Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JUNE 12, 2019 FBO #6410
SOLICITATION NOTICE

M -- Valet Services, curbside patient assistance Central Western Massachusetts VA Medical Center

Notice Date

6/10/2019
 

Notice Type

Combine Synopsis/Solicitation
 

NAICS

812930 — Parking Lots and Garages
 

Contracting Office

Department of Veterans Affairs;VAMC Manchester;718 Smyth Road;Manchester NH 03104
 

ZIP Code

03104
 

Solicitation Number

36C24119Q0358
 

Response Due

6/21/2019
 

Archive Date

7/21/2019
 

Point of Contact

603-314-4418
 

Small Business Set-Aside

Service-Disabled Veteran-Owned Small Business
 

Description

Page 26 of 26 (i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, 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. (ii) The solicitation number is 36C24119Q0358 and the solicitation is issued as a request for quotation (RFQ). (iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101. (iv) This requirement is being issued as a Service Disabled Veteran Owned Small Business set aside. The associated NAICS code is 812930 with a size standard of $38.5 Million. (v) The Government intends to award a firm-fixed priced award with a six month base period of performance with one (1) six month option period. The Contractor shall provide all labor, supervision, material, equipment, and travel to provide valet services the Central Western Massachusetts VA Medical Center as listed in the Performance Work Statement. Please see the Performance Work Statement, Price Schedule, and Evaluation below for full requirement details and quote submission. Item # Description- Base Year 07/01/2019-12/31/2019 (dates are estimated, base POP will be 6 months in length) Qty Unit Price Amount 0001 Valet Curbside Patient Assistance Services 6 MO Item # Description- Option 1 01/01/2020-06/30/2020 (dates are estimated, base POP will be 6 months in length) Item # 1001 Valet Curbside Patient Assistance Services 6 MO TOTAL _______________________ (vi) The Contractor shall provide Valet services for Patients, caretakers and patient visitors at the Central Western Massachusetts VA Medical Center. Please see the attached Performance Work Statement for a full description of the requirement. (vii) The Place of Performance is the Central Western Massachusetts VA Medical Center, 421 North Main St. Leeds, MA. The period of performance shall be six months with one six month option. (viii) Provision at 52.212-1, Instructions to Offerors Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the provision: 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998); 52.204-7 System for Award Management (OCT 2018) 52.204-16 Commercial and Government Entity Code Reporting (JUL 2016) 52.216-1 Type of Contract (APR 1984); 52.217-5 Evaluation of Options (JUL 1990); 852.252-70 Solicitation Provisions or Clauses Incorporated by Reference (JAN 2008) (ix) Provision at 52.212-2, Evaluation -- Commercial Items (OCT 2014), applies to this requirement. Submission of Quotes: (1) Quotes shall be received on or before the date and time specified in Section (xv) of this solicitation. We will not consider any quote that we receive after the deadline unless we receive it before we issue a purchase order; it is in the best interest of the Government, and it will not delay our purchase. (2) Quotes shall be submitted electronically via email to jacob.linxweiler@va.gov. (3) Quote Format: The submission should be clearly indexed and logically assembled in order of the evaluation criteria below. The Contractor shall include its company name, address, DUNS and Cage Code, and evidence of business certification as a Service Disabled Veteran Owned Small Business by the Department of Veteran Affairs Center for Verification and Evaluation (CVE). (4) Questions shall be submitted to the Contract Specialist in writing via e-mail. Oral questions will not be accepted due to the possibility of misunderstanding or misinterpretation. The cut-off date and time for receipt of questions is 6/14/2019 at 12:00 PM EST. Questions received after this date and time may not be answered. Questions will be answered in a formal amendment to the solicitation so all interested parties can see the answers. Evaluation Process: Award will be made to the best value, as determined to be the most beneficial to the Government. Please read each section below carefully for the submittals and information required as part of the evaluation. Failure to provide the requested information below shall be considered non-compliant and your quote could be removed from the evaluation process. Quotes shall be evaluated under FAR Part 13.106-2(b) -- Evaluation of Quotations or Offers. Therefore, the Government will not determine a competitive range, conduct discussions with all contractors, solicit final revised quotes, or use other techniques associated with FAR Part 15. The Contracting Officer will conduct a comparative evaluation of quotes in accordance with FAR 13.106-2 (b). The Government will award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotes:   Price: The Vendor shall complete the Price Schedule (attached) with proposed contract line item prices inserted in appropriate spaces. Past Performance: Provide (3) references of work, similar in scope and size with the requirement detailed in the Performance Work Statement. References must include contact information; brief description of the work completed, and contract # (if relevant).   Please utilize Attachment Past Performance Worksheet for your references and please submit as part of your quote submission. References may be checked by the Contracting Officer to ensure your company is capable of performing the Statement of Work.   The Government also reserves the right to obtain information for use in the evaluation of past performance from any and all sources to include PPIRS. Technical: The vendor s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services in accordance with the Performance Work Statement in a timely efficient manner.   Contractor shall demonstrate its experience to meet all requirements stated in the PWS. If you are planning to sub-contract some or all of this work, please provide the name and address(s) of all subcontractor(s) and a description of their planned subcontracting effort. Options: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s). The Government will evaluate prices for the option under FAR 52.217-8  by using the last option period pricing to calculate the price for six months of effort, and adding that amount to the base and other option years to arrive at the total. (x) Please include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications (OCT 2018) -- Commercial Items, with your offer via the SAM.gov website or a written copy. Unless exempted by the Contracting Officer, you must register in SAM before we will issue a purchase order to you. If you do not register by the date set by the Contracting Officer, the Contracting Officer might issue the order to a different quoter. Once registered, you must remain registered throughout performance until final payment. Go to https://www.acquisition.gov for information on SAM registration and annual confirmation. (xi) Clause 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018), applies to this acquisition in addition to the following addenda s to the clause: 52.252-2 Clauses Incorporated by Reference (FEB 1998) 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights. 52.204-4 Printed or copied double-sided on recycled paper (MAY 2011) 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 52.204-13 System for Award Management Maintenance (OCT 2018) 52.204-18 Commercial and Government Entity Code Maintenance 52.228-5 Insurance-Work on a Government Installation (JAN 1997) 52.237-3 Continuity of Services (JAN 1991) 852.203-70 Commercial Advertising (MAY 2008) 852.215-71 Evaluation Factor Commitments (DEC 2009) 852.219-10 VA notice of total Service-Disabled Veteran-Owned Small Business set-aside (JUL 2016)(deviation) 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018) 852.228-71 Indemnification and Insurance (MAR 2018) 852.232-72 Electronic Submission of Payment Requests (NOV 2018) 852.237-70 Contractor Responsibilities (APR 1984) VAAR 852.228-71 INDEMNIFICATION AND INSURANCE (MAR 2018) (a) Indemnification. The contractor expressly agrees to indemnify and save the Government, its officers, agents, servants, and employees harmless from and against any and all claims, loss, damage, injury, and liability, however caused, resulting from, arising out of, or in any way connected with the performance of work under this agreement. Further, it is agreed that any negligence or alleged negligence of the Government, its officers, agents, servants, and employees, shall not be a bar to a claim for indemnification unless the act or omission of the Government, its officers, agents, servants, and employees is the sole, competent, and producing cause of such claims, loss, damage, injury, and liability. At the option of the contractor, and subject to the approval by the contracting officer of the sources, insurance coverage may be employed as guaranty of indemnification. (b) Insurance. Satisfactory insurance coverage is a condition precedent to award of a contract. In general, a successful bidder must present satisfactory evidence of full compliance with State and local requirements, or those below stipulated, whichever are the greater. More specifically, workers' compensation and employer's liability coverage will conform to applicable State law requirements for the service contemplated, whereas general liability and aircraft liability of comprehensive type shall, in the absence of higher statutory minimums, be required in the amounts per aircraft used of not less than $200,000 per person and $500,000 per occurrence for bodily injury and $200,000 per occurrence for property damage. Coverage for passenger liability bodily injury shall be at least $200,000 multiplied by the number of seats or passengers, whichever is greater. State-approved sources of insurance coverage ordinarily will be deemed acceptable to the Department of Veterans Affairs installation, subject to timely certifications by such sources of the types and limits of the coverages afforded by the sources to the bidder. 52.217-8 -- Option to Extend Services (Nov 1999) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 10 days of contract expiration. (End of Clause) 52.217-9 --Option to Extend the Term of the Contract (Mar 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 1 Year and 6 Months. (End of Clause) LIMITATIONS ON SUBCONTRACTING-- MONITORING AND COMPLIANCE (JUN 2011) This solicitation includes VAAR 852.219-10 VA Notice of Total Service- Disabled Veteran-Owned Small Business Set-Aside. Accordingly, any contract resulting from this solicitation will include this clause. The contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) retained by VA to assist in assessing the contractor's compliance with the limitations on subcontracting or percentage of work performance requirements specified in the clause. To that end, the support contractor(s) may require access to contractor's offices where the contractor's business records or other proprietary data are retained and to review such business records regarding the contractor's compliance with this requirement. All support contractors conducting this review on behalf of VA will be required to sign an Information Protection and Non-Disclosure and Disclosure of Conflicts of Interest Agreement to ensure the contractor's business records or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b). The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor's compliance with the limitations on subcontracting or percentage of work performance requirement. (End of Clause) (xii) Clause at 52.212-5, Contract Terms and Conditions Required To Implement Statutes Or Executive Orders -- Commercial Items, applies to this acquisition and in addition to the following FAR clauses cited, which are also applicable to the acquisition: 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2018); 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015); 52.219-6, Notice of Total Small Business Set-Aside (NOV 2011) 52.219-14, Limitations on Subcontracting (JAN 2017) (15 U.S.C. 637(a)(14)) 52.219-28, Post Award Small Business Program Representation (JUL 2013); 52.222-3, Convict Labor (JUNE 2003); 52.222-21, Prohibition of Segregated Facilities (APR 2015); 52.222-26, Equal Opportunity (SEPT 2016); 52.222-35, Equal Opportunity for Veterans (OCT 2015); 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014); 52.222-37, Employment Reports on Veterans (FEB 2016); 52.222-50, Combating Trafficking in Persons (MAR 2015); 52.222-59, Compliance with Labor Laws (Executive Order 13673) (OCT 2016); 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011); 52.224-3, Privacy Training (JAN 2017 52.225-13, Restrictions on Certain Foreign Purchases (JUNE 2008); 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018); 52.222-41, Service Contract Labor Standards (AUG 2018); 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014); 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards--Price Adjustment (Multiple Year and Option Contracts) (AUG 2018); 52.222-55, Minimum Wages Under Executive Order 13658 (DEC 2015); 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2017); (xiii) All contract requirement(s) and/or terms and conditions are stated above. (xiv) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this requirement. (xv) RFQ responses are due 6/21/2019 at 4:00 PM E.S.T. RFQ responses must be submitted via email to: jacob.linxweiler@va.gov. Hand deliveries will not be accepted. Submissions after the deadline may not be considered. (xvi) The POC of this solicitation is Jacob Linxweiler (jacob.linxweiler @va.gov). PERFORMANCE WORK STATEMENT GENERAL: The Central Western Massachusetts Department of Veterans Affairs Medical Center, 421 North Main Street, Leeds, MA 01053, has a requirement for Valet parking. Based on current operations, it is estimated that the Contractor will be required to park and/or provide assistance in parking approximately 350 cars per day. It is understood that the number of vehicles indicated herein are estimated quantities and may fluctuate during the contract period. Contractor must provide a sufficient number of staff in order to meet the needs of the VA and the Performance Standards. This contract shall include all labor, material, supervision, equipment, and services which are required to provide valet parking for all VA patients. If the services will be extended beyond the use of VA patients, caretakers, and patient visitors the Contractor will be notified in writing, at least two (2) weeks prior to this change by the Contracting Officer (CO). Services shall commence within 14 days of contract award and continue for a period of 6 months with an option to the Government extend services for another 6 months. All services shall be performed in accordance with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resulting contract. Services shall include but not be limited to ticketing, securing keys, providing cones or other supplies and/or professional materials, necessary or incidental to manage and perform services. Contractor shall be responsible for parking, delivering and directing certain vehicles to and from the valet greeting area at the main control parking lot. Staging locations of any contractor furnished equipment must be approved by the Contracting Officer s Technical Representative (COR), prior to the commencement of services. All Fire lanes must be kept open at all times. Any changes and/or additional recommendations, which deviate from the specifications, must be approved in writing by the Contracting Officer prior to commencement of services. 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. CONTRACTOR S REQUIREMENTS: The Contractor shall provide Valet Parking except for those vehicles that the Medical Center deems appropriate for self-parking or those vehicles requesting self-parking. Valet parking shall be limited to VA Patients, caretakers, and visitors of patients at this time. Patients may be operators or passengers in a vehicle. Valet services are to be provided only to patients, caretakers, and visitors of patients. The Contractor s employees will greet every vehicle excluding: buses, VA transportation vehicles dropping off or picking up patients, vendors or Contractors conducting business at the VA Medical Center, and VA employees. Every vehicle that pulls up to the valet parking area will be stopped by the Contractor s employee, who will ask for a patient identification card, proof of appointment or whether they are visiting a patient. The greeter shall ask how long s/he will be staying at the facility or estimated time of departure. Handicapped persons will be permitted to pull to the patient entrance to be dropped off, and the attendant will then park the car. If an individual is a first time patient and therefore Patient Identification Card has not been issued, services will be provided to these individuals. However, Contractor shall maintain a record on the number of individuals who were identified as first time patients and the number of visitors that have used the service as indicated above which shall be included in the monthly report as defined in Section 10. The Contractor will be in control of where all vehicles are parked in order to maximize the space available and facilitate smooth operations. Vehicle lifts are not authorized. All attendant parked vehicles will be locked and secured. Driver s keys will be appropriately secured at the valet booth provided by the Contractor. Contractor shall be responsible for any lost keys and damage, caused by their employees, to any of the vehicles as further defined herein. It is the Contractor s responsibility to screen out employees, volunteers, and vendors from using the valet parking services. Contractor shall be responsible to direct vehicles, which may be self-parked to a parking location on premises. The Contractor shall be responsible for parking control and monitoring designated parking area(s). In the event of any emergency or if an individual requires assistance (i.e. injured or stranded persons) the Contractor shall immediately notify the VA Police of the situation. Contractor shall dial the predetermined emergency phone number on the VA furnished equipment to report any emergency. The Contractor s supervisor will be responsible to report any violations or safety incidents noted during the performance of his/her duties to the VA Police and the Contracting Officer. Such incidents shall also be included in the required monthly report. The Contractor shall be responsible for any loss or damage to the property provided by the VA to the Contractor during the performance of services. Any government equipment furnished which is damaged or lost will be replaced by the Contractor to the satisfaction of the VA at no additional cost to the government. All VA furnished equipment must be returned to the COR in good condition as issued prior to the release of the final payment. Persons driving buses or large vans will be permitted to park their own vehicles in the area deemed to be the most convenient and practical to the parking operations, as determined by the COR. The Contractor will be notified 24 hours in advance of any special events that might cause parking problems. All parking attendants will provide excellent customer service demonstrating courtesy, kindness, and a caring demeanor. Parking patrons will be treated courteously and with respect al all times. Valets will maintain the appearance of the entrance by sweeping the area and keeping clear of any trash and debris generated by the valet services. Parking attendants will drive safely, slowly and cautiously, paying attention to pedestrian traffic. Parking attendants may assist in removing of wheelchairs, carts, canes or other items from the vehicle at the request of Parking Patrons. As indicated in Paragraph 4.1(c) Tipping is not allowed. The Contractor will designate a full time supervisor during the entire hours of operation period, identified in Paragraph 3.1, as a representative of the Contractor in handling any valet parking concerns and parking incidents. All incidents shall be reported on a monthly basis to the Contracting Officer. If this person is not present on site, the Contractor will designate another employee as acting supervisor during the period of absence. Contractor shall provide the name, contact number and work schedule of the supervisor in writing to the Contracting Officer prior to start of the contract. The VA will provide snow removal services in the parking areas involved in this contract. The Contractor will notify the VA of any areas that may pose a safety hazard to patients, employees and visitors. The Contractor shall not make alterations to the parking lot line striping. If line -striping changes are desired, the valet Contractor shall make a recommendation in writing to the COR. If the recommended changes are approved by the COR, the VA will accomplish the re-striping. Valet parking personnel are permitted to park up to two personal or company owned vehicles on site within the designated valet parking lot area, if spaces are available. Vehicles must be removed when valet parking operations have concluded for the day. Construction projects, as yet undetermined, may impact the valet parking operation during the term of any contract resulting from this solicitation. After the contract has been in force for a period of time, it may be necessary to change and/or modify the operations to provide better service. All modifications to the contract will be in accordance with FAR 52.212-4, Contract Terms and Conditions Commercial Items, par. (c). HOURS OF OPERATION: Hours of operations shall initially be 7:00am to 5:00pm Monday Friday, excluding Federal Holidays listed in 3.2, and any other day specifically declared by the President of the United States to be a Federal Holiday. The Government reserves the right to reduce hours of operation with appropriate notice to the vendor. Federal Holidays observed by the VAMC are: 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 Also included would be any other day specifically declared by the President of the United States to be a National Holiday. 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. The Contractor will staff the valet parking operation as needed to ensure an effective operation, taking into consideration the busiest days and hours when establishing employee work schedules. An effective operation is defined as; no customer waits more than 10 minutes to be valet parked or returned to the drop off/pick up location. The Contracting Officer s Representative (COR) will make periodic unannounced inspections to assure that the Contractor is in compliance and that the waiting times do not exceed 10 minutes. Any increase in numbers of valet parking personnel necessary in order to meet the requirement that waiting time not exceed 10 minutes will be provided at no additional cost to the Government. After hours: The contractor's parking attendant will turn over keys of any vehicle still on the premises after valet parking hours to the Operator s Suite, located inside the main entrance of the Medical Center and provide an inventory of the keys to the Clerk on duty. Owners of these vehicles will retrieve the vehicle keys from the Urgent Care Attendant, or other designated space after valet hours are closed. In the event of a lost claim check vehicle owners will be referred to the VA Police for resolution. No vehicle will be released without a claim check or direction from the VA Police. CONTRACTOR/PROVIDED EQUIPMENT/SUPPLIES: Contractor shall furnish all required supplies, materials, personnel, signage and any necessary equipment required to perform the services: The Contractor will provide a locking key cabinet(s) and ticket dispenser(s) to be located in the Government provided valet area as required. Exact location of the Contractor s cabinet(s) and/or booth shall be provided by the COR. The Contractor will furnish and install all signs and supplies required for operations, for example: 3-way claim check, 2-way radios if needed to communicate between its own personnel. Contractor shall furnish any other communication devices necessary to communicate between their own personnel, as well as, one for the VA Police to allow the police to monitor activity as required. Contractor shall also provide all cones, operational supplies or other miscellaneous items necessary to facilitate valet parking. All such supplies shall be approved by the COR prior to commencement of services. The Contractor shall provide required signs that will clearly identify the purpose of the services for the VA patients. Signs shall be at least 30 x 30 and possess a professional appearance. Hand-written signs are not allowed. The COR must approve signs prior to posting for use. The valet parking signs shall be set-up each morning of operation and removed at the end of the day. A NO TIPPING sign will be furnished and installed by the Contractor. No tipping will be strictly enforced. Contractor s employees are restricted from accepting tips of any kind. The Contractor will provide uniforms to all personnel working under this contract. Uniforms will include the identification of the Contractor by company name and employee name. Uniform type will be agreed upon by the VA and the Contractor at the pre-orientation meeting as defined in paragraph 7. Uniforms will be cleaned and pressed and will be worn at all times during performance of contract duties. All uniform styles must be approved by the Contracting Officers Representative (COR) prior to implementation. PERFORMANCE STANDARD: The Contractor will staff the valet parking operation with an appropriate number of employees as required to demonstrate an effective and efficient operation. An efficient operation is defined as: No customer waits more than 10 minutes to be valet parked or retrieved 95% of the time. The COR will make periodic unannounced inspections and will audit the turn-around time to assure Contractor s compliance. Any increase in the number of valet parking personnel necessary to meet the 10 minute requirement will be provided at no additional cost to the Government providing that the total number of vehicles does not exceed the estimated quantity projected. The Contractor s ability to manage the traffic flow will be periodically audited to assure that the Contractor is putting the Veteran first and is providing a safe and efficient operation. If required by the Contracting Officer, the Contractor will, at its sole cost and expense, perform a drug screen and criminal background check on all employees of the Contractor who will provide services under this agreement. The Contractor agrees to terminate immediately any employee, if at the sole discretion of the VA, they pose a risk to the health or safety of any employee or individual requiring services or if the Contracting Officer disapproves of the conduct of any of the employees identified or interferes with the business or operations of the hospital. TRAINING/LICENSES/QUALIFACTIONS: The VA Medical Center will provide orientation and training on VA policies and procedures. All parking attendants will be required to attend a facility orientation program on safety, health, HIPAA and emergency procedures at the medical center. This training will be scheduled at a post award meeting at a mutually agreeable date. All contracted parking attendants must posses a valid driver s license from the employees state of residence, be citizens of the United States or resident alien with a valid green card, and be fluent in the English language. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained and completely competent to perform the required work. Contractor will provide the COR with copies of all training documents and licenses which establishes the attendant s competence to perform required duties at the VA Medical Center. The VA will monitor the Contractor employees work to ensure contract compliance. Notwithstanding other contract requirements, upon request of the Contracting Office, the contractor will remove any contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed. When changes in contractor personnel are approved in accordance with the Key Personnel clause of the contract, the contractor must provide evidence of orientation, the current competence assessment, and current performance evaluation that supports the above. PRE-WORK ORIENTATION: Contractor will be REQUIRED to attend a pre-work orientation meeting prior to the commencement of work on site. The VA will schedule this meeting, and it will include discussion of the following topics: Fire and Safety Disaster Procedures Medical protocols to be used by valet parking attendants (i.e., procedures for medical emergencies). Use of 9-1-1 Reporting of accidents, thefts, and other parking related incidents Contractor s appearance including uniforms Fire Lanes Misc. items The Contractor will be responsible to ensure that Contractor employees coming to the work site will receive the information required above. The Contractor will be responsible to ensure Contractor employees providing work on this contract are fully trained, have a valid Driver License, required insurance and completely competent to perform the required work. Employees of the Contractor will be required to adhere to all VA Rules and Regulations. 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 MUST provide the following documentation: PPD Skin test Results from the last 3 months shall be accepted. If PPD is positive, the individual MUST provide documentation of the absence of active TB. 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 must be followed to protect the individual and others. Records shall be maintained as required by CFR 1910.1030. CLAIMS/DAMAGES: Any claims of damage or missing/stolen property involving customer s vehicles will be the responsibility of the Contractor. The VA assumes no responsibility for any damage to a patron s vehicle caused during the performance of the Contractor s services or for any such claims. Contractor shall be held completely responsible for lost keys and any costs associated with same. All customer claims shall be directed to and handled by the supervising contractor who will 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. If Contractor fails to pay a settled claim within the allotted time period, the Contracting Officer may withhold payment. Contractor shall be required to provide and maintain insurance on all services and employees who will be providing services under this procurement. Insurances shall include but not be limited to the minimum amounts stated in these specifications in accordance with the FAR regulations including FAR 52.228-5, Insurance Work on a Government Installation, VAAR 852.237-70, Contractor Responsibilities, and VAAR 852.237-71, Indemnification and Insurance. Supplemental insurance requirements are as follows: Workers compensation and employer s liability: Contractors are required to comply with applicable Federal and State workers compensation and occupational disease statutes. Anticipated amount is $100,000 Workers Compensation Each Accident and Each Employee/Valet and $500,000 Workers Compensation Disease Policy Limit or maximum allowed for the services being performed by law. Employer s liability coverage of at least $100,000 shall be required, except in States with exclusive or monopolistic funds that do not permit workers compensation to be written by private carriers. Garage Liability (Any Auto): A minimum coverage of $1,000,000 combined single limit and $2,000,000 aggregate limit is required. Garage Keeper s Liability: A minimum of $200,000 limit is required. The Contractor must provide the Contracting Officer insurance certificate(s) evidencing the required minimum coverage prior to commencing work under this contract. The Department of Veterans Affairs shall also be named as an additional insured on the above and the insurance must be maintained during the entire performance of the contract. As noted herein, the Contractor shall be held responsible for any and all claims or damages caused during the performance of the Contractor s services. REPORTS: The Contractor will submit monthly reports directly to the COR and to the Contracting Officer within (5) days of month s end. Reports to the COR shall be hand delivered however, copy of the Reports may be faxed to the attention of the CO. The reports will include but not be limited to the following: (1) Summary of the number of vehicles valet parked by location by date and time. (2) A final summary sheet will include the total number of vehicles from the lots utilized. (3) The reports will include a total number of VA patients who identified themselves as first time patients and therefore were not able to provide the required Patient Identification. (4) The report will indicate by date, any unusual events of the day. The Contractor will include any incidences of accidents or special situations with patients, visitors, VA employees, or VA volunteers. (5) Reports or incidences in which the assistance of VA Police was requested. An informal report showing the # of vehicles parked will be emailed to the Contracting Specialist daily for the first 2 weeks of the contract. 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. GENERAL CONTRACT TERMS AND CONDITIONS: DEFINITIONS: Valet Parking : Refers to all services performed by the Contractor under this agreement. Customers are greeted by valet parking attendants, and the keys to customer vehicles are delivered to the attendant (except for those vehicles the Contractor deems appropriate for self-parking). The valet parking attendants will stack park the vehicles that enter the parking area. Contractor : Where referenced in this solicitation, Contractor refers to the valet parking Contractor, Officer or Vendor providing services under this contract. CO Contracting Officer COR Contracting Officer s Technical Representative Limited Authority VAMC Department of Veterans Affairs Medical Center FAR Federal Acquisition Regulations JCAHO Joint Commission on Accreditation of Healthcare Organizations HHS/OIG: To ensure that the individuals providing services under the contract have not engaged in fraud or abuse regarding Sections 1128 and 1128A of the Social Security Act regarding federal health care programs, the contractor is required to check the Health and Human Services Office of Inspector General (HHS/OIG), List of Excluding Individuals/Entities on the OIG Website (www.hhs.gov/oig) for each person providing services under this contract. Further, the contractor is required to certify in its proposal that all persons listed in the contractor s proposal have been compared against the OIG list and are NOT listed. During the performance of this contract, the Contractor is prohibited from using any individual or business listed on the List of Excluding Individuals/Entities. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS: The Contractor shall assign to this contract the following key personnel: Valet parking Personnel During the first fifteen (15) days of performance, the Contractor shall make NO substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer, in writing, within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90-day period of the contract, the Contractor shall submit the information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes shall have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after the receipt of all required information of the decision on the proposed substitutes. The government can approve changes of key personnel via written communication. For temporary substitutions where the key person will not be reporting to work for three (3) consecutive work days or more, the Contractor will provide a qualified replacement for the key person. This substitute shall have comparable qualifications to the key person. Any period exceeding two (2) weeks will require the procedure stated in paragraph (b) above. Contractor shall provide a list of all personnel with their driver s license number prior to starting of work on the contract. SERVICES: The services specified in the Sections entitled Schedule of Supplies/Services and Special Contract Requirements may be changed by written modification to this contract. The VA Contracting Officer will prepare the modification. There is no employer-employee relationship between the VA and the Contractor or the contractor s employee(s). PERSONNEL POLICY The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel: Workers Compensation Professional Liability Insurance Income tax withholding Social Security payments The parties agree that the Contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. The VA Medical Center is a drug free workplace. Contractor will provide a drug screening program for all valets. All Contractors personnel will be required to adhere to all VA rules and regulations. Smoking is not permitted within or around the VA facility grounds, except in designated areas. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All Contractor personnel are required to wear identification (ID) badges during the entire time they are on VA facility grounds. The current ID badge is referred to as a Personnel Identification Verification (PIV) badge. PIV Badges will be provided by the VA. The Contractor will complete a PIV Credential Application for the applicable credential of each contractor employee, prior to them working on-site. This application will be turned into the COR for processing of the appropriate PIV Credential. The COR shall facilitate the background check process for the Contractor and Contractor Employee. A Contractor Employee shall not perform any contract work (except for any other required orientation and training does not require access to a VA computer system) until fingerprinting is completed by the local Human Resources Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. If investigators identify potentially actionable issues in connection with a Contractor Employee and it is determined that the Contractor Employee needs to be removed, the Contracting Officer shall notify the Contractor and the Contractor shall immediately remove that Employee from contract work. The removal of the Employee shall not excuse any failure to meet contract requirements. Government Responsibilities The Contracting Officer will request the Contractor Employee s background investigation by the Office of Security and Law Enforcement. The Office of Security and Law Enforcement will notify the Contractor with instructions for the Contractor s employees, coordinate the background investigations, and notify the contracting officer of the results of the investigation. The VA facility will pay for requested investigations in advance. A bill for collection will be sent to the contractor to reimburse the VA facility. The Contractor will reimburse the VA facility within 30 days. If timely payment is not made within 30 days from the date of bill for collection, then the VA shall deduct the cost incurred from the Contractor s 1st month s invoice(s) for services rendered. The current fees associated with background investigations are $230.00 each for low level investigation. IT CONTRACT SECURITY (MARCH 12, 2010) VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR. SECURITY INCIDENT INVESTIGATION The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. To the extent known by the contractor/subcontractor, the contractor/subcontractor s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. LIQUIDATED DAMAGES FOR DATA BREACH Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: Nature of the event (loss, theft, unauthorized access); Description of the event, including: date of occurrence; data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; Number of individuals affected or potentially affected; Names of individuals or groups affected or potentially affected; Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; Amount of time the data has been out of VA control; The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); Known misuses of data containing sensitive personal information, if any; Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: Notification; One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; Data breach analysis; Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. TRAINING All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (10-JUN-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.
 

Web Link

Link To Document
(https://www.fbo.gov/spg/VA/MaVAMC608/MaVAMC608/36C24119Q0358/listing.html)
 

Place of Performance

Address: Central Western Massachusetts VA Medical Center;421 North Main Street;Leeds, MA 01053

Zip Code: 01053-9764

Country: USA
 

Record

SN05336285-F 20190612/190610230034 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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