S02 36C25621Q0493-Combine Solicitation-Valet Parking Services 030821.pdf

36C25621Q0493

Request for Quote: 36C25621Q0493

1.This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, in conjunction with FAR Part 13, Simplified Acquisition Procedures as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This requirement will be evaluated under the lowest price technically acceptable evaluation methodology.

2. The combined synopsis/solicitation number is 36C25621Q0493. It is issued as a Request for

Quote. The Government anticipates awarding one firm-fixed price requirements contract resulting from this solicitation.

3. Solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular (FAC) 2021-04 (eff. 01/19/21), VAAR Update 2008-27 (eff.

12/23/20)

4. This requirement is a total service-disabled veteran owned small business set-aside. The

North American Industry Classification System number is 812930 with a size standard of

$41.5M

5. Place of Performance: 2002 Holcombe BLVD, Houston, TX 77030

6. Period of Performance: The period of performance shall be a base period of 12 months with four (4), additional 12-month option periods to be exercised at the Government’s discretion

9. All questions regarding this solicitation shall be submitted via email to Contracting Officer, Anthony Marion at anthony.marion2@va.gov no later than 11:00A.M. Central Standard Time on

March 17, 2021.

10. Quotes are due no later than March 22, 2021.at 11:00A.M. Central Standard Time and shall be submitted electronically via e-mail to the Contracting Officer, Anthony Marion at anthony.marion2@va.gov

SECTION A

A.1 APPLICABLE Provisions and Clauses

The provision at 52.212-1 Introduction to Offerors – Commercial, applies to this acquisition.

The provision at 52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999) applies to this acquisition.

All offers shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications –Commercial Items.

The clause at 52.212-4, Contract Terms and Conditions – Commercial Items, applies to this acquisition and a statement. The addendum to FAR 52.212-4 also applies to this acquisition.

The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or

Executive Orders – Commercial Items, applies to this acquisition and all additional FAR clauses cited in the clause are applicable to the acquisition.

Addendum to FAR 52.212-4 Show FAR clauses followed by VAAR clauses in numeric order.

Solicitation contains a list of all clauses incorporated by reference in numeric order under

52.252-2 (see below), starting first with FAR and followed by VAAR.

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs

Network Contracting Office 16

Michael E. DeBakey VA Medical Center

2002 Holcombe BLVD

Houston TX 77030 4298

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

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

Management, or

[X] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of

Payment Requests.

Department of Veterans Affairs

Financial Service Center

PO Box 149971

Austin TX 78714-9971

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

AMENDMENT NO DATE

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

12.00 MO __________________ __________________

Contractor shall provide all supervision, labor, transportation, personnel, materials, equipment, tracking methods and supplies to provide Valet

Parking services 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 Valet Parking services to accommodate Veteran patients, their family members and visitors

Contract Period: Base

POP Begin: 04-01-2021

POP End: 03-31-2022 materials, equipment, tracking methods and supplies to provide Valet

Parking services 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 Valet Parking services to accommodate Veteran patients, their family members and visitors

Contract Period: Option 1

POP Begin: 04-01-2022

POP End: 03-31-2023 materials, equipment, tracking methods and supplies to provide Valet

Parking services 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 Valet Parking services to accommodate Veteran patients, their family members and visitors

Contract Period: Option 2

POP Begin: 04-01-2023

POP End: 03-31-2024 materials, equipment, tracking methods and supplies to provide Valet

Parking services 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 Valet Parking services to accommodate Veteran patients, their family members and visitors

Contract Period: Option 3

POP Begin: 04-01-2024

POP End: 03-31-2025 materials, equipment, tracking methods and supplies to provide Valet

Parking services 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 Valet Parking services to accommodate Veteran patients, their family members and visitors

Contract Period: Option 4

POP Begin: 04-01-2025

POP End: 03-31-2026

GRAND TOTAL __________________

i. Prior to exercising any option the Contracting Officer will ensure that it is still in the governments best interest, with price and other factors considered.

ii. Any extension, in accordance with FAR 52.217-8, shall utilize option 4 pricing.

Thus, the offeror’s total price for the purpose of evaluation will include the base period, 1st option, 2nd option, 3rd option, 4th option, and ½ of the 4th option. As indicated in FAR 52.217-8 the government will have the option provision to extend the performance of the contract up to an additional 6 months when the contractor is provided written notice. Thus, providing separate pricing for the optional six-month extension period is not required

B.3 PERFORMANCE WORK STATEMENT (PWS)

PERFORMANCE WORK STATEMENT (PWS)

VALET PARKING SERVICES

1. GENERAL REQUIREMENTS: Contractor shall provide all supervision, labor, transportation, personnel, materials, equipment, tracking methods and supplies to provide

Valet Parking services 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 Valet Parking 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 VALET PARKING

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 valet services within the stated time frames and with appropriate staff.

3.4 Contractor shall submit with technical quote resumes with projected personnel and qualification. 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 persons 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.

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

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

3.9 Contractor shall provide a professional valet booth(s), locking key cabinet(s), safety cones, signs and other supplies, materials and/or miscellaneous items necessary to operate and manage the valet services.

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. Valet 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 valet parking attendants to perform the valet parking services.

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

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

3.18 Contractor shall ensure vehicles requiring valet parking shall be stopped by the valet parking attendants, who shall be required to ask the patients or drivers for an appointment letter, VA Patient identification card, clinic or healthcare service which will be visited and the estimated time of departure.

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

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

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

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

3.24 The Contractor shall provide adequate on-site supervision at all times in order 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 valet services and coordinating all work and additional services with the Contracting

Officer’s Representative (COR).

3.25 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 valet parking operation. 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 handicap placards or license plates on their vehicles shall be given the option of self-parking in handicapped slots. Non-handicapped employees shall be directed to self-park.

4. Contractor’s Personnel:

4.1 Valet 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 general 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 valet customers. Drivers shall ensure that the customers have fully vacated the vehicle or area before pulling a vehicle away.

5. PATIENT ASSISTANCE:

5.1 Valet 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 Valet 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 Voluntary Escort Service to facilitate patient transportation from the valet greeting drop off and pick up area to medical appointments and back to the valet greeting area.

5.4 Parking patrons shall be treated courteously and with respect at all times.

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

6. DESIGNATED VALET PARKING LOTS: Parking Lot W

6.1 The Michael E. DeBakey VA Medical Center (MEDVAMC) has designated Parking Lot

W to be used for the Valet Parking Services. The medical center main drive has been designated as the valet drop off and pick up area. 339 Parking spaces on Lot W have been exclusively designated for valet.

6.2 The Contractor shall have complete control of vehicles parked in designated valet parking area(s) in order 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 in order to maximize the space available. The Contractor shall be responsible for parking control and monitoring the designated parking lots assigned for the valet 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 are 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 valet 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 Michael E. DeBakey VA

Medical Center (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 occurred while at the possession of the valet staff and/or service. All vehicle damage claims brought to the attention of the Valet 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 is 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 0530 am 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.

9.2 The Contractor shall adjust the level of valet 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 4:30 pm, Contractor shall be responsible for the retrieving all unclaimed vehicles to Lot W including handicap and non-handicap vehicles remaining on Lot W. The retrieved vehicles with handicap placards or license plates shall be parked in handicap parking spaces near the valet drop off and pick up area. Non-handicap vehicles shall be parked on the designated parking slots.

9.5 The valet parking supervisor shall be required to turn over to the VA Administrative

Officer of the Day (AOD) keys of all unclaimed vehicles still on the premises after valet parking hours. An inventory log of all remaining vehicles and associated ticket numbers shall be provided to the AOD. Owners of these vehicles shall pick up their keys at the Emergency Department 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 ten 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

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 as a result 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.

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 valet parking service 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 valet parked and no more than ten (10) minutes to be retrieved.

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

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

16.4 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 valet 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 valet 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 assure valet services provided to the Government conform to the requirements under this contract.

Summary of performance standards but not limited to the valet services described herein.

Requirements not listed on this table are not limited to the listed, and elsewhere in this statement of work are still in full force and effect 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

Attendants shall not let customers

95% of the time vehicles

Less than 5 valid complaints

Inspection and/or

COR’s log

Incentive: favorable past performance record for future reference.

will be promptly attended.

wait longer than 5 minutes in line.

shall ne attended within 5 minutes.

in a month about vehicles waiting longer than

5 minutes.

or Contract log

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 paragraph

5.4

95% of the time

No more than 5 valid complaints per month

Inspection and/or

COR’s log or Contract log

Incentive: favorable 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.

100% 0% of key loss incident

Inspection and/or

COR’s log or Contract log

Incentive: favorable 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 whenever working on

VA

premises

97% of contractor’s employees shall wear uniform whenever working on

VA

premises

No more than 3 incidents per month in which any of

Contractor’s staff not wearing uniform

Inspection and/or

COR’s log or Contract log

Incentive: favorable review of the contractor could affect future contract awards

(5) VA shall have data on the number of

Contractor shall submit daily vehicle logs

95%:

Contactor shall submit vehicle logs

No more than 5 times a month contractor

Police report and/or

Contract

Incentive: favorable vehicles parked daily to COR/VA police.

to COR/VA

Police at the end of each workday

95% of the time within a month fails to submit vehicle logs to VA

Police at the end of the day log or

COR’s log review of the contractor could affect future contract awards

(6) The

COR shall receive a monthly report on the number of vehicles parked daily.

Contractor shall monthly submit a report to the

COR

95%: Report shall be submitted during the first week of each month

95% of the time throughout the contract term.

5%: No more than 5 incidents during the contract term in which contractor fails to submit the monthly log to the COR after the first week of each month.

Contract log

Incentive: favorable review of the contractor 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 it is 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.

21.2 The report shall summarize the number of vehicles parked by valet attendants based on date and time (sorted by morning or afternoon).

21.3 The report shall also identify the peak hours during the day and how many vehicles were parked during those peak hours.

21.4 The report shall also include any incidents, accidents 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 Michael E. DeBakey VA Medical Center

(MEDVAMC) may conduct independent customer satisfaction surveys to evaluate valet services. Participation by Veterans in all surveys shall be voluntary. Results of valet parking surveys conducted by the Medical Center may be shared with the Contractor, particularly when service 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, valet parking attendants shall immediately call VA Police.

27. CHANGES TO PARKING LOTS: No alterations to the parking lots or parking lot stripping 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 required training 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

Valet 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 valet greeting area to medical appointments and back to the valet 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 providing assistance to 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, Valet parking staff shall be required to call VA Police at 713.794-7106 or if a Medical Emergency: 911.

36. UNIFORMS: Valet parking staff shall be neat and clean in appearance. The Contractor shall be required to provide uniforms for all valet parking staff performing under this contract.

Uniforms shall include the identification of the Contractor by company name and employee name. Uniforms must be consistent in style and color and shall be worn at all times during performance of the contract. The uniform style shall be approved by the COR prior to contract implementation.

37. PPD SKIN TEST: The Contractor shall ensure that all contract personnel who shall be assisting or in direct contact with Veteran patients or with persons who provide direct care shall provide the following documentation:

37.1 PPD Skin test – Results from the last 3 months shall be accepted. If PPD is positive, the individual shall provide documentation of the absence of active TB.

37.2 It shall be the responsibility of the Contractor to provide documentation of the above prior to assignment. On an annual basis or upon request, the Contractor shall be expected to provide evidence or copy of the results of each valet parking attendant performing under the resulting contract. The COR shall be notified of any changes in individual status with appropriate documentation. In the event of an exposure, it is required that the Contractor has a plan that shall be followed to protect the individual and others. Records shall be maintained as required by CFR 1910.1030.

38. PPE Protocols: The Contractor shall ensure that all contract personnel follow the

MEDVAMC’s procedures of wearing a face covering and sanitizing of their hands whenever they are on MEDVAMC property.

39. 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.

40. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS:

40.1 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.

40.2 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.

40.3 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.

40.4 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 on the basis of the type of access required. The level of sensitivity shall determine the depth of the investigation and the cost thereof.

40.5 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 the 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.

41. DRUG/ALCOHOL POLICY: Contractor shall ensure that all valet parking staff performing under this contract complied 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 valet parking staff. Random alcohol and drug tests shall be conducted at least once a year on each employee performing under the resulting contract. Valet 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 valet parking staff. Upon request, the Contractor shall be expected to provide evidence or copy of the results of employee drug and alcohol testing.

42. 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 in order to obtain the VA provided I.D. badges for all valet parking staff. All VA provided I.D. badges shall be returned at the end of the contract or upon completion of service.

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

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

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

46. 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.

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

48. SITE VISIT:

A site visit walk-through for all interested Contractors has been scheduled to take place on

March 16, 2021 at 10:00am (cst) outside of Building 108, see map below (Police Services

BLDG) at the Michael E. DeBakey VA Medical Center (MEDVAMC), 2002 Holcombe

Blvd., Houston, TX 77030. All interested Contractors are encouraged to attend the site inspection walk-through of the participating VA facility. Only one walk-through for this solicitation shall be conducted and will start promptly at 10:00am, please forward email to

Contracting Officer if your company anticipate attending. You may contact Contracting Officer via email@anthony.marion2@va.gov. The intent of the site inspection is to give all interested

Contractors an opportunity to get familiar with the parking lots designated to be used for the valet parking.

Note: Contractor shall be responsible for all costs and travel expenses associated with the site inspection visit. Failure to attend the site inspection walk-through of the participating VA facility shall not release the Contractor from complying with the terms, conditions, specifications, and requirements of the resulting contract.

mailto:email@anthony.marion2@va.gov

B.4 REGISTRATION WITH CONTRACTOR PERFORMANCE ASSESSMENT

SYSTEM (CPARS)

(a) FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Department of Veterans Affairs (VA) has implemented

Contractor Performance Assessment Reporting System (CPARS) to comply with this regulation.

One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

(b) The past performance evaluation process is a totally paperless process using CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report.

Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

(c) We request that you furnish the Contracting Officer with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract. Each person granted access will have the ability to provide comments in the Contractors portion of the report and state whether or not the

Contractor agrees with the evaluation, before returning the report to the Assessing Official. The report information must be protected as source selection sensitive information not releasable to the public.

(d) When your Contractor Representative(s) (Past Performance Points of Contact) are registered in CPARS, they will receive an automatically-generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS are available at http://www.cpars.csd.disa.mil/. The CPARS User Manual, registration for Online Training for

Contractor Representatives, and a practice application may be found at this site.

(e) The Assessing Official will complete an interim or final past performance evaluation and the report will be accessible at http://www.cpars.csd.disa.mil/. The Contractor Representative has the option to provide comments on the evaluation, indicate if they concur or do not concur with the evaluation, sign, and then return the evaluation to the Assessing Official. The Contractor

Representative has a total of 60 days following the Assessing Official’s evaluation signature date to send comments. If the Contractor Representative sends comments within the first 14 days following the Assessing Official’s signature date and the Assessing Official or Reviewing

Official closes the evaluation, the evaluation will become available in PPIRS-RC within 1 day.

On day 15 following the Assessing Official’s evaluation signature date, the evaluation will become available in PPIRS-RC with or without Contractor Representative comments and whether or not it has been closed by the Assessing Official or Reviewing Official. If no

Contractor Representative comments have been sent and the evaluation has not been closed, it will be marked as “Pending” in PPIRS-RC. If the Contractor Representative sends comments at any time prior to 61 days following the Assessing Official’s evaluation signature date, those comments will be reflected in PPIRS-RC within 1 day. On day 61 following the Assessing

Official’s evaluation signature date, the Contractor Representative will be…