{"canonical":"https://abierto.us/opportunities/36c25724q0977","key":"36C25724Q0977","url":"https://abierto.us/opportunities/36c25724q0977","title":"V231--CTX Psychiatry Resident Extended Hotel Stay","solicitation_number":"36C25724Q0977","notice_type":"a","open":false,"response_deadline":"2024-09-16T16:00:00Z","first_posted":"2024-08-28","last_posted":"2024-10-01","department":"VETERANS AFFAIRS, DEPARTMENT OF","subagency":"VETERANS AFFAIRS, DEPARTMENT OF","office":"257-NETWORK CONTRACT OFFICE 17 (36C257)","naics":"721110","psc":"V231","set_aside":"SDVOSBC","place_state":"TX","place_county":"48027","place_county_name":"Bell County","place_city":"4872176","place_city_name":"Temple","winner":"TRUNORTH GOVX LLC","award_amount":"56640.00","publications":[{"notice_id":"58ace9137ec547ee9fe87e62789ea6e5","title":"V231--CTX Psychiatry Resident Extended Hotel Stay","solicitation_number":"36C25724Q0977","notice_type":"k","base_type":"k","posted":"2024-08-28","posted_at":null,"due_at":"2024-09-16T16:00:00Z","due_date":"2024-09-16","cancelled":null,"archived":null,"archive_date":"2024-10-06","award_number":null,"awardee_name":null,"amount":null,"link_sam":"https://sam.gov/workspace/contract/opp/58ace9137ec547ee9fe87e62789ea6e5/view","enriched":false,"history":[]},{"notice_id":"3cdf45c9e2e840dc81863f5bf19c8feb","title":"V231--CTX Psychiatry Resident Extended Hotel Stay","solicitation_number":"36C25724Q0977","notice_type":"k","base_type":"k","posted":"2024-09-05","posted_at":null,"due_at":"2024-09-16T16:00:00Z","due_date":"2024-09-16","cancelled":null,"archived":null,"archive_date":"2024-10-11","award_number":null,"awardee_name":null,"amount":null,"link_sam":"https://sam.gov/workspace/contract/opp/3cdf45c9e2e840dc81863f5bf19c8feb/view","enriched":false,"history":[]},{"notice_id":"f583efb4439047c5874b7dd2dd7e9b1a","title":"V231--CTX Psychiatry Resident Extended Hotel Stay","solicitation_number":"36C25724Q0977","notice_type":"a","base_type":"k","posted":"2024-10-01","posted_at":null,"due_at":null,"due_date":null,"cancelled":null,"archived":null,"archive_date":"2024-10-11","award_number":"36C25725P0013","awardee_name":"TRUNORTH GOVX LLC ESCONDIDO 92026","amount":"56640.00","link_sam":"https://sam.gov/workspace/contract/opp/f583efb4439047c5874b7dd2dd7e9b1a/view","enriched":false,"history":[]}],"latest_notice_id":"f583efb4439047c5874b7dd2dd7e9b1a","first_type":"k","notices":[{"dates":{"posted":"2024-08-28","response_deadline":{"raw":"2024-09-16T11:00:00-05:00","utc":"2024-09-16T16:00:00Z","date":"2024-09-16","time":"11:00:00","utc_offset_seconds":-18000}},"links":{"sam":"https://sam.gov/workspace/contract/opp/58ace9137ec547ee9fe87e62789ea6e5/view"},"naics":{"codes":["721110"],"primary":"721110"},"title":"V231--CTX Psychiatry Resident Extended Hotel Stay","agency":{"office":{"code":"36C257","name":"257-NETWORK CONTRACT OFFICE 17 (36C257)"},"subtier":{"code":"3600","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"department":{"code":"036","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"office_address":{"zip":"78240","city":"San Antonio","state":"TX","country":"USA"},"organization_type":"OFFICE"},"status":{"active":false,"archive_date":"2024-10-06","archive_type":"auto_custom"},"contacts":[{"name":"Rafael A Rodriguez","role":"primary","email":"Rafael.Rodriguez2@va.gov","phone":"787-781-8700","title":"Rafael Rodriguez- Contracting Officer (CO)"}],"base_type":{"code":"k","label":"Combined Synopsis/Solicitation"},"notice_id":"58ace9137ec547ee9fe87e62789ea6e5","set_aside":{"code":"SDVOSBC","label":"Service-Disabled Veteran-Owned Small Business Set-Aside (FAR 19.14)"},"provenance":{"extract":{"url":"https://s3.amazonaws.com/falextracts/Contract%20Opportunities/Archived%20Data/FY2024_archived_opportunities.csv","etag":"\"d582488fe153a9f11bf629913d176ffc-137\"","fetched_at":"2026-09-16T19:07:39.720164Z","row_sha256":"c3e474a6d9340d74698dec8fc5cc104d1efc4ade8eb9b0de27fb062e34bcefaf","last_modified":"2026-09-13T14:47:40Z"},"updated_at":"2026-09-16T19:07:39.720164Z","first_seen_at":"2026-09-16T19:07:39.720164Z"},"description":{"text":"This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. The solicitation number 36C25724Q0977 is issued as a Request for Quotation (RFQ). The incorporated provisions and clauses in this document are those in effect through Federal Acquisition Circular 2024-05, effective on 05/22/2024. This solicitation will be competed using set aside for SDVOSB. The associated North American Industrial Classification System (NAICS) code for this procurement is 721110, with a small business size standard of $40 Millions. The PSC is V231. Detailed specifications and requirements are provided in the attached Scope of Work (SOW) Instructions to Quoters, Price/Cost Schedule, Clauses and Provisions. The contract Effective date is expected to be delivered on or before 10/01/2024. Place of Performance/Place of Deliveries The Department of Veterans Affairs, Network Contracting Office 17 Central Texas Veterans Health Care System (CTXVHCS) 1901 S. 1st St, Temple, Texas, 76504 The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far The following solicitation provisions apply to this acquisition: 1. FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 2. FAR 52.212-2, Evaluation Commercial Products and Commercial Services 3. FAR 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services (www.sam.gov registration is required to be complete at time of submission of response) Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/SAM/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. The following contract clauses apply to this acquisition: 1. FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) 2. FAR 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders Commercial Products and Commercial Service (FEB 2024) Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: \"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition.\" OR \"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:\" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than 11:00 AM CST on September 16, 2024, at Rafael.Rodriguez2@va.gov. The quoter shall submit a PDF version of the quote to the Government. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Omission of any one item MAY result in a quoter package being deemed not technically acceptable. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Rafael Rodriguez, Contracting Officer, email Rafael.Rodriguez2@va.gov See attached document A: 36C25724Q0977- Schedule of Prices See attached document B: 36C25724Q0977- SOW See attached document C: 36C25724Q0977- Clauses and Provisions","origin":"extract"},"notice_type":{"code":"k","label":"Combined Synopsis/Solicitation"},"schema_version":1,"solicitation_number":"36C25724Q0977","place_of_performance":{"zip":"76504","city":{"name":"Temple"},"street":"The Department of Veterans Affairs Central Texas Veterans Health Care System 1901 S. 1st St,"},"product_service_code":"V231"},{"dates":{"posted":"2024-09-05","response_deadline":{"raw":"2024-09-16T11:00:00-05:00","utc":"2024-09-16T16:00:00Z","date":"2024-09-16","time":"11:00:00","utc_offset_seconds":-18000}},"links":{"sam":"https://sam.gov/workspace/contract/opp/3cdf45c9e2e840dc81863f5bf19c8feb/view"},"naics":{"codes":["721110"],"primary":"721110"},"title":"V231--CTX Psychiatry Resident Extended Hotel Stay","agency":{"office":{"code":"36C257","name":"257-NETWORK CONTRACT OFFICE 17 (36C257)"},"subtier":{"code":"3600","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"department":{"code":"036","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"office_address":{"zip":"78240","city":"San Antonio","state":"TX","country":"USA"},"organization_type":"OFFICE"},"status":{"active":false,"archive_date":"2024-10-11","archive_type":"auto_custom"},"contacts":[{"name":"Rafael A Rodriguez","role":"primary","email":"Rafael.Rodriguez2@va.gov","phone":"787-781-8700","title":"Rafael Rodriguez"}],"base_type":{"code":"k","label":"Combined Synopsis/Solicitation"},"notice_id":"3cdf45c9e2e840dc81863f5bf19c8feb","set_aside":{"code":"SDVOSBC","label":"Service-Disabled Veteran-Owned Small Business Set-Aside (FAR 19.14)"},"provenance":{"extract":{"url":"https://s3.amazonaws.com/falextracts/Contract%20Opportunities/Archived%20Data/FY2024_archived_opportunities.csv","etag":"\"d582488fe153a9f11bf629913d176ffc-137\"","fetched_at":"2026-09-16T19:07:39.720164Z","row_sha256":"11b94f06fa96517466f53ab8308687a2eb314e6d3705d714ddbe4e1956000bc9","last_modified":"2026-09-13T14:47:40Z"},"updated_at":"2026-09-16T19:07:39.720164Z","first_seen_at":"2026-09-16T19:07:39.720164Z"},"description":{"text":"5. PROJECT NUMBER (if applicable) CODE 7. ADMINISTERED BY 2. AMENDMENT/MODIFICATION NUMBER CODE 6. ISSUED BY 8. NAME AND ADDRESS OF CONTRACTOR 4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE 9A. AMENDMENT OF SOLICITATION NUMBER 9B. DATED PAGE OF PAGES 10A. MODIFICATION OF CONTRACT/ORDER NUMBER 10B. DATED BPA NO. 1. CONTRACT ID CODE FACILITY CODE CODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers E. IMPORTANT: is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended. 12. ACCOUNTING AND APPROPRIATION DATA (REV. 11/2016) is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. 15C. DATE SIGNED B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER Contractor 16C. DATE SIGNED 14. DESCRIPTION OF AMENDMENT/MODIFICATION 16B. UNITED STATES OF AMERICA Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect. 15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER 15B. CONTRACTOR/OFFEROR STANDARD FORM 30 PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) (Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.) (If required) (SEE ITEM 11) (SEE ITEM 13) (X) CHECK ONE 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT (Signature of person authorized to sign) (Signature of Contracting Officer) 1 3 0001 Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504 Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building 171 Temple TX 76504 To all Offerors/Bidders 36C25724Q0977 X X X X 1 Extended Hotel Stay Temple, TX a. The purpose of this amendment is to provide answers to questions submitted by vendors related to RFQ number 36C25724Q0977. b. A compilation of all the questions was executed and answered for the benefit of all interested vendors. c. Please refer to pages two to four for the responses/answerers for all questions. Rafael Rodriguez Contracting Officer Page 4 of 4 Would you accept proposals for fully furnished apartments rather than extended stay hotels? Answer- Only Hotels Information Quotations will be accepted. Is the VA tax-exempt for lodging under this solicitation? If so, will a tax exemption letter be provided to the contractor to ensure the appropriate rates are applied? VA is tax exempt. A letter will be provided. VA is tax exempt. A letter will be provided. Number of Guests/Occupants and Room Allocation: · Could you provide an estimated number of guests or occupants that will require lodging throughout the contract period? · Will each trainee's stay encompass the full six months, or will the duration vary? If it varies, what is the typical duration of stay expected for each trainee? · Will there be a predetermined number of rooms allocated for each cohort of trainees? If so, what is the expected number of rooms needed for each cohort? · What is the overall estimated number of rooms that will be required at any given time during the contract period? The following chart showing number of rooms, per month, per Resident. This chart will be subject to change as we go through the academic year. Some Residents will not want a hotel room, and that will need to be communicated quickly via the school or the VA Program Manager (PM). ATM Housing Plan for Extended-Stay Hotels. Tempe, Fiscal Year 2025, VA allowed to Cover Up To 6 Months for Each HPT Budget and Funding: · Is there a specific budget associated with this solicitation, or is there a particular funding amount allocated for this contract? · What is the average length of each trainee s appointment for this solicitation? Each year has a specific funding amount. Each trainee, based on their Graduate Level, will be a minimum 2 months at a time, up to 6 months max. the 6-month trainee will be at the Waco VA hospital. Special Agency Check: · Who will be responsible for conducting the Special Agency Check prior to the trainees' occupancy at the extended stay hotel? Is this something the VA will handle, or will the contractor need to coordinate this? Each Resident trainee must go through a Special Agency background check during on-boarding with the VA. The school in addition completes their own back ground check on the Residents since they are becoming doctors. The contractor does not have to worry about the background checks. Compensation for No-Shows: · How will compensation be handled in the event of no-shows? Is there a policy in place for billing or penalties associated with trainees who do not check in as scheduled? If a trainee does not check in by 7:00 PM on the second day as outlined in the solicitation, can you confirm that the VA will still be responsible for payment for that room? Specifically, we want to ensure that the contractor is not financially liable for no-shows and that the VA will cover the cost of any reserved rooms that are not occupied as scheduled. If the trainee does not check in by 7pm of the second day, the VA will pay for those two days. During that time-frame the trainee was supposed to occupy, the hotel working with the contractor can have that room occupied by other guests until the next rotation. Rate and Billing Structure: · Are you looking for daily rates only, or would you also like to see monthly rates for extended stays? · Will billing be done based on daily occupancy rates, or is there an option to bill for monthly occupancy as well? · How should we handle billing if a trainee checks out early or extends their stay beyond the originally scheduled period? The VA prefers a monthly invoice that totals all of the Resident stays. To save money on the budget, if a monthly rate per Resident can be worked out verses daily, that would be more beneficial. If the Resident checks out early, the Government will be billed only for those days the Resident occupied the room. If the Resident wants to stay beyond their end date they pay out of pocket on their own. The hotel has the right to deny additional stay in that hotel room if it has been booked already by another patron. Advance Notice for Check-In/Check-Out: · What is the required advance notice for check-in and check-out procedures? Is there a specific timeframe within which the contractor must be notified of these changes? Hopefully one week is advance notice for check-in/checkout? If not, we can go with two weeks. Cancellations and Adjustments: · What is the expected procedure for handling last-minute cancellations or adjustments to room allocations? Is there a specific notice period after which cancellations might incur penalties or charges? Cancellations: let the hotel, working with the contractor, rent out the room to other guests until next rotation? Adjustments for example ADA compliance we need to know that beforehand from each Resident and their guests. For specifics on penalties or charges: The Resident trainee is responsible for damages. IF they bring a pet, the hotel must accept pets in the first place. The Resident is responsible for pet damages regardless. Hotel reserves the right for the Resident to have a credit card on file for damages. Payment Flexibility: · Is there flexibility in the payment structure for this contract? Specifically, is it possible to arrange for partial payments or another payment schedule that aligns with the FAR regulations? We are interested in understanding any available options that could help manage cash flow effectively, especially in cases of extended stays or large groups of trainees. Monthly invoicing end of month to track expenses and so forth. Other Considerations: · Are there any other specific requirements or considerations that we should be aware of to ensure compliance and smooth operation throughout the contract period? The Resident trainees are authorized one guest to stay with them free. No more than two children. Pets - as long as authorized by hotel. If there are laundry facilities on-site, ensure they work! If not, please let Resident know where they can do their laundry is there laundry drop-off/pick-up available for example. Is it legal for hotel to ask Resident to have credit card on file for incidentals/damages? The school and VA will ensure Residents or guests need or not ADA compliance before getting assigned a room.","origin":"extract"},"notice_type":{"code":"k","label":"Combined Synopsis/Solicitation"},"schema_version":1,"solicitation_number":"36C25724Q0977","place_of_performance":{"zip":"76504","city":{"name":"Temple"},"state":{"code":"TX"},"street":"Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171","country":{"code":"USA"}},"product_service_code":"V231"},{"award":{"date":"2024-10-01","amount":"56640.00","number":"36C25725P0013","awardee":{"raw":"TRUNORTH GOVX LLC ESCONDIDO 92026","name":"TRUNORTH GOVX LLC ESCONDIDO 92026"}},"dates":{"posted":"2024-10-01","award_date":"2024-10-01"},"links":{"sam":"https://sam.gov/workspace/contract/opp/f583efb4439047c5874b7dd2dd7e9b1a/view"},"naics":{"codes":["721110"],"primary":"721110"},"title":"V231--CTX Psychiatry Resident Extended Hotel Stay","agency":{"office":{"code":"36C257","name":"257-NETWORK CONTRACT OFFICE 17 (36C257)"},"subtier":{"code":"3600","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"department":{"code":"036","name":"VETERANS AFFAIRS, DEPARTMENT OF"},"office_address":{"zip":"78240","city":"San Antonio","state":"TX","country":"USA"},"organization_type":"OFFICE"},"status":{"active":false,"archive_date":"2024-10-11","archive_type":"auto_custom"},"contacts":[{"name":"Rafael A Rodriguez","role":"primary","email":"Rafael.Rodriguez2@va.gov","phone":"787-781-8700","title":"Contract Specialist"}],"base_type":{"code":"k","label":"Combined Synopsis/Solicitation"},"notice_id":"f583efb4439047c5874b7dd2dd7e9b1a","set_aside":{"code":"SDVOSBC","label":"Service-Disabled Veteran-Owned Small Business Set-Aside (FAR 19.14)"},"provenance":{"extract":{"url":"https://s3.amazonaws.com/falextracts/Contract%20Opportunities/Archived%20Data/FY2025_archived_opportunities.csv","etag":"\"d47226e3d2c6545974b252e103f82b34-139\"","fetched_at":"2026-09-16T19:12:38.374141Z","row_sha256":"0cf9a501567275b5e8954252b53d07cb426f5c3b8a20a73dec71ddb9166f8e26","last_modified":"2026-09-13T14:49:20Z"},"updated_at":"2026-09-16T19:12:38.374141Z","first_seen_at":"2026-09-16T19:12:38.374141Z"},"notice_type":{"code":"a","label":"Award Notice"},"schema_version":1,"solicitation_number":"36C25724Q0977","product_service_code":"V231"}],"due_at":"2024-09-16T16:00:00Z","due_date":"2024-09-16","closes_at":"2024-09-16T16:00:00Z","awardable":false,"dept_key":"d-036","dept_name":"VETERANS AFFAIRS, DEPARTMENT OF","sub_key":"s-3600","sub_name":"VETERANS AFFAIRS, DEPARTMENT OF","office_key":"o-36C257","office_name":"257-NETWORK CONTRACT OFFICE 17 (36C257)","state":"TX","county":"48027","county_name":"Bell County","city":"4872176","city_name":"Temple","country":"USA","winner_key":"MHH5FD5P3FD4","amount":"56640.00","linked_awards":3,"cancelled":false,"archived":false,"updated_at":"2026-09-16T21:18:12.857524Z","principal_notice_id":"3cdf45c9e2e840dc81863f5bf19c8feb","description":{"text":"5. PROJECT NUMBER (if applicable) CODE 7. ADMINISTERED BY 2. AMENDMENT/MODIFICATION NUMBER CODE 6. ISSUED BY 8. NAME AND ADDRESS OF CONTRACTOR 4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE 9A. AMENDMENT OF SOLICITATION NUMBER 9B. DATED PAGE OF PAGES 10A. MODIFICATION OF CONTRACT/ORDER NUMBER 10B. DATED BPA NO. 1. CONTRACT ID CODE FACILITY CODE CODE Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers E. IMPORTANT: is extended, (a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended. 12. ACCOUNTING AND APPROPRIATION DATA (REV. 11/2016) is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. 15C. DATE SIGNED B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER Contractor 16C. DATE SIGNED 14. DESCRIPTION OF AMENDMENT/MODIFICATION 16B. UNITED STATES OF AMERICA Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect. 15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER 15B. CONTRACTOR/OFFEROR STANDARD FORM 30 PREVIOUS EDITION NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) (Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.) (If required) (SEE ITEM 11) (SEE ITEM 13) (X) CHECK ONE 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS, IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14. 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT (Signature of person authorized to sign) (Signature of Contracting Officer) 1 3 0001 Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504 Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building 171 Temple TX 76504 To all Offerors/Bidders 36C25724Q0977 X X X X 1 Extended Hotel Stay Temple, TX a. The purpose of this amendment is to provide answers to questions submitted by vendors related to RFQ number 36C25724Q0977. b. A compilation of all the questions was executed and answered for the benefit of all interested vendors. c. Please refer to pages two to four for the responses/answerers for all questions. Rafael Rodriguez Contracting Officer Page 4 of 4 Would you accept proposals for fully furnished apartments rather than extended stay hotels? Answer- Only Hotels Information Quotations will be accepted. Is the VA tax-exempt for lodging under this solicitation? If so, will a tax exemption letter be provided to the contractor to ensure the appropriate rates are applied? VA is tax exempt. A letter will be provided. VA is tax exempt. A letter will be provided. Number of Guests/Occupants and Room Allocation: · Could you provide an estimated number of guests or occupants that will require lodging throughout the contract period? · Will each trainee's stay encompass the full six months, or will the duration vary? If it varies, what is the typical duration of stay expected for each trainee? · Will there be a predetermined number of rooms allocated for each cohort of trainees? If so, what is the expected number of rooms needed for each cohort? · What is the overall estimated number of rooms that will be required at any given time during the contract period? The following chart showing number of rooms, per month, per Resident. This chart will be subject to change as we go through the academic year. Some Residents will not want a hotel room, and that will need to be communicated quickly via the school or the VA Program Manager (PM). ATM Housing Plan for Extended-Stay Hotels. Tempe, Fiscal Year 2025, VA allowed to Cover Up To 6 Months for Each HPT Budget and Funding: · Is there a specific budget associated with this solicitation, or is there a particular funding amount allocated for this contract? · What is the average length of each trainee s appointment for this solicitation? Each year has a specific funding amount. Each trainee, based on their Graduate Level, will be a minimum 2 months at a time, up to 6 months max. the 6-month trainee will be at the Waco VA hospital. Special Agency Check: · Who will be responsible for conducting the Special Agency Check prior to the trainees' occupancy at the extended stay hotel? Is this something the VA will handle, or will the contractor need to coordinate this? Each Resident trainee must go through a Special Agency background check during on-boarding with the VA. The school in addition completes their own back ground check on the Residents since they are becoming doctors. The contractor does not have to worry about the background checks. Compensation for No-Shows: · How will compensation be handled in the event of no-shows? Is there a policy in place for billing or penalties associated with trainees who do not check in as scheduled? If a trainee does not check in by 7:00 PM on the second day as outlined in the solicitation, can you confirm that the VA will still be responsible for payment for that room? Specifically, we want to ensure that the contractor is not financially liable for no-shows and that the VA will cover the cost of any reserved rooms that are not occupied as scheduled. If the trainee does not check in by 7pm of the second day, the VA will pay for those two days. During that time-frame the trainee was supposed to occupy, the hotel working with the contractor can have that room occupied by other guests until the next rotation. Rate and Billing Structure: · Are you looking for daily rates only, or would you also like to see monthly rates for extended stays? · Will billing be done based on daily occupancy rates, or is there an option to bill for monthly occupancy as well? · How should we handle billing if a trainee checks out early or extends their stay beyond the originally scheduled period? The VA prefers a monthly invoice that totals all of the Resident stays. To save money on the budget, if a monthly rate per Resident can be worked out verses daily, that would be more beneficial. If the Resident checks out early, the Government will be billed only for those days the Resident occupied the room. If the Resident wants to stay beyond their end date they pay out of pocket on their own. The hotel has the right to deny additional stay in that hotel room if it has been booked already by another patron. Advance Notice for Check-In/Check-Out: · What is the required advance notice for check-in and check-out procedures? Is there a specific timeframe within which the contractor must be notified of these changes? Hopefully one week is advance notice for check-in/checkout? If not, we can go with two weeks. Cancellations and Adjustments: · What is the expected procedure for handling last-minute cancellations or adjustments to room allocations? Is there a specific notice period after which cancellations might incur penalties or charges? Cancellations: let the hotel, working with the contractor, rent out the room to other guests until next rotation? Adjustments for example ADA compliance we need to know that beforehand from each Resident and their guests. For specifics on penalties or charges: The Resident trainee is responsible for damages. IF they bring a pet, the hotel must accept pets in the first place. The Resident is responsible for pet damages regardless. Hotel reserves the right for the Resident to have a credit card on file for damages. Payment Flexibility: · Is there flexibility in the payment structure for this contract? Specifically, is it possible to arrange for partial payments or another payment schedule that aligns with the FAR regulations? We are interested in understanding any available options that could help manage cash flow effectively, especially in cases of extended stays or large groups of trainees. Monthly invoicing end of month to track expenses and so forth. Other Considerations: · Are there any other specific requirements or considerations that we should be aware of to ensure compliance and smooth operation throughout the contract period? The Resident trainees are authorized one guest to stay with them free. No more than two children. Pets - as long as authorized by hotel. If there are laundry facilities on-site, ensure they work! If not, please let Resident know where they can do their laundry is there laundry drop-off/pick-up available for example. Is it legal for hotel to ask Resident to have credit card on file for incidentals/damages? The school and VA will ensure Residents or guests need or not ADA compliance before getting assigned a room.","html":null,"origin":"extract"},"contacts":[{"name":"Rafael A Rodriguez","role":"primary","email":"Rafael.Rodriguez2@va.gov","phone":"787-781-8700","title":"Contract Specialist"}],"place_of_performance":{"zip":"76504","city":{"name":"Temple"},"state":{"code":"TX"},"street":"Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171","country":{"code":"USA"}},"office_address":{"zip":"78240","city":"San Antonio","state":"TX","country":"USA"},"naics_codes":["721110"],"award":null,"attachments":[],"awards":[{"award_key":"CONT_AWD_36C25725P0013_3600_-NONE-_-NONE-","permalink":"https://www.usaspending.gov/award/CONT_AWD_36C25725P0013_3600_-NONE-_-NONE-/","piid":"36C25725P0013","parent_piid":null,"award_type":"PURCHASE ORDER","vendor_key":"MHH5FD5P3FD4","recipient_name":"TRUNORTH GOVX LLC","recipient_uei":"MHH5FD5P3FD4","recipient_cage":"9E7T9","recipient_city":"ESCONDIDO","recipient_state":"CA","sub_name":"Department of Veterans Affairs","office_name":"257-NETWORK CONTRACT OFFICE 17 (36C257)","office_key":"o-36C257","first_action_date":"2024-10-01","last_action_date":"2026-06-01","actions":2,"obligated":"43542.00","current_total_value":"43542.00","potential_total_value":"318582.00","naics":"721110","psc":"V231","extent_competed":"COMPETED UNDER SAP","set_aside":"SERVICE DISABLED VETERAN OWNED SMALL BUSINESS SET-ASIDE","offers_received":8,"description":"EXTENDED HOTEL STAY ? 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