V231--Hoptel Lodging Services, Charleston SC VA

Questions & Answers / Clarifications

This document provides answers to vendor questions regarding Solicitation 36C24726Q0298 for Hoptel Lodging Services.

• Historical Occupancy: The government has utilized an average of 275 room nights per month historically.
• Peak Demand: Usage is highest Sunday-Thursday; Friday-Saturday usage rarely exceeds 3 rooms per night.
• Room Types: Standard double queen rooms are requested. Other room types, including handicap accessible rooms, may be provided upon request at no additional cost.
• Shuttle Service: Shuttle service is on-demand, with beneficiaries to be picked up within 30 minutes of request or at a specified time. A 24/7 dedicated shuttle is not required. Wheelchair lift-equipped vehicles are not required.
• Alternative Transportation: Uber/Lyft may be used as a backup for shuttle service at no additional cost to the government or veteran, provided it meets patient needs.
• Service Area: Primarily for the Ralph H. Johnson VAMC, with occasional transport to nearby MUSC or Roper Hospital.
• Cancellations & No-Shows: There are no penalties for cancellations. The government will not pay for no-shows.
• Taxes: The government will not provide a tax-exempt certificate; inclusion of taxes in the bid is at the contractor's discretion.
• Incumbent: Mother Daughter Contracting Services, LLC, contract number 36C24721P0072.
• Proximity: An acceptable shuttle transport radius is within 5 miles of 109 Bee Street.
• Room Quantity: The PWS reference to 75 rooms per week refers to 75 simultaneous rooms, not room nights. Historically, an average of 60-75 rooms per week have been occupied.
• Room Release: Unused rooms requested by the VA should be released back to the hotel by 7:00 PM on the day of arrival.
• Pricing: Transportation costs, including shuttle service, must be included in the lodging rate; there is no separate line item.
• Occupancy: Pricing should assume double occupancy for double queen rooms, as requested. Single occupancy may be provided if available at no extra cost.

These clarifications provide specific details on service expectations, operational requirements, and cost inclusions, which bidders should consider when preparing their proposals. No changes to due dates or submission rules were indicated.

Amendment / Modification

This amendment publishes the Questions and Answers in response to the solicitation 36C24726Q0298.

Questions and Answers document attached.

There are no changes to this solicitation as a result of this amendment. The original response date of March 18, 2026, 11:00 AM Eastern Time remains unchanged.

Form / Attachment / Pricing Sheet

This document provides the Price Cost Schedule template for Solicitation 36C24726Q0298. It outlines the structure for bidders to provide pricing for the "Hoptel Lodging IAW the PWS" service over five ordering periods.

• Item Number: Sequential numbering for each line item (0001, 1001, 2001, 3001, 4001).
• Description of Supplies/Services: "Hoptel Lodging IAW the PWS".
• Quantity: 3,900.00 units per item.
• Unit: EA (Each).
• Unit Price: A field for bidders to enter the unit price.
• Amount: A field for bidders to calculate the total amount (Quantity x Unit Price).
• Ordering Periods: Each item corresponds to a specific ordering period, with defined POP (Period of Performance) Begin and End dates:
  • Ordering Period 1: 04-22-2026 to 04-21-2027
  • Ordering Period 2: 04-22-2027 to 04-21-2028
  • Ordering Period 3: 04-22-2028 to 04-21-2029
  • Ordering Period 4: 04-22-2029 to 04-21-2030
  • Ordering Period 5: 04-22-2030 to 04-21-2031
• Grand Total: A field for the overall total cost.

Bidders must use this template to submit their pricing for the Hoptel Lodging service. All prices must be inclusive of any and all fees. The government does not guarantee order quantities beyond the minimum amounts. This schedule is crucial for proposal preparation and evaluation.

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) template required by the Department of Veterans Affairs (VA) Veterans Health Administration (VHA) Ralph H. Johnson VA Health Care System. Its purpose is to establish the requirements for the VA and a business associate regarding the use and disclosure of Protected Health Information (PHI) in accordance with HIPAA and HITECH Acts.

• Parties: Identifies the Covered Entity (Ralph H. Johnson VA Health Care System) and the Business Associate (the vendor).
• Scope: Outlines that the Business Associate will provide services (e.g., Hotel Rooms Supporting VA Hoptel Program and Shuttle services) for which PHI will be disclosed.
• Definitions: Defines key terms such as PHI, Breach, Business Associate, Covered Entity, and Subcontractor according to HIPAA Rules.
• Terms and Conditions: Details the obligations of both the Business Associate and the Covered Entity concerning the protection, use, and disclosure of PHI.
• Business Associate Obligations: Includes requirements for safeguarding PHI, reporting breaches, mitigating harm, managing subcontractors, assisting with individual rights requests, and returning/destroying PHI upon termination.
• Covered Entity Obligations: Outlines the VA's responsibilities, such as not requesting impermissible uses of PHI and notifying the Business Associate of relevant changes.
• Termination: Specifies conditions for automatic termination, termination for cause, and the survival of obligations post-termination.

Bidders responding to opportunities requiring the handling of Protected Health Information (PHI) must understand and agree to the terms of this Business Associate Agreement. It outlines critical compliance requirements, data protection responsibilities, breach notification procedures, and potential liabilities. Vendors must be prepared to implement the necessary safeguards and adhere to all stipulated conditions to be considered for such opportunities.

Performance Work Statement (PWS)

The Ralph H. Johnson VA Medical Center (RHJVAMC) requires a contractor to provide hotel/motel lodging services for veterans and their approved companions who live outside the local commuting area and require accommodations for medical procedures or treatment.

• Provide temporary lodging and shuttle services for authorized veterans and their companions.

• Lodging facilities must be located within 5 miles of the RHJVAMC (109 Bee Street, Charleston, SC 29401).

• Ensure availability of up to 75 rooms per week.

• Rooms must include basic amenities (microwave/kitchenette, refrigerator, TV, phone), clean linens, towels, and sheets daily.

• Provide concierge service to assist older or disabled patients.

• Maintain cleanliness and pest control standards.

• Provide shuttle services between 5:00 AM and 5:00 PM daily, with pick-up within 30 minutes of request.

• Report any shuttle incidents or accidents immediately.

• Comply with the Hotel and Motel Fire Safety Act of 1990 and ADA.

• Preferred hotel quality rating is 3-diamond or 3-star.

• Customer Service: No more than 1 verified deficiency per year.

• Cleanliness: No more than 1 verified deficiency per year.

• Timeliness (Check-in & Shuttle): No more than 1 deficiency per six months.

• Safety and Security: No more than 1 deficiency per year.

• Maintenance Requests: Timely resolution of issues.

• Weekly stay reports are required.

• Period of Performance: Five-year Indefinite Delivery Indefinite Quantity (IDIQ) contract, effective 04/22/2026 – 04/21/2031.

• Place of Performance: Within 5 miles of RHJVAMC, Charleston, SC.

• Security: Compliance with VA security and privacy directives for handling sensitive information.

• Records Management: Adherence to Federal records management laws and regulations.

• Key Personnel: Designated points of contact for reservations and contractual concerns.

• Meetings: Participation in quarterly performance review meetings.

• Shuttle Drivers: Professional conduct and adherence to safety regulations.

• Offerors must be certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) and comply with limitations on subcontracting.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for temporary lodging services for the Ralph H. Johnson VA Medical Center in Charleston, South Carolina. The Department of Veterans Affairs requires overnight hotel/motel lodging to facilitate easier access to medical care for eligible veterans living outside the local commuting area.

• Overnight hotel/motel lodging services.

• Performance Work Statement (PWS), line-item descriptions, quantities, period of performance, applicable terms and conditions, and instructions to offerors are specified in the attachments.

• Not explicitly stated in this synopsis, but details are in attachments.

• Questions Deadline: E-mailed to Lasonja Harvey at Lasonja.harvey@va.gov no later than 11:00 AM ET, March 11, 2026.

• Quotes Deadline: E-mailed to Lasonja Harvey at Lasonja.harvey@va.gov no later than 11:00 AM ET, March 18, 2026.

• This acquisition is set-aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) concerns.

• NAICS Code: 721110 (Hotels and Motels) with a small business size standard of $40.0 million.

• Product Service Code (PSC): V231.

• This announcement constitutes the only solicitation; no separate written solicitation will be issued.

• Interested parties should review the entire solicitation, including all attachments.

• Provisions and clauses are incorporated by reference and can be accessed at www.acquisition.gov and www.acquisition.gov/vaar.

• Referenced attachments include: PWS and Terms, Price Cost Schedule Template, and Business Associate Agreement Template.