RFQ 36C24822Q1610.docx

36C24822Q1610 Table of Contents

1. PRICE/COST SCHEDULE

ITEM INFORMATION

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions.

Contract Period: Base POP Begin: 10-01-2022 POP End: 09-30-2023

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions.

Contract Period: Option 1 POP Begin: 10-01-2023 POP End: 09-30-2024

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions.

Contract Period: Option 2 POP Begin: 10-01-2024 POP End: 09-30-2025

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions.

Contract Period: Option 3 POP Begin: 10-01-2025 POP End: 09-30-2026

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions.

Contract Period: Option 4 POP Begin: 10-01-2026 POP End: 09-30-2027

OPTION PERIOD UNDER FAR CLAUSE 52.217-8 – OPTION TO EXTEND SERVICES

NOTE: The specified rates under this clause will be those rates in effect pursuant to the LINs under which the contractor is currently providing services.

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North Florida / South Georgia Veterans Health System Gainesville Malcom Randall VA Medical Center Valet Parking Services

Performance Work Statement

Project: Valet Parking Services for Gainesville Malcom Randall VA Medical Center

0. Scope of Work: The project's scope of work includes a base period and four (4) 1-year option periods. All services shall be performed in accordance with industry standards, as well as with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resulting contract. The contractor shall provide all resources necessary to accomplish the services described in this Performance Work Statement (PWS), except as may otherwise be specified.

The VA Medical Center in Gainesville, FL has a requirement for Valet Parking Services for Veterans for up to an estimated 350 cars per day, five days per week. The contractor shall provide valet parking services at the Gainesville, FL, Malcom Randall Veterans Affairs Medical Center, 1601 SW Archer Road, Gainesville, FL 32608, in accordance with the following provisions. Approximately 126 parking spaces are available for full valet parking. Stack parking vehicles will allow approximately 150 vehicles parked simultaneously. Service will include assisting patients and their families who request this front door service, assisting with wheelchairs and other devices in and out of cars, directing patients inside, and parking of cars.

1. Background: This requirement is for valet parking services to alleviate existing parking problems. Based on current operations, it is estimated the Valet Contractor will be required to park and/or provide assistance in parking of approximately 350 cars per day. The average number of daily outpatient appointments at the VAMC is 2,200 to 2,600. The number of vehicles indicated herein are estimated quantities and may fluctuate during the contract period. Contractor shall provide a sufficient number of staff in order to meet the needs of the VA in accordance with this solicitation and any resulting contract. Valet Parking Services are currently provided at the North Florida South Georgia Veterans Healthcare System Gainesville, Florida. Valet Parking Attendants greet Veterans, take possession of keys and vehicle, and stack park the vehicle in the assigned parking area(s). Upon return of vehicle to owner, the attendant retrieves the vehicle from its parking space and delivers it to the owner at the front of the facility.

2. Definitions:

a. "Valet Parking" - Refers to all services performed by the Contractor under this agreement.

Customers are greeted by valet parking attendants, and the keys to customer vehicles are delivered to the attendant (except for those vehicles the Contractor deems appropriate for self-parking). The valet parking attendants shall stack park the vehicles that enter the parking area.

b. "Contractor":- Where referenced in this solicitation, "Contractor" refers to the valet parking Contractor, offeror or vendor providing services under this agreement.

c. "CO" - Contracting Officer

d. "COR" - Contracting Officer's Representative — Limited authority

e. "AOD" — Administrative Officer of the Day

f. "VAMC" - Department of Veterans Affairs Medical Center

g. "VA" — Malcom Randall Veterans' Hospital, Gainesville, FL

h. FAR — Federal Acquisition Regulations

i. "VAAR" — VA Acquisition Regulation j "NF/SG VHS" — North Florida South Georgia Veterans Healthcare System

k. “PWS” –Performance Work Statement

4. Type of Contract: [Firm-Fixed-Price] This is a firm fixed-price contract to provide valet parking services.

5. Hours of Operation: Contract services shall be provided, Monday through Friday excluding Federal Holidays, and any other day specifically declared by the President of the United States to be a Federal Holiday. Work at the VA site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer.

Times of Service are, 6:30 AM to 7:00 PM. From 5.00 PM through 7.00PM, only 1 attendant is required for responsibility of returning parked vehicles only. No vehicle parking is required between the hours of 5.00 to 7.00 PM. A designated Contract Supervisor (further defined herein) shall be on-site during ANY performance under this contract. The VA reserves the right to adjust these hours/location and other changes that are deemed necessary.

6. Federal Holidays: The Contractor is to ensure that adequate valet parking services are available from 6:30 AM through 5:00 PM, Eastern Standard Time, Monday-Friday, except for Federal Holidays. Federal Holidays observed by the VA are as follows:

· New Year's Day

· Martin Luther King Day

· President's Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans' Day

· Thanksgiving Day

· Christmas Day 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. Additionally, the President may designate additional days as holidays (e.g., death of a former President, Christmas Eve, etc.).

7. Parking Lots: The Contractor shall be solely responsible for control and management of the Patriot’s Valet parking lot. See Attachment A for Malcom Randall VA Medical Center onsite parking map The valet parking contractor will stack park cars to expand parking capacity.

a. Handicapped Parking: Designated lot shall be utilized for Handicapped/Disabled vehicle parking only. In event of future unplanned onsite construction the use of the Patriots lot may be limited or have restricted use. Should this occur the VA will work with the vendor to identify an alternate parking lot or area for valet parking.

As indicated on the map, the Patriot’s Lot is located on VA property. The map is provided for informational and general orientation purposes only.

8. Contractor General Requirements: Malcom Randall VA Medical Center is experiencing severe parking problems as a result of congestion and on-going construction projects. The VA would like to continue a valet parking service for Veteran Patients, family members or legitimate visitors to alleviate some of this congestion and facilitate smoother parking activity. The Contractor will be required to assess the current VA parking situation, and take into consideration all provided government space and equipment as described herein.

The Contractor shall have a strong working knowledge of hospital valet parking services. Upon award, the contractor will be required to implement their proposed plan and carry it out on a day-to-day basis for the duration of the contract. The contractor will have thirty (30) days after award of contract to set up operations, finalize staff requirements (including Government-administered background investigations), etc. At the end of this period, full operations are to begin.

It shall be the Contractor's responsibility to visit the site to fully understand the nature of the work and the conditions under which the work shall be performed. A site visit may be requested by contacting the COR via email at Kenneth.schaffergatti@va.gov

9. Reports: On a monthly basis, contractor supervisor SHALL meet with the COR and provide a typewritten report for the COR giving a complete summary of the month worked. This report will be on company letterhead and will provide a signature from the Supervisor confirming the accuracy of the report as presented to the best of his/her knowledge. The Contractor shall be required to track the number of vehicles parked in a log and provide a typewritten copy of the log to the COR indicating the sum total number of vehicles parked, by day, week and each month with a sum total monthly average of parked vehicles.

The date of the monthly meetings will be mutually scheduled by the COR and Contract Supervisor and will at the latest take place no later than the fifth day of the month for the preceding calendar month activities. At any time, the COR or VA Chief of Police may request a current report or any component thereof within one business week. The report will include, at a minimum: A full report of any personnel incidents, vehicular damage, accidents, or theft during the month and shall also include patient incidents, confrontations, or incidents with patients. All standard reports shall be submitted to the COR no later than the 5th day of the month for preceding month (see exceptions).

A weekly or monthly schedule (as determined after Award by CO and Contractor) shall be presented in advance to the COR showing the shifts and employees who will perform contract services for the upcoming period. The employee tracking sheet shall be primarily used to monitor who is in the facility for security purposes but the COR may request copies for his/her own purposes.

A detailed breakdown will be provided of any vehicular damage or accidents, other property damage, lost keys, vandalism, alleged theft and shall be reported to VA Police immediately, and the COR within 24 hours. This section shall include license plate numbers, registered owner(s), vehicle color/make/model, description of damage, and a resolution or the current status of the outstanding issues. Any suggestions, miscellanea, or other information is to be supplied to the COR for official review. Upon monthly submission of this report, the COR may take the opportunity to meet briefly with the Supervisor to discuss perceived comments or concerns on behalf of the VA, make suggestions, or otherwise open dialogue about contract performance. The COR will go over feedback, both positive and negative, received via the feedback box provided by the contractor.

The COR will forward all customer complaints to Valet management and/or if appropriate, VA Police for filing. The complainant’s contact information will be provided when possible. Valet management will have (3) workdays to contact and resolve customer service issues or complaints. The COR will be notified of resolution and the COR (or VA Police dependent upon nature of complaint) may contact the complainant to verify satisfaction. Founded complaints will be documented and maintained by the COR.

10. General: At his/her sole discretion, the CO may elect to suspend valet operations for the safety of contractor personnel and our veterans due to inclement weather or other factors. If this cancellation is known of beforehand, the Contractor's supervisory employee will be given at least one day's advance notice. A pro-rated portion of payment for the month will be deducted for any time without valet operations. In the event that services are cancelled or suspended due to inclement weather without prior notice, contract staff is to stay on-site throughout their normally scheduled hours and shall resume operations if instructed to do so by CO or designee.

Payment will still be rendered in full for these cancellations without prior notice.

Contractor shall use the overhang in front of Ambulatory Care at the northwest entrance of the Malcom Randall VA Hospital for valet parking staging area and personnel or whatever area may be designated by the VA. No vehicles shall be parked in traffic lanes or in the immediate valet staging area unless authorized by the COR.

Contractor staff shall be able to handle all normal transmission types, read all standard speedometers, and operate all standard passenger vehicles. Valet services will exclude the following vehicles: Those modified to accommodate a specific disability that cannot be operated without additional training or licensing. Vehicles considered unsafe to drive or do not have functioning doors, windows, safety belts or locks (cannot be secured) and commercial vehicles, busses, VA transportation vehicles, VA employee vehicles, and vendors or Contractors conducting business at the VA.

The contractor shall provide valet parking to all VA patients, visiting family members or other legitimate VA visitors’ vehicles, excluding those that are ineligible for valet parking or which request self-parking. Contractor may also need to work with VA staff or other contractors to work around any deliveries or other traffic interruptions due to construction that may occur near the chosen entrance and valet traffic lanes.

The contractor shall provide only the limited 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 an instance of medical emergency or in the event that complex physical assistance is needed, the contract supervisor shall notify VA Emergency Personnel or VA Police.

The Contractor shall understand fully and relay to all employees performing services under this contract that any crime or other legal infraction taking place on VA property is subject to prosecution at the Federal level. The VA Police carry jurisdiction of the enforcement of laws on VA property. Any questions about the role of VA police or enforcement of Federal law should be brought to the CO or COR’s attention.

The valet attendants shall have a Florida driver's license, be a minimum of eighteen (18) years of age, be in good physical condition, and shall be physically able to perform all general duties, functions, and activities, such as standing long periods in all types of weather. All employees and representatives of the Contractor shall be fluent in the English language to read and understand directions and to converse intelligibly with the COR. The Contractor is prohibited from employing any illegal aliens to perform services under this contract.

No food, beverages, cigarettes, or outside debris may be brought into, consumed in, or left in patient vehicles. Personal cell phone use is not permitted while parking vehicles or while on duty during scheduled work hours. Cell phone use during lunch or breaks is permitted. Smoking is permitted in designated smoking areas only.

The VA Medical Center is a drug-free workplace.

The contractor may set up cones, rope, staging areas, directional valet traffic signage or other approved items. Requests for lot re-striping or alteration of Government property during contract performance shall be submitted in writing to the COR.

Contractor valet parking personnel are permitted to park a personal vehicle on site, in the designated valet parking lot(s), during their work tours only.

11. VA Construction Project Requirements: Construction projects, both on-going and as yet undetermined, may impact the valet parking operation during the term of any contract resulting from this solicitation. Contractor is expected to work with VA staff to modify operations in light of these projects to continue to provide service within the guidelines of this contract.

12. Contractor-Furnished Equipment, Supplies and Materials: The Contractor is responsible to provide all signage. Signage and content, traffic cones and placement shall be subject to review and approval by the Contracting Officer's Representative (COR) at any time. No signage with excessively large or prominent company logos will be accepted. Additionally, no sign may insinuate or otherwise imply that the contract staff personnel are VA employees (i.e., no VA logos on contractor's signage).

The contractor shall provide a locked metal box, with a letter-sized slit on the top for insertion for customer feedback. The contractor shall also provide customer feedback forms with their company letterhead clearly printed. The forms will provide a space for written customer feedback as well as checkboxes to indicate the customer's level of satisfaction with the service provided. These forms will be kept fully stocked at all times. Patients may provide written feedback about their experience with the valet service and deposit it in this box. The contents of this box shall be accessible to the COR and Contract Supervisor only and shall remain locked throughout daily performance. The contractor may not discourage any customer from leaving feedback in this box. The contractor may ensure that only feedback written on contractor-provided feedback forms is inserted into the box. The COR will approve the layout and formatting of feedback forms before their use.

Contractor will be required to provide uniforms for contract staff. These uniforms shall be professional in appearance and standardized amongst employees. At the very least, the uniform shall consist of dress slacks or professional looking shorts, a button-down or Polo-style shirt, loafers, or professional looking athletic shoes. Company identification shall be displayed prominently, including a photo ID and printed name of the employee pinned to the employee's uniform. The VA PIV Card may be used for photo ID, but the contractor is encouraged to distribute their own Photo ID as well. A different uniform shall be provided for the Supervisor to ensure he is easily visually identified. Uniform styles will be approved by the COR before performance on this contract begins. Uniforms shall always be clean, pressed, neat and professional in appearance. The CO/COR will provide the final authority over any disagreements regarding uniforms or physical appearance of contract staff.

13. Valet Parking and Return of Vehicles Requirement: The contractor will greet all patrons that approach the pickup area and process/provide a valet claim ticket. The patron is to be greeted, and the valet parking attendants will provide the driver a unique claim check with current date before parking the vehicle. Attendants will park all designated vehicles that enter the valet staging area and will not allow vehicles to be parked in the staging area or traffic lanes. The contractor will remind patients BEFORE entering their vehicle that all valuables should be removed from the vehicle or stored out of sight. All valet parked vehicles will be secured, all windows, doors, sunroofs, or other openings will be closed and locked. The keys will be appropriately secured in a contractor provided key cabinet.

Handicapped persons are permitted to pull to the patient entrance to be dropped off, and the attendant may then park the vehicle, if requested, or direct the driver to an onsite handicap space for self-parking. The parking attendants shall provide only the limited physical assistance necessary to help patients and accompanying persons exit and enter a vehicle and shall only do so at the patient’s request.

Contractor shall ensure that 90 percent of customers shall wait no more than 10 minutes to be valet parked or returned. The Contractor shall develop a system to monitor and report timeliness of service and complaints to the COR. This information shall be made available to the VA upon request.

Patients shall not wait longer than ten (10) minutes 90% of the time from when the vehicle is queued in the valet staging traffic lane, patient greeted, claim ticket processed and the vehicle moved from the valet staging lane. The ten (10) minute valet return or retrieval period begins when the patient queues themselves into the vehicle retrieval line and is complete when the patron is presented their idling vehicle. The CO and/or COR reserve the right to excuse delays of 10 minutes or more due to circumstances beyond the contractor's control. This will be a subjective determination which may not be appealed.

Returned cars will be delivered to the patients with the engine running, positioned for easy entry within a reasonable (within three car widths) distance to the hospital entrance. The contractor will not leave idling returned vehicles unattended and will ensure that only the patron who has provided the claim check is allowed entry into the driver's seat of the vehicle. The contractor will not block exit traffic from the hospital's main entrance for self-parked vehicles or patients and shall adjust the placement of returned vehicles as necessary to facilitate smooth operations.

If necessary to the work processes, the veteran may be asked short follow-up questions, such as the duration of their stay or estimated time of departure. Excessive questions or insistence upon an answer to follow-up questions shall not be allowed.

14. Parking Lot Attendant and Traffic Management Requirement: Contractor shall use good judgment to ensure that their operations do not impact other parking activity or traffic flow at the VA. Contractor shall not exceed their designated space, block traffic routes with vehicles waiting for service or valet parked vehicles, etc. Contractor shall relocate or modify their operations as necessary per the COR's direction if day-to-day VA traffic or parking operations are impacted negatively by any aspect of Valet performance.

Traffic congestion due to Valet services is the sole responsibility of the contractor. Special attention will be needed to ensure Valet parking operations does not obstruct traffic flow for VA traffic lanes, grounds, or public use roads.

The Contractor shall provide a traffic control plan within 14 days after start-up of contract to minimize valet traffic congestion and manage traffic to prevent through traffic road blockages. The contractor shall provide adequate staff for directing and managing traffic congestion caused by valet services.

The Contractor shall provide a parking lot attendant during operational hours to effectively monitor access to and prevent illegal use of the Government-furnished valet parking lot or space. The VA Police will not enforce this contract's valet parking provisions. In the event of a traffic safety incident or other noteworthy occurrence, the Contractor shall alert the VA Police (e.g., injured, or lost patient, safety issue, traffic accident) and shall include a brief verbal or written narrative of the incident, including any VA staff that was consulted and Contractor Employee(s), patron(s) involved, in the required monthly report to the COR.

15. End of Day Procedures / After Hour Operations: All keys left with the Contractor which are unclaimed at the end of operational hours shall be turned over to the VA police or alternative, Administrative Officer of the Day (AOD), as determined by the VA for retrieval by patron’s afterhours. At the beginning of each new day of performance, the Contract Supervisor will pick up any remaining keys from VA Police and will allow valet patron to retrieve vehicle following standard procedures. When keys are dropped off to VA Police or Administrative Officer, the contractor will turn over the keys in a lock box with a chain of custody form (provided by contractor) that includes the date, number of keys being dropped off and the associated valet ID claim ticket numbers. Valet patrons or verified family members with claim tickets may obtain the keys afterhours and shall retrieve the vehicles themselves.

The COR may ask the contractor to move the remaining cars to an area closer to the main building so that patients will have easy access to their cars. Designated parking spots will be determined for long term veteran patients and those keys shall be left with VA Police.

Contractor shall be responsible for any lost keys and damage to vehicles caused by their employees as described herein. As described herein, the Contractor may park vehicles in any physical configuration provided in their accepted technical proposal.

Any Government property or furnished space that is damaged by the Contractor's staff shall be replaced, to the satisfaction of the COR. Any outstanding unresolved damages may be removed from payment rendered for services, and negatively held against the Contractor's performance.

16. No Gratuities/No Tipping: The contractor shall provide at least one sign, at least three feet by three feet in size, on which NO TIPPING is printed legibly and prominently for view. Handwritten signs are not permitted. This sign may contain other language, but NO TIPPING will be emphasized via bold text, underlined, large text, etc. The COR will approve this sign and its placement before it is displayed. The sign will be presented at or near the valet staging area where patient keys are kept. Acceptance of tips OF ANY NATURE (i.e., monetary, or non-monetary) shall result in mandatory reimbursement of the tip(s) received. The contractor is permitted to suggest that customers offering tips leave positive feedback in a feedback box supplied by the contractor in lieu of the tip. Contractors shall not make unsolicited suggestions to leave positive feedback in any other scenario. Contract staff may not insert feedback into the feedback box.

17. Contract Monitoring Procedures: The COR will be assigned to monitor contract compliance. The COR's monitoring will include periodic or random unannounced inspections to assure the Contractor is in compliance with the levels of service specified and terms and conditions of the contract and this PWS. Within the scope of this PWS and contract, the Contractor shall provide staffing at no additional cost to the Government to meet performance standards. The Contractor's ability to provide and manage valet services, traffic flow, and provide a lot attendant, will be audited periodically to assure the Contractor is putting the Veteran first and is providing a safe and efficient operation.

COR shall monitor the following: valet parking and return of vehicles wait times; no tipping requirement; effective staffing for all valet services, staffing for parking lot attendant, management of traffic control; approved signage; contractor in specified uniform; reporting procedures followed; Personal Identity Verification (PIV), training, and certifications are met and maintained.

18. Contractor Personnel: The Contractor is encouraged to hire veterans as Valet Parking Attendants, preferably veterans who receive their care at the Malcom Randall Veterans' Hospital.

Contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

THE PRIMARY POINT OF CONTACT FOR CONTRACT OVERSIGHT, CUSTOMER SERVICE, AND ANY OTHER INTERACTION WITH THE COR WILL BE THE SUPERVISOR. THE SUPERVISOR SHALL BE ON-SITE, IN PERSON, EVERY DAY THAT SERVICES ARE PERFORMED UNDER THIS CONTRACT. In the event that the Supervisor will be absent from work, the COR will be notified and a designee will be named by the contractor who will perform these duties.

The Contractor SHALL include at least one supervisor on staff, physically located at the NF/SG VHS during performance of contracted duties, whose responsibilities include, but are not limited to: The primary point of contact for all customer concerns, complaints, questions, or other issues. Non-supervisory contract staff should be trained to refer these types of issues directly to the supervisor.

The Supervisor is the first line of contact between the Government and the Contractor.

All contract staff will be required to participate in New Employee Orientation, "Treating Veterans' with Care", and “I Care” training. This NF/SG VHS employee orientation is to ensure understanding of the importance of serving veterans. Combined course time is estimated at 2 hours for completion. The COR will advise on scheduling for New Employee Orientation. All valet parking attendants and supervisor(s) shall complete this training, as soon as possible, after commencement of work. It is the Contractor’s responsibility to ensure all valet parking attendants attend within a reasonable time period from commencement of work.

If required by the COR, the Contractor shall, at Contractor expense, perform a drug screen and criminal Background investigation on a Contractor employee who is providing services under this contract. The Contractor agrees to terminate immediately an employee who, at the sole discretion of the VA, poses a risk to the health or safety of a patient, family member, volunteer, employee or any individual requiring services. Also, the Contractor agrees to terminate immediately an employee whose conduct is disapproved by the COR because it interferes with the business or operations of the hospital. A record of each Contractor employee's character and physical capabilities to perform the duties of their position shall be maintained by the Contractor and made available for inspection upon request by the Government. Contractor shall be completely responsible for all actions of their employees. The Government reserves the right to deduct 5% from the Contractor's monthly invoice if five (5) VALIDATED and APPROVED by CO or more service Complaints are lodged against the Contractor during any 30-day period.

19. Professionalism, Professional Appearance and Courtesy: Courtesy and respect shall be offered to anyone the contract staff comes into contact with during performance of their duties. Contractor is expected to enforce reasonable standards of employee conduct. A pleasant demeanor and courteousness is required at all times. Contract staff is expected to be clean and well-kept at all times. Good hygiene practices shall be enforced by the Contractor, including a professional appearance in dress. The Contractor's regular uniform shall clearly identify the company and the occupation is easily understood (contract valet parking services).

20. Access Limitation: Only authorized Contractor employees are allowed inside the VAMC. Contractor employees are not to be accompanied in the work area by acquaintances, friends, family members, or any other person unless said person is an authorized VA or Contractor employee. Contract employees are to remain in Valet Parking Services Area except when on break or lunch, but may not travel to patient care areas except to veterans as required. Contract Supervisor shall maintain positive control of contract employees at all times.

21. Contractor Employee PIV Security Requirements: Contractor valet parking staff shall apply for NF/SG VHS Contractor Identification Badges. The initial point of contact for processing these requests shall be the COR. Contractor staff shall provide to the PIV office fingerprints, appropriate identification, and any other necessary information. Contractor staff shall wear their PIV at all times in an easily visible fashion either on a lanyard or clipped to their clothing above the waist. PIV’s are the property of the VA and upon contractor employee ceasing work are to be turned into the local VA PIV office or COR. Loss or theft of the PIV is to be reported to VA Police and COR immediately for reporting purposes.

Government-initiated background investigations are mandated under this contract. The contractor shall have an adequate pool of available employees - either working or potential - that have completed National Agency Check with Written Inquiries (NACI) level background investigations. Lead time for background investigations will NOT be an adequate excuse for failure to meet performance standards or established staffing levels - INCLUDING ANY POTENTIAL STAFF, ON SITE OR OFF, WHO MAY BE DESIGNATED SUPERVISOR. All contract employees who require access to Department of Veterans Affairs’ controlled property shall be subject to a NACI, Office of Personnel Management background investigation. After fingerprinting a Special Agreement Check (SAC) will be initiated on each employee. If there are no actionable issues, a temporary Personal Identity Verification (PIV) will be issued. Fingerprints will be taken by the local VA Police Service PCI/PIV staff office and submitted for the SAC and NACI. It is the responsibility of the Contractor to make all necessary arrangements with the local PCI/PIV office and VSC.

SAC results will not be available until contractor submits all required forms and documentation to the COR for Contracting Officer signature, and VSC receives and reviews for correctness and manages and sponsors the contractor for their PIV. Once the e-QIP is scheduled and electronically completed, the NACI will be scheduled. If no issues, VSC will then notify the Contractor the three-year PIV may be issued by the local PIV staff. The position sensitivity for these contract employees has been designated as Low Risk. Information and any documents required by the contractor will be supplied by the VA. The PIV badge is the property of the VA and must be surrendered by contract employees upon completion of employment or contract completion. It is highly encouraged potential persons selected for hire are pre- screened by the contractor for criminal history or other contract requirements. Employees with criminal histories will not be permitted to work until the adjudication process is complete. No employees will be permitted to work until the SAC is adjudicated with no issues and notice to proceed to work is received from the COR. Thereupon, a temporary ID will be issued to work until the NACI is scheduled or adjudicated. Thereafter, a Personal Identity Verification (PIV) Photo ID will be issued.

Any employee whose background investigation yields unfavorable results SHALL be removed from performance of this contract immediately. Background check will be completed on all Contractors' employees. NO CONTRACTOR EMPLOYEES SHALL BE EXEMPT FROM THIS REQUIREMENT. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default.

22. Working Knowledge of VAMC: Contract staff is expected to have a working knowledge of the exterior layout of the hospital facility and general area. Assistance may be offered to non-valet drivers in finding an appropriate parking location or answering common questions. If the contractor does not have an answer to the inquiry the individual asking the question shall be referred to appropriate VA staff.

23. Training/Licenses/Qualifications: Copies of contract employees driver’s licenses will be provided to the COR before work commencement and once annually thereafter or upon request.

The VA Medical Center will provide orientation and training on pertinent VA policies and procedures. All parking attendants shall be required to attend the VA New Employee Orientation program on “Treating Veterans with Care”, and “I Care”. This training will take approximately 2.0 hours to complete and be coordinated with the Contractor at a post award meeting for mutually agreeable dates. Any new Contractor employees shall attend the facility orientation training. It shall be the responsibility of the Contract to ensure their staff attends training as soon as possible after commencement of work.

24. Talent Management System Mandatory Training Requirements: All Contractors and their staff shall successfully complete on-line training. Effective March 23, 2012, all contractors are required to begin using the VA Talent Management System (TMS) for their mandatory training, utilizing the Create the New Feature at www.tms.va.gov. Training is to be accomplished outside of contract duty hours. Contract employees will self-enroll into TMS and select the following courses and complete courses and CPR/AED certification within 30 days from commencement of work. Courses are to be completed annually.

· Privacy & HIPAA (1 hour) #10203

· VA Privacy & Information Security Awareness & Rules of Behavior (1 hr.) #10176

· Infection Control, Parts 1 & 2, Hand Hygiene & Standard & BBP (.30) #1334002 NF/SG Station 573, NF/SG locally developed course

· Fire & Safety #1333999 (.30) NF/SG locally developed course

· VHA Active Threat curriculum VHA-Threat, #4638 (1.hr.)

Note: Step by step TMS enrollment instructions will be provided at the post award conference by the COR.

25. Claims/Damages: Any 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 patrons' vehicles caused during the performance of the Contractor's services or for any such claims. Contractor shall be held completely responsible for lost keys and any costs associated with same. Any such claims shall be reported to the COR within 24 hours of occurrence. Contractor shall be required to provide and maintain insurance on all services and employees who provide services under this procurement.

26. Payment: The Contractor will be paid each month, in arrears, upon receipt of a proper invoice submitted to Veterans Affairs Financial Service Center, P.O. Box 149971, Austin, TX 78714-8971. The Contractor's name, contract number, Tax ID and purchase order number shall appear on each invoice.

27. Additional Charges: No additional charges of any nature shall be allowed without the prior written approval of the CO. Any additional cost or change in scope shall first be approved by the CO and issued in the form of a Supplemental Agreement to this contract. In accordance with FAR 52.212-4 (c), changes in the terms and conditions of this contract may be made only by written agreement of the parties (bilateral agreement).

28. Applicable Documents:

a) FIPS Pub 201, “Personal Identify Verification of Federal Employees and Contractors”, March 2006.

b) 5 U.S.C. 4552a, as amended, “The Privacy Act of 1974”.

c) VA Handbook 6500.5, Contract Security,” March 12, 2010

d) VA Directive 0735

e) Homeland Security Presidential Directive, HSPD-12

f) Quality Assurance Surveillance Plan (QASP)

g) Performance Requirements Summary PRS

h) 05-07 Competency Assessment and Documentation, #4

i) System Policy 11-05 Appendix B. Basic Life Support Certification, American Heart Association. Automated External Defibrillator (AED) training.

j) VHA Directive 2008-015: Public Access to Automated External Defibrillators (AEDs): Deployment, Training, and Policies for Use in VHA Facilities.

29. Quality Assurance Surveillance Plan:

PERFORMANCE STANDARDS

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Provides onsite valet parking services within 10 minutes of customer arrival

Valet provider takes appropriate actions to prevent theft from or damage to employees, affiliates or patient vehicles, VA facility or property Claim tickets processed with vehicles moved from staging area to Valet lot within 10 minutes

Upon patron queuing in line for return of vehicles, returned from lot to staging area within 10 minutes

Possible continuation of contract beyond initial period. Past Performance reported in CPARS

Licensing, insurances, lot and vehicle safety precautions, equipment standards

Designated valet parking lot attendant and traffic control

Valid driver’s licenses, observing speed limits, safe driving

During operational hours valet traffic controller and parking lot attendant on duty to direct and prevent traffic congestion & prevent use of valet lot by non-patrons

Insurance claims, patient safety incidents must be confirmed, investigated, and resolved.

Patient complaints on the quality of valet services are appropriately addressed and reported to the COR

All contract staff complete specified training

Security Special Agreement Check (SAC) adjudicated before commencing work.

Personal Identity Verification (PIV) requirements completed per policy

CONTRACT CLAUSES

1. 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal, or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include—

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line-item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice; and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic…