V231--OKC Hoptel Lodging Services

Amendment / Modification

• The response date/time and deadline for submission are updated. The previous deadline was 14:00 Mountain Time on February 20, 2026. The new deadline is no later than 16:00 PM Mountain Time on February 20, 2026.

• Section I and Section XIV of the solicitation are affected by this change.

• The proposal submission deadline has been extended by two hours on the original due date.

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 36C25926R0026 for OKC Hoptel Lodging Services.

• CLIN 0002 Location: Line item 0002 is intended for Oklahoma City, aligning with other line items. The amendment corrects the address to reflect "Hotel Lodging near Oklahoma City VA Medical Center located at 921 NE. 13th St. Oklahoma City, OK 73104".
• Shuttle Service: Shuttle service or transportation is not a required element. If offered by the hotel, it should be identified, but the price quoted is for the room per night only.
• Incumbent: Services are currently performed under BPA 36C25920A0062 by GO TIME TRAVEL & TOURS LLC. The Statement of Work requirements are not materially different.
• Award Timeline: The award date is unknown and cannot be determined at this time, but is anticipated before the period of performance start date of 04-01-2026.
• Tax Exemption: Tax-exemption forms will only be provided after the contract award.
• SDVOSB Compliance: The hotel used does not need to be a Service-Disabled Veteran-Owned Small Business (SDVOSB) for the prime contractor to be compliant with the Limitation of Subcontracting (LOS) clause.
• Past Usage: In the last 24 months, 2014 nights were reserved, with 51 requiring ADA accessibility. Information on ADA transportation is not available from this office.

Response deadlines in Sections I and XIV have been updated to no later than 16:00pm MT, February 10, 2026. No further questions will be answered.

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

To provide off-site lodging for authorized Veterans traveling to the VA Medical Center in Oklahoma City for on-site appointments, ensuring their healthcare needs are met without the burden of long-distance travel accommodation costs.

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

• Responsibilities include finding alternative facilities if the primary choice is unavailable or closes, managing invoices, serving as a single point of contact for issues, and monitoring hotel compliance with safety and health regulations.

• A minimum of 10 rooms per day must be reserved for VA veterans, with two of these being ADA compliant. The VA may request additional rooms.

• Hotels must be within 10 miles of the Medical Center, with rooms available Sundays through Thursdays (checkout Fridays).

• Rooms must be non-smoking, fully furnished (Bed(s), Telephone, TV, Refrigerator), and ideally have two beds to accommodate a caregiver.

• The contractor must identify any provided meals, their cost, and availability times.

• Hotels must have a minimum of 3 diamond/3-star ratings from independent organizations.

• The contractor must ensure no 'Blackout Dates' or seasonal rate changes apply to contracted rooms.

• Pet-friendly accommodations are preferred at no cost to the veteran, with no fee for certified service dogs.

• Invoices are to be provided at the first of every month, paid in arrears (no advanced payments).

• Notification of emergency situations (fire, police, ambulance) to the Lodging Management Group and OKCVAHCS lodging coordinator is expected within 2 hours.

• Notification of non-emergency situations is expected by close of business the next day.

• The contractor must document and submit any damages caused by a Veteran, including pictures, to the OKCVAHCS immediately.

• Lodging services are required for Veterans attending appointments at the VA Medical Center, Oklahoma City, OK.

• Specific contract period is not detailed in this SOW, but daily reservations are managed.

• VA is responsible for arranging room reservations and will release unreserved rooms by 6 p.m. daily.

• VA is not responsible for parking fees or shuttle service costs.

• Shuttle service to and from the VA Medical Center and airport is recommended (6:30 a.m. to 6:30 p.m.).

• The VA Medical Center will provide PII training as needed; a Security Accreditation Package is not required.

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

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926R0026) for a 5-Year Indefinite Delivery/Indefinite Quantity (IDIQ) Contract for OKC Hoptel Lodging Services. The Department of Veterans Affairs (VA) Network Contracting Office 19 requires a contractor to act as a broker to locate hotel/lodging facilities for authorized Veterans near the Oklahoma City VA Medical Center and the VA Salt Lake City Health Care facility. This service is intended for Veterans traveling long distances for healthcare needs.

• Brokerage services for hotel/lodging facilities.

• Facilities must meet or exceed specified requirements.

• Contractor must find alternative lodging at the same rate if the original facility closes or lacks availability.

• The attached Statement of Work (SOW) provides additional details.

• Contract Type: Firm-Fixed Price IDIQ.

• Period of Performance: Ordering periods 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). Hand-carried or faxed quotes will not be accepted.

• Evaluation Factors:

  1. Technical capability or quality.
  2. Price.
  3. Past Performance.

• Award will be made to the responsible offeror whose quote is most advantageous, considering price and other factors. Award may be made solely on initial quotes received.

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

• NAICS Code: 561599 (All Other Travel Arrangement and Reservation Services) with a business size standard of $32.5 Million.

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

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

• All questions must be submitted in writing; answers will be provided via amendment.

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

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

Form / Attachment / Pricing Sheet

This document is the 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.

• Services Contract Limitation: Offerors must certify they will not pay more than 50% of the government-paid amount to firms that are not certified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) or Veteran-Owned Small Businesses (VOSB).
• General Construction Contract Limitation: Offerors must certify they will not pay more than 85% of the government-paid amount to non-certified SDVOSB/VOSB firms.
• Special Trade Construction Contractors Limitation: Offerors must certify they will not pay more than 75% of the government-paid amount to non-certified SDVOSB/VOSB firms.
• Acknowledgement of Penalties: Offerors acknowledge that false certifications are subject to penalties under Title 18, United States Code, Section 1001.
• Cooperation and Documentation: Offerors agree to provide documents (invoices, subcontracts, task values) to VA to demonstrate compliance upon request.
• Certification Completion: 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.

This is a mandatory certification for all offerors. Bidders must understand the subcontracting limitations specific to the contract type (services, general construction, or special trade construction) and ensure their proposed approach complies. Failure to complete and submit this form with the offer will result in disqualification. Bidders should be prepared to provide documentation to verify compliance if awarded the contract.