36C26326Q0323.docx

SUBJECT*

Physically Challenged Parking Service in support of the Sioux Falls VAHCS

GENERAL INFORMATION

SET-ASIDE

NETWORK CONTRACTING OFFICE 23

VA BLACK HILLS HCS FORT MEADE CAMPUS

113 COMANCHE RD

FORT MEADE SD 57741

POINT OF CONTACT*

Contract Specialist Marie Weathers marie.weathers@va.gov 605-347-2511

PLACE OF PERFORMANCE

Sioux Falls VA Healthcare System

2501 W. 22nd St.

Sioux Falls SD

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

No phone calls. Send any responses by e-mail only. As this is a Sources Sought Notice for market research purposes, the Government will not accept any technical questions at this time.

This is a Sources Sought Notice to determine small business sources capable of providing Special Needs Transportation services per this notice under NAICS 812930 (Parking Lots and Garages). Small business size standard is $47 million. Product Service Code (PSC) is M1LZ (Operation of Parking Facilities).

BACKGROUND:

THIS IS A SOURCES SOUGHT NOTICE BEING RELEASED PURSUANT TO FEDERAL ACQUISITION REGULATION (FAR) PART 10: MARKET RESEARCH. This notice is issued solely for informational, market research, and planning purposes only. It does not constitute a solicitation or a promise to issue a solicitation in the future. This notice does not commit the Federal Government to contract for any service at this time.

Further, the U.S. Department of Veterans Affairs, Network Contracting Office (NCO) 23/ Supply Services Team 3 is not at this time seeking offers, and will not accept unsolicited offers.

Respondents are advised that the Federal Government will not pay for any information or administrative costs incurred in response to this notice. All costs associated with responding to this notice will be solely at the responding party’s expense.

Responses to this notice are not offers and cannot be accepted by the Federal Government to form a binding contract. Although the term “offeror” is used in this notice, your respective organization’s response will be treated as information only and shall not be used as an offer.

OBJECTIVE:

The objective of this notice is to conduct market research to determine if there are Service Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) sources, or any other Small Businesses capable of providing Physically Challenged Parking Services for the Sioux Falls, SD VA Health Care System.

DESCRIPTION OF SERVICE:

See Attached Proposed Statement of Work.

PLACES OF PERFORMANCE:

See Attached Proposed Statement of Work.

POTENTIAL SCOPE OF WORK:

See Attached Proposed Statement of Work.

POTENTIAL CERTIFICATIONS AND LICENSURE:

See Attached Proposed Statement of Work.

SUBMITTAL OF RESPONSES:

Responses shall be sent via electronic mail only by 10:00am Central Standard Time (CST), 12-30-2024 to:

Marie Weathers Contracting Specialist E-mail: marie.weathers@va.gov Offerors shall submit a capability statement indicating their ability and experience to provide the services cited above; such statement shall also list:

· Name of offeror

· Address of offeror

· UEI Number of offeror

· Point of contact name, phone number, and e-mail of offeror

· Whether or not vendor is SDVOSB or VOSB; SDVOSB and VOSB will be verified through Vet Biz at https://veterans.certify.sba.gov/ .

· Whether or not vendor has General Services Administration (GSA) Federal Supply Schedule (FSS) contract; if so, please provide GSA FSS contract number certifications and licensure that its applicable staff holds

B.3 STATEMENT OF WORK (SOW)

Title: Physically Challenged Parking Services.

General Overview: The Sioux Falls VA Health Care System (SFVAHCS) requires Physically Challenged Parking Services for the main facility at 2501 W 22nd Street, Sioux Falls, SD. This service will mitigate parking issues experienced at this facility.

Definitions or Acronyms

Physically Challenged Parking: Attendants greet Veterans, take possession of keys and vehicle, and park the vehicle in the assigned parking area(s). Once the owner of the vehicle returns, the attendant retrieves the vehicle from the parking space and delivers the vehicle to the owner at the front of the facility.

Contractor: Where referenced in this solicitation, "Contractor" refers to the Physically Challenged parking service contractor.

Place of Performance: The services will be performed at the SFVAHCS located at 2501 W. 22nd Street in Sioux Falls, SD.

Period of Performance

This will be a single award Firm Fixed Priced Contract for overall period of performance of April 1, 2021 to March 31, 2026. There will be one (1) base year and up to four (4) option years for this contract:

Exercise of option years will be made at Government’s discretion based on continued need for services, Contractor performance, and availability of funds in a given fiscal year.

Equipment List :

Contractor shall furnish all required supplies, materials, personnel, signage, and any necessary equipment required to perform the services.

The Contractor will provide a locking key cabinet(s), 3 part claim check, safety cones, operation supplies, and other miscellaneous items necessary to facility Physically Challenged parking; all to be located in the contractor provided Physically Challenged booths.

The Contractor will furnish and install all signs and supplies required for operations, for example: 3-way claim check, 2-way radios if needed to communicate between its own personnel. The Contractor will provide a walkie-talkie (or similar device) to be used for communication between the Contractor and the VA Police Department. Contractor shall furnish any other communication devices necessary to communicate between their own personnel, as well as, one for the VA Police to allow the police to monitor activity as required. Contractor shall also provide all cones, operational supplies or other miscellaneous items necessary to facilitate Physically Challenged parking. All such supplies shall be approved by the COR prior to commencement of services.

The Contractor shall provide required signs that will clearly identify the purpose of the services for the VA patients. Signs shall be easy to read and look professional. Hand-written signs are not allowed. The COR must approve signs prior to posting for use. The Physically Challenged parking signs shall be set-up each morning of operation and removed at the end of the day. A "NO TIPPING" sign will be furnished and installed by the Contractor. No tipping will be strictly enforced. Contractor's employees are restricted from accepting tips of any kind.

The government will work with the contractor to established designated area for the contractor provided booth for the Physically Challenged parking operation.

The government will provide one 20 amp 110 V receptacle.

The government will provide one Telephone Connection with an extension to the Sioux Falls VA Hospital with no outbound call capability beyond the internal Sioux Falls VA Telephone Network.

The Contractor shall not have access to the Sioux Falls VA Information Technology System or its network.

The Contractor shall provide uniforms and nametags to include uniform outerwear to all personnel working under this contract. Uniforms shall facilitate easy identification of Contractor employees by employee name and company name. Uniforms will be worn at all times during performance of contract duties. All uniforms must be in good taste and condition showing no exposed cleavage or mid-drift. Contractor employees must be professional in appearance. The COR will approve Contractor uniforms submittal prior to the contractor beginning work. The COR will also notify the contractor if personnel's wear of the uniform is deemed inappropriate in anyway.

The government will not reimburse the contractor for supplies, PPE, or uniforms.

Scope of Work

The daily average number of Physically Challenged parked vehicles in previous years were FY20 - 71; FY19 – 87; FY 18 – 121; FY 17 – 130; FY 16 – 129. The contractor will provide sufficient staff for coverage during hours of operation, 7:00 am – 5:00 pm, Monday through Friday, excluding federal holidays and any other day specifically declared by the President of the United States to be a Federal Holiday.

The Contractor shall staff the Physically Challenged parking operation with as many employees as needed to ensure an efficient operation. An efficient operation is defined as, no patient waits more than 10 minutes to have their vehicle be Physically Challenged parked or returned to the drop off/pick-up location, in accordance with the requirements identified in the statement of work. The Contracting Officer (CO) or Contracting Officer's Representative (COR) will make periodic unannounced inspections to assure that the Contractor is in compliance with the maximum waiting period. Any increase in the number of Physically Challenged parking personnel necessary to meet the requirement is the sole responsibility of the contractor and shall be at no additional cost to the Government. The VA will make every effort to notify the Contractor in advance of any special events that might increase the number of visitors to the Medical Center and cause parking difficulties.

Federal Holidays observed by the Sioux Falls VA Medical Center: New Year's Day, Martin Luther King, Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus/Native American/Indigenous People) Day, Veterans Day, Thanksgiving Day, Christmas Day, or any other day specifically declared by the President of the United States to be a national holiday. When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies.

The Contractor shall provide up to 8 hours per month for special event Physically Challenged parking service outside normal operating hours, to possibly include weekends and holidays, as directed by the VA. The number of events shall not exceed 12 events per year.

Special events may occur on Federal Holidays and the contractor may be required to provide limited hours of operation for these events. The CO will notify the contractor at least two weeks prior to any required additional hours for a special event. The VA will provide the contractor with the anticipated number of vehicles expected during the event.

Locations of parking spaces for Physically Challenged parking use will be identified by the facility and the number of spaces be dependent on the average number of vehicles parked for the previous period of service. Primary parking lots to be utilized will be the lots identified on the attached VA Physically Challenged Parking Map. Vehicles may be parked in any configuration to allow for maximum usage of the parking lot as determined by the contractor.

Physically Challenged parking services is limited to Veteran patients and/or their driver only. Visitors will be directed to by Physically Challenged Parking Attendants to self-park in Parking Lot 2A. Volunteers and employees of the Department of Veterans Affairs are to self-park and a contractor parking attendant shall direct them to the appropriate area.

All fire lines must be kept open at all times.

During a pandemic or situation identified by the SFVAHCS, the Contractor personnel shall wear contractor provided Personal Protective Equipment (PPE) (i.e. masks) when operating patient vehicles at the Sioux Falls VA Health Care System. Contractor personnel not wearing PPE shall be immediately removed from providing Physically Challenged services; the wearing of gloves by Contractor personnel is preferred, but optional. Contract personnel shall avail themselves of hand sanitizer before and after service each Veteran patient; hand sanitizer stations will be located by the facility near the Physically Challenged station.

The Government shall work with the contractor to establish the designated area for the contractor provided booth for the Physically Challenged parking operation at the main entrance of the medical center. The booth will be monitored throughout the workday by contractor staff. The booth shall never be left unattended during operating hours.

The Government shall provide wheelchairs to transport patients to and from the lobby when the patient does not have their own. The contractor shall deliver these wheelchairs, upon patient's or caretaker's request, to the patient to facilitate the patient's travel from the car in the Physically Challenged greeting area to the lobby and back to the car in the Physically Challenged greeting area. The Contractor shall utilize wheelchairs stored in the lobby when needed and are only required to move the patient into the lobby where volunteers will ensure the individual is transported to the appropriate clinic, when requested by the Veteran. The Contractor shall assist the Veteran retrieve their personal wheelchair from the vehicle when requested by the Veteran (i.e. get the Veterans wheelchair out of the trunk).

The contractor shall provide only the limit physical assistance necessary to help patients enter and exit a vehicle and shall only do so at the patient's request. No clinical or emergency care shall be given by the contractor. In the event of a medical emergency or complex physical assistance is needed, the contractor supervisor shall notify the VA Police, VA Emergency Room personnel or local Community Emergency Personnel, depending on the location of the emergency.

The contractor shall greet every vehicle excluding ambulances, VA transportation vans, taxis and other commercial vehicles of vendors conducting business at the VA Medical Center. The greeter shall ask the driver for an appointment letter or VA Patient Identification card and the estimated time of departure. The Contractor shall provide Physically Challenged service to first time patients whom have not received their Patient Identification Card. A claim check will be given to the driver. After parking the vehicle, the attendant will write the vehicle description, location and other pertinent information on a card to aid in locating the vehicle when the customer requests it. The contractor will have management control of vehicles entering the designated Physically Challenged parking area(s) in order to maximize the space available and facilitate smooth operations.

Patients driving buses or large vans will be permitted to park their own vehicles in the area deemed to be more convenient and practical to the parking operations, as determined by the contractor's parking attendant.

When a Physically Challenged parking patron returns to claim their vehicle, the contractor shall request the claim ticket from the Physically Challenged parking patron. The Physically Challenged parking attendant will verify the claim ticket to the appropriate keys; retrieve the Physically Challenged patron's vehicle; and provide the vehicle directly to the Physically Challenged parking patron.

The parking attendant shall turn over to the VA Police Service keys of any vehicles still on the premises after Physically Challenged parking hours. Owners of these vehicles will pick up their keys at the VA Police and Security Office. The VA police will maintain signage on the VA Security Office directing Physically Challenged Parking Patrons to contact the VA Police after hours to obtain keys. The VA Police will direct the Patron to where the vehicle is located, so the Patron can retain their vehicle. If keys are not obtained by the Patron by the next business day the VA Police will coordinate with admissions to determine if Patron was admitted as a patient. The VA Police will coordinate with the appropriate Patron to find appropriate self parking of the vehicle to eliminate load on Physically Challenged Parking for Inpatient Patrons.

Handicapped persons are permitted to pull to the patient entrance to be dropped off, and the Contractor attendant shall then park the car if the patient or driver meets the criteria for Physically Challenged service or the attendant will direct the driver to a handicap space for self-parking.

The contractor may decline to park the following types of vehicles and shall instead direct the drivers of such vehicles to self-park in non-Physically Challenged parking areas on the VA campus:

a. Vehicles modified to accommodate a specific disability for the driver which cannot be operated without additional training.

b. Vehicles which lack a functional seat belt or is otherwise unsafe to drive.

c. Vehicles which do not have fully functioning doors, windows or locks.

d. Persons who are neither VA patients nor helping to transport VA patients for medical care appointments.

e. Vehicles that arrive between the hours of 4:00 pm and 5:00 pm. This time frame shall be used for retrieving previously Physically Challenged parked vehicles only.

All vehicles parked by the contractor shall be locked and secured.

Acceptance of tips, monetary or otherwise, by contractor staff will result in an automatic failure of this standard and disciplinary action. The contractor staff will also be required to relinquish the tip.

All signage content and placement shall be subject to review and approval by the COR. No signage with excessively large or prominent company logos will be accepted. Additionally, no sign may insinuate or otherwise imply that the contractor staff are VA employees (i.e., no VA logos on contractor signage.) Handwritten signs are not permitted.

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

The contractor will be in control of where all vehicles are parked in order to maximize the space available and facilitate smooth operations. All contractor attendant parked vehicles will be locked, and the keys will be secured using contractor processes approved by the COR.

It is the Contractor's responsibility to screen out visitors, non-Veterans, employees, volunteers, and vendors from using the Physically Challenged parking services (offenders are to be reported to the Police Service for appropriate action). Contractor shall be responsible to direct vehicles, which may be self-parked, to a parking location on premises.

All parking attendants shall possess the minimum competencies required for any commercial Physically Challenged parking contract and be trained by the Contractor on the importance of giving good quality customer service.

Veterans will be treated courteously and with respect at all times.

Parking attendants shall maintain the appearance of the entrance by sweeping the area and keeping clear of any trash and debris generated by the Physically Challenged services.

Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic.

The VA Medical Center is a drug free workplace. All Contractors' personnel shall be required to adhere to all VA rules and regulations. Contractor will provide a drug screening program for all Parking attendants. The contractor shall make available for review all Contractor Employee Training Record and drug screen program reports.

The Contractor shall notify the VA of any areas that may pose a safety hazard to patients, employees, or visitors.

The Contractor shall not make alterations to VA owned parking area line striping. If line striping changes are desired, the Physically Challenged Contractor shall make a recommendation in writing to the Contracting Officer. ff the recommended changes are approved by the CO, the VA will accomplish the re-striping.

Physically Challenged parking personnel shall be permitted to park on site, in locations specified for volunteers, employees, and/or other Contractor Personnel.

Cell phone use by Contract employees will be permitted in accordance with SFVAHCS Policy No. 138-13.

Smoking is not permitted within or around the VA facility grounds, to include inside any vehicle.

Construction projects, not yet determined, may impact the Physically Challenged parking operation during the term of any contract resulting from this solicitation; therefore, the ten minute time duration may be extended at the Contracting Officer's discretion.

Claims of damage or missing/stolen property involving customer's vehicles shall be the responsibility of the Contractor. The VA assumes no responsibility for any damage to patron's vehicles caused during the performance of the Contractor's services or for any such claims. Claims shall be reported to the COR within 24 hours of occurrence. The Contractor must provide the Contracting Officer insurance certificate(s) evidencing the required minimum coverage prior to award of the resulting contract.

Motor Vehicle Liability Insurance:

(1) $100,000.00 for bodily injury to or death of one person in one accident.

(2) $300,000.00 for bodily injury to or death of two or more persons in one accident, subject to the amount provided above for bodily injury to or death of one of the persons.

(3) $50,000.00 for damage to, or destruction of, property of others in one accident.

Comprehensive General Liability Insurance. The comprehensive general liability insurance must be on a broad form and provide limits of liability for bodily injury and property damage of not less than $300,000.00 combined single limit or the equivalent.

Physically Challenged/garage insurance must provide limits of liability for bodily injury and property damage of not less than $300,000.00 combined single limit, or the equivalent, and must provide the following coverage's: (1) Comprehensive and collision coverage for physical damage; (2) Coverage for vehicle storage; and (3) Coverage for a vehicle driven by or at the direction of the Physically Challenged parking service.

The Contractor shall assign to this contract the following key personnel:

a. Physically Challenged parking personnel

b. Physically Challenged parking personnel supervisor (This responsibility can be taken on by one of the Physically Challenged parking personnel).

During the life of this contract the Contractor shall notify the CO at least 30 days prior to making any permanent substitutions, and the contractor employee shall not be allowed to start work until the NACI background investigation has been initiated in accordance with paragraph 16, Contractor Personnel Security Requirement, of this SOW. The Contractor shall provide a detailed written explanation of the circumstances necessitating the proposed substitutions, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The CO will notify the Contractor within 15 calendar days after the receipt of all required information of the decision on the proposed substitutes. The government will only approve changes of key personnel via written communication.

For temporary substitutions where the key person will not be reporting to work for three (3) consecutive workdays or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two (2) weeks will require the procedure stated in paragraph above.

Contractor shall provide a list to the CO of all personnel with their driver's license number prior to starting of work on the contract.

The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose.

All parking attendants shall be trained in providing excellent customer service demonstrating courtesy, kindness, and caring. Contractor employees shall be neat and clean in appearance. A pleasant demeanor and courteousness is required at all times. Good hygiene practice shall be enforced by the Contractor, including a professional appearance in dress and hairstyle.

Contractor staff shall possess a thorough understanding of written and spoken English.

Contract staff may also not utilized clothing, signs, or any other item that conveys support for a particular political party or figure, union, or other personal statement.

Contractor staff shall be able to handle all normal transmission types, read all standard speedometers, and operate all of the aspects of commercially available vehicles.

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.

The use and placement of any shelters or other temporary or permanent fixtures, canopies or covered areas that the contractor wishes to provide for their employees must be approved by the Contracting Officer prior to installation.

Parts for Repairs (if applicable)

N/A

General Requirements It shall be understood that, throughout performance of the contract, the Contractor’s personnel, while on VA property, shall adhere to all requirements and regulations that govern the VA Health Care System and its property.

Among all other requirements, the VA Health Care System and its property is now entirely smoke-free.

Contractor and their personnel shall follow all U.S. Department of Veterans Affairs (VA) policies, standard operating procedures, applicable laws, and applicable regulations while on VA property. Violations of this may result in citation and disciplinary measures for persons violating the law.

Contractor and their personnel shall wear visible identification at all times while they are on premises.

VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Possession of weapons is prohibited.

Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

All contract employees who will provide services under this agreement shall be drug tested by an outside source. Results of the drug screens must be provided to the Contracting Officer upon request. Any employee who fails the drug screen will not be allowed to work at this facility. The contractor agrees to remove any employee from working at the SFVAHCS facility if it is deemed necessary by the CO. Reasons for such removal may include, but are not limited to, if an employee poses a risk to the health or safety of any employee or individual requiring services, or if the CO disapproves of the conduct of any of the employees, or if the employee interferes with the business or operations of the hospital.

Security Requirements (as applicable if background checks are required per Handbook 6500.6 Checklist)

Background investigations shall be conducted on all employees and shall be adjudicated prior to the contract employee being allowed to perform duties.

Background investigations and special agreement checks: All contractor personnel are subject to the same level of investigation as VA employees who have access to VA Sensitive Information. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Low Level NACI. All contract employees whose contract is for longer than 180 days are required to have a Low Level NACI. Since the duration of the base year is longer than the 180 days, all contract employees who will be onsite are required to have a NACI initiated prior to starting work. If there are any issues that arise out of the NACI the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements. Contract employees who will only be on station for less than 90 days, as fill-in or temporary basis, will only be required to have a SAC done on them. This only requires fingerprints and is normally completed within 10-15 days. The employees cannot start working until the SAC is completed.

This requirement is applicable to all subcontractor personnel requiring the same access.

Following contract award, the Contracting Officer will provide the Contractor with forms to complete and guidance regarding the background process.

The Contracting Officer will request the Contractor Employee's background investigation by the Office of Security and Law Enforcement. The Office of Security and Law Enforcement will notify the Contractor with instructions for the Contractor's employees, coordinate the background investigations, and notify the contracting officer of the results of the investigation. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The Contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from the date of bill for collection, then the VA shall deduct the cost incurred from the Contractor's 1st month's invoice(s) for services rendered. The estimated fees associated with background investigations are $230.00 each for low level investigation, $825.00 each for medium level investigation, and $3,015.00 each for high level investigation.

Business Associate Agreement (BAA) (as applicable if required by Privacy Officer per 6500.6 Checklist).

N/A

Limitations on Subcontracting (as applicable)

By submission of an offer and execution of a contract, the Offeror/Contractor agrees in performance of the contract in the case of a contract for Services, it will not pay more than 50 percent of the amount paid by the Government for contract performance to subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the 50 percent subcontract amount that cannot be exceeded.

An independent contractor shall be considered a subcontractor. “Similarly Situated” means that entity subcontracted to is same type of entity as the Prime Contractor (i.e., SDVOSB subcontracts to SDVOSB, small business subcontracts to small business).

National Archives and Records Administration (NARA) Records Management Language for Contracts (as applicable if required by Privacy Officer on 6500.6 Checklist)

N/A

Service Contract Labor Standards Requirement (as applicable) Contractor shall provide hourly wages in accordance with U.S. Department of Labor (USDOL) Wage Determinations and FAR Subpart 22.10 (Service Contract Labor Standards); USDOL Wage Determinations are attached in Section D below and updated versions will be attached as part of option year exercises or task orders issued against IDIQ contract or BPA as applicable.

For guidance on Service Contract Labor Standards and to find the nearest USDOL resource, please refer to https://www.dol.gov/whd/local/index.htm.

Invoicing Submissions In addition to regulations set forth in FAR 52.212-4 (Contract Terms and Conditions – Commercial Items) (g) “Invoice” and VAAR 852.232-72 (Electronic Submission of Payment Requests), Contractor shall submit final invoice on any services performed no later than 30 days after end of the period of performance of contract. This ensures that closeout of contracts is in compliance with FAR 4.804-1(b).

VETS-4212 Reporting Requirement (as applicable for solicitations/contracts over $150,000 in value) As this solicitation/contract has the following clauses checked off in Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items), the completion of VETS-4212 reporting on an annual basis is required:

· FAR 52.222-35, Equal Opportunity for Veterans

· FAR 52.222-37, Employment Reports on Veterans Please refer to https://www.dol.gov/agencies/vets/programs/vets4212 for guidance on completing the required VETS-4212 report.

Furthermore, Contractors with federal contracts valued over $150,000 in the past calendar year are required to submit VETS-4212 reports by between August 1 and September 30 of each calendar year.

Please note that verification of VETS-4212 reports will be done as part of determination of contractor responsibility for awarded contractor.

Service Contract Reporting (as applicable for solicitations/contracts over $500,000 in value) Service Contract reporting, to be completed by the contractor, is required for service contracts and orders as following are checked off under Section C, FAR 52.212-5 (Contract Terms and Conditions Required to Implement Statutes or Executive Orders--Commercial Items):

· FAR 52.204-14, Service Contract Reporting Requirement

· FAR 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (as applicable) The contractor is to report their, and their first-tier sub-contractors’, direct labor hours expended and total amount invoiced for the services performed under a specific contract.

The contractor shall report the information via the System for Award Management (SAM) at https://beta.sam.gov. The information is collected through SAM and included in the agency service contract inventory.

Contractors shall log in annually to their SAM profile to complete the service contract inventory reporting requirements. Contractors performing on covered contracts must report their information between October 1 and October 31 each year. Agencies are required to review contractor input and work with them to make revisions, if and as necessary, by November 30 each year.

Further guidance can be provided by Contracting Officer upon Contractor request.

Post-Award Conference (as applicable; required for contract actions over $1,000,000) Upon award of contract, Contractor shall attend a post-award conference via conference call with the Contracting Officer (CO), Contracting Officer Representative (COR), and COR designated representatives from VA facility.

Reports and Deliverables U.S. Department of Health & Human Services (HHS), Office of Inspector General (OIG), List of Excluded Individuals/Entities {LEIB). To ensure that individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding Federal Health Care Programs, the contractor is required to check the HHS/OIG LEIB Website (http://exclusions.oig.hhs.gov/) for each person providing services under this contract. The contractor shall confirm in their quote that all persons listed in the contractor's quote have been compared against the HHS/OIG LEIE list and are NOT listed. During the performance of this contract, the Contractor is prohibited from using any individual or business listed on the HHS/OIG LEIE.

Contractor shall be responsible for complying with all reporting and deliverable requirements. Contractor shall be responsible for assuring the accuracy and completeness of all reports and other deliverables as well as the timely submission of each. Vendor shall comply with requirements regarding the appropriate reporting formats, instructions, submission timetables, and technical assistance as required. All reports and deliverables are to be sent by electronic mail unless otherwise specified by the CO:

The following are brief descriptions of required documents that must be submitted by Contractor:

The Contractor shall submit reports monthly to the Contracting Officer and COR no later than the 10th day of the following month. Reports shall be delivered via hard copy, fax, or email to the COR, Program Manager, and Contracting Officer. The reports must be legible, and easy to understand. Reports should be signed by the Supervisor and/or authorized representative of the Contractor. Contractor shall provide a sample format of the report forms used on similar projects for approval at the Pre-Work Conference.

Records of assisted parking activity shall be maintained on a daily basis. This information will provide documentation into appropriate staffing levels, as well as serve as a mechanism to adjust the service to meet customer demand and to reduce cost if possible.

The reports shall include but not be limited to the following:

Summary of the number of vehicles Physically Challenged parked by date and time (sorted by morning and afternoon).

Total number of patients who identified themselves as first time patients and therefore were not able to provide required patient identification.

The report will indicate, by date, any unusual events of the day to include incidents of accidents of special situations with patients, Veterans, staff, etc.

Report of incidents where assistance of VA police was requested.

Documenting Performance The Government shall document positive and/or negative performance. Any report may become a part of the supporting documentation for any contractual action and preparing annual past performance using the Contractor Performance Assessment Reporting System (CPARS) at https://www.cpars.gov.

If contractor performance is not satisfactory, the CO shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the CO shall document the discussion and place it in the contract file. When the COR and the CO determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to CO. The CO will in turn review and will present to the contractor's program manager for corrective action.

The contractor shall acknowledge receipt of the CDR in writing within one (1) business day of receipt. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the CO. The Government shall review the contractor's corrective action plan to determine acceptability. The CO shall also assure that the contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the contractor’s performance and the acceptability of the Contractor’s corrective action plan. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.

Quality Assurance Surveillance Plan (QASP) (as applicable for performance-based acquisitions and when using a PWS) The Contractor will be evaluated in accordance with the QASP.

The QASP provides a systematic method to evaluate performance.

This QASP explains the following:

0. What will be monitored?

0. How monitoring will take place.

0. Who will conduct the monitoring?

0. How monitoring efforts and results will be documented.

The Government intends to utilize a QASP to monitor the quality of the contractor's performance. The oversight provided for in QASP will help ensure that service levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance and provides verifiable input for the required Past Performance Information Assessments. A copy of the QASP is included in the solicitation; however, it will not become part of the resultant contract. The QASP will be finalized immediately following award and a copy provided to the Contractor after award. The QASP is a living document and may be updated by the Government as necessary.

Performance standards will be used in the QASP to define the desired services and surveillances will be conducted to determine if the contractor exceeds, meets or does not meet these standards.

This QASP does not detail how the Contractor accomplishes the work. Rather, the QASP is created with the premise that the Contractor is responsible for management and quality control actions to meet the terms of the (to be inserted by the Contracting Officer). It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance.

This QASP is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the Contractor through bilateral modification of the (to be inserted by the Contracting Officer). Copies of the original QASP and subsequent modifications shall be provided to the Contractor and Government officials implementing surveillance activities.

Government Roles and Responsibilities:

The following personnel shall oversee and coordinate surveillance activities.

0. Contracting Officer (CO) – The CO shall ensure performance of all necessary actions for effective contracting, ensure compliance with the (to be inserted by the Contracting Officer), and shall safeguard the interests of the United States in the contractual relationship. The CO shall also assure that the Contractor receives impartial, fair, and equitable treatment. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance.

0. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the (to be inserted by the Contracting Officer) and shall assure proper Government surveillance of the Contractor’s performance. The COR shall keep a quality assurance file. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf.

Performance Standards:

The Contractor is responsible for performance of ALL terms and conditions of the (to be inserted by the Contracting Officer). CORs will provide progress reports (to be inserted by the Contracting Officer) to the CO reflecting performance on this plan and all other aspects of the resultant (to be inserted by the Contracting Officer). The performance standards outlined in this QASP shall be used to determine the level of Contractor performance in the elements defined. Performance standards define desired services. The Government performs surveillance to determine the level of Contractor performance to these standards.

Methods of QA Surveillance:

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the administration of this QASP.

· Direct observation: 100% surveillance

· Periodic inspections: inspections scheduled and reported quarterly per COR delegation or as needed.

· Validated user/customer complaints: data will be collected from actual patient complaints. Complaints will be investigated and verified.

· Random sampling: A sample of work will be reviewed by COR for compliance

· Verification and/or documentation provided by Contractor: Contractor provided information on services provided to COR.

Performance Requirements:

The Performance Requirements are listed below. The Government shall use these standards to determine Contractor performance and shall compare vendor performance to the standard and assign a rating. At the end of the performance period, these ratings will be used, in part, to establish the past performance of the Contractor and for purposes of providing the CO with information for inclusion on the Contractor Performance Assessment Report System (CPARS):

a. The Contractor shall staff the Physically Challenged parking operation with an appropriate number of employees as required to demonstrate an effective and efficient operation. An efficient operation is defined as no patient waits more than 10 minutes to be Physically Challenged parked or retrieved 95% of the time. The 10 minute period begins for parking as soon as the vehicle queues itself into the Physically Challenged staging are, and performance is compete when the vehicle has been processed and driven out of the queue area by the contractor. The 10 minute retrieval period begins as soon as the patient queues themselves into the retrieval line, and is complete when the patient is presented their idling vehicle.

b. The COR will make periodic unannounced inspections and will audit the turn-around time to assure Contractor's compliance. Any increase in the number of Physically Challenged parking personnel necessary to meet the 10 minute requirement will be provided at no additional cost to the Government. The COR will also periodically audit the traffic flow to assure the contractor is putting the Veteran first and is providing a safe and efficient operation.

TRAINING/LICENSES/QUALIFACTIONS

a. The VA Medical Center will provide orientation and training on VA policies and procedures.

b. All parking attendants will be required to attend a facility orientation program on safety, health, HIPAA and emergency procedures at the medical center. This training will be scheduled at a post award meeting at a mutually agreeable date.

c. All contracted parking attendants must possess a valid driver’s license from the employees state of residence, be a U.S. Citizen or resident alien with a valid green card, and be able to successfully read, write, and orally communicate in the English language.

d. The Contractor shall be responsible to ensure Contractor employees providing work under this contract are fully trained and completely competent to perform the required work.

e. Contractor shall provide the COR with copies of all training documents and licenses which establishes the attendant's competence to perform required duties at the VA Medical Center.

f. Notwithstanding other contract requirements, upon request of the Contracting Officer, the contractor shall remove any contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed.

g. When changes in contractor personnel are approved as indicated, the contractor must provide evidence of orientation, the current competence assessment, and current performance evaluation that supports the above.

PRE-PERFORMANCE ORIENTATION MEETING

The Contractor will be required to attend a pre-performance orientation meeting conducted by the CO/COR prior to the commencement of work on site. The VA will schedule this meeting, and it will include discussion of the following topics:

1. Fire and Safety

2. Disaster Procedures

3. Medical protocols to be used by Physically Challenged parking attendants (i.e., procedures for medical emergencies, safe patient handling, etc.).

4. Reporting of accidents, thefts, and other parking related incidents

5. Contractor's appearance including uniforms

6. Fire Lanes

7. Miscellaneous items

The Contractor shall be responsible to ensure that Contractor employees coming to the work site will receive the information required above. The Contractor shall be responsible to ensure Contractor employees providing work on this contract are fully trained, have a valid Driver License, required insurance and completely competent to perform the required work. Employees of the Contractor will be required to adhere to all VA Rules and Regulations.

Mission Partner to insert performance requirements.

Provide patient pick-up within XX minutes of notification

For example:

Certifications and Training For example:

Contractor personnel to maintain current EMS licenses

Random surveillance For example:

Negative past performance reporting in CPARS

Frequency of Measurement: The frequency of measurement is defined in the (to be inserted by the Contracting Officer) or otherwise in this document. The government (COR and CO) will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. Any changes to QASP will be communicated to the Contractor and executed via bilateral (to be inserted by the Contracting Officer) modification.

Sioux Falls VAHCS PHYSICALLY CHALLENGED PARKING

Physically Challenged Parking Locations

North

See attached document: Response Form to Sources Sought Notice.

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