36C24519Q0018-001.docx

36C24519Q0018

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C24519Q0018 10-26-2018 Caitlin.hippensteel@va.gov 304-263-0811 X3012 11-14-2018

2:00 PM EST

Department of Veterans Affairs

VAMC (540)

1540 Spring Valley Drive Huntington WV 25704 X X 812930 $38.5 Million X N/A X Department of Veterans Affairs

VAMC (540)

1540 Spring Valey Drive Huntington WV 25704 Department of Veterans Affairs

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

See CONTINUATION Page The contractor shall provided valet services for the Huntington, WV and Beckley, WV VA Medical Centers. All work shall be in accordance with the statement of work.

Anticipated Period of Performance: 12/1/2018 – 11/30/2023 All questions are due by 2:00 PM EST on 11/02/2018 to Caitlin.Hippensteel@va.gov.

See section D for Wage Determinations.

Wage Determination Labor Category: 31260 Parking Attendant See CONTINUATION Page X X X George L. Sherrin Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C245 Caitlin E. Hippensteel Department of Veterans Affairs

VAMC (540)

1540 Spring Valley Drive Huntington WV 25704

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

GENERAL PROCEDURE:

The Contractor shall be required to furnish all necessary and appropriate labor, supervision, materials, equipment, and supplies to provide Valet Parking Services in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified herein. The Contractor shall provide Valet Parking Services to alleviate parking problems experienced at the Huntington VAMC and Beckley VAMC. The Valet Parking Services shall be intended to accommodate Veteran patients, their family members and visitors. The Contractor shall be required to:

1. Staffing: The Contractor will provide adequate staffing of customer service attendant(s) for the hours of operation specified. The Contractor will provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. The Contractor does all recruiting, hiring, training, and supervising.

1. Contractor should base their plan on the Huntington VAMC serving approximately 1,400 Outpatients per day and the Beckley VAMC serving approximately 500 Outpatients per day.

1. Provide VA approved valet claim checks, securing keys, parking vehicles, delivering vehicles, and directing certain valet vehicles to and from the valet greeting area.

1. Provide professional valet booth(s), locking key cabinet(s), safety cones, signs, road blocks and other supplies and materials and/or miscellaneous items necessary to operate and manage valet services. All signs shall be at least 30” x 30”. Hand-written signs shall not be allowed.

1. Blocking of any roadway or re-routing of traffic must first be approved by the Huntington and/or Beckley VA Police Department.

1. The Contractor will provide VA approved walkie-talkies or radios for the Valet staff to communicate with each other while conducting their normal duties of Valet Parking. The Huntington and Beckley VAMCs will provide a telephone at the Valet Parking Booth for the Contractor to be able to communicate with the Huntington VAMC and Beckley VAMC staff.

1. Contractor will provide and install a minimum of 2 "No Tipping" signs. Signs must be a minimum of 30”x30”. The “No Tipping” policy shall be strictly enforced. Valet parking attendants and all other parking staff shall be restricted from accepting tips of any kind.

1. Contractor will provide and install a minimum of 2 “Insurance Liability” signs for vehicle damage claims. Signs must be a minimum of 30”x30”.

1. Provide experienced, fully trained and professional valet parking attendants to perform the valet parking services.

1. The Huntington and Beckley VAMCs will provide and install all other necessary Traffic Signage needed to facilitate Valet Parking.

1. Constantly assess VA parking situation taking into consideration all parking spaces available in order to adjust the level of parking service and personnel required to perform under the contract without exceeding the required wait time to valet parked and retrieved vehicles.

1. Provide parking and traffic control recommendations as deemed appropriate and necessary to provide quality services.

Period of Performance – The contract period will be per the following schedule: (December 1st 2018 through September 30th 2023) which will include a Base Year and Four optional renewal periods of one year each. The optional renewal periods will be exercised at the discretion of the VA Medical Center, Huntington, West Virginia and the VA Medical Center, Beckley West Virginia.

Locations:

Beckley, WV VA Medical Center: 200 Veterans Ave, Beckley, WV 25801 Huntington, WV VA Medical Center: 1540 Spring Valley Dr, Huntington, WV 25704

SITE INSPECTION:

A pre-proposal site inspection / walk-through for all interested Contractors will be scheduled by the Contracting Officer for any interested Contractors. All interested Contractors are encouraged to attend the site inspection and walk-through of the participating VA facilities. Only one walk-through for this solicitation shall be conducted. The intent of the site inspection is to give all interested Contractors an opportunity to get familiar with the parking lots designated to be used for the valet parking.

Note: The Contractor shall be responsible for all costs and travel expenses associated with the site inspection visit. While not mandatory, failure to attend the site inspection walk-through of the participating VA facilities shall not release the Contractor from complying with the terms, conditions, specifications, and requirements of the resulting contract.

DESIGNATED VALET PARKING LOTS:

The Huntington VAMC and Beckley VAMC will designate Parking Lots to be used for the Valet Parking Services.

The Contractor shall have complete control of vehicles parked in designated valet parking area(s) in the context of maximizing the space available and facilitating a smooth operation. The Huntington & Beckley VAPDs will always maintain authority over all vehicles and parking at both facilities. If deemed necessary by the Huntington VAMC and/or the Beckley VAMC, the Contractor shall be required to double stack vehicles in order to maximize the space available. The Contractor shall be responsible for parking control and monitoring the designated parking lots assigned for the valet operation.

The Contractor will provide a bid deduct for a shuttle service from Building 1 to Building 14 and 15 at the Beckley VAMC.

CONTRACTOR RESPONSIBILITIES:

The Contractor shall provide consistent, responsive, secure, and efficient valet parking operations. The Contractor shall be responsible for providing patrons with a valet claim check/ticket, securing keys, parking, delivering, and directing certain valet vehicles to and from the valet drop off and pick up area. The Huntington and Beckley VAMCs will, at their discretion, provide the Contractor with instructions on addressing the issue of who qualifies for Valet Parking Services and the method of identifying such individuals. Such instructions may include verbiage such as “Vehicles requiring valet parking shall be stopped by the valet parking attendants, who shall be required to ask the patients or drivers for an appointment letter, VA Patient identification card, clinic or healthcare service which will be visited and the estimated time of departure. Valet parking attendants shall also be required to ask visitors the name of the inpatient Veteran, name of event attending or the name of the VA staff that will be visited and their estimated time of departure.” The exact procedures will be provided to the Contractor by each of the VAMCs covered in this Statement of Work. The Contractor shall be responsible for screening out vendors and employees, except those with handicapped placards or license plates, from inappropriately using the valet parking services at the Huntington VAMC and the Beckley VAMC. All vehicles parked by the parking attendants shall be locked and secured. Driver’s keys shall be secured at the valet booth(s). A claim check shall be issued to the driver using the valet service. Claim checks shall contain the valet company’s liability disclaimer.

Contractor shall be responsible for directing vehicles not wishing to participate in the valet parking services to other designated parking locations. Contractor shall designate a full-time supervisor to be on site during set-up, tear-down operations, and performance of the work. The Contractor shall provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. Duties of the supervisor shall also include but not be limited to customer relations, training, and improving all valet services and coordinating all work and additional services with the Contracting Officer’s Representative (COR).

Contractor shall coordinate with the COR to designate front drop off and pick up area(s) near the entrance for loading and unloading of handicapped patients/patrons so as not to interfere with normal valet parking operation. Handicapped patients/patrons shall be permitted to pull to the designated drop off and pick up area(s) near the entrance. The parking attendants shall then be required to park the vehicles or direct the drivers to a handicap space for self-parking. Patients with handicap placards or license plates on their vehicles shall be given the option of self-parking in handicapped slots or Valet Parking. Non-handicapped employees shall be directed to self-park.

PATIENT ASSISTANCE:

Valet parking attendants shall be required to assist parking patrons getting in and out of their vehicles as well as assist with removal of wheelchairs, walkers, carts and/or personal medical equipment from vehicles if requested. Valet parking attendants shall provide minimal assistance but shall not be required to lift or pick up patients in and out of their vehicles. Parking attendants shall deliver Government-provided wheelchairs as needed and coordinate with VA Voluntary Escort Service to facilitate patient transportation from the valet greeting drop off and pick up area to medical appointments and back to the valet greeting area. Parking patrons shall be treated courteously and with respect at all times. Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic.

TRAINING/LICENSES/QUALIFICATIONS:

The Contractor shall provide bonded, fully trained, experienced parking attendants who possess a valid West Virginian, Ohio or Kentucky State Driver’s License, be U.S. citizens and be fluent in the English language. Contractor personnel shall be at least 18 years of age, have no criminal history, and be able to perform all general duties, functions, and activities as required. Contractor’s staff qualifications shall also include expertise in the proper operation of all types of vehicles, and a commitment to the highest level of respect, courtesy, compassion, and safety.

The Contractor shall furnish at its cost, evidence of qualifications and competency assessment of all employees. Such evidence shall include but are not limited to copies of driver’s licenses, DMV printouts, and copies of security background checks.

The Contractor shall be responsible for providing a facility orientation to all valet parking attendants and offer a training program that a minimum will include the following:

a. Security

b. Patient privacy

c. Safety

d. Emergency procedures

e. Accidents / injuries

f. Communication (with contractor staff / Huntington VAMC / Beckley VAMC).

The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the aforementioned training. If deemed necessary by the Government, additional training shall be offered at the Huntington VAMC and Beckley VAMC and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR.

In addition to Safe Driver Training, the minimum customer service training must be provided and documented for each employee.

· The importance of a positive attitude

· Verbal communication methods that are courteous and informative

· Non-verbal communication

· Appearance

· Volume and tone

· Face to face contact

· Self-evaluation

· Violence in the workplace

Contractor employees must know basic directions for destinations in the hospital and around the community. Contractor employees must keep the work area clean and always appear ready for work, even when no customers are present.

CLAIMS/DAMAGE:

The Contractor shall be completely liable for all vehicle damages occurred while at the possession of the valet staff and/or service. All vehicle damage claims brought to the attention of the Valet Contractor shall be immediately investigated and validated claims shall be processed for settlement.

Any claims of damage or missing/stolen property involving patient/customer’s vehicles shall be the responsibility of the Contractor. The VA assumes no responsibility for such claims. All claims shall be directed to and handled by the Contractor supervisor who shall immediately notify the COR and the VA Police Department (VAPD). Corrective actions to resolve all claims shall commence immediately. All claims shall be settled within fourteen (14) working days, unless extenuating circumstances warrant additional time and is authorized by the Contracting Officer. All vehicle accidents or theft claims should be immediately reported to the VA Police for investigation.

NORMAL HOURS OF OPERATION:

Proposed hours of operation are 7:00 am to 3:30 pm Monday through Friday for Huntington VAMC and 7:00am to 2:00pm for Beckley VAMC, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a Federal Holiday. The Contractor shall adjust the level of valet parking staff as necessary to ensure an efficient operation. If deemed necessary by the Government, the hours of operation may be periodically adjusted based upon volume and demand.

After 1:00pm at the Beckley VAMC, Contractor shall be responsible for retrieving all unclaimed handicap vehicles remaining on Valet Parking Lot(s). The retrieved vehicles with handicap placards or license plates shall be parked in handicap parking spaces near the valet drop off and pick up area. Non-handicap vehicles shall remain in their current location and will be retrieved by the owner after 2:00pm.

HUNTINGTON VAMC: The valet parking supervisor shall be required to turn over to the VA Administrative Officer of the Day (AOD) keys of all unclaimed vehicles still on the premises after valet parking hours end. An inventory log of all remaining vehicles and associated ticket numbers shall be provided to the AOD. Owners of these vehicles shall pick up their keys at the AOD Desk located in the Main Lobby by the Emergency Department. The Contractor shall furnish a minimum of 2 signs explaining this procedure.

BECKLEY VAMC: At 5:00 pm, the valet contractor's parking attendant will turn over keys and associated tickets to any vehicles still on the premises after valet parking hours to the VA Police. Owners of these vehicles will be directed to pick up their keys from the Administrative Officer of the Day in the Emergency Department Check In/Out area.

NATIONAL HOLIDAYS:

Listed below are the ten national holidays:

When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States as a National Holiday.

SPECIAL EVENTS:

The Contractor shall be notified in advance of any special events which might cause parking problems as a result of additional patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of parking staff to accommodate the workload or extra vehicle volume.

PROPOSED PLAN:

After notification of contract award, the Contractor shall have Forty Five (45) calendar days for full operational implementation. This must include finalizing staff requirements, including Government-administered background investigations, etc. The Contractor shall be required to implement their proposed valet parking service plan and perform on a day-to-day basis for the duration of the contract.

ORDERING ACTIVITY:

The Contractor shall not accept any instructions issued by any person other than the Contracting Officer or delegated Government representative such as the COR who is acting within the limits of his/her authority.

CHANGES TO CONTRACT:

Only those services specified herein are authorized. Before performing any service of a non-contractual nature, the Contractor shall advise the Contracting Officer of the reason(s) for the additional work and/or service. Changes to the resulting contract shall not be authorized and reimbursement shall not be made for any work or services performed outside the scope of this contract, unless prior authorization is obtained in writing from the Contracting Officer.

REDUCTION OF SERVICE:

A notice to the Contractor to discontinue or reduce the level of service at the Government convenience shall not result in any service charge or assessment fee for the disconnection or reduced service. The Government shall have the option to terminate the contract if not satisfied with the services during the term of the contract.

PERFORMANCE STANDARD:

Contractor shall ensure that 95% of the vehicles wait no more than five (5) minutes to be valet parked and no more than ten (10) minutes to be retrieved. Upon request, returned vehicles shall be delivered to the appropriate patient, family member or caretaker for easy exiting. Contactor shall develop a system to monitor and report timelines of service and shall be made available to the VA upon request. The COR shall audit the turnaround time (TAT) or may conduct periodic unannounced inspections to assure that waiting periods do not exceed the performance requirements. Additionally, the Contractor’s ability to manage the traffic flow shall be periodically audited to assure that valet parking services are provided in a safe and efficient operational manner.

QUALITY ASSURANCE:

The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), Department of Transportation, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or valet parking services. The Contractor shall provide adequate on-site supervision at all times in order to achieve quality assurance and to handle all customer concerns and parking incidents. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to vehicles or Government-owned furnishings, fixtures, equipment and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. The Contractor shall be responsible for the replacement of items or to repair vehicles or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

COMPLAINTS:

The Contractor shall promptly and courteously respond to complaints within 10 working days, including complaints brought to the Contractor’s attention by the Contracting Officer acting as the Quality Assurance Evaluator (QAE). The Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and the Contractor’s response. The Contractor shall permit the Government to inspect such records upon request.

MONITORING PROCEDURES:

The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified in the cure notice. The Contractor shall notify the Contracting Officer and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the cure notice, the Government shall have the right to terminate the contract in it is entirety.

REPORTS:

The Contractor shall establish a method to validate the number of vehicles parked per day (i.e. parking stubs) and submit a monthly report to the Contracting Officer and COR within seven (7) calendar days after each month ends. The report shall summarize the number of vehicles parked by valet attendants based on date and time (sorted by morning or afternoon). The report shall also identify the peak hours during the day and how many vehicles were parked during those peak hours. The report shall also include any incidents, accidents or special situations with patients, visitors, VA employees, or VA volunteers. The reports must be legible and easy to understand. Reports should be signed by the Supervisor and/or authorized representative of the Contractor. Contractor may provide for approval a sample of the types of report forms used on similar projects.

CUSTOMER SATISFACTION SURVEYS:

The Huntington VAMC and Beckley VAMC may conduct independent customer satisfaction surveys to evaluate valet services. Participation by Veterans in all surveys shall be voluntary. Results of valet parking surveys conducted by the Medical Center may be shared with the Contractor, particularly when service improvement is needed.

DISRUPTIVE BEHAVIOR:

The Contractor shall provide adequate onsite supervision at all times in order to handle disruptive behavior of any parking attendant performing under the contract. The Contractor agrees to permanently remove any member of its parking staff from performing work associated with this contract, if at the sole discretion of the VA, the employee poses a health and safety risk to any patient or individual requiring services or if the COR disapproves of the conduct due to interferences with the business or operation of the Huntington VAMC and Beckley VAMC.

DENIAL/TERMINATION OF SERVICES:

Action to limit, suspend or revoke service contract shall be in accordance with the procedures outlined in VA guidelines or Federal Acquisition Regulations. The Contractor shall be notified by the Contracting Officer, when the necessity becomes apparent to exercise such authority. The Contracting Officer shall provide the Contractor with copies of documentation initiating the revocation process if such action becomes apparent. The Government reserves the right to refuse acceptance of service provided by the Contractor due to poor performance or failure to comply with the requirements specified herein.

The Contractor and COR shall deal with complaints concerning unacceptable performance. However, the Contracting Officer is the final authority on validating complaints. In the event that contractor is involved and named in a validated complaint, the Government reserves the right to refuse acceptance of the services of such Contractor. The Contracting Officer shall be the final arbiter on questions of acceptability.

INSTALLATION APPROVAL:

The Contractor shall not install any signs without the prior guidance or written consent from the Contracting Officer or the designated COR.

BUSES OR LARGE VEHICLE:

Patients driving buses or large motor vehicles shall be directed to self-park their vehicles in the parking areas designated by VA Police. The Contractor shall not be required to park these vehicles. If necessary, due to illegal parking, valet parking attendants shall immediately call VA Police.

CHANGES TO PARKING LOTS:

No alterations to the parking lots, parking garage or parking lot stripping shall be permitted. If parking lot alterations shall be required, the Contractor shall notify the Contracting Officer & VAPD in writing with the recommended changes. If the recommended changes are approved, the Contractor shall be notified in writing by the Contracting Officer.

GOVERNMENT RESPONSIBILITIES:

The participating VA Medical Center shall provide orientation and training on VA policies and procedures relating to security, patient privacy, safety, emergency procedures, accidents/injuries and communication with VA staff. The required training shall be scheduled at a post award meeting on a mutually agreeable date and coordinated with the COR.

VA Voluntary Service shall make available Government-provided wheelchairs to facilitate patient transportation from the valet greeting area to medical appointments and back to the valet greeting area.

CONTRACTING OFFICER REPRESENTATIVE (COR):

Delegation of Authority letter(s) shall be forwarded to the using service and Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract.

The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative(s) acting within the limits of his/her authority.

CONTRACTOR POINT OF CONTACT:

The Contractor shall designate one (1) employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for Contractor on all matters relating to the daily performance of this contract. An alternate may be designated, but the Contractor shall notify the Contracting Officer and COR in writing those times when the alternate shall act as the POC.

The Contractor shall provide the name and telephone number of the person designated as Point of Contact (POC) and Alternate Point of Contact for the Contract as well as the Supervisors who work at the facility daily.

The POC shall be available by telephone Monday through Friday, between 8:00 a.m. and 5:00 p.m. excluding national holidays.

* The parties agree that the Contractor’s personnel including POC and subcontractors performing under this contract shall not be considered VA employees for any purpose. They all shall be considered employees of the Contractor.

PERSONNEL POLICY:

The Contractor shall assume full responsibility for the protection of its personnel furnishing services under this contract, such as providing Workers’ Compensation, professional liability insurance, health examination and social security payments. Payment for any leave, including sick leave or vacation time is considered the responsibility of the Contractor. The Contractor shall follow all existing local, state, federal employment laws and/or union regulations relevant to fringe benefits and premium pay for their employees. Such personnel shall not be considered VA employees for any purpose. Cost quoted in the solicitation is all-inclusive of all incidental costs including housing, transportation and premium payments for applicable insurance coverage.

OVERTIME AND HOLIDAYS:

Any overtime and/or holiday pay that may be entitled to the personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

CONTRACTOR SUBMITTALS / INSURANCE REQUIREMENTS:

Contractor shall be required to provide copies of the following:

1. The Contractor shall be required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability.

1. Prior to contract award, the Contractor shall furnish to the Contracting Officer, certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy.

1. In accordance with “FAR 28.307-2(c) the Contractor shall maintain automobile liability insurance for bodily injury and property damage on all vehicles used in the performance of this contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage.

INCIDENTS AND EMERGENCY SITUATIONS:

The Contractor shall respond to alerts or emergencies, by providing assistance to injured or stranded persons in emergency situations, and/or by notifying the VA Police. It is imperative that this area be free of any vehicles in emergency situations or when a fire alarm is activated. The Government may provide an Emergency Plan brochure to the Contractor at the time of contract award. The Emergency Plan brochure describes reporting procedures for a variety of emergency scenarios including cardiac arrest, hazardous material spills, disruptive and/or dangerous behavior, etc. In the event of an incident or Emergency, Valet parking staff shall be required to call VA Police or if an Medical Emergency: 911.

UNIFORMS:

Valet parking staff shall be neat and clean in appearance. The Contractor shall be required to provide uniforms for all valet parking staff performing under this contract. Uniforms shall include the identification of the Contractor by company name and employee name. Uniforms must be consistent in style and color and shall be worn at all times during performance of the contract. The uniform style shall be approved by the COR prior to contract implementation.

PPD SKIN TEST:

The Contractor must following the Huntington and Beckley VAMC policy on PPD Skin Tests. The current policy states that all Contractor Personnel must provide proof of a PPD Skins test before working on VA Grounds and yearly thereafter.

The Contractor shall ensure that all contract personnel provide the following documentation:

1. PPD Skin test – Results from the last 3 months shall be accepted. If PPD is positive, the individual MUST provide documentation of the absence of active TB. A PPD Skin Test must be provided yearly for each Contract Employee.

It shall be the responsibility of the Contractor to provide documentation of the above prior to assignment. On an annual basis or upon request, the Contractor shall be expected to provide evidence or copy of the results of each valet parking attendant performing under the resulting contract. The COR shall be notified of any changes in individual status with appropriate documentation. In the event of an exposure, it is required that the Contractor has a plan that must be followed to protect the individual and others. Records shall be maintained as required by CFR 1910.1030.

BACKGROUND SCREENING:

In accordance with VHA Directive 0710 all Contractor personnel providing services under this contract shall be the subject to a background screening and must receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: Special Agency Check (SAC). Any employee whose background investigation yields unfavorable results shall be removed immediately from performance under this contract. In the event the screening is not completed prior to contract performance, the Contractor shall be responsible for the actions of those individuals performing under the contract.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

The Office of Security and Law Enforcement provides Department-wide policy on the assignment of appropriate position sensitivity designations associated with Department of Veterans Affairs positions involving national security and public trust responsibilities, and on the level of background investigations required for applicants for, and incumbents of, those positions.

The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, date of birth, place of birth, occupation, and social security number of Contractor personnel. The VA shall provide all the necessary instructions and guidance for submission of the documents required to conduct the background investigation.

All Contractor Employee’s will be issued a Government PIV Card (ID Card). The PIV Card must be worn at all times while on VA Property. The PIV Card must be worn above the waist and clearly visible.

The Contractor shall be required to coordinate with the COR in order to obtain the VA provided PIV Cards for all valet parking staff. All VA provided PIV Cards shall be returned if and when the Contractor employee leaves the employment of the Contractor, at the end of the contract or upon completion of service.

DRUG/ALCOHOL POLICY:

Contractor shall ensure that all valet parking staff performing under this contract complied with the Huntington VAMC and Beckley VAMC alcohol and drug free workplace policy. The Contractor shall be expected to conduct random alcohol and drug tests on all valet parking staff. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Valet parking staff shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impaired judgment, performance, operation of vehicles and the safety of Veteran patients, VA employees, visitors, voluntaries and/or other valet parking staff. Upon request, the Contractor shall be expected to provide evidence or copy of the results of employee drug and alcohol testing.

CONTRACTOR PARKING:

Valet parking personnel are permitted to park their own vehicles in the approved Valet Parking Lot(s).

SMOKING POLICY:

Smoking is not permitted within or around the VA facility grounds, except in designated smoking areas.

CELL PHONE:

Cell phone use shall not be permitted while parking vehicles.

POST-AWARD PERFORMANCE CONFERENCE:

The Contracting Officer may schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes.

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Base POP Begin: 12-01-2018 POP End: 11-30-2019

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Base POP Begin: 12-01-2018 POP End: 11-30-2019

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 1 POP Begin: 12-01-2019 POP End: 11-30-2020

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 1 POP Begin: 12-01-2019 POP End: 11-30-2020

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 2 POP Begin: 12-01-2020 POP End: 11-30-2021

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 2 POP Begin: 12-01-2020 POP End: 11-30-2021

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 3 POP Begin: 12-01-2021 POP End: 11-30-2022.

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 3 POP Begin: 12-01-2021 POP End: 11-30-2022

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 12-01-2022 POP End: 11-30-2023

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 12-01-2022 POP End: 11-30-2023

Optional Six Month Extension. See FAR Clauses 52.217-8, Option to extend services.

The contractor shall provide Valet Service for the Huntington, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 12-01-2023 POP End: 05-31-2024

Optional six Month Extension. See FAR Clauses 52.217-8, Option to extend services.

The contractor shall provide Valet Service for the Beckley, WV VA Medical Center. All work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 12-01-2023 POP End: 05-31-2024

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SECTION C - CONTRACT CLAUSES

C.1 52.216-18 ORDERING (OCT 1995)

(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the individuals or activities designated in the Schedule. Such orders may be issued from 12/1/2018 through 11/30/2023.

(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery order or task order and this contract, the contract shall control.

(c) If mailed, a delivery order or task order is considered "issued" when the Government deposits the order in the mail. Orders may be issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.

(End of Clause)

C.2 52.216-19 ORDER LIMITATIONS (OCT 1995)

(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than TBD, the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.

(b) Maximum order. The Contractor is not obligated to honor—

(1) Any order for a single item in excess of TBD;

(2) Any order for a combination of items in excess of TBD; or

(3) A series of orders from the same ordering office within 30 days that together call for quantities exceeding the limitation in paragraph (b)(1) or (2) of this section.

(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.216-21 of the Federal Acquisition Regulation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds the maximum-order limitations in paragraph (b) of this section.

(d) Notwithstanding paragraphs (b) and (c) of this section, the Contractor shall honor any order exceeding the maximum order limitations in paragraph (b), unless that order (or orders) is returned to the ordering office within 3 days after issuance, with written notice stating the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may acquire the supplies or services from another source.

(End of Clause)

C.3 52.216-21 REQUIREMENTS (OCT 1995)

(a) This is a requirements contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Government's requirements do not result in orders in the quantities described as "estimated" or "maximum" in the Schedule, that fact shall not constitute the basis for an equitable price adjustment.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order Limitations clause or elsewhere in this contract, the Contractor shall furnish to the Government all supplies or services specified in the Schedule and called for by orders issued in accordance with the Ordering clause. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(c) Except as this contract otherwise provides, the Government shall order from the Contractor all the supplies or services specified in the Schedule that are required to be purchased by the Government activity or activities specified in the Schedule.

(d) The Government is not required to purchase from the Contractor requirements in excess of any limit on total orders under this contract.

(e) If the Government urgently requires delivery of any quantity of an item before the earliest date that delivery may be specified under this contract, and if the Contractor will not accept an order providing for the accelerated delivery, the Government may acquire the urgently required goods or services from another source.

(f) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 11/30/2023.

(End of Clause)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

(End of Clause)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.

(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quantity designated in the Schedule as the "maximum." The Government shall order at least the quantity of supplies or services designated in the Schedule as the "minimum."

(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of orders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple locations.

(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Contractor shall not be required to make any deliveries under this contract after 11/30/2023.

(End of Clause)

C.6…