V231--HOPTEL PROGRAM - Base Plus Four Option Years_4/1/2026 - 3/31/2031_(to lodge Veterans outside the hospital)

Solicitation / RFP / RFQ

This solicitation is for lodging services near the Phoenix VA Healthcare System. The VA requires hotel accommodations for veterans and staff, including shuttle services and ADA-compliant facilities. The contract is for a base period plus four option years.

• Hotel Rating: Preferred 4 Star and above, with interior corridors preferred.

• Room Volume: Anticipated 384 rooms annually, with an average daily need of 1-2 rooms. Peak periods may require 10-15 concurrent rooms.

• Furnishings: High-speed Wi-Fi required.

• Accessibility: ADA-compliant bathrooms and doorways are necessary.

• Parking: Approximately 5-10 accessible parking spaces required.

• Transportation: Mandatory shuttle service required during VA working hours (0700 am - 4:00 pm) for transport to/from the VA.

• Cancellation Policy: VA is open to a 24-hour cancellation notice.

• Incidentals: VA is responsible for "ROOMS ONLY"; veterans will not provide credit cards for incidentals. Contractors should reach out to the VA's COR for matters concerning incidentals.

• Internet: High-speed Wi-Fi is required.

• Incumbent: Go Time Travels (Contract # 36C25821C0001), contract expires 03/31/2026.

• Contract Type: Firm-fixed-price.

• Period of Performance: Base plus four option years.

• Pricing: Offerors must provide a per-room-night (nightly) rate. Seasonal rates are not permitted; fixed-firm-rates are required.

• Tax Exemption: A tax-exempt certificate will be provided after award.

• Submission: Offerors can submit multiple hotels within the 5-mile radius, but not multiple units across different locations under one contract.

• Subcontracting: Third-party travel management companies and subcontractors are permitted to bid.

• Site Visit: The VA will conduct a site visit of the lowest-priced offeror, focusing on safety and ADA compliance.

• Key Deadlines:

  • Solicitation Issued: February 5, 2026
  • Responses to Questions Issued: February 13, 2026
  • Solicitation Closes: February 18, 2026, 10:00 AM PST
  • Target Award Date: March 1, 2026

• No specific set-aside mentioned. Third-party travel management companies are permitted.

• The VA will provide potential reservation lists on a rolling basis with a minimum lead time of 24-72 hours.

• There was a contradiction regarding subcontracting, clarified that prime offerors are not required to be owner/operators.

Amendment / Modification

This document is Amendment 0001 to Solicitation 36C26226R0008. It serves as a "Published and Posted Q&A" document, providing clarifications and additional information based on vendor-submitted questions. These responses are for clarification only and do not modify the solicitation terms unless an official amendment is issued.

This amendment does not explicitly state which sections of the original solicitation are affected, but it addresses vendor questions regarding the "HOPTEL PROGRAM SPECIALIZED" opportunity.

Vendors are responsible for monitoring the solicitation for any updates or amendments. The original solicitation details the procurement of lodging for Veterans to attend critical VA appointments, with a Base Year plus four Option Years (B+4OYs). The Period of Performance is 4/1/2026 - 3/31/2031.

Form / Attachment / Pricing Sheet

This document is IRS Form W-9, Request for Taxpayer Identification Number and Certification. It is used by entities and individuals to provide their correct Taxpayer Identification Number (TIN) to a requester who is required to file an information return with the IRS. This form is essential for reporting payments made to vendors and individuals.

• Part I: Taxpayer Identification Number (TIN): Requires the entry of a Social Security Number (SSN) for individuals or an Employer Identification Number (EIN) for entities. It also includes fields for business name, tax classification (individual, corporation, partnership, etc.), and address.
• Part II: Certification: Requires the individual or entity to certify that the TIN provided is correct, that they are not subject to backup withholding, that they are a U.S. citizen or other U.S. person, and that FATCA reporting exemptions are correct (if applicable).
• Instructions: The document includes detailed instructions for filling out each line, defining terms like "U.S. person," explaining exemptions from backup withholding and FATCA reporting, and providing guidance on what name and number to give the requester.

Vendors responding to SAM.gov opportunities are frequently required to submit a Form W-9 as part of their proposal or upon contract award. This form is critical for the government to correctly identify the vendor for tax reporting purposes (e.g., for payments made). Failure to provide a correct and complete Form W-9 can lead to backup withholding of payments. Bidders should ensure they have the correct TIN and are prepared to complete the certification accurately.

Form / Attachment / Pricing Sheet

This document, VA Form 10091, is a Vendor File Request Form used by the Department of Veterans Affairs (VA) to gather essential payment data from vendors. It is used to establish or update vendor records for processing electronic payments in accordance with federal regulations.

• Request Type: Vendors must select either 'NEW VENDOR' or 'UPDATE EXISTING VENDOR'.
• VA Facility Information: For internal VA use, including Station Number, Contact, Phone, Fax, and Email.
• Payee/Vendor Information: Includes details such as SAM.gov registration status, Unique Entity Identifier (UEI), EFT Indicator, SSN/TIN, NPI (for medical providers), Small Business status, Payee/Vendor Name, Doing Business As (DBA), email, phone number, and current/previous addresses.
• EFT/ACH Information: Requires current bank name, 9-digit routing number, account number, and account type (Checking/Savings) for electronic payments.
• Authorized Representative: Section for certification by an authorized individual.

Vendors seeking to do business with the VA or who need to update their payment information must complete this form. It is crucial for ensuring timely and accurate electronic payments. Key fields like UEI, SSN/TIN, and bank details must match SAM.gov records for new vendors. Existing vendors with banking changes must also update their information via this form or SAM.gov. The form outlines specific requirements for different vendor types and actions, such as 'Assignment of Claims' or 'LGY Vendor' (Loan Guaranty).

Form / Attachment / Pricing Sheet

This document is a "Vendor Information" form. It is used to collect essential details about a vendor to establish or update their information within a government system, likely for payment and contract processing.

• Requester and Service: Identifies the government entity requesting the information and the service area.
• Vendor Name and Address: Collects the vendor's legal and "doing business as" name, along with physical and mailing addresses.
• Tax Identification: Requires either a Taxpayer Identification Number (TIN) or Social Security Number (SSN).
• Contact Information: Gathers phone, fax, and email details for the vendor.
• Payment Address: Specifies the address for payment processing.
• Point of Contact: Identifies the primary individual to contact at the vendor organization.
• Account Number: Field for an internal account number.
• Existing Contract Information: Asks if the vendor has an existing contract, requiring details like contract number, beginning and expiration dates, FOB, and prompt payment discount terms.
• 1099 Vendor Indicator: Determines if the vendor is subject to 1099 reporting.
• Business Type (FPDS): Requires vendors to select their business type (Small, Large, Outside VA, Other Entities).
• Socioeconomic Group: Allows vendors to self-certify in various socioeconomic categories (e.g., Small Disadvantaged Business, Woman-Owned Small Business, Hubzone, etc.).
• Purchase Card Acceptance: Indicates if the vendor accepts government purchase cards.
• DUN and Bradstreet Number: Requires the vendor's DUNS number, with instructions to register if they don't have one.
• Central Contractor Registration (CCR): Asks if the vendor is registered with CCR, providing a link for registration.
• Mandatory Checks: Directs users to check specific government sites (eplS.arnet.gov and exclusions.oig.hhs.gov) for vendor status.

Vendors responding to opportunities that require this form must complete it accurately. It is crucial for establishing their vendor profile, ensuring they can be paid, and verifying their eligibility for certain contract types or socioeconomic set-asides. Failure to complete mandatory fields or meet registration requirements could result in administrative action or prevent doing business with the government.

Form / Attachment / Pricing Sheet

This document is a Service Contract Act (SCA) Wage Determination for the state of Arizona, specifically for Maricopa and Pinal counties. It provides the minimum wage and benefit rates that must be paid to service employees under covered contracts. Bidders must consult this determination to ensure compliance with labor standards.

• WD #: 2015-5469
• Revision: 29
• Date: December 02, 2025
• Applicable States/Counties: Arizona (Maricopa, Pinal)
• Reference: https://sam.gov/wage-determination/2015-5469/29
• Exemption Note: FAR 22.1003-4(d)(1)(iii) mentions an exemption for hotel/motel services for conferences, provided certain conditions are met. This exemption is noted but does not negate the need to adhere to the specified wage determination for applicable services.

This wage determination is critical for any bidder whose proposed services fall under the Service Contract Act and are to be performed in Maricopa or Pinal counties, Arizona. Bidders must incorporate these minimum wage and benefit rates into their cost proposals to ensure compliance with federal labor laws. Failure to comply can lead to penalties and contract non-compliance.

Solicitation

This solicitation is for the Specialized Hoptel Program to provide lodging for Veterans outside the hospital, specifically those undergoing outpatient surgery or radiation treatments at the Carl T. Hayden VA Medical Center in Phoenix, AZ. The program aims to provide hotel accommodations for Veterans coming from outside a 50-mile radius of Phoenix.

• Hotel rooms (double-occupancy, first-floor, non-smoking, queen beds) within a 5-mile radius of the Carl T. Hayden VA Medical Center.

• Availability required 7 days a week, 52 weeks a year.

• Rooms must be compliant with the Hotel and Motel Fire Safety Act of 1990 and the Americans with Disabilities Act.

• Complimentary continental or buffet breakfast is required daily.

• Refrigerators for medication storage must be available upon request at no extra cost.

• The rooms must be tax-exempt as the Federal Government is tax-exempt.

• No subcontracting is allowed.

• A Business Associate Agreement (BAA) will be required to safeguard Veteran data.

• Contract Type: Firm Fixed Price

• Period of Performance: Base (04/01/2026 – 03/31/2027) plus four option years (through 03/31/2031).

• Estimated Value: $32.5 Million (from SF 1449 Block 12).

• Offers must be submitted via email to barry.bland@va.gov by 10:00 am PST on February 18, 2026.

• Questions must be submitted via email to barry.bland@va.gov by 10:00 am PST on February 12, 2026.

• Evaluation Factors: Technical Approach, Experience, Price, Past Performance, and Required Documents.

• Award will be made to the responsible offeror whose offer is the most advantageous, considering price and non-price factors. Lowest Price Technically Acceptable (LPTA) will not be used.

• This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) eligible under the SDVOSB Program (NAICS Code: 561599, Size Standard: $32.5 Million).

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

• VAAR 852.219-75 and -76 certifications must be signed and submitted with the offer.

• Offerors must submit VA Form 10091 and W-9 to the VA Financial Service Center in Austin, TX, with their offer.

• The facility must be listed on the U.S. Fire Administration Hotel and Motel National Master List.

Solicitation / RFP / RFQ

This solicitation is for the HOPTEL PROGRAM, which provides lodging for Veterans outside the hospital. The contract will cover a base period plus four option years.

• Provision of lodging services for Veterans.

• Period of Performance: April 1, 2026 - March 31, 2031.

• Response Date/Time/Zone: February 18, 2026, 10:00 AM Pacific Time, Los Angeles, USA.

• Archive: 5 days after the response date.

• Set-Aside: SDVOSBC (Service-Disabled Veteran-Owned Small Business).

• Product Service Code: V231

• NAICS Code: 561599

• Place of Performance: Department of Veterans Affairs, Phoenix VA Healthcare System, Carl T. Hayden Medical Center, 650 E. Indian School Road, Phoenix AZ 85012-1839, USA.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 22, 4811 Airport Plaza Drive, Suite 600, Long Beach CA 90815.

• Point of Contact: Dr. Barry Bland, Senior Contract Specialist, barry.bland@va.gov, (858) 626-8744.