36C24519Q0250-001.docx

36C24519Q0250

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

36C24519Q0250 04-22-2019 Randy Brown 410-642-2411 05-22-2019

1:00 PM EST

Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point

MD

21902 X X 812930 $38.5 Million X N/A X Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point

MD

21902 Department of Veterans Affairs VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point

MD

21902

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

See CONTINUATION Page Valet Services for Martinsburg and DC VA Medical Center.

All work shall be in accordance with the statement of work Questions due on 5/3/2019 at 2:00 PM EST to Randall.Brown@va.gov & Caitlin.Hippensteel@va.gov Wage Determinations labor category 31260 is incorporated into this solicitation. See section D for Wage Determination Golf chart drivers shall be priced in accordance with WD labor catetory 31260, Parking and Lot Attendents.

Anticipated Period of Performance: 8/1/2019 - 7/31/2020, with four 12-month options.

Site Visits: Martinsburg 5/2/2019 and DC 5/1/2019.

See CONTINUATION Page X x Table of Contents

A.2 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 VA Maryland Health Care System Contracting Officer (90C) P.O. Box 1000, Bldg. 101, Room 26 Perry Point MD 21902

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 Invoice Setup Information 1-877-489-6135 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

A.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Martinsburg Valet Services. Work shall be in accordance with the statement of work.

Contract Period: Base POP Begin: 08-01-2019 POP End: 07-31-2020

DC Valet Services. All work shall be in accordance with the statement of work.

Contract Period: Base POP Begin: 08-01-2019 POP End: 07-31-2020

Martinsburg Valet Services. Work shall be in accordance with the statement of work.

Contract Period: Option 1 POP Begin: 08-01-2020 POP End: 07-31-2021

DC Valet Services. All work shall be in accordance with the statement of work.

Contract Period: Option 1 POP Begin: 08-01-2020 POP End: 07-31-2021

Martinsburg Valet Services. Work shall be in accordance with the statement of work.

Contract Period: Option 2 POP Begin: 08-01-2021 POP End: 07-31-2022

DC Valet Services. All work shall be in accordance with the statement of work.

Contract Period: Option 2 POP Begin: 08-01-2021 POP End: 07-31-2022

Martinsburg Valet Services. Work shall be in accordance with the statement of work.

Contract Period: Option 3 POP Begin: 08-01-2022 POP End: 07-31-2023

DC Valet Services. All work shall be in accordance with the statement of work.

Contract Period: Option 3 POP Begin: 08-01-2022 POP End: 07-31-2023

Martinsburg Valet Services. Work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 08-01-2023 POP End: 07-31-2024

DC Valet Services. All work shall be in accordance with the statement of work.

Contract Period: Option 4 POP Begin: 08-01-2023 POP End: 07-31-2024

DEPARTMENT OF VETERANS AFFAIRS (VA)

POLICE SERVICES

STATEMENT OF WORK (SOW)

FOR

Valet and Shuttle Services

Date: 02/01/2018

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 Martinsburg & DC VAMCs. 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 Martinsburg & DC VAMC serving approximately 100-200 vehicles 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 Martinsburg & DC 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.

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. 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.

Parking Attendants DC:

(8) Eight Valet Parking Attendants for the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC. Hours of Operations: Monday thru Friday 07:00am – 03:00pm. (No Federal Holidays or Weekends).

(3) Three Valet Parking Attendants for the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC Hours of Operations: Monday thru Friday 10:00am -06:00pm. (No Federal Holidays or Weekends).

(2) Valet Attendants (On-Site) Supervisor for the Department of Veterans Affairs Medical Center – 50 Irving Street, N.W., Washington, D.C. Hours of Operations: Monday thru Friday.

(1) Valet Parking Attendant Supervisor (On-Site) – 07:00am -03:00pm

(1) Valet Parking Attendant Supervisor (On-Site) – 10:00am – 6:00pm

*Three Valet Attendants Drivers (Golf Carts) for the Visitor & Patients Parking Garage for the Department of Veterans Affairs Medical Center – 50 Irving Street, N.W., Washington, D.C. Hours of Operations: 6:00am – 6:00pm – Monday thru Friday. – Additional Services.

1.

Location:

Martinsburg, WV VA Medical Center: 510 Butler Ave, Martinsburg, WV 25405 Washington DC Medical Center: 50 Irving Street, N.W. Washington DC 20422

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 Martinsburg VA & DC facility. 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 Martinsburg VA facility shall not release the Contractor from complying with the terms, conditions, specifications, and requirements of the resulting contract.

DESIGNATED VALET PARKING LOTS:

The Martinsburg & DC 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 Martinsburg & DC VAPD will always maintain authority over all vehicles and parking at the facility. If deemed necessary by the Martinsburg 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.

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 Martinsburg & DC VAMC 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 the COR 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 Martinsburg & DC 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 and contact information.

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:

The service shall include assisting patients and their families who request front door service, assisting with wheelchairs and other devices in and out of cars, escort patients inside, and parking of automobiles to include vehicles with adaptive equipment.

To reduce the risk of injuries to valets and potentially to the Veterans using valet services, valets will be responsible for following the Martinsburg & DC VAMC’s practices for Safe Patient Handling and Mobility (SPHM) program. Valets will be responsible for assisting Veterans to and from their vehicles utilizing designated safe patient handling equipment when indicated. All valets will be trained on safe patient handling technique upon hiring and will be trained to use the MedCare Care Extractor Lift and the Apex Spryte Stand Aide. A competency form will be completed following the successful training and return demonstration by each valet.

The Martinsburg & DC VAMC will be responsible for providing the MedCare Care Extractor and Apex Spryte Stand Aid. The valets will be responsible for the security of this equipment when in use and at the end of each day the equipment is used. Any VAMC equipment lost, stolen, or damaged by neglect of the valet contractors is the contractor’s responsibility to replace at no cost to the Government.

Training will be provided by the Martinsburg & DC VAMC on the use of the safe patient handling equipment that will be used by the valets. Coordination of training for new hires will be the responsibility of the valet Supervisor/Lead. No valet will be permitted to use designated equipment until training is completed and a competency form is on file.

Valet parking attendants shall not lift or pick up patrons out of their vehicle without using the supplied VA MedCare Care Extractor or Apex Spryte.

The contractor shall deliver these wheelchairs upon patient or caretaker request to the patient to facilitate patient travel from the drop off area to the volunteer desk at the hospital entrance, if requested. The contractor will not escort patients within the hospital/facility. All wheelchairs used will be noted on the contractor ticket for accountability.

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 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.

To be eligible to perform under this contract, each contract employee must satisfactorily complete VA Talent Management System (TMS) web base training. Effective March 23, 2012, all contractors are required to begin using TMS for their mandatory training, utilizing the Create New Feature at www.tms.va.gov. Contract employees will self-enroll into TMS and select the following courses. Training is to be accomplished outside of contract duty hours. TMS courses will require completion annually.

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 /Martinsburg 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 Martinsburg 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.

Uniforms:

The Contractor’s uniform should be prior approved by the COR before initial commencement of work. The selected uniform will be standard for all employees. At no time will any contract employee wear their own jacket, shirt, pants, coat, gloves, or head gear. All cold weather/rain gear will be supplied by the contract company. Uniforms shall facilitate easy identification of contractor employees by employee name and company name. Uniforms shall be worn at all times during performance of contract duties. Uniforms will be neat in appearance. Shirts and pants will be ironed or pressed. The COR can request a contractor to be sent home if their uniform is not presentable. The contractor will replace any worn-out or torn uniform at no cost to the Government or employee.

Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition:

A. Shirt, button up, long sleeve (Cold weather days) B. Shirt, button, up short sleeve C. Trouser, all season weight D. Jacket, winter, heavyweight artic field coat E. Jacket, lightweight F. Trench rain coat G. Winter gloves, (pair), (color to match accessories) H. Hat with company logo or “valet” written on face, (color to match accessories) I. Ear muffs or , (color to match accessories) The outermost article of clothing being worn by the valet staff above the waist shall have, in whole or in part, reflective material to improve worker visibility to alert drivers of the valet’s presence when walking through the lots. The reflective gear shall at a minimum meet ANSI 107-2015 Type R, Class 2 requirements.

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.

MARTINSBURG VAMC HOURS OF OPERATION:

Proposed hours of operation are 6:30 am to 5:00 pm Monday through Friday for the Martinsburg & DC VAMC, excluding Federal Holidays. The COR will notify the contractor if valet will be operating on other days 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. The medical center does not routinely close for adverse weather conditions. When the medical center remains open during adverse weather events it is expected sufficient staff will be on site to operate the valet service.

At 5:00 pm, the parking attendants shall turn over all remaining keys and associated tickets to the AOD. A log will be completed for all remaining keys turned over to the AOD. The log will include the ticket number, vehicle make and model, registration number, valet attendant’s name that tuned keys over to the AOD, and the AOD’s name with signature that took responsibility of the keys. The AOD will then lock up the keys in the AOD’s safe

WASHINGTON DC VAMC HOURS OF OPERATION:

Proposed hours of operation are 7:00 am to 6:00 pm Monday through Friday, excluding Federal Holidays and weekends 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.

NATIONAL HOLIDAYS:

Listed below are the ten national holidays:

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

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 Martinsburg 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 such a determination of unfitness may be made for but not limited to, the following types of incidents of misconduct or delinquency:

Violations of VA Rules and Regulations Governing Security, Law Enforcement, and Standards of Conduct on Veterans Affairs Property, 38 CFR 1.218.

A. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, lack of or limited productive service and refusing to render assistance or cooperate in upholding the integrity of the valet and shuttle program at the work-site.

B. Disorderly conduct, use of abusive or offensive language, quarreling, rude inappropriate comments, sexual harassment, intimidation by words or actions, or fighting. Also, participation in disruptive activities which interfere with the normal and efficient operations of the government.

C. Theft, vandalism, immoral conduct, or any other criminal act.

D. Selling, consuming or being under the influence of intoxicants, drugs, or substances which produce similar effects.

E. Involvement in commercial activities at any time while on Government controlled property (included soliciting sale, donation, etc., from employees, patients, or others).

F. Improper use of official authority or credentials.

G. Unauthorized use of communications equipment or Government property (includes unauthorized or personal use of internet, long distance telephone services or government computer network).

H. Possession or Misuse of weapons(s).

I. Receiving gifts or tips from VA employees, veterans, or their family members.

The Contracting Officer, in conjunction with COR will make all determinations regarding the removal of a person(s) from the work site(s). In the event of a dispute, the Contracting Officer will make final determination. Specific reasons for removal of an employee(s) will be provided in writing to the Contractor.

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.

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 Martinsburg 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 not 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.

PERFORMANCE STANDARDS SUMMARY

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

Two or more issued CDRs may result in reduction of the monthly invoice of 5%.

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

Contractor shall perform all of the requirements in accordance with SOW Section: Training

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

Contractor shall perform all of the requirements in accordance with SOW Section: Uniforms

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

Contractor shall perform all of the requirements in accordance with SOW :Reporting Requirements

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

Contractor shall perform all of the requirements in accordance with SOW Section: Claims for Damages

Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service.

CONFIDENTIALITY AND NONDISCLOSURE:

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO shall be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

B.3 CONTRACTOR’S Performance Assessment Reporting System

This contract will require reporting by the Veterans Health Administration (VHA) in the Contractor Performance Assessment Reporting System (CPARS); therefore, at the time of award the contractor shall provide to the Contracting Officer a Point-of-Contract (POC) individual who will be responsible for managing reports within CPARS on this contract and will be assigned the role as “contractor representative” (CR) within CPARS.

CPARS is a Federal-agency wide system for the collection of Contractor Past Performance Information (PPI). Reporting PPI through CPARS is being implemented throughout VHA to be in compliance with the requirements of FAR Part 42 for documenting contractor performance assessments and evaluations.

PPI is relevant information for future source selection purposes regarding a contractor’s actions under previously awarded contracts. It includes, for example, the contractor’s record of conforming to contract requirements and to standards of good workmanship; the contractor’s record of forecasting and controlling costs; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; the contractor’s record of integrity and business…