Solicitation 36C25021Q0620-0001 Reissue dated 05-27-2021.pdf

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 90

See Block 25

36C25021Q0620-0001

05-18-2021 ISSUED

05-27-2021 REISSUED

Robert Bolcavage robert.bolcavage@va.gov 06-03-2021

13:00 EDT

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

X 100

X

812930

N/A

See PWS and PRICE/COST SCHEDULE

36C250

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

NOTE: This requirement is 100% SDVOSB SETASIDE

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

The contractor shall provide all required labor, material, supplies, equipment and supervision of contractor personnel necessary to perform full valet support service for Chalmers P. Wylie VA Ambulatory Care Center(VAACC)in Columbus Ohio in accordance with the terms and conditions established in the solicitation with anticipated performance periods summarized as follows:

- Base Period (CLIN-0001): 1-Jul-2021 to 31-Oct-2021

- Option Year One (CLIN-1001): 1-Nov-2021 to 31-Oct-2022

- Option Year Two (CLIN-2001): 1-Nov-2022 to 31-Oct-2023

- Option Year Three (CLIN-3001): 1-Nov-2023 to 31-Oct-2024

- Option Year Four (CLIN-4001): 1-Nov-2024 to 31-Oct-2025

This solicitation shall be conducted in accordance with FAR Subpart 13.5 and is anticipated to result in the award of firm-fixed price type contract as defined in FAR Subpart

16.202 (Firm-Fixed Price Contracts).

All offerors shall submit questions if any NLT 28 May 2021.

See CONTINUATION Page

Subject to FAR 52.232-18 (Availability of Funds)

X X

X 1

John M. Ryan Contracting Officer

John M. Ryan 1006633

Digitally signed by John M.

Ryan 1006633 Date: 2021.05.27 14:20:01 -04'00'

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PRICE/COST SCHEDULE (25 May 2021)

ITEM INFORMATION

B.3 PERFORMANCE WORK STATEMENT (PWS) dated 25 May 2021

SECTION C - CONTRACT CLAUSES

C.1 52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(JAN 2011)

C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.3 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (OCT 2020)

C.4 52.215-22 LIMITATIONS ON PASS-THROUGH CHARGES—IDENTIFICATION OF

SUBCONTRACT EFFORTS (OCT 2009)

C.5 52.215-23 LIMITATIONS ON PASS-THROUGH CHARGES (JUN 2020)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 52.219-14 LIMITATIONS ON SUBCONTRACTING (MAR 2020)

C.9 52.224-1 PRIVACY ACT NOTIFICATION (APR 1984)

C.10 52.224-2 PRIVACY ACT (APR 1984)

C.11 52.224-3 PRIVACY TRAINING (JAN 2017)

C.12 52.242-15 STOP-WORK ORDER (AUG 1989)

C.13 52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS (OCT 2020)

C.14 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.15 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.16 VAAR 852.212-70 PROVISIONS AND CLAUSES APPLICABLE TO VA

ACQUISITION OF COMMERCIAL ITEMS (APR 2020)

C.17 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.18 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.19 VAAR 852.219-75 SUBCONTRACTING COMMITMENTS MONITORING AND

COMPLIANCE (JUL 2018)

C.20 VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018)

C.21 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.22 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.23 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.24 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 WAGE DETERMINATION (WD) 2015-4729 (R15) FRANKLIN COUNTY OHIO (see attached) D.2 HISTORICAL ESTIMATED WORKLOAD DATA (see attached) D.3 FACILITY PARKING MAP (see attached)

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUN 2020)

E.2 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.3 52.212-2 (Addendum A) – Past Performance Questionnaire E.4 52.212-2 (Addendum B) – Statement of Department of Labor Wage Determination Compliance E.5 52.212-2 (Addendum C) – Statement of FAR 52.219-14 Limitations on Subcontracting Compliance

MEMORANDUM FOR RECORD

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL

ITEMS (OCT 2020)

E.7 52.204-17 OWNERSHIP OR CONTROL OF OFFEROR (AUG 2020)

E.8 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

E.9 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.10 52.217-5 EVALUATION OF OPTIONS (JUL 1990)

E.11 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.12 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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 36C250

Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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.

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

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

AMENDMENT NO DATE

0001 25 May 2021

B.2 PRICE/COST SCHEDULE (25 May 2021)

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE NTE AMOUNT

4.00 MO $_________ $_____________

BASE PERIOD: The contractor shall provide full valet support services as defined in the PWS and in accordance with the terms and conditions established in the contract.

Contract Period: Base POP Begin: 07-01-2021 POP End: 10-31-2021

12.00 MO $_________ $_____________

OPTION YEAR ONE (1): The contractor shall provide full valet support services as defined in the PWS and in accordance with the terms and conditions established in the contract.

Contract Period: Option 1 POP Begin: 11-01-2021 POP End: 10-31-2022

OPTION YEAR TWO (2): The contractor shall provide full accordance with the terms and conditions established in the contract.

Contract Period: Option 2 POP Begin: 03-01-2022 POP End: 10-31-2023

OPTION YEAR THREE (3): The contractor shall provide full accordance with the terms and conditions established in the contract.

Contract Period: Option 3 POP Begin: 11-01-2023 POP End: 10-31-2024

12.00 MO $__________ $_____________

OPTION YEAR FOUR (4): The contractor shall provide full accordance with the terms and conditions established in the contract.

Contract Period: Option 4 POP Begin: 11-01-2024 POP End: 10-31-2025

GRAND

TOTAL

PRICE/COST SCHEDULE - SUMMARY (BASE AND OPTIONS)

Valet Support Service for Columbus VAACC

Period/Option

Period of Performance Total Price

(Maximum NTE) Base Period (CLIN-0001) 1-July-2021 to 31-October-2021 $_____________ Option Year One (CLIN-1001) 1-November-2021 to 31-October-2022 $_____________ Option Year Two (CLIN-2001) 1-November-2022 to 31-October-2023 $_____________ Option Year Three (CLIN-3001) 1-November-2023 to 31-October-2024 $_____________ Option Year Four (CLIN-4001) 1-November-2024 to 31-October-2025 $_____________

TOTAL PRICE $_____________

B.3 PERFORMANCE WORK STATEMENT (PWS) dated 25 May 2021

PERFORMANCE WORK STATEMENT (PWS)

Valet Support Service at Chalmers P. Wylie VAACC in Columbus Ohio

25 May 2021

1. GENERAL. This is a non-personnel services contract in which the contractor shall provide valet support service for Chalmers P. Wylie VA Ambulatory Care Center (VAACC) in Columbus Ohio on a firm-fixed price basis. The government shall not exercise any supervision or control over the contract service providers performing the services herein.

1.1 SCOPE SUMMARY. The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items necessary to provide valet support service for Chalmers P. Wylie VAACC in Columbus Ohio as established in this Performance Work Statement (PWS) and in accordance with terms and conditions established in the contract for the following location:

Chalmers P. Wylie VA Ambulatory Care Center (VAACC) 420 North James Road Columbus, Ohio 43219

The contractor shall be responsible for providing full valet support service for Columbus VAACC. The contractor shall provide valet support service in accordance with this PWS and the terms and conditions of the contract. The general requirements for valet support service summarized as follows:

The contractor shall be responsible for providing all staffing necessary to perform services which shall be based primarily at the entrance (main/primary entrance). The government may provide the contractor access to the climate-controlled valet support service booth located at the main/primary entrance.

The contractor shall assist any patient who requires assistance parking their vehicle and/or assistance with wheelchair to/from their vehicle to the main entrance of the medical facility within the screening area. The contractor shall utilize wheelchairs that are provided by the government and/or patient to assist the patient in moving to/from their vehicle to the main entrance of the medical facility.

The contractor shall assist in providing traffic control for special events and other emergency situations when required by the government.

The contractor shall maintain a manual log during the performance of the contract documenting the date(s) and time(s) that each vehicle parked and/or patient assisted with a wheelchair or by other means to and from their car. The contractor shall provide the government representative(s) designated by the contracting officer a copy of the manual log for any given date(s) and time(s) upon request.

1.2 PERIOD OF PEFORMANCE. The periods of performance for the base and all option periods for this contract are summarized as follows:

Base Period (CLIN-0001): 1-July-2021 to 31-October-2021 Option Year One (CLIN-1001): 1-November-2021 to 31-October-2022 Option Year Two (CLIN-2001): 1-November-2022 to 31-October-2023 Option Year Three (CLIN-3001): 1-November-2023 to 31-October-2024 Option Year Four (CLIN-4001): 1-November-2024 to 31-October-2025

1.3 GENERAL REQUIREMENTS

1.3.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall identify and define the management concept for ensuring compliance with all contract requirements. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor will have an on-going quality assurance and /or quality improvement program designed to objectively and systematically measure, assess, and improve performance to enhance patient care and all patient care services. The contractor’s quality control program is the means by which the contractor assures that all work complies with the requirement of the contract. The contractor shall provide a copy of the Quality Control Program (QCP) with their offeror as specified by the Contracting Officer and upon request thereafter. After acceptance of the quality control plan, the contractor shall immediately notify the contracting officer of any proposed changes to their quality control program and submit a change request in writing to the contracting officer. The contractor shall furnish copies of these records if requested by the Contracting Officer, COR, COTR and/or government representative(s) designated by the CO in writing. The contractor’s quality control program shall incorporate all items specified in the Performance Requirements Summary (PRS) of this PWS.

1.3.2 Quality Assurance. The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the government must do to ensure that the contractor has performed in accordance with the performance standards established in the PRS and the PWS. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) which shall include but is not limited to the following:

a. Feedback from Veterans and their Families, Visitors, Volunteers and VA staff: Feedback may be obtained from either the results of formal customer satisfaction surveys or from compliments/complaints. In order for complaints to be considered valid, the individual(s) filing the complaint must do so in writing using a locally modified version of VA Form 21-4138 (Statement In Support of Claim). Copies of this form will be available from the CO designated government representative(s) and the VAACC Volunteer Service Desk at the main entrance. The CO designated government representative(s) shall collect completed compliment/complaint forms as they are submitted and retain them as part of the government’s QA/QC file. Complaints shall be investigated by the CO designated government representative(s) and if found to be valid the contractor shall be notified and instructed to correct the cause of the complaint. The CO designated government representative(s) shall additionally document validated complaints on a QASP PRS checklist.

b. Random Monitoring/Surveillance: As stated in the performance standards of the QASP, the Quality Assurance Evaluators (QAEs) as assigned by the CO designated government representative will monitor the contractor’s performance under the contract against the PRS. QAEs will be familiar with the QASP prior to the beginning of monitoring performance and will only have authority to document performance and provide documentation to the COR for his/her review. Documentation of performance will be retained as part of the Government’s QA/QC file. The CO designated government representative(s) shall enter all results of monitoring on a QASP PRS checklist.

c. System Generated Reports: As stated in the performance standards of the QASP, the CO designated government representative(s) will receive notifications from VA TMS when an employee is due/overdue for training. The CO designated government representative(s) shall ensure that the contractor’s On-Site manager is aware that employees are due/overdue for training or prohibited from performing duties under the contract until the training is complete as appropriate. System generated reports will be retained as part of the Government’s QA/QC file. The CO designated government representative(s) shall enter all results of this monitoring on a QASP PRS checklist.

d. Notification from VA Police: As stated in the performance standards of the QASP, the CO designated government representative(s) will receive notifications from VA Police of any incident that leads to the generation of a police report of property damage, report of theft or the arrest of an employee of the contractor.

The CO designated government representative(s) immediately notify the CO of the incident and appropriate contractual action will be taken. Notifications of these incidents will be retained as part of the government’s QA/QC file. The CO designated government representative(s) shall enter all results of this monitoring on QASP PRS checklist.

e. Documenting Performance: The government shall maintain a QA/QC file of the contractor’s performance under the contract documenting positive and negative performance. The CO designated government representative(s) shall quarterly (based on the Federal Fiscal Year) generate a report for both the CO and the contractor based on the QASP PRS checklist for the three months of the quarter. Any communications (except routine) between the government and the contractor shall be summarized and any actions taken by the Government that affect the contract during the reporting period shall additionally be included. Other performance related issues or miscellaneous item will be included in the quarterly report.

If the contractor’s performance for any PRS line item does not meet the PRS performance standard during a monitoring period, the CO designated government representative shall generate a Contract Discrepancy Report (CDR) and present it to the CO for issuance to the contractor as appropriate. The CDR(s) shall specify the nature of the discrepancy, if there are required corrected actions and the timeline for taking corrective actions. The contractor shall acknowledge receipt of the CDR in writing and develop a Corrective Action Plan (CAP) if required. The government shall review the contractor’s CAP to determine acceptability.

CDRs and CAPs will become part of the government’s QA/QC file and may form the basis for contractual actions by the CO if deemed necessary to correct the contractor’s performance under the contract.

f. QASP Review and Updates: Prior to the exercising of any contract option periods, the CO, CO designated government representative(s) and contractor shall review the QASP to determine if any changes to the QASP are needed. The government retains final authority on what is contained in the QASP.

1.3.3 Federally Recognized Holidays. The contractor is not anticipated to provide service on Federally recognized holidays in accordance with the terms and conditions established in this PWS to include but not limited to the following:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

1.3.3.1 Any other day specifically designated as a holiday by the President of the United States. If a holiday falls on a Saturday, the preceding Friday is recognized as the holiday; if the holiday falls on Sunday, the following Monday is recognized as the holiday.

1.3.4 Hours of Operation. The contractor shall be available to schedule services from Monday through Friday from 0700-EST to 1700-EST (with peak hours 0800 to 1400-EST) except on Federally recognized holidays.

The contractor shall coordinate with the COR and/or authorized government representative designated in writing by the COR and/or Contracting Officer to schedule services prior to the first working day of the calendar month. All services shall be performed at the rates established in the COST/PRICE SCHEDULE in accordance with the terms and conditions of this contract. The contractor must maintain an adequate workforce to ensure that uninterrupted services are performed for all requirements defined within this PWS. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.3.5 Place of Performance. The contractor shall furnish provide services in accordance with the terms and conditions of this contract as requested by the authorized government representative(s) designated in writing by the CO in accordance with the procedures specified within this PWS for the following locations:

Department of Veterans Affairs Chalmers P. Wylie VA Ambulatory Care Center (VAACC) 420 North James Road Columbus, Ohio 43219

1.3.6 Type of Contract. The government intends to award a single-award firm-fixed price (FFP) type contract for the effort specified herein. The base and option periods (if any) specified in the SCHEDULE OF SERVICES - PRICE SCHEDULE shall be exercised in accordance with the terms and conditions established in the contract. The authority that will be utilized to award this effort will be in accordance with FAR Part 13.5 (Simplified Procedures for Certain Commercial Items).

1.3.7 Security Requirements and Background Checks. All contractor employees shall comply with the security and background check requirements required by Federal, State, Local and the Department of Veterans Affairs to perform wheelchair (or ambulette) transportation service in support of this VA medical facility in the state of Ohio.

1.3.7.1 VAMC/VAACC Identification Badges: The contractor shall ensure that all personnel obtain VAMC/VAACC identification badges from the each VAMC/VAACC security personnel office as appropriate in compliance with all federal and local VAMC/VAACC facility policies. The contractor shall ensure that all employees providing service under this contract are issued a valid government “flash badge” from Columbus VAACC. The contractor shall ensure that all employees are issued/reissued a flash badge every 6-months in order have access to the facility and the facilities grounds. A flash badge is a temporary badge that allows access to the facility for individuals who do not require access to VA IT systems. The government will provide lanyards to the contractor for their employees to carry their flash badges which shall be readily visible all the time. The employees of the contractor may be required to have background checks completed at any given time when required by the government

1.3.7.2 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.3.7.3 Key Control: Not Applicable.

1.3.7.4 Lock Combinations: Not Applicable.

1.3.8 Special Qualifications. See requirements below.

1.3.9 Post Award Conference/Periodic Progress Meetings. The contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer (CO) and government representative(s) designated by the CO may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.3.10 Contracting Officer’s Representative (COR), Contracting Officer’s Technical Representative (COTR) or other Government Representative(s) Designated by the CO. The (COR, COTR or other Government Representative Designated by the CO) if designated will be identified by separate letter issued by the cognizant government Contracting Officer. These designated representative(s) of the CO monitor all technical aspects of the contract and assists in contract administration and are authorized to perform the following functions: assure that the contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract; monitor Contractor's performance and notifies both the Contracting Officer and contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of contractor personnel. A letter of designation issued to the COR, COTR or government representative(s), a copy of which is sent to the contractor, states the responsibilities and limitations of their responsibilities, most importantly with regard to changes in cost or price, estimates or changes in delivery dates. The COR, COTR and/or government representative(s) of the CO are not authorized to change any of the terms and conditions of the resulting order.

1.3.11 Key Personnel. The following personnel are considered key personnel by the government: Project Manager/Alternate Project Manager and Officer in Charge. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.3.11.1 Personnel Roster. Not later than ten calendar days after notification of award prior to commencement of any services, the contractor shall provide a list of all personnel that will perform services under this contract, their work schedules, and information regarding a contact person for this contract to the Contracting Officer (CO). Thereafter, any changes to the personnel roster of the contractor shall be submitted to the CO, COTR and all authorized government representative(s) designated in writing by the CO within 24 hours of any change in staff.

1.3.12 Identification of Contractor Employees: All contract personnel attending meetings, answering government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.3.13 Contractor Travel: Not Applicable

1.3.14 Other Direct Costs: Not Applicable

1.3.15 Data Rights: Not Applicable

1.3.16 Organizational Conflict of Interest: Not Applicable

1.3.17 Phase-In /Phase-Out Period: Not Applicable

2. DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS

BENEFICIARY. Veterans and other members determined to be eligible for benefits by the VA.

CLIN: Contract Line Item Number CONTRACTOR. A vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime contractor and its employees. The contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times.

CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

NOT TO EXCEED (NTE). The price and/or quantity that the contract or purchase order shall not exceed.

PERSONAL PROTECTIVE EQUIPMENT (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, local and VAACC policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE. The government procedures to verify that services being performed by the contractor are performed according to acceptable standards.

QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY ASSURANCE. Those actions taken by the Government to assure services meet the requirements of this contract.

QUALITY ASSURANCE EVALUATOR(S): Government personnel responsible for surveillance of contractor performance.

QUALITY ASSURANCE SURVEILLENCE PLAN (QASP). An organized written document specifying the surveillance methodology to be utilized by the government for surveillance of contractor performance.

QUALITY CONTROL PLAN (QCP): The QCP is the contractor's management plan for executing the contract which shall be provided to the government upon request and whenever updated by the contractor. The contractor QCP describes the way in which the contractor will produce the deliverables, and the step-by-step approach that will be taken to ensure the quality of service provided to the government.

SUBCONTRACTOR(S). A subcontractor is one who enters into a contract with a contractor (or prime contractor). The contractor (or prime contractor) may choose to subcontract a nominal amount of patient transports during periods of increased demand to comply with the terms and conditions of this contract. The prime contractor is fully responsible for performance of their sub-contractor(s) and shall ensure that their subcontractor(s) are fully compliant with the terms and conditions of this contract at all-times. In addition, the prime contractor shall ensure that their subcontractor(s) clearly identify themselves as the subcontractor for the prime contractor in all written correspondence (i.e. log books, patient transport sheets, etc.) and verbal exchanges with government representatives for all patient transportation runs.

THE JOINT COMMISSION (TJC). A national not-for-profit organization dedicated to administering accreditation programs that improve the care, safety and treatment of patients in a health care facility and environment.

UNIVERSAL PRECAUTIONS. The standard precautions which shall be taken by the contractor when it is anticipated that an individual may encounter blood or body fluid while performing normal duties which require the use of personal protective equipment (e.g., gloves).

2.2. ACRONYMS:

CBOC Community Based Outpatient Clinic CFR Code of Federal Regulations CLC Community Living Centers CO Contracting Officer CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer’s Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf CPARS Contractor Performance Assessment Reporting System FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 NHCU Nursing Home Care Unit NTE Not to Exceed OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OAC Ohio Administrative Code ORC Ohio Revised Code PBS Patient Business Services PM Program Manager PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Plan QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TJC The Joint Commission VAAR Veterans Affairs Acquisition Regulation VAPS VA Police System VISTA Veteran’s Health Information Systems and Technology Architecture VSC VHA Service Center VAACC Veterans Affairs Ambulatory Care Clinic VAMC Veterans Affairs Medical Center VHA Veteran’s Health Administration VHA PM Veteran’s Health Administration Procurement Manual

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1.Services: Not applicable

3.2 Facilities: Not applicable.

3.3 Utilities: Not applicable.

3.4 Equipment/Material/Space. The government shall provide, at a minimum, the following items to perform duties under the contract:

3.4.1. Space for the establishment of valet service operations (does not include office space).

3.4.2. Space for the drop off/claim of customer vehicles.

3.4.3. A designated lot for the parking of customer vehicles.

3.4.4. A designated lot for the parking of contractor’s employee vehicles.

3.4.5. Government required training for contractor employees (see Section 5.5 Contractor Employee Requirements).

3.4.6. Employee background investigations (see Personnel Security Requirements).

3.4.7. Wheelchairs for customer use and drop off/claim area.

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to perform all services under this contract as defined in this PWS and in accordance with the terms and conditions of this contract.

4.2. Materials, Supplies and Equipment: The contractor shall furnish all material, supplies and equipment required to perform work under this contract. The contractor shall NOT be permitted to borrow equipment from the VAACC facility. The contractor shall at no time and under any circumstances exchange supplies and/or equipment with VAACC. The prices quoted in the PRICE/COST SCHEDULE shall be inclusive of consumables utilized to perform services which shall include but is not limited to the following:

4.2.1. A lockable, rolling key cabinet for the storage of customer keys.

4.2.2. Signage directing customers to the location of valet services and after-hours policy. All signage shall be professional in nature and approved by the Government prior to being placed into use. Signage must be printed and wind/rain resistant; hand-written signs are not permitted at any time. Additional equipment/supplies such as traffic cones, traffic control flags/lights, two-way radios and other miscellaneous items the contractor desires to have in order to perform duties under the contract shall be approved by the Government before they are placed into use

4.2.3. Prominently displayed signage informing customers that tipping is prohibited.

4.2.4. Customer claim tickets or other equipment/supplies to record ownership of vehicles that are parked by the contractor.

4.2.5. Employee driver’s license abstracts which shall be provided by the contractor with 24-hours of request by the CO or government representative authorized by the CO in writing (see Contractor Employee Requirements).

4.2.6. Employee background investigation expenses (see Personnel Security Requirements).

4.2.7. Employee uniforms (see Contractor Employee Requirements).

4.2.8. Personal Protective Equipment (PPE): The contractor shall provide all PPE necessary to perform services under this contract in accordance with Federal, State, VA, VHA, state, local and Columbus VAACC policies and procedures, which are subject to change. The contractor shall also ensure that all subcontractor(s) performing services under this contract comply with all PPE requirements as specified herein.

5. REQUIREMENTS:

5.1 The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items necessary to provide VALET SUPPORT SERVICE for VAACC in accordance with terms and conditions established in the contract which includes this Performance Work Statement (PWS) and the performance standards established in the Performance Requirements Summary (PRS) portion of this PWS. The government will, in good faith, make every effort to notify the contractor in advance of any special events or construction that could have an impact on valet service usage or parking availability.

5.1.1 Performance Requirements Standards. The performance requirements standards for this contract to include required response times are defined in the Performance Requirements Summary (PRS) section of this

PWS.

5.2 The contractor will be the primary point of contact for patients and visitors seeking to utilize the VAACC valet service. The contractor’s employees may provide assistance to customers in exiting/entering a customer’s vehicle (including unloading/loading of wheelchairs or walking aids), unless such assistance requires special training or medical supervision. In such cases the employee shall request assistance from a VA staff member or a volunteer from the VA Volunteer Service. The contractor may refuse valet service for following types of vehicles and direct the customer to self-park in non-valet parking lots:

5.2.1. Commercial vehicles or other vehicles used for transportation services.

5.2.2. Vehicles modified to accommodate a specific disability for the driver that cannot be operated without additional training or licensing.

5.2.3. Vehicles which lack a functional seat belt or are considered unsafe to drive.

5.2.4. Vehicles which do not have functioning doors, windows or locks (i.e. cannot be secured).

5.2.5. Vehicles operated by persons who are neither patients or families members who are assisting a patient.

5.2.6. Vehicles arriving between 4:00PM and 5:00PM.

5.3. All customer vehicles shall be directed to park in the designated area for valeted vehicles:

5.4 ACCIDENTS AND EMERGENCIES. The contractor shall endeavor at all times to prevent accidents from occurring. Should an accident occur involving an employee of the contractor or a vehicle in the possession and control of the contractor, VA Police and the government representative(s) designated by the CO shall be notified immediately. Any claims of damage shall be handled by the contractor directly with the claiming party; the government shall be provided with copies of the claim and the final outcome. The contractor shall carry liability insurance for the handling of claims against the contractor:

5.4.1. Should an emergency situation occur (such as a medical emergency or hazardous situation), the contractor’s employees shall notify VA Police immediately.

5.5 CONTRACTOR EMPLOYEE REQUIREMENTS:

5.5.1. STAFFING: The contractor shall at all times provide enough employees on duty to ensure the contract’s performance metrics listed in the Quality Assurance Surveillance Plan (QASP) are met. The Contractor shall additionally provide at a minimum one On-Site manager who will always be present at the key cabinet(s) to ensure the security of the valeted vehicle keys, provide administrative support and be the primary interface between valet customers claiming vehicles and the Contractor’s employees. The Contractor’s On-Site manager shall not valet vehicles at any time.

5.5.2. LICENSING: All employees of the contactor shall possess a valid, unexpired Class D or higher Ohio Driver’s License with no medical restrictions that limit the driver to only operating adapted/modified vehicles. The contractor shall provide to the VA prior to the start of work under the contract, upon the exercising of any option years of the contract and upon hiring of any new employees once work has begun an official, certified Abstract of Driving Record from the Ohio Department of Public Safety, Bureau of Motor Vehicles for each of their employees; instructions on obtaining abstracts is available at http://bmv.ohio.gov/abstract.stm. Employees working under this contract shall have no more than one accident resulting in a citation within the last year and no more than three citations for moving violations within the last three years. At no time shall an employee of the contractor continue to perform duties under the contract if they have been cited for Operating a Vehicle under the Influence (OVI) in the State of Ohio or with a similar citation in any other state. At no time shall an employee of the contractor continue to perform duties under the contract if their driver’s license has been suspended or revoked.

5.5.3. COMMUNICATIONS: All employees of the contactor shall understand, speak and write fluent English. Exceptions shall be made if an employee is deaf and/or mute; in this case employees must be able to understand and write fluent English and be able to communicate with customers of the valet services in a format that is understandable to those unfamiliar with any form of sign language.

5.5.4. UNIFORMS: The Contractor shall provide all their employees with a set of uniforms that clearly identify the employee as a representative of the contractor’s company and not an employee of the VA.

Uniforms shall convey a professional appearance and be worn at all times when employees are on campus performing duties under the contract. The contractor’s logo shall be visible at all times and will not be obscured by outerwear (such as a rain jacket or cold weather coat). VA provided identification badges will be worn at all times with the uniform, not obscured by outerwear and shall be displayed above the waist.

Uniforms shall provide the wearer with protection from the elements year-round; climatology data for Columbus, OH is available from the National Weather Service at http://www.erh.noaa.gov/iln/lcdpage.htm .

Uniforms shall additionally comply with the requirements for Class 1 garments under American National Standards Institute ANSI/ISEA 107-2010, High-Visibility Safety Apparel and Headwear. The VA shall approve the uniform type(s) prior to the start of work under the contract.

5.5.5. TRAINING: All employees of the Contactor shall attend an orientation meeting prior to performing duties under the contract. The Contractor shall schedule this training with the VA upon award of the contract and upon hiring of new employees once work has commenced under the contract. Topics to be covered in the orientation meeting include (but not limited to):

a. Campus layout, place of duty and authorized parking locations

b. VA Police enforcement of traffic laws and campus speed limits

c. VA fire prevention, smoking and safety policies/protocols

d. Medical protocols to be used by contractor employees (CPR, notifications, etc.)

e. Infection control and patient safety protocols as they relate to valet services

f. Campus emergency codes (medical, psychiatric, hazardous material spill, missing patient, active shooter and fire)

g. Disaster procedures and notification protocols

h. Contract performance metrics

i. Professional conduct and acceptable/unacceptable behaviors

j. Handling of customer complaints, accidents, thefts and other related incidents

k. Wear of VA identification badges and uniforms

l. Miscellaneous information

5.5.6. TRAINING – GOVERNMENT COURSES: The VA shall provide the above training and document each employee’s participation. Additionally, each employee of the contractor shall create an account in the VA Learning University’s Talent Management System (TMS) at https://www.tms.va.gov/learning/user/login.jsp; instructions on how to complete registration will be provided during orientation training. Each employee shall complete the following TMS courses prior to performing duties under the contract and as required thereafter upon expiration of the training:

a. TMS Course: VA Privacy and Information Security Awareness and Rules of behavior (or VA authorized equivalent). Note: Upon completion of this course the employee will be required to initial/sign an agreement stating the employee understands and agrees to comply with the laws, policies and rules referenced in the course.

b. TMS Course: Emergency and Disaster Preparedness (or VA authorized equivalent).

c. TMS Course: Active Shooter (or VA authorized equivalent).

d. TMS Course: Fire Safety and Prevention (or VA authorized equivalent).

e. NOTE: The contractor shall provide the VA government representative authorized by the CO the completion certificates for all training for each employee for the contract file. The contractor shall at all times track their employees training completion status and ensures all training is current. The contractor shall additionally provide to their employees any Contractor specific training prior to the employee performing duties under the contract and that they are completely competent to complete their required duties. Additional contractor specific training requirements are not required to be approved by the government.

5.5.7. CONTRACTOR PROVIDED LOG OF ACTIVITIES: The contractor shall maintain a log of their daily activities that includes the number of number of customers assisted with a wheelchair or exiting/entering their vehicle, incidents of damage, customer complaints made directly to the contractor and any other incident of significance. The log shall be made available to the government upon request and must be maintained for a year. The format of the log shall be determined by the contractor and must be approved by the government prior to the start of the contract. The contractor shall by the fifth calendar day of each month provide to the government a summary report of the previous month’s logs. The report shall contain an averaged number of patients assisted per day count, total number of patients assisted during the month, averaged customers assisted exiting/entering their vehicle count, total customers assisted exiting/entering their vehicle count and the date and description of each incident of damage, customer complaint and other significant incident. The report may also include any statements the contractor wishes to convey to the government.

5.6 PERONNEL SECURITY REQUIREMENTS:

5.6.1. BACKGROUND INVESTIGATION: The contractor shall submit to the government the names of all employees who will perform duties under this contract for a background investigation (BI). The cost of BI shall be borne by the contractor and shall reimburse the Government within 30 days of completion of the BI.

The contractor and its subcontractors (if any) who will have physical access to a VA facility for longer than 180 calendar days in a single year are subject to the same investigative requirements as those of regular VA appointees or employee. The government has identified the cost, position sensitivity designation, and level of BI required for each contract employee(s), the appropriate position sensitivity designation will be determined as if VA employees were performing the work summarized as follows:

Public Trust Risk Level Designation: Low Risk

Background Investigation Level: National Agency Check with Written Inquires (NACI)

Forms to be Completed: Electronic Fingerprints Memo or FD 258 Fingerprint Card;

e-QIP Online Application

Cost: All incurred cost shall be paid by the contractor

NOTE: Fingerprints may be obtained electronically at VAACC. If electronic fingerprints are completed, the Electronic Fingerprint Verification memorandum must be forwarded to the Contracting Officer along with the BI request worksheet. These prints are only good for 120 days; if the security package is not processed before the 120 days expires the prints are dropped from the system and must be resubmitted.

5.6.2. INVESTIGATION INITIATION: The Contracting Officer will submit a request to the VA Security and Investigation Center (SIC) through the Contractor Request Database (CRD). Before the background investigation can be requested, each employee of the contractor will need to complete the BI request worksheet and submit it to the Contracting Officer. Upon receipt of the BI request, the Contractor’s point of contact (POC) will automatically receive an e-mail notification identifying the web site link http://www.opm.gov/e-qip for the contractor’s employee to initiate the Electronic Questionnaires for Investigation Process (e-QIP). This notification provides detailed instructions regarding completion of the application process. This process outlined under this paragraph must be completed within 14 days from the date of hiring of the contractor’s employee.