The Washington DC VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the services described in the Statement of Work below. As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy. Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted as a result of this sources sought notice. Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought. This service will be implemented using the North American Industry Classification System (NAICS) Code 485999. If a small business is interested in this procurement, they must provide at least 51 percent of the services rendered. NOTES All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to tracy.dotson@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than December 12, 2024 at 1:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced at a later date, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice. DISCLAIMER This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR) 15.201(e), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI. INTERESTED & CAPABLE RESPONSES NCO 5 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your: Business name (including Unique Entity ID (SAM.gov), business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address). Capability statement GSA Contract number, if applicable, to include NAICS Brief summary of categories of professional services that your company can provide. Applicable Certification(s)/Licenses PERFORMANCE WORK STATEMENT (PWS) GENERAL PROCEDURE: The Contractor shall be required to furnish all necessary labor, supervision, materials, equipment and supplies to provide Valet Parking and Shuttle 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 and Shuttle Services to alleviate parking problems experienced at the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington D.C. 20422. The Valet Parking and Shuttle Services shall be intended to accommodate Veterans patients, their family members and visitors. The contract type shall be firm fixed for a one (1) year base and four (4) option periods. All services shall be performed in accordance with industry standards, as well as all terms, conditions, schedules, provisions, of this Performance Work Statement (PWS). The Contractor shall have the valet parking ready to provide the services at the indicated times. The Contractor shall not charge for set-up or tear-down of equipment/materials associated with this contract. Valet Services shall include, but are not limited to, valet ticketing; securing keys; vehicle parking, delivering, and directing certain vehicles to and from the valet greeting area located at the hospital s main entrance of Building One (1) and other designated locations. Location of any Contractor-furnished equipment must be approved by the Contracting Officer s Representative (COR) prior to commencement of services. The Contractor shall be required to: Staffing: The Contractor will provide adequate staffing of customer service attendant(s) for the hours of operations specified. The Contractor will always provide adequate on-site supervision in order to handle customers concerns and parking incidents. The Contractor does all recruiting, hiring, training, and supervising. The contractor should base their Valet Parking plan on the VAMC, Washington, DC 100-200 vehicles per day. Wear a neat and professional uniform clearly identifying its employees as valet. 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), secure/locking key cabinet(s), safety cones, signs roadblocks 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 Washington DC 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 sign 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. Parking Attendants: VAMC, Washington DC: (8) Eight Valet Parking Attendants for the Department of Veterans Affairs Medical Center, 50 Irving Street, N.W., Washington DC 20422. 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, D.C. 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., 20422. Hours of Operations: Monday thru Friday. Valet Parking Attendant Supervisor (On-Site) 06:00am -02:00pm Valet Parking Attendant Supervisor (On-Site) 10:00am 06:00pm SITE INSPECTION: A pre-proposal site inspection/walk-through for all interest Contractors will be scheduled by the Contracting Officer for any interested Contractor. All interested Contractors are encouraged to attend the site inspection and walk-through of the VAMC, Washington, D.C. facility. Only one walkthrough for this solicitation shall be conducted. The intent of the site inspection is to give all interested Contractors 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 VAMC, Washington, DC facility shall not release the Contractor from complying with the terms, conditions, specifications and requirements of the resulting contract. DESIGNATED VALET PARKING LOTS: The VAMC, Washington DC will designate Parking Lots to be used for the Valet Parking Services, The Contractor shall have complete control of vehicles in designated valet parking area(s) in the context of maximizing the space available and facilitating a smooth operation. The VAMC, Washington, DC VAPD will always maintain authority over all vehicles and parking at the facility. If deemed necessary, 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. 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 VAMC, Washington, DC will, at their discretion, provide the Contractor with instructions on addressing the issue of who qualifies for Valet Parking 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 Information 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 Veterans, name event attending or the name of the VA staff that will be visited and their estimate time of departure. The exact procedures will be provided to the Contractor by the COR covered in this Performance Work Statement. 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 VAMC, Washington, DC. 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 always provide adequate on-site supervision 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 Contracting Officer s Representative (COR). The contractor will provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. The contractor shall staff the valet parking and shuttle operations with an appropriate number of employees as required to ensuring an efficient and safe operation The Contractor shall staff the valet parking operation as needed to ensure an efficient and safe operation, taking into consideration the busiest days and hours when establishing employee work schedules. An efficient operation is defined as: (a) No vehicle waits more than ten (10) minutes to be valet-parked, nor more than ten (10) minutes to be retrieved, 95% of the time. The ten (10) minute period begins for parking as soon as the vehicle queues itself into the Valet staging area, and performance is complete when the vehicle has been processed and driven out of the queue area by the contractor. The ten (10) minute retrieval period begins as soon as the patient queues themselves into the retrieval line and is complete as soon the patient is presented their idling vehicle. Any increase in the number of valet parking personnel necessary to meet this requirement shall be provided at no additional cost to the Government. (b) The COR will audit the turnaround time (TAT) to assure contractor compliance. 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. The contractor will conduct their own quality measurement procedures to include but not limited to: mystery shopper performed (semi-annually) by an independent third-party, quarterly audits on turn over times and contractor s performance, and provide a toll free customer feedback line. The toll-free number will be displayed on each valet ticket, at the podium, and inside of the shuttle. A report of the mystery shopper and quarterly audits will be supplied to the COR. All parking attendants shall be trained by the contractor on the importance of giving good quality customer service. Parking patrons will be treated courteously and with respect at all times. Parking attendants shall drive slowly and cautiously, paying attention to pedestrian traffic. Parking attendants may assist customers when getting in and out of their vehicles as well as assist with removal of wheelchairs and carts from their vehicles if requested. A "No Tipping" sign shall be furnished and installed by the contractor, and this policy will be strictly enforced by the contractor and on-site Point of Contact. The Contract Officer Representative (COR) will forward all customer complaints to Valet and shuttle management. The complainant s contact information will be provided when possible. Valet and shuttle management will have (3) workdays to contact and resolve customer service issues or complaints. The COR will be notified of resolution in writing and the COR may contact the complainant to verify satisfaction, founded complaints will be documented and maintained by the 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 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, parking of automobiles to include vehicles with adaptive equipment. Training will be provided by the VAMC, Washington, DC on the use the safe patient handling equipment that will be used by the valets. Coordination of training for new hires will be 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. 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 hospital entrance, if requested. The contractor will not escort patients within the hospital/facility. All wheelchairs used will be noted on contractor ticket for accountability. 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 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 ensure that all drivers providing services under this contract will have less than five (5) current points on their driver s license, none of which were assessed for Reckless Driving and a process in place to ensure this is monitored on a regular basis. All employees will have the appropriate endorsement on their driver s license. Contractor shall provide a copy of the state driver s license and driving record as supporting documentation upon COR request. Any change is driving status shall be reported to the COR immediately. The contractor shall certify that all drivers have no serious health conditions which could impair their driving skills and place anyone at risk. The Contractor shall ensure that while on duty no contract employee will possess, sell, consume, or be under the influence of medications, intoxicants, drugs, or substances which impair the ability to perform their assigned duties. The Government may require a maximum of two (per year) Contractor-conducted random drug tests for all contracted employee under this statement of work. The results will be submitted to the COR. Failure of the drug test will result in automatic removal from the worksite and contract. All employees must understand and speak fluent English. 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: a. Workers compensation b. Professional liability insurance c. Income tax withholding, and d. Social security payments. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. The Washington DC VA Medical Center reserves the right to request the removal from service any personnel who violate the terms of the contract. The contractor shall remove from the site any individual whose continued employment is deemed by the COR to be contrary to the public interests or inconsistent with the best interest of National Security. 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 that a minimum will include the following: Security Patient privacy Safety Emergency procedures Accidents / injuries Communication (with contractor staff /VAMC, Washington DC). Customer Service 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 VAMC, Washington DC and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR. These classes may include, but not limited to: 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 always be worn 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 Raincoat/Rain gear Winter gloves, (pair), (color to match accessories) Hat with company logo or valet shuttle written on face, (color to match accessories) Earmuffs or, winter hat (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. Claims of damage or problems with customers vehicles will be directed to and handled by the contractor in coordination with the Contracting Officer s Technical Representative. Contractor shall have insurance coverage to manage damage to vehicles. A copy of all claims will be provided to the VA Police. Any claims of damaged/or missing/stolen property involving a customer s vehicle shall 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. Correction 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 contract fails to pay a settled claim within the allotted period, the contracting officer may withhold payment. NORMAL HOURS OF OPERATION: Proposed hours of operation are 6:00 am to 6:00 pm Monday through Friday for the VAMC, Washington DC, 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 enough staff will be on site to operate the valet service. 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 6:00 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. NATIONAL HOLIDAYS: Listed below are 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 Juneteenth June 19 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 SPECIAL EVENTS: The Contractor shall be notified in advance of any special events which might cause parking problems as a result of additional patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of parking staff to accommodate the workload or extra vehicle volume. ORDERING ACTIVITY: The Contractor shall not accept any instructions issued by any person other than the Contracting Officer or delegated Government representative such as the COR who is 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 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 in order 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. COMPLAINTS: The Contractor shall promptly and courteously respond to complaints within 3 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 request. 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 VAMC, Washington DC 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 in order to handle disruptive behavior of any parking attendant performing under the contract. The Contractor agrees to permanently remove any member of its parking staff from performing work associated with this contract, if at the sole discretion of the VA, the employee poses a health and safety risk to any patient or individual requiring services or such a determination of unfitness may be made for but not limited to, the following types of incidents of misconduct or delinquency: Violations of VA Rules and Regulations Governing Security, Law Enforcement, and Standards of Conduct on Veterans Affairs Property, 38 CFR 1.218. Neglect of duty, including sleeping while on duty, unreasonable delays or failure to carry out assigned tasks, conducting personal affairs during official time, lack of or limited productive service and refusing to render assistance or cooperate in upholding the integrity of the valet and shuttle program at the work-site. Disorderly conduct, use of abusive or offensive language, quarreling, rude inappropriate comments, sexual harassment, intimidation by words or actions, or fighting. Also, participation in disruptive activities which interfere with the normal and efficient operations of the government. Theft, vandalism, immoral conduct, or any other criminal act. Selling, consuming or being under the influence of intoxicants, drugs, or substances which produce similar effects. Involvement in commercial activities at any time while on Government controlled property (included soliciting sale, donation, etc., from employees, patients, or others). Improper use of official authority or credentials. Unauthorized use of communications equipment or Government property (includes unauthorized or personal use of internet, long distance telephone services or government computer network). Possession or Misuse of weapons(s). Receiving gifts or tips from VA employees, veterans, or their family members. The Contracting Officer, in conjunction with COR will make all determinations regarding the removal of a person(s) from the work site(s). In the event of a dispute, the Contracting Officer will make final determination. Specific reasons for removal of an employee(s) will be provided in writing to the Contractor. 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, parking garage or parking lot stripping shall be permitted. If parking lot alterations shall be required, the Contractor shall notify the Contracting Officer & VAPD 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. 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 (POC) and Alternate Point of Contact for the Contract as well as the Supervisors who work at the facility daily. The POC shall be available by telephone Monday through Friday, between 8:00 a.m. and 5:00 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. 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 variety of emergency scenarios including cardiac arrest, hazardous material spills, disruptive and/or dangerous behavior, etc. In the event of an incident or Emergency, Valet parking staff shall be required to call VA Police or if a Medical Emergency: 911. 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. 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. All Contractor Employee s will be issued a Government PIV Card (ID Card). The PIV Card must always be worn while on VA Property. The PIV Card must be worn above the waist and clearly visible. The Contractor shall be required to coordinate with the COR in order to obtain the VA provided PIV Cards for all valet parking staff. All VA provided PIV Cards shall be returned when the Contractor employee leaves the employment of the Contractor, at the end of the contract or upon completion of service. DRUG/ALCOHOL POLICY: Contractor shall ensure that all valet parking staff performing under this contract complied with the Washington DC VAMC 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. CONTRACTOR PARKING: Valet parking personnel are not permitted to park their own vehicles in the approved Valet Parking Lot(s). SMOKING POLICY: Smoking is not permitted within or around the VA facility grounds. CELL PHONE: Cell phone use shall not be permitted while parking vehicles. POST-AWARD PERFORMANCE CONFERENCE: The Contracting Officer may schedule a post-award performance conference with the Contractor, if deemed necessary, for contract orientation purposes. PERFORMANCE STANDARDS SUMMARY: Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards. Performance Objective Acceptable Quality Level (AQL) Method of Surveillance Incentive/Disincentive Contractor shall perform all the requirements in accordance with SOW Section General Procedures -Valet 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Section: Patient Assists 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Performance Objective Acceptable Quality Level (AQL) Method of Surveillance Incentive/Disincentive Contractor shall perform all the requirements in accordance with SOW Section General Procedures -Valet 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Section: Patient Assists 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Section: Training 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Section: Uniforms 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Reporting Requirements 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. Contractor shall perform all the requirements in accordance with SOW Section: Claims for Damages 95% CO/COR direct observation and documentation of unacceptable performance Incentives: Favorable contractor performance evaluation. Disincentive: A Contract Discrepancy Report (CDR) may be issued on the first instance of failure to provide the acceptable level of service. Two or more issued CDRs may result in reduction of the monthly invoice of 5%. CONFIDENTIALITY AND NONDISCLOSURE: It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO shall be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Notes: Definitions: a. Valet Parking" - Refers to all services performed by the Contractor under this agreement. Customers are greeted by valet parking attendants, and the keys to customer vehicles are delivered to the attendant (except for those vehicles the Contractor deems appropriate for self-parking). The valet parking attendants shall stack park the vehicles that enter the parking area. b. Contractor"- Where referenced in this PWS and solicitation, "Contractor" refers to the valet parking Contractor, offeror or vendor providing services under this agreement. c. CO - Contracting Officer d. COR Contracting Officer's Representative Limited authority e. AOD Administrative Officer of the Day f. VAMC Department of Veterans Affairs Medical Center g. VA Washington DC Medical Center h. FAR Federal Acquisition Regulations i. VAAR VA Acquisition Regulation j. Stack parking congested parking that allows for more than normal parking. Valet attendants shall maintain the appearance of the hospital entrance(s) by sweeping the area and keeping it clear of any trash and debris generated by the valet services and their customers. Parking attendants shall drive slowly and cautiously, paying close attention to pedestrian traffic. Parking attendants shall not track dirt or water into customers vehicles, nor smudge windows or dashboards. Parking attendants shall assist parking patrons by removing wheelchairs and carts from their automobiles. Contractor shall dial (911) on the VA-furnished equipment in the event of a life-threatening emergency. The Contractor shall notify the COR 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. Contractor employees are restricted from accepting tips of any kind. No Tipping shall be strictly enforced. Contractor valet parking personnel are permitted to park a personal vehicle on site, in the designated valet parking lots, during their work tours. Cell phone use by Contractor personnel is not permitted inside VA buildings or in customer vehicles but is permitted outside and in the parking booth. Contractor personnel shall adhere to all VA rules and regulations. The VA Medical Center is a drug-free workplace. The VAMC, Washington DC is a Smoke- Free Campus Construction projects, yet undetermined, may impact the valet parking operation during the term of any contract resulting from this solicitation. PLACE OF PERFORMANCE Washington DC VA Medical Center 50 Irving Street NW Washington, DC 20422
