SOW .pdf

Cincinnati VA Medical Center Valet Parking Contract

STATEMENT OF WORK (SOW)

as of 11/19/2021 Cincinnati VAMC, 3200 Vine St, Cincinnati, OH 45220

Contract Number: (completed by the CO at time of award) Task Order Number: (completed by the CO at time of award if a TO) IFCAP Tracking Number: N/A Follow-on to Contract and Task Order Number:

N/A

1. Contracting Officer’s Representative (COR)

Name: Conner Appelgate Section: Engineering Address: 3200 Vine St.

Cincinnati, Oh 45220 Phone Number: (513) 861-3100 EXT: 4767 Fax Number: (513) 284-1902 E-Mail Address: Conner.Appelgate@va.gov

2. Contract Title Cincinnati VA Medical Center Valet Parking Contract

3. Background The valet parking contract will be administered to meet station requirements and accommodate patients who currently must park distant from the hospital main entrance, especially those who have limited mobility. This contract will ideally provide an elevated level of customer service to our Veterans and their caregivers to better address the VA’s core values of integrity, commitment, advocacy, respect, and excellence.

4. Scope The contractor shall efficiently utilize surface lot and parking garage spaces on the Cincinnati VA Medical Center campus to provide parking services for patients and visitors Monday through Friday, excluding Federal holidays. The workload is expected to be approximately 150 - 200 vehicles per day.

The contractor shall provide an adequate number of attendants to facilitate services between the hours of 7:00am and 5:00pm. The busiest hours of operation for the facility are between 8:00am and 2:00pm. The contractor shall staff, and/or adjust staff as appropriate, throughout the contract to ensure an efficient operation, i.e. no long delays or traffic back-ups, taking into consideration the busiest times as stated above when establishing employee works schedules. The VA will make every effort to notify the contractor in advance concerning special events that might cause parking problems as a result of additional visitors to the CVAMC.

The contractor must maintain operations in or around the main entrance adjacent to the roundabout on the Southwest portion of the facility. Services should be provided exclusively to Veteran patients and patient visitors which can be confirmed via patient identification. Services provided should utilize both the first floor of the VA parking garage and surrounding surface lot spaces; further information regarding the proposed spaces can be confirmed by Police Services.

Further information regarding solicitation provisions and contract clauses can be found within FAR Part 52.

5. Specific Tasks Customer Service Every vehicle stopping at the valet parking area will be greeted and the driver asked if they would like valet parking. The attendants will give the driver a claim check and park the vehicle.

Valet parking attendants will park all vehicles that enter the valet parking area requesting valet parking service and will not allow vehicles to be parked in the valet parking area for extended periods. Attendants will be responsible for safely parking patrons' vehicles in authorized areas and storing of patrons' keys. All attendant- parked vehicles will be locked and the keys will be appropriately secured in a contractor provided key cabinet. The parking patron will present their claim check to the attendant when ready to depart and the attendant will deliver the vehicle for easy exiting. A valet parking attendant will deliver the vehicle to the patron within a period not to exceed ten (10) minutes upon receipt of a claim check. Any vehicle parked in the valet area at 5:00pm will be moved to the patient parking area located in the VA parking garage. The parking attendant will turn in the keys for these vehicles to the VA Police office. Owners of these vehicles can pick up their keys at the VA Police office and retrieve their vehicles themselves.

The VA reserves the right to request replacement of any contract employees at any time who are deemed inappropriate to provide services for the VA.

Training All parking attendants shall be trained by the contractor on the importance of providing high quality customer service. Parking patrons will be treated courteously and with respect at all times. Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic. Parking attendants may assist customers when getting in and out of their vehicles as well as assist with removal of wheelchairs and carts from their vehicles. A "No Tipping" sign shall be furnished and installed by the contractor and this policy will be strictly enforced by the contractor and on-site Point of Contact (POC).

Proof of License All parking attendants must possess a valid state issued driver's license. The contractor is required to have available a certified copy of driver's license history from the issuing state. All employees must understand and speak fluent English.

Communication The contractor shall furnish all signs (signage to be approved by VA), claim checks, radios, cones, or other miscellaneous items necessary to facilitate valet parking operations. Signs shall be easy to read, look professional, and have approval from both public affairs and medical media services to maintain consistency with hospital-wide signage. Hand-written signs are not allowed.

Uniforms The contractor shall provide uniforms to all personnel working under this contract. Uniforms shall facilitate easy identification of valet parking staff by employee name and by company name. Uniform type will be agreed upon by the VA and the contractor at the pre-work meeting.

Uniforms shall be worn at all times during performance of contract duties.

Damages Any claims of damage or problems with the customers' vehicles will be directed to and handled by the contractor in coordination with the Contracting Officer (CO). The contractor shall have insurance coverage to manage damage to vehicles. A copy of all claims will be provided to the VA Police.

Kick-Off Meeting Contractor shall attend a pre-work orientation meeting after award and prior to commencement of work on site. The VA will schedule the pre-work meeting and discussion will include but not be limited to:

• Fire and Safety

• Disaster Procedures

• Medical protocols to be used by valet parking attendants (i.e. procedures for medical emergencies)

• Handling of accidents, thefts, and other parking related incidents

• Uniforms

• Miscellaneous

It is the contractor's responsibility to ensure that contractor staff coming to the work site receive all information required above and are fully trained and completely competent to perform the required work.

Point of Contact The contractor shall designate an employee(s) on site to act as POC to represent the contractor in handling any valet parking concerns. The name of this individual(s) shall be furnished to the Contracting Officer at the pre-work orientation meeting. The contractor shall have a POC on site at all times during contract working hours.

Notification The contractor shall notify the VA of any areas that may pose a safety hazard to patients, employees, and visitors. VA will correct any deficiencies noted and agreed upon.

Lock Boxes The contractor shall provide appropriate lock boxes/key cabinets for the contractor's use during the term of the contract. Lock boxes/key cabinets shall be mobile in order to be transported to the after hours location for distribution of remaining keys. Any lock boxes/key cabinets that are damaged due to the abuse or negligence by VA employees during or after valet hours will be replaced by the VA with the same or equal product.

Other Requirements Personal cell phone use is not permitted while parking vehicles or while on duty during scheduled work hours.

The Government reserves the right to perform customer service surveys during the life of the contract to include any option periods which may be exercised.

Federal Holidays When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday.

When a holiday falls on a Saturday, the preceding Friday is observed by U.S. Government agencies. Observed Federal holidays are:

• New Year's Day

• Martin Luther King Day

• President's Day

• Memorial Day

• Juneteenth National Independence Day

• Independence Day

• Labor Day

• Columbus Day

• Veteran's Day

• Thanksgiving Day

• Christmas Day

Changes to Statement of Work Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Reporting Requirements Every month, the contractor shall provide the COTR with progress reports detailing all work completed during the preceding month. The report shall track the total number of vehicles parked and identify any problems that arose along with a statement explaining how the problem was resolved. The report shall also identify any problems that have arisen but have not been completely resolved with an explanation.

6. Performance Monitoring The contractor shall maintain monthly reports that shall be submitted to the contracting officer representative within five calendar days of the month’s start; submission can be either physical or electronic and shall include:

- Total number of vehicles parked over the period.

- Summary of the most active and dormant times for valet parking.

- Summary of parking space usage including average and maximum spaces used.

- Number of first-time patients, who were therefore unable to provide patient ID.

- Dated list of any unusual events including but not limited to incidents, accidents, adverse situations with patients, caregivers, visitors, VA employees, VA volunteers, or any other individuals.

- Report of any incidents involving or requiring VA Police.

This monthly report should be legible, organized, and signed by an authorized representative of the contractor.

7. Security Requirements Confidentiality and Disclosure The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

The CO shall be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

Contractor Personnel Security Requirements The Contractor must submit the names of all employees assigned to CVAMC to perform valet parking service duties under this contract. The cost of background investigations (BI) is borne by the contractor and shall reimburse the VA within 30 days. Contractors and subcontractors working with sensitive VA information are subject to the same investigative requirements as those of regular VA appointees or employee who have access to the same type of data or information. CVAMC has identified the cost, position sensitivity designation, and level of BI required for contract employee(s), the appropriate position sensitivity designation will be determined as if VA employees were performing the work.

a. Public Trust Risk Level Designation Background Investigation Level Forms to be completed Cost Low Risk National Agency Check with Written Inquires (NACI) Electronic Fingerprints Memo; or FD 258 Fingerprint Card e-QIP Online Application $231. Note: Fingerprints may be obtained electronically at CVAMC. If electronic fingerprints are completed, the Electronic Fingerprint Verification memorandum must be forwarded to the Contracting Officer along with the BI request worksheet. These prints are only good for 120 days; if the security package is not processed before the 120 days expires the prints are dropped from the system and must be resubmitted.

b. The Contracting Officer will submit a request to the Security and Investigation Center

(SIC) through the Contractor Request Database (CRD). Before the background investigation can be requested, the contractor employee will need to complete the BI request worksheet and submit to the Contracting Officer. Upon receipt of the BI request, the Contractor's point of contact (POC) will automatically receive an email notification identifying the web site link http://!www.opm.gov/e-qip for the contractor employee to initiate the Electronic Questionnaires for Investigation Process (e-QIP).This notification provides detailed instructions regarding completion of the application process. This process must be complete within 14 days.

c. If the e-QIP applications remains "Initiated Untouched by Applicant, it will be automatically cancelled by the Office of Personnel Management (OPM). Additionally, the Contracting Agency point of contact and the VA Contracting Officer will be notified that the requirements of Executive Order (EO) 12968 or EO 10450 and VA directives have not been met. If cancelled, a new request for BI must be submitted prior to re-initiation in to e-QIP.

d. After the e-QIP application is successfully accepted, the Contractor's point of contact will receive an email notification confirming that the required documents have been reviewed and released to OPM. At this point SIC considers the BI process is initiated and the contractor employee may begin, excluding any local requirements and/or restrictions, pending the results of the investigation. Once adjudicated, the certificate of eligibility will be provided to the requesting VA official. If the results are determined unfavorable, the contract shall withdraw the employee for consideration to work under the contract

e. If the Contractor hires staff that previously worked in VA facilities as a contractor-employee and had a background investigation adjudicated favorably within 24 month as of date of award of this contract, the former contractor-employees' background investigation is still valid. They will not be required to submit applications for new background investigations.

f. Failure to comply with the contractor personnel security requirements may result in termination of the contract for default.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI) The Cincinnati VA will work with the contractor to provide requested support features as deemed necessary. Further collaboration may be required between the contractor, Engineering, Public Affairs, Medical Media, Patient Transport, and Police Services.

9. Other Pertinent Information or Special Considerations.

a. Identification of Possible Follow-on Work.

Inclusion of option years with this contract for continued performance.

b. Identification of Potential Conflicts of Interest (COI).

None.

c. Identification of Non-Disclosure Requirements.

The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by the VA which has been generated by the contractor in the performance of this task order are the exclusive property of the U.S.

Government and shall be submitted to the CO at the conclusion of the task order.

The CO shall be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

e. Inspection and Acceptance Criteria.

Project COR to conduct the final acceptance of satisfactory installation.

10. Risk Control

The contractor is required to provide and maintain insurance for all employees and services provided through this contract. Further information regarding minimum insurance requirements can be found via FAR regulations such as FAR 52.228 and VAAR 852.228-71.

The contractor shall provide all insurance and liability coverage documents to the contracting officer prior to completing any work. Additionally, the Department of Veterans Affairs shall be identified as an insured party within the contractor’s coverage throughout the entirety of the period of performance. Any change in coverage, whether an increase, reduction, or cancellation, should be communicated to the contracting officer at least one calendar week in advance. The contractor will be responsible for any and all claims or damages during the contractor’s period of performance; the Cincinnati VA is to assume no liability.

The selected contractor may also be subject to COVID-19 regulations outlined within VHA Directive 1193 which provides guidance towards vaccination requirements, exemptions, documentation, masking, and testing requirements. Further confirmation will be provided by the Contracting Officer.

11. Place of Performance

Cincinnati VA Medical Center 3200 Vine St., Cincinnati, OH 45220

12. Period of Performance.

May 1th, 2022 through April 30th, 2023 with (4) option years.

13. Record Management

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Cincinnati VA Medical Center (CVAMC) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the Statement of Work. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CVAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Statement of Work. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts.

The Contractor (and any sub-contractor) is required to abide by Government and CVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public CVAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The CVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Statement of Work and require written subcontractor acknowledgment of same.

13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.