Attachment_2_-__DARPA_Garage_Management_PWS_with_Rules_and_Regs.pdf

Defense Advanced Research Projects Agency

MISSION SERVICES OFFICE

FACILITIES AND LOGISTICS DIRECTORATE

PARKING GARAGE MANAGEMENT & ADMINISTRATION

PERFORMANCE WORK STATEMENT

12 September 2016

1. BACKGROUND

The Defense Advanced Research Projects Agency (DAPRA) serves as the research and development organization for the Department of Defense (DoD) with primary responsibility of maintaining U.S.

technological superiority over our adversaries. The purpose of this Performance Work Statement (PWS) is to define the scope of work pertaining to the management and administration of the DARPA on-site garage located at 675 North Randolph Street, Arlington, VA 22203.

2. SCOPE OF WORK

The Contractor shall provide parking garage management, administration and cleaning for the DARPA on-site garage located at 675 North Randolph Street, Arlington, VA 22203. The DARPA on-site garage is for DARPA employees working at the Arlington location. The underground garage consists of 515 spaces on three floors, ~234,000 square feet. The DARPA garage is available to employees 24/7, 365 days a year.

The DARPA garage is not intended to be a profit generating enterprise. All fees collected from individual parking tenants shall be remitted to the Government through the Contracting Officers Representative (COR).

Contracting Officers Representative (COR)/Primary DARPA POC:

Scott Bradley Visual Media and Mail Services Scott.Bradley@darpa.mil

(571) 218-4266 (Office)

(703) 741-1371 (Fax)

Alternate DARPA POC:

Ellett M. Smith, P.E.

Chief, Facility & Supply Services Ellett.Smith@darpa.mil

(571) 218-4569 (office)

(703) 615-2495 (cell)

(703) 741-0097 (fax)

For after-hours emergencies, the Contractor shall contact the DARPA Security Control Center at (571)218- 4660.

The Contractor shall provide the following services in support of the DARPA parking garage:

a. Parking Garage Management & Administration

i. The Contractor shall initiate new parking contracts and maintain current contracts for monthly parking for private vehicles (including carpools and vanpools) for DARPA on-site employees. DARPA parking garage rules and regulations shall be included with all contracts. Parking contracts may be terminated with 30 days advance notice by the employee.

1. Parking contracts for carpools and vanpools will list all vehicles utilized for the carpool/vanpool and all drivers/occupants, one hang tag will be issued for each carpool/vanpool.

ii. The Contractor shall maintain a prioritized first-come-first-serve list for DARPA employees waiting for parking availability at the DARPA facility. Wait-list personnel shall be provided to the Contractor by the COR and priorities shall be determined by the Government. The Contractor shall notify employees on the wait-list when parking becomes available and initiate parking contract.

iii. The Contractor shall collect parking fees (fees are designated by the Government) from individual parkers under contract by the 10th of each month and shall issue monthly serialized hang tags for rear view mirrors for vehicles authorized to park at DARPA. The Contractor shall accept the following methods of payments: cash, credit card, check.

iv. Hang tags, along with monthly statements, shall be received by DARPA 10 days prior to last business day of month they are to be used. Statements shall be enveloped, labeled, and issued to each individual employee by office symbol (e.g. John Doe (CMO) 675 N.

Randolph St, Arlington, VA 22203), on a monthly basis, and mailed in bulk to DARPA at 675 N. Randolph Street, Arlington, VA 22203.

v. Hang tags for parking tenants who have not paid by the 10th of the month shall be included in the bulk mailing. Hang tags shall be placed in a separate envelope to the COR. The Contractor shall notify the COR once late payment has been received. No additional fees shall be assessed for late payments. Replacement/temporary hang tags, if required, shall be provided by the COR.

vi. Yearly passes for government vehicles parked on site shall be issued without assessing a parking fee. The number of government vehicles parking on-site shall be provided by the

COR.

vii. The Contractor shall coordinate their access to the DARPA garage with the COR for garage cleaning. In addition, any maintenance issues, problems, concerns, etc. shall be reported to the COR within 24 hours.

viii. The Contractor shall notify the COR with any administrative issues or complaint’s that are beyond the control of the Contractor.

ix. The contractor shall have telephone access from 7:30 AM to 5:00 PM Monday through Friday and an emergency number published to parkers for after hour issues.

x. The Contractor shall provide an industry standard policy/process for the reporting of claims, thefts and damages of vehicles and personal property for the garage operation. All claims, reports of damage, etc. shall be provided to the COR within 24 hours of submittal to the Contractor.

xi. The Contractor shall maintain a minimum of $5 million Certificate of Liability Insurance.

xii. The Contractor shall conduct inspections of the garage to ensure garage is free of trash and debris, trash cans and recycle bins are emptied, and elevator vestibules are clean in accordance with the Contractors quality control plan.

xiii. The contractor shall notify the COR for any maintenance/repair items, oil spots, or any hazards observed within 24 hours.

b. Parking Garage Cleaning

i. The Contractor shall provide weekly garage cleaning on Monday, Wednesday and Friday, after 6:00 PM, on all 3 parking levels, outlined below. Excludes Federal Holidays and government/building closures.

1. Trash pick-up and removal from garage floors

2. Empty trash cans and recycle bins in elevator vestibules and replace liners;

collected trash/recyclables shall be taken to the appropriate dumpsters in the DARPA loading dock area;

3. Sweeping of garage floors for loose trash and debris as needed;

4. Sweeping/mopping of elevator vestibules;

5. Clean elevator vestibule glass weekly or as needed.

ii. The Contractor shall provide bi-annual garage cleaning, to include:

1. Power wash garage floors, garage walls, bike cages, and elevator vestibules;

2. Cleaning and dusting of pipes and ledges;

3. Clean elevator vestibules walls and glass enclosures;

4. The Contractor shall coordinate with the COR and building management to schedule bi-annual cleanings.

3. DELIVERABLES

The Contractor shall submit the following deliverables/reports in support of the DARPA parking garage management effort. All documents delivered under this contract are the property of the U.S. Government.

Report # Deliverable Frequency Due Date Submit to

A001 Status Report Monthly 15th of the month

COR

The Contractor shall submit a monthly status report to include:

1) Contractor’s name and address;

2) Contract number;

3) Date of Report and period covered by report;

4) Parking tenant list for the upcoming month; tenant list should include a list of employees with an active parking contract and indicate the status of their payment for upcoming month and if parking tag was issued/mailed. List should include government vehicles authorized to park at DARPA;

5) A copy of the prioritized wait-list for parking;

6) A full accounting of all funds collected for the preceding month including a reconciliation between tenant list and parking receipts;

7) Check made out to the U.S. Department of the Treasury, for monthly parking receipts;

8) Summary of the Contractor’s actual cleanings, inspections, findings, resolutions for the preceding month in accordance with the Contractors Quality Control Plan (QCP);

DARPA GARAGE PARKING RULES AND REGULATIONS

1. General. The garage is operated by a commercial garage parking company (hereafter called “company”) in accordance with (IAW) the requirements of a DARPA contract. All personnel must meet the below eligibility requirements and execute a commercial parking contract with the company prior to being authorized to park in the building.

2. The contract is between the company and the individual. DARPA is not a party to the contract and will not arbitrate disputes on behalf of either party.

3. All communications and issues concerning parking contracts, including monthly payments, fees, towing, traffic tickets, cleaning, and liability will be referred directly to the company. Refer to the contract for contact information.

4. Parking Rates and Financial Terms. Financial terms of the contract are subject to change based on market conditions and/or actual costs incurred by DARPA to administer and maintain the garage. This includes monthly parking rates. DARPA employees will be notified by the company when rates are changed.

These terms are imposed by the company and DARPA will not arbitrate disputes on behalf of either party.

5. DARPA is not liable for damages to personally-owned vehicles, lost or damaged personal property or for injuries that occur in the parking garage.

6. Personnel shall contact the company for loss claims or damaged property in the garage IAW the terms and conditions of their parking contract. Personnel shall contact Facilities & Logistics Directorate (FLD) via email sent to Facilities@darpa.mil or by calling 703-526-4006 or the SCC at 571-218-4660 for any injuries that occur in the garage. The email or phone call must include the date, time, description of injuries, and circumstances surrounding the injuries. This information will also be sent to the Landlord, Washington Headquarters Services (WHS), and General Services Administration (GSA). If there is a safety hazard or condition contributing to the injury, this information will be noted in the Incident Report (IR), and corrective action will be taken by the appropriate parties.

7. Garage parking is based on a first-come, first-serve basis. A valid contract permits personnel the use of one parking space only. Subletting a contract to another individual or lending a parking permit to another person, not listed on the contract is strictly prohibited. Using electrical outlets, parking in unauthorized spaces or marking spaces for personal use is strictly prohibited (e.g. setting up parking barriers, cones, etc.) Parking must be within the marked lines, use of multiple spaces is strictly prohibited. Violations of these rules will result in cancellation of parking privileges after three (3) warnings.

8. It is against the law for DARPA to provide any subsidy, special rates, or privileges, which includes electricity for electric cars. Any employee found using electricity in the garage will lose parking privileges.

9. Parking contracts will include additional terms and conditions that must be followed and that are not set forth in these rules and regulations.

10. Parking Eligibility. Full-time onsite personnel (e.g. Government employees and contractors) are eligible for one parking space per employee. If spaces are fully contracted, the parking company will maintain a wait list based on the date of the employee’s initial request. Government employees will have priority on all wait lists for parking spaces. On-site contractor employees will be provided parking spaces on a first-come, first-serve basis. The

11. parking company will notify employees when they are eligible for a parking space. Due to parking demand in the building, there may be extensive waiting periods for available contracts.

12. Requests for parking space in the building must be submitted to Facilities & Logistics Directorate (FLD) via email to the DARPA parking garage contract Contracting Officer’s Representative (COR) and/or a contact person identified by the COR, who will coordinate with the parking company.

13. Companies are not permitted to lease spaces for parking. Only DARPA Government employees and on-site contractors may hold individual parking contracts and pay the rental rates with their personal credit cards. Company credit cards will not be accepted.

14. All vehicles must properly display the monthly hang tag on the first of every month to gain access to the garage. A three (3) calendar day grace period is given for personnel who have not received their hang tags.

15. Personnel with a valid contract who forget their parking passes for a day will be granted access to the garage. The security guards have the list of employees who are eligible for parking. The employee will present their badge for validation, and must report to FLD for a temporary parking pass for that day. See instructions for temporary hang tags.

16. Compliance with Federal, State and Local Law. To gain access to the garage, all vehicles must be in a safe, operable condition and in compliance with applicable laws and regulations (e.g., current license tag, safety inspection, meet vehicle insurance requirements, etc.). DARPA personnel must operate and park their vehicles in a safe manner at all times in the garage.

17. Reserved Parking Spaces. Reserved parking spaces will only be provided for official Government vehicles and may be provided for other vehicles to meet DARPA mission needs or to comply with Federal, State, and Local laws and DoD policies.

18. Very Important Person (VIP) Parking. VIP parking is reserved for senior government officials, or civilian equivalents, attending meetings at DARPA or guests of the Director, DARPA. The garage has a limited number of spaces for VIP guests. Therefore, all requests for VIP parking must be submitted to the Visitor Welcome Center (VWC) a minimum of 24-hours prior to the scheduled meeting date. Exceptions to this policy will be addressed to the Director, MSO/FLD or the Deputy Director, MSO/FLD with justification.

The VWC will make every effort to review each request in a timely manner. The meeting coordinator must include the following information when requesting VIP parking in the garage: (1) name of government official(s); (2) vehicle information (year, make, model, tag number, color); (3) meeting title and coordinator; and (4) meeting time and date. If for any reason there is not enough available space to accommodate the request, the meeting requestor will be notified to allow time to make other arrangements.

19. The following categories of VIPs will be allowed parking in the building:

a. Active-Duty Flag Officers, Senior Executive Service (SES) employees, or other government equivalent

b. Former DARPA Director(s)

c. Congressional Staffers

20. The following categories will only be allowed reserved parking if they are sponsored by the Director’s

Office (DIRO). The Deputy Director, DARPA will approve these requests:

a. Civilian Industry Officials

b. Retired Military/SES

21. Compliance with Handicap Requirements. The garage operations will ensure compliance with local and state regulations for handicap parking. The number of handicap spaces in the garage adheres to current state and local regulations. Personnel illegally parked in handicap spaces will be required to remove their vehicles immediately. Continual infractions will result in the loss of parking privileges.

22. Termination of Parking Privileges. Parking may be terminated based on unsafe or illegal acts or conditions, illegal parking, violation of the parking rules, non-payment of parking fees, security reasons, safety issues, or when it is in the best interest of the Government. Parking fees must be paid on a monthly basis. If fees are not collected from an individual, the company will notify the DARPA COR. A pattern of late payment or lack of payment will result in the suspension and or loss of parking privileges.

a. The employee will not receive a hang tag and be restricted from parking in the garage.

b. Parking privileges will not automatically be reinstated with payment, and the employee will be added to the bottom of the wait list. The company will contact the employee when a new contract is available.

c. Parking contracts will be terminated by the company within a 30-day notification that the Government employee or contractor is no longer working on-site at DARPA.

23. The Director, MSO/Security and Intelligence Directorate (SID), will provide notification to the Director, MSO/FLD when Government employees out-process or upon discovery that a person is no longer employed at DARPA.

24. Extended Stay. Personnel must notify FLD, in advance, if they intend to leave their vehicle parked overnight in the garage. FLD will notify SID upon review of the request. The employee will be notified when or if the request is approved. Vehicles that are mechanically disabled will not be allowed in the garage and if they become mechanically disabled after entry into the garage, must be removed from the garage within five working days. Send the following information, via email, with the Subject Line, “Parking,” to “Facilities Maintenance:”

a. Name;

b. Contact Information (e.g., cell phone number);

c. Make, Model, and Color of vehicle;

d. Vehicle Tag Number;

e. Parking Space Number; and

f. Estimated length of time the car will be parked in the garage.

25. Access Control. With the exception of official DARPA vehicles, only vehicles privately owned, rented, or leased by authorized personnel, and are pre-registered with the company (i.e., current contract), are authorized to park in the garage. Personnel must present a current on- site DARPA badge and parking hang tag to the on-duty security officer and activate the badge reader prior to entry. The first of every month, there is a three (3) calendar day grace period to display the previous month hang tag for garage access.

a. Personnel who have forgotten their badge may be required to park off-site while processing a temporary badge through the Visitor Welcome Center (VWC) in the lobby.

b. Personnel may be denied access to or removed from the garage by DARPA security if an authorized parking permit is not presented or if removal or denial is necessary for security or safety reasons.

26. Temporary Parking Tags. If the employee has not received a parking hang tag for the month, they may obtain a temporary parking pass with proof of payment by contacting Scott Bradley 571-218- 4266 or emailing Facilities@darpa.mil. The employee should provide their hang tag number and contact information.

27. All vehicles are subject to inspection by security personnel while in the garage as determined by the security posture in the building based on security or safety concerns. Vehicles may also be moved or towed without notice if there is a security or safety concern.

28. Vehicles may not be used to store items (e.g. hazardous materials, contraband) prohibited from being on the premises by law or DoD policy.

29. Parking hang tags must be used only by the person to whom the tag is issued and they may be used on any vehicle used by the owner (e.g., rental cars, spouse’s car, etc.). One hang-tag will be issued for each carpool and/or vanpool. Carpool members are authorized to move the parking pass between the members, based upon who drives on each particular day. Parking contracts for each carpool/vanpool will list all vehicles utilized for the carpool/vanpool and all drivers/occupants. Each carpool and vanpool will pay the normal parking monthly rate. Due to safety reasons vanpools will be allowed to park in a reserved vanpool parking spot. Parking is not reserved for carpools.

30. Bicycles. Persons who ride their bicycle to work at DARPA do not require a parking pass to access the garage and park their bikes in the garage bicycle cages. Free bicycle parking racks are available in the garage on the P-1 and P-2 levels. Riders are prohibited from wearing cycle shoes in the building.

31. Motorcycles. Normal designated parking spaces will be used to park motorcycles. The parking rates for motorcycles are the same as for four-wheeled motor vehicles.

32. Oversized Vehicles. Oversized vehicles (i.e., vehicles that are too wide, too long, or too tall to safely fit into the garage, or because of their size would require more than one parking space to park) are not permitted to enter or park in the garage. Vans are restricted to parking on the P-1 level of the garage due to height constraints in the garage. The garage entrance is approximately seven (7) feet tall.

33. Speed and No Parking Areas. Speed limits in the garage are a maximum of 10 miles per hour (MPH); however, speed must be based on the conditions present (e.g. ice, people, or other hazards are present) and shall not exceed that speed which is necessary to ensure safe operation. Vehicles of any type (i.e., cars, bicycles, motorcycles, etc.) are prohibited from parking or being left in any area that is not specifically designated for parking. Illegally- parked vehicles are subject to towing without notice.

34. Towing of Vehicles. Violation of the rules specified in this document, parking contract or vehicles that present safety or security hazards may be towed if notification to remove the vehicle to the owner is not successful. SID/FLD will attempt to notify owners to remove vehicles prior to towing, however, DARPA is not liable for any fees associated with the towing of a vehicle that has violated the garage rules.

35. Storage of items in Garage. Cargo, wooden pallets, equipment, special event and other supply type items will not be stored in the parking garage without prior approval of FLD.