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Procurement Technical Assistance Centers (PTACs) are an official government contracting resource for small businesses. Find your local PTAC (opens in new window) for free government expertise related to contract opportunities.

The purpose of this RFI, is to identify SDVOSB, VOSB, or other Small Businesses capable and interested in supporting a future VA Lodging, Meals (Lunch/Dinner) and Conference Rooms/Training Space requirement in Little Rock Arkansas in support of the VA Law Enforcement Training Center.

Description: See DRAFT PWS below

Responses:

If interested in responding to an official solicitation, for the above services, please provide:
Your Company name, SAM Unique ID, (POC), Socioeconomic Status. If SDVOSB, please provide events of verification.
The government is considering using NAICS (721199, 721110 or 561599). Please provide your suggested NAICS and any rationale.
Up to two-page capability statement (include any info on past contracts providing the same or similar services).
Please provide Market Research/ROM Pricing (Per room Pricing, conference room, lunch and dinner meals), based upon the below draft Performance Work Statement.

Email all response Charles.hughes@va.gov no later than July 14, 2023 1:00pm EST.

Disclaimer:

The Government is collecting this information for Market Research purposes only. Your response to this RFI, does not guarantee a contract or ability to compete for a contract.

52.215-3 Request for Information or Solicitation for Planning Purposes (Oct 1997)

     (a) The Government does not intend to award a contract on the basis of this solicitation or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.
     (b) Although proposal and offeror are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.
     (c) This solicitation is issued for the purpose of: [Market Research ONLY].
(End of provision)
--DRAFT
PERFORMANCE WORK STATEMENT (PWS)
DEPARTMENT OF VETERANS AFFAIRS
Law Enforcement Training Center (VA-LETC)
July 6, 2023
Management of Off-Station Lodging, Classroom Space, and Meals

BACKGROUND

The Department of Veterans Affairs (VA), Law Enforcement Training Center (LETC) is a franchise fund site authorized under the Government Management Reform Act of 1994 (Public Law 103-356). The Act authorizes designated agencies to provide certain common administrative support services on a reimbursable basis, both internally and to Other Government Agencies. In 2006, permanent status was conferred upon the VA Franchise Fund under the Military Quality of Life and Veterans Affairs Appropriation Act of 2006 , Public Law 109-114. Consequently, the VA-LETC receives no federally appropriated funding and is required to market VA-LETC services to customers.
The VA-LETC provides training for federal police officers working in healthcare or service-oriented environments. Students who travel to the VA-LETC facility for training are provided lodging and meals that are inclusive of the course tuition.
The VA-LETC requires a lodging management service to reserve overflow lodging accommodations, reserve conference/classroom space, and daily breakfast, lunch, and evening meals due to limited training and dormitory space at current training sites.
APPLICABLE DOCUMENTS
Public Law 103-356 Government Management Reform Act of 1994
Federal, State, and City codes regarding operations of this type of service.
Hotel and Motel Safety Act of 1990 (Public Law 101-391)
U.S. Fire Administration Hotel and Motel Master List found at
(http://usfa.fema.gov/hotel/search.frm)
Lodging facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life Safety Code
(http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101)
American Disabilities Act
(http://www.ada.gov/pubs/adastatute08.htm)

PERFORMANCE WORK STATEMENT
The VA-LETC in North Little Rock, Arkansas requires a contractor to provide facilities, labor, materials, insurance, licenses, and equipment required to locate, reserve, and provide up to 300 daily rooms, 190 daily lunch and evening meals, and classroom space accommodations within a 12-mile radius of the VA-LETC located at 2200 Fort Roots Drive, North Little Rock, Arkansas. With the approval of the Contracting Officer Representative (COR), the radius may be expanded to within a 20-mile radius of the VA-LETC under unforeseen or emergent circumstances.
Facilities shall be compliant with the Safety Act of 1990 (Public Law 101-391) and shall be listed on the U.S. Fire Administration Hotel and Motel Master list found at:
(http://usfa.fema.gov/hotel/search.cfm). Facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life Safety code (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101). Facilities shall comply with the requirements of the Americans Disabilities Act (http://www.ada.gov/pubs/adastatute08.htm).
CONTRACT TYPE: Firm Fixed Price (FFP) Contract

PERIOD OF PERFORMANCE
The period of performance shall be for a 12-month Base Period. It is anticipated the estimated quantity of line items may vary by +- 25% due to any unforeseen situations. To minimize any disruption of services and/or delay of payment, the contractor shall notify the designated COR and Contracting Officer immediately when 75% of the separately priced line item quantity has been provided to the government.
The following Federal holidays are observed by the VA-LETC:
New Year s Day January 1
Christmas Day December 25

The contractor shall maintain a work schedule that coincides with the VA-LETC schedule during the performance period. The anticipated performance period is for 12 months after award.

3.2 PLACE OF PERFORMANCE
All contractor work shall be performed at its facilities. The Government will not provide workspace under this agreement.

TRAVEL
The Government will not reimburse any travel expenses incurred by the contractor.

4.0 SPECIFIC TASKS
The contractor shall locate, reserve, and provide lodging, meals, classroom space, and management services as outlined below. The contractor shall participate in a kick-off meeting within 10 days of the award.

5.0 LODGING MANAGEMENT SERVICES
The Contractor shall locate and reserve rooms for up to 300 students listed on the roster provided by the Government. The tentative class schedule is provided in ATTACHMENT B EXAMPLE CLASS SCHEDULE. VA reserves the right to change the schedule at any time.

A preliminary class roster will be provided to the Contractor 30 days and 14 days before the start of each training session. The class roster shall specify the names of students, the number of students authorized lodging, and the number of nights lodging authorized. The contractor shall allow for substitutions of named individuals on the arrival date without charge. The Government reserves the right to make changes 24 hours in advance without incurring any penalty or cost for CANCELLATION. If the Government cancels after the 24-hr notification window; then the Government authorizes payment for one night. The Government will only pay for actual nights that students were in residence at the lodging facilities. Any special needs or accommodations related to handicap accessibility required will be annotated on the roster.
The government will not be responsible for damages caused by persons occupying the rooms covered under this contract or expenses incurred by these persons other than those prescribed in the provisions of this contract. The Contractor shall be responsible for notifying the COR if damages occur and are found before checkout.
The government is not responsible for payment for incidentals such as long-distance phone calls, television charges, room service, dry cleaning and laundry services, or procurement of alcoholic beverages.
The government will not be responsible for the cost of any extra-night lodging incurred by the students arriving earlier than the contracted arrival day or departing later than the contracted departure date unless notified and approved by the CO in advance. The government will not be responsible for additional occupancy charges or fees incurred by the student or guests or family of the students.
The day after check-in, the Contractor shall submit to the COR via email, the names of all students who have checked into the lodging facility. This information shall be captured on the Lodging Summary Sheet, as provided by the COR. The contractor shall continue to provide updates to the guest s check-in and check-out throughout the scheduled time of the class s arrival and departure, as well as all room assignment changes, etc. The information provided shall include a confirmation of the number of rooms being occupied by VA-LETC students/guests. All rooms reserved but not used due to No Show may be released the day after the scheduled check-in.
5.1 STUDENT LODGING REQUIREMENTS
The Contractor shall provide daily lodging for up to 300 students within a 12-mile radius (or a 20-mile radius as described in paragraph 3.0, if approved) of the VA-LETC facility. One lodging facility shall be deemed the primary lodging facility. All non-primary lodging facilities must be within the general proximity of the primary facility. Daily lodging shall be provided for the duration requested in the roster to include weekends and holidays. The Contractor shall be capable of providing handicap-accessible rooms. Classes typically run for a period of two months per class (some can be longer). Extended Stay units with kitchenettes will be given priority. The Government will pay the contractor one consolidated daily lodging fee to cover the cost of the actual lodging and the lodging management service fee. The Contractor shall pay the lodging facility for the actual lodging.
5.2 ROOM QUALITY
All lodging facilities must hold a general business privilege license to conduct business. Facilities shall be a 3 Diamond as rated by AAA or better.
Lodging facilities shall be compliant with the requirements of the Hotel and Motel Safety Act of 1190 (Public Law 101-391) and shall be listed on the U.S. Fire Administration Hotel and Motel Master list found at (http://usfa.fema.gov.gov/hotel/search.cfm). Lodging facilities shall be compliant with the requirements of the National Fire Protection Association (NFPA) 101, Life-Safety Code (http://www.nfpa.org/aboutthecodes/AboutTheCodes.asp?DocNum=101).
5.3 AMENITIES
The Contractor shall ensure all of the following are provided:
Single Occupancy
Telephone Services for Local Calls
Iron and Ironing Board
Television with Remote
Coffee Pot
Microwave
Refrigerator
Daily Housekeeping Services
Laundry Facility on Premises
Complimentary Internet Access
Complimentary Parking
Complimentary Hot Breakfast
Safe in Room
Shuttle Services if Available
24 Hour Security for both Lodging Facility and Parking
Sufficient Parking to Accommodate LETC Students

6.0 CLASSROOM MANAGEMENT SERVICES
The contractor shall locate and reserve classroom space for up to 190 students listed on the class roster provided by the government. The government will pay the contractor one consolidated daily fee to cover the cost of the conference/classroom space provided and the management service fee. The contractor shall pay the lodging facility for the actual day's space provided and the management service fee. The tentative class schedule is provided in Attachment B. The VA-LETC reserves the right to change the schedule at any time.
A preliminary class schedule will be provided to the Contractor 30 days before the start of each training session. The class schedule shall identify the course name, the number of students allowed for that course, and the type and size of conference/classroom space required. The government reserves the right to make changes or cancel 14 days in advance without incurring any penalty or cost for the cancellation. If the government cancels after the 14-day notification window, then the government authorizes payment for one day.
6.1 STUDENT CONFERENCE/CLASS REQUIREMENTS
The Contractor shall provide conference/classroom space for up to 190 students. The conference/classroom facilities shall be located at one or more of the lodging facilities. Extended Stay Facilities with on-site dining shall be used to the greatest extent possible for offsite conference/classroom requirements with that location deemed as the primary location for training.
6.2 CONFERENCE/CLASSROOMS
The conference/classroom style set up requirements include seating accommodations for up to 80 people (approximately 1,600 square feet), and conference/classroom style set up for as few as 40 people (approximately 800 square feet).
When under High Consequence Infectious Disease Restricted conditions, social distancing is required. Classroom space shall be able to accommodate 6 feet social distancing requirement when under restricted conditions.
Standardized masks are provided by VA-LETC and replaced as needed for students for the duration of the training. Under restricted conditions, students are expected to wear masks while on the VA Medical Center grounds, VA-LETC grounds, or lodging locations. Classroom spaces shall accommodate social distancing. Each student will sit at a 5 table alone to ensure six feet between each student in the classroom lecture environment. Classroom spaces shall be disinfected and sanitized daily to ensure maximum cleanliness while infectious disease protocols remain in place. During student breaks from the classroom, students are reminded and encouraged to maintain social distancing while in the hallways.

Each room shall have internet access and a computer hook-up. Each room shall have sufficient outlets for charging Chromebooks, and an audio system. Classroom accommodations for up to 80 students shall have a minimum of two monitors. Classroom accommodations for 40 students or less shall have a minimum of one monitor. Each classroom shall have a projector screen and projector that will accommodate training to the maximum number of people in the room capacity. The Contractor shall make ancillary supplies and equipment available (ie: extension cords, surge protector, etc.)

The conference, classroom style set up, and seating accommodations for up to 80 people (approximately 1,600 square feet) shall be able to be divided into seminar sections of training. Classroom space reserved shall be a dedicated training space for the entirety of the course. Classroom space shall be available for instructor classroom set up the day before class starts. Classroom set up shall be no later than 1:00 pm.

The Contractor shall supply secure storage for classroom equipment.
6.3 ADDITIONAL SUPPORT
The facility shall have a copying center or a copy machine available for use.

7.0 MEAL MANAGEMENT SERVICES

The Contractor shall provide services to locate and reserve lunch and evening meals for students attending courses that are scheduled at the lodging facilities or as otherwise designated in advance, including weekdays, weekends, and holidays as required. Lunch meals shall be served from 11:00 a.m.-12:30 p.m. and evening meals shall be served from 5:00 p.m. -7:00 p.m. Dining facilities shall have sufficient space to accommodate social distancing of 6 feet when required. Contractor shall retain information sufficient to verify the student s first name, last name, time and date for each meal provided under this contract.

7.1 MEAL VENDOR LOCATION
The meal vendor s location shall be to the greatest extent possible within the lodging facility or in the general proximity of the lodging accommodations. The meal vendor s dining facility is preferred to be a grill/buffet type of dining facility.

7.2 MEALS

7.2.1 LUNCH AND EVENING MEALS
Each lunch and evening meal shall include:
A choice of at least three hot entrees- including poultry, beef or pork, fish or shellfish, or sandwich
A choice of soup and salad with crackers and dressing
A choice of potatoes or pasta with accompanying sauces and gravies
A choice of at least three vegetables
A choice of bread with butter or margarine
A choice of at least two desserts and fresh fruit and
A choice of beverages, including water, tea, coffee, or soft drink. Alcoholic beverages shall not be provided.
Special diet accommodation as required (See 7.2.2)
Provide a clean, safe facility for students.

7.2.2 SPECIAL MEALS ACCOMMODATIONS
Meals will be provided per the student s dietary restrictions or medically prescribed diet and guidelines that will be provided by the VA LETC. In the event that a student is quarantined, meals will be delivered to the student s room. COR will provide advance notice.

8.0 CLEANLINESS

8.1 FLOORS
Floors, baseboards, stairways, carpets, corners, and wall edges shall be free of dirt, dust, and debris. Glass and mirrors shall have no trace of film, dirt, smudges, or water. Carpets shall be securely installed to avoid tripping hazards and shall not be torn. Windows shall be free of stains, dust, and mold. Ceiling tiles, floor tiles, and light fixtures shall be free of stains, mold, holes, and tears. Restrooms shall be clean, disinfected, and free of dirt, deposits, streaks, mold, and odors. Restrooms shall be fully stocked with tissue, hand washing soap, and towels for drying hands. Walls shall be structurally sound and not have holes or tears.

8.2 There shall be no evidence of mice, rats, roaches, ants, bed bugs or any other pests that may cause an unhealthy environment.

9.0 SECURITY

9.1 Facilities shall demonstrate policing and procedures implemented to provide for the physical safety and security of its patrons i.e., security guards, video surveillance, access control, and well-lit parking.

9.2 Parking On-Site parking must be well-lit, safe, and within proximity to the facility. GOV vehicles will be parked in the lot of the lodging facility for the students use to get to class. A lock box will be left with the hotel for the students to leave the GOV keys when they depart. LETC will provide the lock box and retrieve the keys at a later date.

9.3 Security Incidents Lodging Facilities may be requested to provide previous incident reports pertaining to lodging facility security, patron security and patron personal belongings, for the past two years. These records will be compared to local law enforcement reports. Lodging Facilities with an above average incidence of security issues will not be considered for this contract.

10.0 GENERAL CONTRACTOR REQUIREMENTS:

10.1 PROFESSIONAL CONDUCT
All communications, verbal and non-verbal, by contractor personnel with the VA LETC staff and students shall be courteous and professional.

10.2 EMERGENCY ASSISTANCE
In the event of any emergency involving a VA LETC student, the Contractor shall contact appropriate parties, including 911 to respond to the emergency. In addition, the COR shall be notified by phone or email as soon as possible.

10.3 REGULATORY REQUIREMENTS

10.3.1 The contractor shall provide the services as stated in the task order requirements. The contractor s facility shall comply with the requirements listed under paragraph 2.0 Applicable documents.

10.3.2 All contractor staff shall be qualified for the tasks performed under this contract and shall be legally authorized to work.
11.0 DELIVERABLES

11.1 Lodging, per section 5.0.

11.2 Conference/classroom Space, per section 6.0,

11.3 Lunch Meals, per section 7.0.

11.4 Dinner Meals, per section 7.0.

11.5 Specialized Dietary Restricted per section 7.0.

12.0 GOVERNMENT RESPONSIBILITIES
12.1 The VA LETC will provide a class schedule and roster for classes that will require lodging, conference/classroom space, and meals, indicating the class date, the number of students, and the size of the conference/classroom space required

12.2 The VA LETC will provide a student roster to the contractor of students authorized for lodging and to students authorized to receive meals.

12.3 The VA LETC students will sign in by name.

12.4 The VA LETC Administrative Officer will coordinate with the contractor for any student additions or deletions during the monthly period of performance.

12.5 Any additional charges incurred by a student, including exceeding the number of authorized meals, will be the student s responsibility. Only meals for VA LETC students are authorized. The government will only pay for actual services rendered.

13.0 KEY PERSONNEL

13.1 Project Manager (PM) will be the primary designated point of contact. An alternate Point of Contact may be requested by the Contracting Officer/Contracting Officer Representative for account management and ordering.

14.0 QUALITY ASSURANCE
14.1 To evaluate the contractor s performance throughout the life of the contract, the Government will utilize a Quality Assurance Surveillance Plan (QASP) as defined herein.

14.2 QASP-INTRODUCTION: This QASP has been developed to evaluate contractor actions while implementing this PWS. The QASP provides a systematic method to evaluate the services the contractor is required to furnish. This QASP is based on the premise the Government desires to maintain a quality standard in providing offsite lodging, conference/classroom space, and meal services and that a service contract to provide the services is the best means to achieving that objective.

14.3 QASP

PERFORMANCE OBJECTIVE
REQUIRED SERVICE
ACCEPTABLE PERFORMANCE LEVELS
IMPACT
On-Time Deliverables
The contractor shall be responsible for ensuring the timely performance of all deliverables per the PWS.
95% on-time delivery (unless the Government causes delay)
Contractor failure to meet this performance standard may result in negative feedback in the contractors' performance evaluation. For every 1% below the 95% standard, the contractor will be deducted 1% off the deliverable cost.
Quality
The contractor shall be responsible for ensuring the quality of all deliverables IAW this PWS.
98% of the time and shall be measured by the Level One Surveys and Student Complaint Forms.
Contractor failure to meet this performance standard may result in negative feedback in the contractors' performance evaluation. For every 1% below the 95% standard, the contractor will be deducted 1% off the deliverable cost.
Timely Conflict Resolution
The contractor shall notify the Government of any problems, delays, disputes, or other conflicts involving or affecting delivery or performance within one (1) business day.
98% of conflicts are acknowledged within one (1) business day. (Unless the Government causes delay)
Contractor failure to meet this performance standard may result in negative feedback in the contractors' performance evaluation. For every 1% below the 95% standard, the contractor will be deducted 1% off the deliverable cost.

14.3.1 Surveillance: The COR will evaluate the performance objectives through periodic inspections.
14.3.2 Standard: The contractor shall perform all work required satisfactorily per the appropriate PWS paragraph.
14.3.3 Procedures: The Government will inspect all performance objectives at least monthly to ensure contractor compliance with the appropriate paragraphs of the PWS. The contractor will record the monthly results of the inspection, noting the date and time of the inspection. If inspection indicates unacceptable performance, the PM will be notified of the deficiencies for correction. The contractor shall be given an appropriate amount of time after notification to correct the unacceptable delivery or performance; the COR may approve additional time if the COR considers additional time appropriate. If deficiencies are not corrected within the required time frame the COR shall notify the CO.
14.3.4 The contractor shall notify the Government of any problems, delays, disputes, or other conflicts involving or affecting delivery or performance within one (1) business day.
14.3.5 The Government reserves the right to alter or change the surveillance methods in the QASP at its discretion.
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