V231--660 Heart Transplant Lodging Service

Amendment / Modification

• The response date/time and deadline for submission have been updated. The new deadline is no later than 16:00pm MT on February 20, 2026.

• Dates listed in Section I and XIV of the original solicitation have been updated.

• The proposal submission deadline has been extended to February 20, 2026, at 16:00 MT.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation Number 36C25926R0024 for Heart Transplant Lodging Services near the Salt Lake VA Health Care System (VASLCHCS).

• Set-Aside: The solicitation will remain a total SDVOSB set-aside, as the VA Rule of Two has been met. Changes are posted via amendment.
• Room Requirements: Rooms must have two standard queen beds; a pull-out sofa bed does not meet this requirement. ADA rooms must meet the same requirements as normal rooms, with no minimum number specified, but must be provided if requested.
• Lodging Details: The current monthly average usage is 257 nights, with an average of 28 rooms occupied weekly. There are no known seasonal trends or anticipated program changes affecting demand.
• Transportation: Shuttle service between hotels and VASLCHCS is required, including transport to and from the airport. All related costs are to be included in the all-inclusive lodging rate.
• Cancellations & No-Shows: The cancellation policy cannot be changed from the stated requirement. No-shows are billed for one hotel night. Approximately 68 no-shows were experienced since 1/31/2023.
• Invoicing: Invoices are submitted within the first 10 days of the following month and paid in arrears (Net30 terms). Weekly invoices will not be considered.
• Incumbent Contract: Services are currently performed under BPA 36C25920A0022 awarded to ARROWHEAD REALTY, LLC. There are no reported issues with the incumbent.

Key dates, including the response date, have been updated to no later than 16:00 MT on February 10, 2026. No additional questions will be answered.

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

To provide lodging for eligible beneficiaries of the George E. Wahlen Department of Veteran Affairs (VA) Salt Lake City Health Care System (VASLCHCS) Heart Transplant Program, specifically those undergoing Left Ventricle Assistive Device (LVAD) and Cardiac Transplant procedures, within 15 miles of the VASLCHCS.

• The contractor will act as a broker to locate and secure hotel/lodging facilities meeting specified requirements.

• Provide one-bedroom hotel suites for stays of one week or longer, and double queen rooms for stays less than one week.

• Ensure accommodations are not shared with other patients.

• Guarantee 20 rooms per night, with 8 one-bedroom suites and 2 wheelchair-accessible rooms.

• Rooms must meet a minimum 3-diamond/3-star rating.

• Contractor is responsible for finding alternative lodging if the primary facility becomes unavailable or closes.

• Provide a single point of contact for issues and complaints.

• Monitor hotels for compliance with all safety and health regulations.

• Facilitate reservations, with VA personnel calling/emailing the Point of Contact (POC) by 4:00 p.m. for same-day reservations.

• Ensure no 'Blackout Dates' and that seasonal rate changes are not permitted.

• Provide appropriate rooms for service animals at no additional charge.

• Maintain a reservation list and return it to the COR for verification.

• All rooms must be non-smoking, with a designated smoking area provided.

• Contractor is responsible for collecting payment for extra services (e.g., phone charges, sundries) from veterans.

• Manage late arrival confirmations and cancellations.

• Rooms must meet specific standards including: fully equipped kitchen (suites), microwave, stove, regular-size refrigerator, queen bed with pull-out couch (suites), two queen beds (standard), internet/Wi-Fi access, pet-friendly, free breakfast, access to guest laundry, weekly housekeeping, and free parking.

• Hotels must be located near restaurants/grocery stores or provide shuttle service.

• Shuttle services must be provided for airport, VA Medical Center, University of Utah Medical Center, grocery stores, and restaurants.

• Security requirements include adequate lighting in parking facilities and controlled access to guest quarters after 10:00 p.m.

• All rooms and common areas must be clean, well-maintained, and free from damage.

• Bathrooms must be fully equipped and sanitary.

• Heating, Air Conditioning, and Ventilation must be individually controlled and functional.

• Standard lodging services include 24-hour check-in/out, wake-up service, TV, ice machines, parking, and secure luggage storage.

• Daily custodial/sanitation services are required, including room cleaning and linen changes.

• Timely notification of emergencies (within 2 hours) and non-emergencies (by close of business next day) to the Lodging Management Group and SLCVAHCS lodging coordinator(s) is required.

• Lodging required within 15 miles of VA Salt Lake City Health Care (VASLCHCS) located at 500 Foothill Boulevard, Salt Lake City, UT 84148.

• Average patient stay is between 1 week to 18 months.

• Rooms available Sunday through Saturday.

• Contractor must be a broker locating facilities.

• Invoices to be submitted within the first 10 days of the following month; payment in arrears.

• Advanced payments are not allowed.

• Contractor must provide a point of contact (POC) for contract management.

• Government will monitor performance through "secret shopper" walk-throughs.

• Any damage caused by a Veteran will be billed to that individual; SLCVAHCS assumes no liability beyond the contracted room rate.

• Lodging facility management has the prerogative to determine if a Veteran will be a future guest, which SLCVAHCS will honor.

Form / Attachment / Pricing Sheet

This document is a "VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction." It requires offerors to certify their compliance with subcontracting limitations if awarded a contract. This is a mandatory certification for offerors.

• Services Contract Limitation: The contractor will not pay more than 50% of the government-paid amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs).
• General Construction Contract Limitation: The contractor will not pay more than 85% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Special Trade Construction Contractors Limitation: The contractor will not pay more than 75% of the government-paid amount to firms that are not certified SDVOSBs or VOSBs.
• Certification Acknowledgement: Offerors acknowledge that this certification is subject to penalties under Title 18, United States Code, Section 1001, for false statements.
• Compliance Verification: The VA may require documentation to verify compliance during contract performance or upon completion.
• Required Action: The offeror must complete, sign, and return this certification with their bid, quotation, or proposal. Failure to do so will render the offer ineligible for award.

Bidders must carefully review the subcontracting limitations applicable to the type of contract (services, general construction, or special trade construction). This certification is a mandatory submission requirement. Failure to complete and submit this form with the offer will result in the offer being deemed ineligible for award. Bidders should ensure they understand and can comply with these limitations before submitting their proposal.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (Request for Quote - RFQ) for commercial services to provide Heart Transplant Lodging for the Salt Lake VA Health Care System (VASLCHCS). The government intends to award a firm-fixed-price Indefinite Delivery/Indefinite Quantity (IDIQ) contract for a 5-year period.

• The contractor will act as a broker to locate hotel/lodging facilities for eligible beneficiaries of the LVAD and Cardiac Transplant program.

• Lodging must be within 15 miles of VASLCHCS (500 Foothill Boulevard, Salt Lake City, UT 84148).

• If the primary facility closes or lacks availability, the contractor must find an alternative at the same rate.

• Detailed requirements are in the attached Statement of Work (SOW).

• Contract Type: Firm-fixed-price IDIQ.

• Period of Performance: Ordering periods are from 04/01/2026 to 03/31/2031 (5 years).

• Contract Minimum: 200 EA.

• Contract Ceiling: Not specified.

• Questions Deadline: January 23, 2026, 14:00 MT.

• Quote Submission Deadline: January 30, 2026, 14:00 MT.

• Submission Method: Email only to danielle.kramer@va.gov (4MB email limit). Faxed or hand-carried quotes will not be accepted.

• Evaluation Factors:

  • Factor I: Technical capability or quality.
  • Factor II: Price.
  • Factor III: Past Performance.

• Award will be made to the most advantageous offer considering price and other factors, using comparative analysis. Offers not meeting technical requirements will not be considered regardless of price.

• Quotes must be completed in their entirety and signed.

• Set-Aside: Total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• NAICS Code: 561599 (All Other Travel Arrangement and Reservation Services), Size Standard: $32.5 Million.

• SDVOSB status must be verified in SBA's Small Business Certification (SBS) at the time of quote submission and award.

• This solicitation is prepared in accordance with FAR Part 12.

• Award will be made on an "All or Nothing" basis.

• Offerors must submit quotes in four volumes: Technical Capability, Price, Past Performance, and VAAR 852.219-75 Certificate of Compliance.

• Refer to attached documents: Statement of Work and VA Notice of Limitations on Subcontracting.