SORCES SOUGHT NOTICE

The Louis Stokes Cleveland Department of Veterans Affairs Medical Center (VAMC), 10701 East Boulevard, Cleveland, Ohio 44106, is seeking hotel rooms.

The VAMC has established the need for hotel rooms in order to accommodate the large number of patients and family members that travel far distances (greater than 50 miles) to receive care at the Cleveland VA. The VAMC does not have such accommodations in the medical center so hotel rooms are in great demand/need.

Notice: This advertisement is a notice of a potential opportunity. This advertisement is not a solicitation for offers, nor is it a request for proposals. The purpose of this advertisement is to identify potential sources and suitable locations, and is not intended to pre-qualify or disqualify any potential offers. The Government will not pay for any costs incurred as a result of this advertisement. The Government cannot provide any warranty, expressed or implied, as to the accuracy, reliability or completeness of contents of the furnished information found within this advertisement; Government is under no responsibility to respond to and is unable to answer any inquiries regarding this advertisement. Respondents are advised that the Government assumes no responsibility to award a contract based upon responses to this advertisement.

Contracting Office Address: Network Contracting Office 10, Suite 210 3140 Governors Place, Kettering, OH 45409

Description: The VAMC estimates a need for 10 (ten) hotel rooms per night with amenities. Seven rooms (7) are guaranteed with the following time lines: Mon, Tue, Wed and Thursday, a minimum of 5 rooms and a maximum of 10 rooms with a guarantee of 7 rooms each day plus a minimum of 3 rooms and a maximum of 5 rooms for Friday, Saturday, and Sunday, and three (3) rooms guaranteed. The hotel and parking areas must be in compliance with the American with Disabilities Act. The period of performance shall be from date of award through September 30, 2023.

Requirement: Individual sleeping/private rooms with toilet facilities for lodging of VA Medical Center (VAMC) authorized guest(s). Each room shall be commercially available industry standard furnished 3-Diamond AAA or equivalent. Room amenities include (but shall not be limited to), alarm clock, microwave, refrigerator, on site laundry facilities, two double beds or larger, private bath (sink, toilet, shower/bath tub), wake-up service, basic cable or satellite television, smoke free, and telephone. Daily services shall include, (but shall not be limited to), Daily - cleaning of room, bathroom, bed making, linen change, clean towels, washcloth and bath mat replacement, and soap replenishment, facial tissue and toilet paper replenishment. The room price must include complimentary (free) parking (i.e. standard or handicapped).

Transportation services must be provided by the hotel and available for the veteran/authorized guest to use on an as needed basis. Transportation must be available 24 (twenty-four) hours per day 7 (seven) days per week and only for transport to and from the VAMC.

Term: One (1) Year Base Period, and Three (3) Option Periods.

Delineated Area: The hotel must be within the following delineated area: within 10 driving miles from the Louis A. Stokes VA Medical Center, 10701 East Boulevard, Cleveland, OH 44106 as determined by MapQuest (internet) driving mileage from offeror's hotel location to VAMC.

Additional Requirements:

1. At the time of check in, the Veterans and/or their family members will provide their first and last name along and identifying the approved check in dates given to them by the VAMC.

2. VAMC will schedule conduct site visits upon receipt of proposals that meet the requirements as stated with in the solicitation.

3. VAMC reserves the right to conduct on-site health and safety inspections during the performance period of the contract of the contractor's facilities at any time.

4. Room Ordering / Making Reservations / Check-in/ Check-out procedures: The contractor shall provide flexible check-in and check-out procedures 24/7 to the VAMC Hotel Lodger. Upon VAMC Hotel Lodger check-in, the contractor shall request the veteran present his/her signed VAMC authorization letter which will indicate the name of the VAMC Lodger(s) and length of stay authorized. The signed VAMC authorization letter from VAMC Cleveland is the official authorization to make reservations and order rooms. A copy of this document will be faxed or emailed to the Hotel. The contractor shall verify the identity of the VAMC Lodger(s). The contractor shall maintain a Roster that each VAMC Lodger must sign daily. The Roster shall contain the date, VAMC Lodger s printed name, signature, (if applicable; VAMC authorized guest(s) printed name and signature) and room assignment. The VAMC e-mail address or fax number to submit Roster shall be provided to the contractor at time of award.

5. Contractor shall email invoices to VA designated representative the 1st and 16th day of each month (only), in arrears. Each invoice shall itemize VAMC Lodgers' name and dates lodging was provided.

6. The VAMC assumes no liability for damage caused by the veteran or his family. Any expenses incurred by the VAMC Lodger (e.g., to include but not limited to telephone use room service, internet charges, movies, room service, room butler) other than prescribed in the provisions of this contract, shall not be assumed by or the responsibility of the VAMC. The VAMC's liability under this contract is limited to the hotel room rental charge. The contractor shall explain to the VAMC Lodger and their guests that any expenses and miscellaneous charges are not the liability of the VAMC and not covered by this contract.

7. The guaranteed minimum daily number of rooms required under this contract will be 3 (three) rooms per night Friday, Saturday and Sunday and 7 (seven) rooms per night Monday, Tuesday, Wednesday and Thursday. The maximum rooms required by the VAMC will not exceed 5 (five) rooms per night Friday, Saturday and Sunday and 10 (ten) rooms per night Monday, Tuesday, Wednesday and Thursday.

8. The daily room rate offered shall include all other charges, (e.g., to include but not limited to parking, state and local taxes). Based upon VAMC requirements the contract may be modified to add additional rooms at the contract rate. The Government reserves the right to cancel at any time if lodging is no longer required at no additional cost to the Government. This contract includes options to extend the period of performance. Refer to the various option clauses for details. The contractor will be provided notice of the VAMC's intent to renew an option within 60 days of expiration of the contract.



Submission:

All interested parties must respond to this advertisement no later than March 4, 2019 at 4:00 p.m. Local Time.

Electronically To:

Matthew J. Klempay

Contracting Specialist

[email protected]



Copy to:

Birgit I. Ferguson

Leasing Specialist, Contractor

[email protected]



All submissions should include the following information:

Company name:

Company address:

Dunn and Bradstreet Number:

Point of contact:

Phone number:

Email address:

Company to submit a narrative describing its capability, not to exceed two (2) pages.





By: _________________________________________________

(Signature)



_________________________________________________



(Print Name, Title)