Lodging for Eligible Beneficiaries, Portland VA Medical Center

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial services, specifically lodging for eligible beneficiaries of the Portland VA Medical Center. The government anticipates awarding multiple (IDIQ) contracts.

• Provide hotel/motel lodging services for an estimated daily twenty (20) pre-approved patients Sunday through Thursday, and six (6) on Friday and three (3) on Saturday.

• At least half of the rooms must be double occupancy.

• Rooms must be fully furnished, single or double occupancy, wheelchair accessible, non-smoking, and located in a single hotel or motel property.

• Services include daily linen and maid service, free parking, free wireless internet, touch-tone telephone, and complimentary continental breakfast.

• 24-hour front desk coverage is required.

• Lodging facility must be within walking distance of a reasonably priced restaurant and allow food delivery.

• Contractor must hold rooms until 6 pm for reservations.

• Contractor must find alternative lodging at no additional cost if unable to lodge eligible beneficiaries.

• Contract Type: Firm-Fixed-Price, Indefinite Delivery Indefinite Quantity (IDIQ)

• Period of Performance: Five years, starting approximately 4/1/2026 to 3/31/2031.

• Estimated Value: Not explicitly stated, but the NAICS code 721110 has a small business size standard of $40 Million.

• Submission Deadline: Quotes are due by 11-15-2025 at 16:00 PST.

• Submission Method: Written quotes must be submitted via email to James.Harris13@va.gov. Telephone calls will not be accepted.

• Evaluation Criteria: Offers will be evaluated based on Price and Past Performance. Technical and past performance, when combined, are equal to price.

• This solicitation is set aside for Service-Disabled Veteran Owned Small Business (SDVOSB) and is being competed as such.

• Offerors must be certified SDVOSBs listed in the SBA certification database.

• Solicitation Number: 36C26026Q0080

• NAICS Code: 721110

• PSC Code: V231

• The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06.

• Questions are due by 12:00 PM Pacific Time on March 3rd, 2026, and must be submitted in writing via email to James.Harris13@va.gov.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide hotel/motel lodging services for an estimated daily number of pre-approved VA patients and their companions (spouse, significant other, or caregiver) at the VA Portland Health Care System (VAPORHCS).

• Provide a specified number of fully furnished, single or double occupancy rooms daily, including Sundays through Saturdays.

• Hold rooms until 6 pm daily for reservations.

• Offer a single room rate that covers both single and double occupancy.

• Include daily linen changes, maid service, free parking, free wireless internet, and a continental breakfast.

• Ensure rooms and communal areas are wheelchair accessible and comply with ADA guidelines.

• Rooms must be non-smoking.

• Facility must be within walking distance of a restaurant, and allow food delivery.

• Provide 24-hour front desk coverage.

• Rooms must be wheelchair accessible and comply with ADA guidelines.

• Facility must comply with all applicable building codes, fire safety regulations (NFPA), and local ordinances.

• Smoke detectors must be installed in all rooms and common areas.

• Facility must have an automatic sprinkler system (unless exempt by height).

• Vendor must maintain a professional, clean, and sanitary environment.

• Vendor must notify Self-Care Lodging staff in writing of any disruptive or inappropriate behavior by a beneficiary or companion.

• Lodging facility must be located within 10 miles of VAPORHCS at 3710 NW US Veterans Hospital Road, Portland, OR 97239-2999.

• Services are to be performed seven days a week.

• Contractor shall not have access to VA sensitive or computer information.

• Contractor shall require only patient name, length of stay, and date of arrival.

• No background investigation is required for the contractor.

• Invoices must be submitted electronically via Tungsten or X12 EDI formats.

• Contractor shall not charge fees for registered service animals.

• Pet fees are limited to $25 per day per pet for non-service animals and must be declared.

• VAPORHCS will not pay for alcoholic beverages, room service, pay-per-view movies, or meals not included in the basic room rate.

• The contractor shall notify Self-Care Lodging staff immediately if unable to provide the set-aside number of rooms and provide alternate accommodations at no cost if necessary.