Draft - PWS - Parking Assistance Contract.pdf

PERFORMANCE WORK STATEMENT (PWS)

PARKING ASSISTANCE SERVICES

1. GENERAL REQUIREMENTS: Contractor shall provide all supervision, labor, transportation, personnel, materials, equipment, tracking methods and supplies to provide parking assistance at the Michael E. DeBakey Veterans Affairs Medical Center (MEDVAMC), located at 2002 Holcombe Boulevard, Houston, Texas 77030. Contractor shall consistently provide responsive, secure and efficient parking assistance services to accommodate Veteran patients, their family members and visitors.

2. MEANING OF ACRONYMS: In this PWS and throughout the contract, the term VAMC, VA, MEDVAMC, and Government are used interchangeably and shall be referred to the United States of America hereinafter called Government.

• VAMC: Veterans Affairs Medical Center.

• VA: Veterans Affairs

• MEDVAMC: Michael E. DeBakey VAMC

• CO: Contracting Officer

• COR: Contracting Officer’s Representative

• PWS: Performance Work Statement

3. CONTRACTOR REQUIREMENTS FOR PARKING ASSISTANCE

3.1 A campus map is provided under section 48 of this PWS for general orientation. Offerors are strongly encouraged to visit the site to verify parking lot dimensions and numbers of lined parking spaces.

3.2 Contractor shall submit with technical quote their Corporate Experience addressing projects of similar scope and magnitude, including demonstrated experience in providing these technical services for a major federal agency with emphasis on health care, including experience with technology and equipment.

3.3 Contractor shall submit with technical quote a written plan detailing the approach and sequencing to accomplish all the requirements of the PWS. Contractor written plan shall demonstrate an understanding of the required services and types of problems likely to be encountered, as evidenced by the completeness of the quote and specific comments on procedures, technology, and proposed improvements. Contractor shall provide clear understanding and techniques of their approach to accomplishing parking services within the stated time frames and with appropriate staff.

3.4 Contractor shall submit with technical quote resumes with projected personnel and qualification. Onsite project manager shall have at least five (5) years of experience.

3.5 Contractor shall submit with technical quote three separate and recent (completed within the last 3 years or currently in progress) client references for which the contractor has provided comparable services to those described in the PWS. At a minimum, the offeror shall have acted as the prime contractor for at least two of the references. For each reference, the offeror shall provide name phone number and email to be contacted by the evaluation team. The offeror shall ensure that the people named as references can be contacted at the telephone numbers specified.

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

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3.7 Contractor shall park all eligible vehicles in the lots specified in this PWS only.

3.8 Contractor shall provide VA approved parking claim checks, securing keys, parking, delivering, and directing certain vehicles to and from the greeting area.

3.9 Contractor shall provide a professional booth(s), locking key cabinet(s), safety cones, signs and other supplies, materials and/or miscellaneous items necessary to operate and manage the parking assistance services. Contractor is responsible for any costs associated with the setup of the booth(s). VA must approve the booth(s) and booth(s) location(s) prior to installation.

3.10 Contractor shall provide all signs at least 30” x 30” and shall not be hand-written signs.

3.11 Contractor shall provide and install a minimum of 2 "No Tipping" signs. The “No Tipping” policy shall be strictly enforced. Parking attendants and all other parking staff shall be restricted from accepting tips of any kind.

3.12 Contractor shall provide and install a minimum of 2 “Insurance Liability” signs for vehicle damage claims.

3.13 Contractor shall provide experienced, fully trained and professional parking attendants to perform the parking assistance services.

3.14 Contractor shall constantly assess VA parking situation taking into consideration all parking spaces available to adjust the level of parking service and personnel required to perform under the contract without exceeding the required wait time to parked and retrieved vehicles.

3.15 Contractor shall provide parking and traffic control recommendations as deemed appropriate and necessary to provide quality services to the COR.

3.16 Contractor shall provide consistent, responsive, secure, and efficient parking assistance operation.

3.17 Contractor shall be responsible for providing patrons with a parking claim check/ticket, securing keys, parking, delivering, and directing certain vehicles to and from the parking drop off and pick up area.

3.18 Contractor shall ensure vehicles requiring parking assistance shall be stopped by the parking attendants, who shall be required to ask the patients or drivers for the clinic or healthcare service which will be visited and the estimated time of departure.

3.19 Contractor shall ensure parking attendants ask visitors the name of the inpatient Veteran, name of event attending or the name of the VA staff that will be visited and their estimated time of departure.

3.20 Contractor shall greet the occupants of every vehicle with the following standard greetings when vehicles are dropped off and returned: At drop off - “Welcome to the Michael E. DeBakey VA Medical Center, my name is _____, and I will be your parking attendant today.” Upon return- “Thank you for visiting the Michael E. DeBakey VA Medical Center. It was an honor to serve you today.” The greeting and thank you message may be modified with the approval of the COR.

3.21 The Contractor shall remind all vehicle occupants BEFORE the contractor enters their vehicles that all valuables should be removed from the vehicle and ask the driver to verify no weapons or firearms are in the vehicle.

3.22 Contractor shall ensure all vehicles parked by the parking attendants shall be locked and secured. Drivers’ keys shall be secured at the key booth(s). A claim check shall be issued to the driver using the parking service. Claim checks shall contain the parking assistance company’s liability disclaimer.

3.23 Contractor shall be responsible for screening out vendors and employees except those with handicapped placards or license plates from inappropriately using the parking services at the

MEDVAMC.

3.24 Contractor shall be responsible for directing vehicles not wishing to participate in the parking assistance services to their designated parking location.

3.25 Contractor shall designate a full-time supervisor to be on site during set-up, teardown operations, and performance of the work.

3.26 The Contractor shall provide adequate on-site supervision at all times to handle customer concerns and parking incidents. Duties of the supervisor shall also include but not be limited to customer relations, training, and improving all parking services and coordinating all work and additional services with the Contracting Officer’s Representative (COR).

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

4. Contractor’s Personnel:

4.1 Parking personnel are permitted to park on-site in general parking only.

4.2 Routine cell phone use is not permitted inside VA buildings but is permitted outside the view of the public.

4.3 Cellular telephones and tobacco products are not permitted during interaction with customers, or while in operation of customer vehicles.

4.4 All speed limits and traffic signs shall be observed in performance of a driver’s duties.

4.5 Driver’s shall assist with the loading/unloading of wheelchairs, and assisted devices for customers. Drivers shall ensure that the customers have fully vacated the vehicle or area before pulling a vehicle away.

5. PATIENT ASSISTANCE:

5.1 Parking attendants shall be required to assist parking patrons getting in and out of their vehicles as well as assist with removal of wheelchairs, walkers, carts and/or personal medical equipment from vehicles if requested.

5.2 Parking attendants shall provide minimal assistance but shall not be required to lift or pick up patients in and out of their vehicles.

5.3 Parking attendants shall deliver Government-provided wheelchairs as needed and coordinate with VA Escort Service to facilitate patient transportation from the greeting drop off and pick up area to medical appointments and back to the greeting area.

5.4 Parking patrons shall be always treated courteously and with respect.

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

6. DESIGNATED PARKING ASSISTANCE LOTS: Parking Lot W

6.1 The Michael E. DeBakey VA Medical Center (MEDVAMC) has designated Parking Lot W to be used for the Parking Assistance Services. The number of spaces for parking will be adjusted accordingly to meet demand. The medical center’s main drive-in front of building 100 has been designated as the drop off and pick up area.

6.2 The Contractor shall have control of vehicles parked in designated parking area(s) to maximize the space available and facilitate a smooth operation. If deemed necessary by the MEDVAMC, the Contractor shall be required to double stack vehicles to maximize the space available. The Contractor shall be responsible for parking control and monitoring the designated parking lots assigned for the parking assistance operation.

7. TRAINING/LICENSES/QUALIFICATIONS:

7.1 Contractor shall provide bonded, fully trained, experienced parking attendants who possess a valid Texas State Driver’s License, be legal residents or U.S. citizens and be fluent in the English language.

7.2 Contractor personnel shall be at least 18 years of age, have no criminal history, and be able to perform all general duties, functions, and activities as required.

7.3 Contractor’s staff qualifications shall also include expertise in the proper operation of all types of vehicles, and a commitment to the highest level of respect, courtesy, compassion, and safety.

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

7.5 Contractor shall be responsible for providing a facility orientation to all parking attendants and offer a training program on security, patient privacy, safety, emergency procedures, accidents/injuries and communication with Medical Center staff.

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

8. CLAIMS/DAMAGE:

8.1 Contractor shall be completely liable for all vehicle damages which occurred while in the possession of the parking staff and/or service. All vehicle damage claims brought to the attention of the Contractor shall be immediately investigated and validated claims shall be processed for settlement.

8.2 Any claims of damage or missing/stolen property involving patient/customer’s vehicles shall be the responsibility of the Contractor. The VA assumes no responsibility for such claims.

8.3 All claims shall be directed to and handled by the Contractor supervisor who shall immediately notify the COR. Corrective actions to resolve all claims shall commence immediately. All claims shall be settled within fourteen (14) working days, unless extenuating circumstances warrant additional time and are authorized by the Contracting Officer. All vehicle accidents or theft claims should be immediately reported to the VA Police for investigation.

9. NORMAL HOURS OF OPERATION:

9.1 Hours of operation are 6:00am to 6:00 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. If the Government deems it necessary to continue clinical operations on Executive Ordered Days of Observance, the contractor may be asked to provide parking assistance services at no additional cost to the Government.

9.2 The Contractor shall adjust the level of parking staff as necessary to ensure an efficient operation. If deemed necessary by the Government, the hours of operation may be periodically adjusted based upon volume and demand.

9.3 *NO NEW ARRIVING VEHICLES SHALL BE PARKED AFTER 4:30 PM.

THE 4:30 PM TO 6:00 PM PERIOD SHALL BE FOR RETRIEVING

PREVIOUSLY PARKED VEHICLES ONLY*

9.4 After 6:00pm, unclaimed vehicles will remain in Lot W. Owners may retrieve their own vehicles after this time.

9.5 The parking assistance supervisor shall be required to turn over to the VA Police keys of all unclaimed vehicles still on the premises after parking hours. An inventory log of all remaining vehicles and associated ticket numbers shall be provided to the VA Police. Owners of these vehicles shall pick up their keys at the Emergency Department Police Substation or by calling 713.794-7106 for information on Key Pick-Up after hours. The Contractor shall furnish a minimum of 2 signs explaining this procedure.

10. NATIONAL HOLIDAYS:

Listed below are the eleven national holidays:

New Year’s Day January 1 Martin Luther King ‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25

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

11. SPECIAL EVENTS: Contractor will be notified in advance of any special events which might cause parking problems because of additional patients, patrons, or visitors to the Medical Center.

Contractors shall be required to adjust the level of parking staff to accommodate the workload or extra vehicle volume. The COR will coordinate with facilities management and VA Police to modify parking areas as needed to facilitate the smooth operation of parking in the event of emergencies, road closers or overflow parking.

12. PROPOSED PLAN: After notification of contract award, the Contractor shall have fifteen (15) calendar days for full operation implementation and to finalize staff requirements including Government-administered background investigations, etc. The Contractor shall be required to implement their proposed parking assistance plan and perform on a day-to-day basis for the duration of the contract.

13. ORDERING ACTIVITY: Contractor shall not accept any instructions issued by any person other than the Contracting Officer or delegated Contracting Officer Representative (COR) within the limits of his/her authority.

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

15. REDUCTION OF SERVICE: A notice to the Contractor to discontinue or reduce the level of service at the Government convenience shall not result in any service charge or assessment fee for the disconnection or reduced service.

16. PERFORMANCE STANDARD:

16.1 Contractor shall ensure that 95% of the vehicles wait no more than ten (10) minutes to be parked and no more than ten (10) minutes to be retrieved.

16.2 Contractor shall collect the vehicle driver’s first name, last name, and phone number on the claim ticket.

16.3 Contractor shall ensure that there is only one driver in each vehicle. Customer vehicles shall not be used to transport drivers. If deemed necessary, the Contractor is responsible for providing buses, shuttles, or other means of transportation to transport parking attendants to/from the main entrance to the designated parking lot to retrieve vehicles at no additional cost to the government. Any modes of transportation used shall be legally registered and equipped, and in good working order. The transport of patrons in not permitted in vehicles provided by the Contractor.

16.4 Contractor shall transport keys and other property in the vehicle of the person that owns that property only.

16.5 Upon request, returned vehicles shall be delivered to the appropriate patient, family member or caretaker for easy exiting.

16.6 Contractor shall develop a system to monitor and report timelines of service and shall be made available to the VA upon request.

16.7 COR will audit the turnaround time (TAT) or may conduct periodic unannounced inspections to assure that waiting periods do not exceed the performance requirements. Additionally, the Contractor’s ability to manage the traffic flow shall be periodically audited to assure that parking services are provided in a safe and efficient operational manner.

17. COMPLAINTS:

17.1 The Contractor shall promptly and courteously respond to complaints within 10 working days, including complaints brought to the Contractor’s attention by the Contracting Officer Representative (COR) acting as the Quality Assurance Evaluator (QAE).

17.2 The Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and the Contractor’s response. The Contractor shall permit the Government to inspect such records upon reasonable notice.

18. QUALITY ASSURANCE:

18.1 The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Joint Commission (JC), Occupational Safety and Health Administration (OSHA), Department of Transportation, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or parking services.

18.2 The Contractor shall provide adequate on-site supervision at all times in order to achieve quality assurance and to handle all customer concerns and parking incidents.

18.3 All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to vehicles or Government-owned furnishings, fixtures, equipment and facilities.

18.4 Contractor shall report any damage observed or caused by the Contractor personnel to the

COR.

18.5 Contractor shall be responsible for the replacement of items or to repair vehicles or facilities to previous condition, if the Contractor is determined to be at fault for the damage.

19. Performance Summary: Contractor shall have a quality control system in place to ensure parking assistance services provided to the Government conform to the requirements under this contract.

Summary of performance standards but not limited to the parking assistance services described herein. Requirements are not limited to those listed. Those listed in other parts of this Performance Work Statement also apply and are not superseded by this table.

Desired Outcomes

Required Tasks

Performance Standard

Acceptable Quality Level

(AQL)

Monitoring Method

Incentives/Disincentives for not meeting Standards

(1) Customers’ vehicles will be promptly attended.

Attendants shall greet patients/visitors and accept vehicles to park.

Patients/visitors are greeted and vehicles are accepted to park within 10 minutes.

90% of the time.

Inspection and/or COR’s log or Contract log

Incentive: favorable past performance record for future reference.

Contract Deficiency Report (CDR)

Additionally, a negative past performance review of the contractor could affect future contract awards

(2) Customers will be satisfied with service

Attendants shall treat all customers with respect and in accordance with paragraphs

3.20 and 5.4

Attendants shall treat all customers with courtesy and respect, utilize standard greetings and standard thank you scripts.

No more than 3 valid complaints per month.

No more than 3 observed non-compliances with scripting per month.

Inspection and/or COR’s log or Contract log

Incentive: favorable past performance record for future reference.

Contract Deficiency Report (CDR)

Additionally, a negative past performance review of the contractor could affect future contract awards

(3) Patients’ vehicles shall be safely secured.

Contractor shall park vehicles in the designated lot and secure keys in a safe place.

All vehicle keys will be secured properly. No items will be taken or lost by attendants.

0 Key loss incidents.

No more than 1 report of missing or stolen items from vehicles per quarter.

Inspection and/or COR’s log or Contract log

Customer complaints

Incentive: favorable past performance record for future reference.

Contract Deficiency Report (CDR)

Additionally, a negative past performance review of the contractor could affect future contract awards

(4) Patients and VA staff will easily recognize Contractor’s employees.

Contractor’s employees shall wear uniform and maintain neatly appearance in accordance with paragraph 36.

Contractor’s employees shall wear uniform including company and employee name and maintain neatly groomed appearance.

No more than 2 incidents per month in which any of Contractor’s staff not wearing uniform

Inspection and/or COR’s log or Contract log

Incentive: favorable past performance record for future reference.

Contract Deficiency Report (CDR)

Additionally, a negative past performance review of the contractor could affect future contract awards

(5) VA shall be provided Reports on the number of vehicles parked daily and monthly.

Contractor shall submit daily and monthly vehicle logs to COR in accordance with paragraph 21.

Contractor shall submit daily and monthly vehicle logs to COR in accordance with paragraph 21.

No more than 2 instances per month of failure to submit reports timely.

Contract log or COR’s log

Incentive: favorable past performance record for future reference.

Contract Deficiency Report (CDR)

Additionally, a negative past performance review of the contractor

Desired Outcomes

Required Tasks

Performance Standard

Acceptable Quality Level

(AQL)

Monitoring Method

Incentives/Disincentives for not meeting Standards could affect future contract awards

20. MONITORING PROCEDURES:

20.1 The COR shall be responsible for monitoring the Contractor's performance.

20.2 Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor utilizing Contractor Deficiency Report (CDR). Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action.

20.3 If determined appropriate, the Contracting Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and SHALL be corrected within the timeframe specified in the CDR corrective action section.

20.4 The Contractor shall notify the Contracting Officer and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the CDR, the Government shall have the right to terminate the contract in its entirety.

21. REPORTS:

21.1 The Contractor shall establish a method to validate the number of vehicles parked per day (i.e. parking stubs) and submit a monthly report to the COR within seven (7) calendar days after each month ends. A daily report shall be submitted to the COR for the previous day’s number of vehicles parked no later than 11am the following business day.

21.2 The report shall summarize the number of vehicles parked by parking attendants based on date and the following time periods each day (6am-9am, 9am-12pm, 12pm-3pm, 3pm-4:30pm).

21.3 The report shall also include any incidents, accidents, loss of items/keys, or special situations with patients, visitors, VA employees, or VA volunteers.

21.5 The reports shall be legible and easy to understand. Reports should be signed by the Supervisor and/or authorized representative of the Contractor. Contractor may provide for approval a sample of the types of report forms used on similar projects.

22. CUSTOMER SATISFACTION SURVEYS: The contractor as well as the Medical Center may conduct periodic customer satisfaction surveys to evaluate the parking assistance program.

The contractor may request veterans being served to voluntarily complete customer satisfaction surveys/questionnaires to aid the contractor in evaluating services being provided by his workforce. Information obtained in surveys conducted by the contractor is required to be shared with the Medical Center and is expected to be used by the Contractor to improve services.

The Medical Center may also conduct independent customer satisfaction surveys to evaluate parking services. Participation by veterans in all surveys will be voluntary. Results of parking surveys conducted by the Medical Center will be shared with the contractor, particularly when and where improvement is needed.

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

24. DENIAL/TERMINATION OF SERVICES:

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

24.2 The Contractor and COR shall deal with complaints concerning unacceptable performance.

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

25. INSTALLATION APPROVAL: The Contractor shall not install any signs without the prior guidance or written consent from the designated COR.

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

27. CHANGES TO PARKING LOTS: No alterations to the parking lots or parking lot striping shall be permitted. If parking lot alterations shall be required, the Contractor shall notify the COR in writing with the recommended changes. If the recommended changes are approved, the Contractor shall be notified in writing by the Contracting Officer.

28. GOVERNMENT RESPONSIBILITIES:

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

28.2 MEDVAMC will approve Contractor-provided walkie-talkies or telephones for the parking staff to use when communicating with appropriate VA staff.

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

29. CONTRACTING OFFICER REPRESENTATIVE (COR): Delegation of Authority letter(s) shall be forwarded to the using service and Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative(s) acting within the limits of his/her authority.

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

Point of Contact and Alternate on the space below:

Point of Contact, Name: ___ Telephone Number: ______ Alternate Point of Contact, Name: _ ______________ Telephone Number: ____________________________ The POC shall be available by telephone Monday through Friday, between 8:00 a.m. and 4:30 p.m. excluding national holidays.

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

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

32. SERVICE CONTRACT ACT: The resulting contract shall be subject to the Service Contract Act of 1965 (as amended). Service employees performing under this contract shall be paid NO less than the wages as indicated in the applicable Wage Determination incorporated herein.

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

34. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following:

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

34.2 Contractor shall submit with quote certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty

(30) days prior to the expiration date of the current insurance policy.

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

35. INCIDENTS AND EMERGENCY SITUATIONS: The Contractor shall respond to alerts or emergencies, by aiding injured or stranded persons in emergency situations, and/or by notifying the VA Police. It is imperative that this area be free of any vehicles in emergency situations or when a fire alarm is activated. The Government may provide an Emergency Plan brochure to the Contractor at the time of contract award. The Emergency Plan brochure describes reporting procedures for a variety of emergency scenarios including cardiac arrest, hazardous material spills, disruptive and/or dangerous behavior, etc. In the event of an incident or Emergency, parking staff shall be required to call VA Police at 713.794-7106 or if a Medical Emergency: 911. The COR or designee should be notified as soon as safely possible following incidents or events, normally within 10 minutes of an event occurring.

36. UNIFORMS: Parking assistance staff shall be neat and clean in appearance. Facial or visible vulgar/obscene tattoos, unnatural hair colors (i.e. pink, green, blue, etc.) are prohibited. Hair and beards shall be neatly trimmed and well-maintained. The Contractor shall be required to provide uniforms for all parking staff performing under this contract. Uniforms shall include the identification of the Contractor by company name and employee name (name tags are acceptable for employee name). Uniforms must be consistent in style and color and shall be always worn during performance of the contract. The uniform style shall be approved by the COR prior to contract implementation.

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

39. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

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

In addition to VA employees, the policy and investigative requirements shall be applicable to Contractor personnel who require access to VA computer systems designated as sensitive, in accordance with HSPD-12, FIPS 201, VA & VHA 0710 series documents.

39.2 Contractor and subcontractor personnel who require access to VA computer systems shall be subject to all necessary background investigations and receive a favorable adjudication from the VA Office of Security and Law Enforcement to ensure compliance with such policy. If such investigation has not been completed prior to contract commencement, the Contractor shall be responsible for the actions of those individuals performing under the contract.

39.3 The contract requires Contractor personnel to maintain U.S. citizenship and the Contractor shall be responsible for compliance. Regardless of U.S. citizenship requirements, Contractor personnel shall be required to read, write, speak, and understand the English language, unless otherwise specified in this contract or agreed to by the Government.

39.4 The cost for such investigations shall be borne by the Contractor, either in advance or as reimbursement to the Government. The level of sensitivity shall be determined by the Government based on the type of access required. The level of sensitivity shall determine the depth of the investigation and the cost thereof.

39.5 The Contractor shall be required to furnish all applicable employee information required to conduct the investigation, such as, but not limited to, the name, address, date of birth, place of birth, occupation, and social security number of Contractor personnel. The VA shall provide all the necessary instructions and guidance for submission of the documents required to conduct background investigation. High risk background investigations may not be required for Contractor personnel who will not be required to access VA computer systems nor gain access to sensitive materials.

40. DRUG/ALCOHOL POLICY: Contractor shall ensure that all parking staff performing under this contract comply with the participating Michael E. DeBakey VA Medical Center (MEDVAMC) alcohol and drug free workplace policy. The Contractor shall be expected to conduct random alcohol and drug tests on all parking staff. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Parking staff shall also be subject to drug and alcohol testing when reasons exist to suspect the use of illegal drugs and/or alcohol while on duty that impaired judgment, performance, operation of vehicles and the safety of Veteran patients, VA employees, visitors, voluntaries and/or other parking staff. Upon request, the Contractor shall be expected to provide evidence or copy of the results of employee drug and alcohol testing.

41. BADGES: All contractor personnel shall be required to wear VA provided identification (I.D.)

badges at all times while on the VA grounds. The Contractors shall be required to coordinate with COR to obtain the VA provided I.D. badges for all parking staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service.

42. CONTRACTOR PARKING: Parking personnel are permitted to park their own vehicles only in Parking Lot W.

43. SMOKING POLICY: Smoking is not permitted within or around the VA facility grounds, except in designated areas.

44. CELL PHONE: Cell phone use shall not be permitted while parking vehicles or during scheduled work hours.

45. INVOICE REQUIREMENT: The invoice shall be itemized to include the information listed below. Incomplete and incorrect invoices shall be returned for correction.

(1) Invoice Number and Date

(2) Contract Number

(3) Purchase Order/Obligation Number

(4) Line item from Schedule of Service associated with each charge

(5) Net Payment Due Contractor shall submit original invoice with pre-printed company name. For the Government invoice/billing address information, reference Contract Administration Data section.

46. POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer may schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes.

47. SITE VISIT: Completed