, water damage, and other unhealthy environmental hazards. FACILITY: All common areas, such as lobbies, hallways, restrooms, and laundry rooms must bewheelchair accessible. Rooms shall be wheelchair accessible. 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. The North American Industry Classification System (NAICS) is 721110- Hotels (except Casino Hotels) and Motels, Service Code (PSC) is V231- V231- Transportation/Travel/Relocation-Travel/Lodging/Recruitment:Lodging, Hotel/Motel. Responses to this notice shall include company/individual name, size status for the above reference NAICS code, a service capability statement, SAM Entity Unique Identifier (EUI), DUNS Number, address, point of contact and examples of similar facilities to which similar services have been provided to. Contractors should provide information on whether they are certified SDVOSB, VOSB, Hub zone, 8(a), women-owned concern. If standard company brochures will be provided as a response to this Source Sought, ensure that additional information tailored to this notice is included. A solicitation is not currently available. If a solicitation is issued, it will be announced on the Contract Opportunities website https://sam.gov at a later date, and all interested parties must respond to that solicitation announcement separately from the response to this announcement. Contractors must be registered in System for Award Management (SAM), see internet site: https://www.sam.gov for information about registration. 2. Identify any other companies owned (wholly or in-part) by the owners of this business who provide goods or services that are registered under the same or a related NAICS code with the Center for Veterans Enterprise (CVE); Provide the certification type (SDVOSB/VOSB), Federal Identification Number, and state of incorporation for each. 3. Do you plan on responding to a solicitation for this requirement with a Joint Venture utilizing multiple owned companies as majority or non-majority owner? 4. If you are in GSA, please provide schedule and contract number. If enough GSA/FSS vendors are identify that can provide these services, the Solicitation announcement will be issued in GSA Advantage. Responses to this notice must be submitted via email to Rafael.Rodriguez2@va.gov no later than August 15, 2024 at 10:00 AM CT. No telephone inquiries will be accepted. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), 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 RFI.
