SOURCES SOUGHT
V -- Valet Services
- Notice Date
- 3/28/2019
- Notice Type
- Synopsis
- NAICS
- 812930
— Parking Lots and Garages
- Contracting Office
- Department of Veterans Affairs;VA Maryland Health Care System;Contracting Officer (90C);P.O. Box 1000, Bldg. 101, Room 26;Perry Point MD 21902
- ZIP Code
- 21902
- Solicitation Number
- 36C24519Q0226
- Response Due
- 4/4/2019
- Archive Date
- 6/3/2019
- Point of Contact
- caitlin.hippensteel@va.gov
- Small Business Set-Aside
- N/A
- Description
- SUBJECT: Valet Services DISCLAIMER: This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this Sources Sought that is marked Proprietary will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future RFP will not be entertained. SUBJECT: The Martinsburg, WV VA Medical Center and DC VA Medical Center is conducting market research in order to provide Valet Services to the Martinsburg, WV and DC VAMC. The government anticipates awarding a single Firm Fixed Contract. OBJECTIVE: See Attachment 1 RESPONSE INSTRUCTIONS: Name and Address of Company Any small business designation as certified by the Small Business Administration A through description of experience in managing support requirements of this nature. CONTACT INFORMATION: Any questions related to this RFI shall be directed to Caitlin Hippensteel at Caitlin.hippensteel@va.gov and Randall.Brown@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this RFI shall be submitted via email to Caitlin.hippensteel@va.gov and Randall.Brown@va.gov no later than 3:00 pm EST on 04/04/2019. ATTACHMENT 1 DC STATEMENT OF WORK GENERAL PROCEDURE: Contractor shall be required to furnish all necessary and appropriate labor, supervision, materials, equipment, and supplies to provide Valet Parking Services in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified herein. Contractor shall provide Valet Parking Services to alleviate parking problems experienced during construction of new buildings. The Valet Parking Services shall be intended to accommodate Veteran patients, their family members, and disabled employees with VA disabled permits and visitors. (8) Eight Valet Parking Attendants for the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC. Hours of Operations: Monday thru Friday 07:00am 03:00pm. (No Federal Holidays or Weekends). (3) Three Valet Parking Attendants for the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington, DC Hours of Operations: Monday thru Friday 10:00am -06:00pm. (No Federal Holidays or Weekends). (2) Valet Attendants (On-Site) Supervisor for the Department of Veterans Affairs Medical Center 50 Irving Street, N.W., Washington, D.C. Hours of Operations: Monday thru Friday. Valet Parking Attendant Supervisor (On-Site) 07:00am -03:00pm Valet Parking Attendant Supervisor (On-Site) 10:00am 6:00pm *Three Valet Attendants Drivers (Golf Carts) for the Visitor & Patients Parking Garage for the Department of Veterans Affairs Medical Center 50 Irving Street, N.W., Washington, D.C. Hours of Operations: 6:00am 6:00pm Monday thru Friday. Additional Services. Total of Contractor Employees: (16) Sixteen CONTRACTOR QUALIFICATIONS: The Contractor shall possess all licenses and permits as required by Local, State and Federal law. All contracted employees shall also have a valid U.S. driver s license, U.S., citizenship, and shall be fluent in English. Subcontractors shall follow all licenses and permits requirements and shall be monitored by the Contractor for compliance. The Contracting Officer (CO) and the Contracting Officer s Representative (COR) shall be notified if a subcontractor is utilized. All contracted employees shall posses the minimum competencies in the Valet Parking Competency Assessment Review and must be trained by the COR for customer service compliance. The Contractor shall have at least three (3) years of experience in successfully providing Valet Parking Services. The Contractor shall coordinate, supervise and evaluate the services provided. During the first (6) sixty days of performance, the contractor shall make no substitutions of t heir assigned employees to the DC VAMC unless the substitution is necessitated by illness, death, or termination of employment. The COR shall be notified of the emergent substitution. Provide VA approved valet claim checks, securing keys, parking, delivering, and directing certain valet vehicles to and from the valet greeting area. Provide 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. All signs shall at least 30 x 30 and hand-written signs shall not be allowed. Provide VA approved walkie-talkies or telephones for the Valet staff to communicate with Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington D.C. 20422 Police Service staff. 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. Provide and install a minimum of 2 Insurance Liability signs for vehicle damage claims. Provide experienced, fully trained and professional valet parking attendants to perform the valet parking services. Constantly assess VA parking situation taking into consideration all parking spaces available to adjust the level of parking service and personnel required to perform under the contract without exceeding the required wait time to valet parked and retrieved vehicles. Provide parking and traffic control recommendations as deemed appropriate and necessary to provide quality services. VALET PARKING PROCEDURES: Valet Parking Services for vehicle drop-off and vehicle pick-up shall be located at the DC VAMC; s main entrance curbside area. VEHILCE WAIT PERIOD: Valet Parking staff shall ensure that no vehicle waits no more than (1) ten minutes to be valeted parked or returned. The CO and/or COR will make periodic unannounced inspections to ensure that the contractor is compliance within the maximum vehicle wait period. Contractor shall provide additional valet parking staff to ensure that no vehicles exceeds the maximum wait period. No additional costs/fees for additional contractor employees shall be made to the DC VAMC by the contractor to meet this requirement. DC VAMC will provide advance notification to the contractor of any special events which may cause an increase to the number of DC VAMC visitors and/or cause parking problems. SIGNAGE: The contractor shall furnish and install all required signage. All signs must be approved by the COR prior to installation. The COR will approve and designate signage placement. The following signs shall be provided by the contractor: NO SELF PARKING VALET PARKING PROCEDURES VALET PARKING ONLY NO TIPPING DESIGNATED VALET PARKING LOTS: The has designated Parking Lots 2A to be used for the Valet Parking Services. Lot 2A has been designated as the valet drop off and pick up area and all parking spaces on Lots 4,5 and 6 have been designated for handicap self-parking and not valet. Lot 2A has 185 parking spaces. designated for Valet Parking Services. The Contractor shall have complete control of vehicles parked in designated valet parking area(s) to maximize the space available and facilitate a smooth operation. If deemed necessary by the Department of Veterans Affairs Medical Center the Contractor shall be required to double stack vehicles to maximize the space available. The Contractor shall be responsible for parking control and monitoring the designated parking lots assigned for the valet operation. CONTRACTOR RESPONSIBILITIES: The Contractor shall provide consistent, responsive, secure, and efficient valet parking operation. The 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. 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. Valet parking attendants shall also be required to 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. 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. 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 Department of Veterans Affairs Medical Center. Contractor shall be responsible for directing vehicles not wishing to participate in the valet parking services to their designated parking location. Contractor shall designate a full-time supervisor to be on site during set-up, tear-down operations, and performance of the work. The Contractor shall always provide adequate on-site supervision 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). 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. PATIENT ASSISTANCE: 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. Valet parking attendants shall provide minimal assistance but shall not be required to lift or pick up patients in and out of their vehicles. 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. Parking patrons shall always be treated courteously and with respect. Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic. TRAINING/LICENSES/QUALIFICATIONS: The Contractor shall provide bonded, fully trained, experienced parking attendants who possess a valid all State Driver s License, be legal residents or U.S. citizens and be fluent in the English language. 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. 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. The 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. The 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. The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the training. If deemed necessary by the Government, additional training shall be offered at the Department of Veterans Affairs Medical Center and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR. CLAIMS/DAMAGE: The 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. 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. 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. NORMAL HOURS OF OPERATION: Proposed hours of operation are 7:00 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. 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. *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* After 4:30 pm, Contractor shall be responsible for the retrieving all unclaimed vehicles to Lot 3 including handicap and non-handicap vehicles remaining on Lot 3. 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. 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 202-7458189 (Police Service Control Room) for information on Key Pick-Up after hours. The Contractor shall furnish a minimum of 2 signs explaining this procedure. 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. SPECIAL EVENTS: The Contractor shall be notified in advance of any special events which might cause parking problems because of additional patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of parking staff to accommodate the workload or extra vehicle volume. 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. ORDERING ACTIVITY: The Contractor shall not accept any instructions issued by any person other than the Contracting Officer or delegated Government representative acting within the limits of his/her authority. 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 of the reason(s) for the additional work and/or service. 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. 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. The Government shall have the option to terminate the contract if not satisfied with the services during the term of the contract. PERFORMANCE STANDARD: 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. Upon request, returned vehicles shall be delivered to the appropriate patient, family member or caretaker for easy exiting. Contactor shall develop a system to monitor and report timelines of service and shall be made available to the VA upon request. The COR shall 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. COMPLAINTS: 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 acting as the Quality Assurance Evaluator (QAE). 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. QUALITY ASSURANCE: 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. The Contractor shall always provide adequate on-site supervision to achieve quality assurance and to handle all customer concerns and parking incidents. 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. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. The 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. MONITORING PROCEDURES: The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. 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 MUST be corrected within the timeframe specified in the cure notice. 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 cure notice, the Government shall have the right to terminate the contract in it is entirety. REPORTS: 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 Contracting Officer and COR within seven (7) calendar days after each month ends. The report shall summarize the number of vehicles parked by valet attendants based on date and time (sorted by morning or afternoon). The report shall also identify the peak hours during the day and how many vehicles were parked during those peak hours. The report shall also include any incidents, accidents or special situations with patients, visitors, VA employees, or VA volunteers. The reports must 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. CUSTOMER SATISFACTION SURVEYS: The Department of Veterans Affairs Medical Center 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. DISRUPTIVE BEHAVIOR: The Contractor shall always provide adequate onsite supervision 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 Department of Veterans Affairs Medical Center. DENIAL/TERMINATION OF SERVICES: 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. The Contractor and COR shall deal with complaints concerning unacceptable performance. However, the Contracting Officer is the final authority on validating complaints. If 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. INSTALLATION APPROVAL: The Contractor shall not install any signs without the prior guidance or written consent from the Contracting Officer or the designated COR. 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. 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 Contracting Officer in writing with the recommended changes. If the recommended changes are approved, the Contractor shall be notified in writing by the Contracting Officer. GOVERNMENT RESPONSIBILITIES: The participating VA Medical Center shall 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. The Department of Veterans Affairs Medical Center shall approve Contractor-provided walkie-talkies or telephones for the Valet staff to use when communicating with appropriate VA staff. 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. 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. 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. 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. 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. 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. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following: The 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. Prior to contract award, the Contractor shall furnish to the Contracting Officer 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. 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. INCIDENTS AND EMERGENCY SITUATIONS: The Contractor shall respond to alerts or emergencies, by aiding injured or stranded persons in emergency situations, and/or by notifying the VA Police. It is imperative that this area be free of any vehicles in emergency situations or when a fire alarm is activated. The Government may provide an Emergency Plan brochure to the Contractor at the time of contract award. The Emergency Plan brochure describes reporting procedures for a varietyof 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 202745-8189 or if a Medical Emergency: 911. 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 always be worn during performance of the contract. The uniform style shall be approved by the COR prior to contract implementation. The contractor shall provide all Valet Parking Attendant with vest Valet Parking Attendants and professional uniforms. 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. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS: 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. 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. 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. 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. DRUG/ALCOHOL POLICY: Contractor shall ensure that all valet parking staff performing under this contract complied with the participating Department of Veterans Medical Center 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. BADGES: All Contractor personnel shall always be required to wear VA provided identification (I.D.) badges while on the VA grounds. The Contractors shall be required to coordinate with COR 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. CONTRACTOR PARKING: Valet parking personnel are permitted to park their own vehicles only in Parking Lot 3. SMOKING POLICY: Smoking is not permitted within or around the VA facility grounds, except in designated areas. CELL PHONE: Cell phone use shall not be permitted while parking vehicles or during scheduled work hours. INVOICE REQUIREMENT: The invoice shall be itemized to include the information listed below. Incomplete and incorrect invoices shall be returned for correction. Invoice Number and Date Contract Number Purchase Order/Obligation Number Line item from Schedule of Service associated with each charge 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. POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer may schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes. Martinsburg Statement of Work GENERAL PROCEDURE: The Contractor shall be required to furnish all necessary and appropriate labor, supervision, materials, equipment, and supplies to provide Valet Parking Services in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified herein. The Contractor shall provide Valet Parking Services to alleviate parking problems experienced at the Martinsburg VAMC. The Valet Parking Services shall be intended to accommodate Veteran patients, their family members and visitors. The Contractor shall be required to: Staffing: The Contractor will provide adequate staffing of customer service attendant(s) for the hours of operation specified. The Contractor will provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. The Contractor does all recruiting, hiring, training, and supervising. Contractor should base their plan on the Martinsburg VAMC serving approximately 100-150 vehicles per day. Provide VA approved valet claim checks, securing keys, parking vehicles, delivering vehicles, and directing certain valet vehicles to and from the valet greeting area. Provide professional valet booth(s), locking key cabinet(s), safety cones, signs, road blocks and other supplies and materials and/or miscellaneous items necessary to operate and manage valet services. All signs shall be at least 30 x 30. Hand-written signs shall not be allowed. Blocking of any roadway or re-routing of traffic must first be approved by the Martinsburg VA Police Department. The Contractor will provide VA approved walkie-talkies or radios for the Valet staff to communicate with each other while conducting their normal duties of Valet Parking. Contractor will provide and install a minimum of 2 "No Tipping" signs. Signs must be a minimum of 30 x30. 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. Contractor will provide and install a minimum of 2 Insurance Liability signs for vehicle damage claims. Signs must be a minimum of 30 x30. Provide experienced, fully trained and professional valet parking attendants to perform the valet parking services. 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. Provide parking and traffic control recommendations as deemed appropriate and necessary to provide quality services. Martinsburg, WV VA Medical Center: 510 Butler Ave, Martinsburg, WV 25405 SITE INSPECTION: A pre-proposal site inspection / walk-through for all interested Contractors will be scheduled by the Contracting Officer for any interested Contractors. All interested Contractors are encouraged to attend the site inspection and walk-through of the Martinsburg VA facility. Only one walk-through for this solicitation shall be conducted. 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: The Contractor shall be responsible for all costs and travel expenses associated with the site inspection visit. While not mandatory, failure to attend the site inspection walk-through of the Martinsburg VA facility shall not release the Contractor from complying with the terms, conditions, specifications, and requirements of the resulting contract. DESIGNATED VALET PARKING LOTS: The Martinsburg VAMC will designate Parking Lots to be used for the Valet Parking Services. The Contractor shall have complete control of vehicles parked in designated valet parking area(s) in the context of maximizing the space available and facilitating a smooth operation. The Martinsburg VAPD will always maintain authority over all vehicles and parking at the facility. If deemed necessary by the Martinsburg VAMC, 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. CONTRACTOR RESPONSIBILITIES: The Contractor shall provide consistent, responsive, secure, and efficient valet parking operations. The 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. The Martinsburg VAMC will, at their discretion, provide the Contractor with instructions on addressing the issue of who qualifies for Valet Parking Services and the method of identifying such individuals. Such instructions may include verbiage such as 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. Valet parking attendants shall also be required to 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. The exact procedures will be provided to the Contractor by the COR covered in this Statement of Work. The 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 Martinsburg VAMC. 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 and contact information. Contractor shall be responsible for directing vehicles not wishing to participate in the valet parking services to other designated parking locations. Contractor shall designate a full-time supervisor to be on site during set-up, tear-down operations, and performance of the work. 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). Contractor shall coordinate with the COR to designate front drop off and pick up area(s) near the entrance for 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 the entrance. 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 or Valet Parking. Non-handicapped employees shall be directed to self-park. PATIENT ASSISTANCE: The service shall include assisting patients and their families who request front door service, assisting with wheelchairs and other devices in and out of cars, escort patients inside, and parking of automobiles to include vehicles with adaptive equipment. To reduce the risk of injuries to valets and potentially to the Veterans using valet services, valets will be responsible for following the Martinsburg VAMC s practices for Safe Patient Handling and Mobility (SPHM) program. Valets will be responsible for assisting Veterans to and from their vehicles utilizing designated safe patient handling equipment when indicated. All valets will be trained on safe patient handling technique upon hiring and will be trained to use the MedCare Care Extractor Lift and the Apex Spryte Stand Aide. A competency form will be completed following the successful training and return demonstration by each valet. The Martinsburg VAMC will be responsible for providing the MedCare Care Extractor and Apex Spryte Stand Aid. The valets will be responsible for the security of this equipment when in use and at the end of each day the equipment is used. Any VAMC equipment lost, stolen, or damaged by neglect of the valet contractors is the contractor s responsibility to replace at no cost to the Government. Training will be provided by the Martinsburg VAMC on the use of the safe patient handling equipment that will be used by the valets. Coordination of training for new hires will be the responsibility of the valet Supervisor/Lead. No valet will be permitted to use designated equipment until training is completed and a competency form is on file. Valet parking attendants shall not lift or pick up patrons out of their vehicle without using the supplied VA MedCare Care Extractor or Apex Spryte. The contractor shall deliver these wheelchairs upon patient or caretaker request to the patient to facilitate patient travel from the drop off area to the volunteer desk at the hospital entrance, if requested. The contractor will not escort patients within the hospital/facility. All wheelchairs used will be noted on the contractor ticket for accountability. Parking patrons shall be treated courteously and with respect at all times. Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic. TRAINING/LICENSES/QUALIFICATIONS: The Contractor shall provide bonded, fully trained, experienced parking attendants who possess a valid state driver s license, be U.S. citizens and be fluent in the English language. 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. 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. The 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. To be eligible to perform under this contract, each contract employee must satisfactorily complete VA Talent Management System (TMS) web base training. Effective March 23, 2012, all contractors are required to begin using TMS for their mandatory training, utilizing the Create New Feature at www.tms.va.gov. Contract employees will self-enroll into TMS and select the following courses. Training is to be accomplished outside of contract duty hours. TMS courses will require completion annually. The Contractor shall be responsible for providing a facility orientation to all valet parking attendants and offer a training program that a minimum will include the following: Security Patient privacy Safety Emergency procedures Accidents / injuries Communication (with contractor staff /Martinsburg VAMC). The 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 Martinsburg VAMC and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR. In addition to Safe Driver Training, the minimum customer service training must be provided and documented for each employee. The importance of a positive attitude Verbal communication methods that are courteous and informative Non-verbal communication Appearance Volume and tone Face to face contact Self-evaluation Violence in the workplace Contractor employees must know basic directions for destinations in the hospital and around the community. Contractor employees must keep the work area clean and always appear ready for work, even when no customers are present. Uniforms: The Contractor s uniform should be prior approved by the COR before initial commencement of work. The selected uniform will be standard for all employees. At no time will any contract employee wear their own jacket, shirt, pants, coat, gloves, or head gear. All cold weather/rain gear will be supplied by the contract company. Uniforms shall facilitate easy identification of contractor employees by employee name and company name. Uniforms shall be worn at all times during performance of contract duties. Uniforms will be neat in appearance. Shirts and pants will be ironed or pressed. The COR can request a contractor to be sent home if their uniform is not presentable. The contractor will replace any worn-out or torn uniform at no cost to the Government or employee. Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition: Shirt, button up, long sleeve (Cold weather days) Shirt, button, up short sleeve Trouser, all season weight Jacket, winter, heavyweight artic field coat Jacket, lightweight Trench rain coat Winter gloves, (pair), (color to match accessories) Hat with company logo or valet written on face, (color to match accessories) Ear muffs or, (color to match accessories) The outermost article of clothing being worn by the valet staff above the waist shall have, in whole or in part, reflective material to improve worker visibility to alert drivers of the valet s presence when walking through the lots. The reflective gear shall at a minimum meet ANSI 107-2015 Type R, Class 2 requirements. CLAIMS/DAMAGE: The 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. 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. All claims shall be directed to and handled by the Contractor supervisor who shall immediately notify the COR and the VA Police Department (VAPD). 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. NORMAL HOURS OF OPERATION: Proposed hours of operation are 6:30 am to 5:00 pm Monday through Friday for the Martinsburg VAMC, excluding Federal Holidays. The COR will notify the contractor if valet will be operating on other days specifically declared by the President of the United States to be a Federal Holiday. 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. The medical center does not routinely close for adverse weather conditions. When the medical center remains open during adverse weather events it is expected sufficient staff will be on site to operate the valet service. At 5:00 pm, the parking attendants shall turn over all remaining keys and associated tickets to the AOD. A log will be completed for all remaining keys turned over to the AOD. The log will include the ticket number, vehicle make and model, registration number, valet attendant s name that tuned keys over to the AOD, and the AOD s name with signature that took responsibility of the keys. The AOD will then lock up the keys in the AOD s safe NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (28-MAR-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
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