V--Valet Parking for Providence VA Medical Center

The Veterans Administration Medical Center located at 830 Chalkstone Ave, Providence, RI intends to release Solicitation VA241-14-Q-0121 for valet parking services. These services will require the contractor to provide valet parking services 5 days a week (see attached preliminary draft performance work statement for addition detail - provided below). The full solicitation will be posted on FEDBIZOPPS www.fbo.gov on or about December 30, 2013. This solicitation is a 100% set-aside for Service Disabled Veteran Owned Small Business (SDVOSB). The applicable NAICS code will be 812930 with an applicable small business size standard of $35.0 Million. The performance period is for a 1 year period after award with the potential for (an) additional option period(s). This is a pre-solicitation notice synopsizing an upcoming RFQ solicitation to satisfy the requirements of FAR 5.201 and 5.203. All interested parties should register via FEDBIZOPPS interested vendors list. It is the responsibility of offerors to monitor and download amendments from FebBizOpps which may be issued to this solicitation. In accordance with FAR 52.204-7, FAR 2.101, and VAAR 802.101, prospective firms must be registered in SAM (www.sam.gov), and in VetBiz (www.vetbiz.gov) databases prior to award. (Note: all vendors claiming SDVOSB status in accordance with the Veteran's First Contracting Program must be VERIFIED by the Office of Small Disadvantaged Business Utilization's Center for Veteran's Enterprise (CVE) prior to receiving an award under the program). All questions should be directed to the contract specialist, contact@example.gov. Performance Work Statement Valet Parking Base + X Option Years 1. GENERAL: 1.1. The Providence VAMC - 830 Chalkstone Ave, Providence, RI 02908 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 an average of approximately 275 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. 1.2 This contract shall include all labor, material, supervision, equipment, and services, which are required to provide valet parking for all VA patients. If the service will be extended beyond the use by VA patients, the Contractor will be notified in writing, at least two (2) weeks prior to this change by the Contracting Officer (CO) and the contract will be modified. Services shall commence on Feb 1, 2014 and continue for a base year (2/1/2014 - 1/31/2015) + X option years (XX/XX/XXX - XX/XX/XXX). All services shall be performed in accordance with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resultant contract. 1.3 Services shall include but not be limited to ticketing, securing keys, providing cones and 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 Bldg. #1, 830 Chalkstone Ave, Providence, RI. Location of any Contractor furnished equipment must be approved by the Contracting Officer's Representative (COR), prior to the commencement of services. 1.4 Location of the parking lots and the estimated number of parking spaces available are as follows: Parking lot # 2B - up to 50 spaces (left side of parking lot 2 when facing Chalkstone Ave.) Parking lot # 4 - Minimum 4 spaces for Valet pick up/drop off location (area closest to Hospital's front door). Parking lot #3 -This area may be used for parking which holds 45 vehicles. 1.4.1 These lots are located on the VA property. Contractor shall submit with their signed quote any additional recommendations to meet the needs of the government under this contract based upon the actual site locations. 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. 2. CONTRACTOR'S REQUIREMENTS: 2.1 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 and visitors of patients only at this time. Contractor will be advised, in writing by the Contracting Officer, if anyone other than patients/visitors of patients will be allowed to utilize this service as noted. 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 the driver FOR THEIR PATIENT IDENTIFICATION or if they are visiting a patient. The greeter shall ask the driver how long he/she will be staying at the Providence VA Medical Center and 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 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 9. 2.2. The Contractor will be in control of where all vehicles are parked in order to maximize the space available and facilitate smooth operations. 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. 2.3 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. 2.4 The Contractor shall be responsible for parking control and monitoring designated valet parking areas. 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 and Security office of the situation. 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 Security 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 final payment. 2.5. Persons driving buses or large vans will be permitted to park their own vehicles in the area deemed to be most convenient and practical to the parking operations, as determined by the COR. The Contractor will be notified in advance of any special events that might cause parking problems due to many visitors to the Medical Center. 2.6 All parking attendants will provide excellent customer service demonstrating courtesy, kindness, and a caring demeanor. Parking patrons will be treated courteously and with respect at all times. Valets will maintain the appearance of the entrance by sweeping the area and keeping it 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. Parking attendants will not assist parking patrons getting in and out of their automobiles. If a parking patron requires assistance, the parking attendant will immediately contact Patient Services. Contractor shall dial (4999) on the VA furnished equipment to report any emergency. As indicated in Paragraph 4 (c) Tipping will not be allowed. The VA Medical Center is a drug free workplace. All Contractors' personnel will be required to adhere to all VA rules and regulations. Contractor will provide a drug screening program for all valets. 2.7. 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 Office. The name of this individual shall be furnished 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. 2.8. 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. 2.9. 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. 2.10. Valet parking personnel are permitted to park on site, if spaces are available. 2.11 Construction projects, as yet undetermined, may impact the valet parking operation during the term of any contract resulting from this solicitation and contract. 2.12 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). 2.13 Smoking is not permitted within or around the VA facility grounds, except in designated areas as assigned for VA Employees. 2.14 All Contractor personnel are required to wear identification (I.D.) badges during the entire time they are on VA facility grounds. I.D. badges will be provided by the VA. Contact the COR in order to obtain the I.D. Badges. 3. HOURS OF OPERATION: 3.1. Hours of operations are 7:00arn 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. Contractor is hereby advised that there may be special events at the Medical Center on some Federal Holidays and the Contractor will provide limited hours of operation on those days. The COR will be responsible to notify the Contractor's supervisor as soon as possible of any special events. VA will provide the anticipated number of vehicles and request a cost proposal from the Contractor to provide these additional services. If approved by the Contracting Officer a separate purchase order will be issued to cover the agreed upon price. 3.2. Federal Holidays observed by the VAMC: New Year's Day - 1 January M. L. King's Birthday - 3rd Mon. in January President's Day - 3rd Mon. in February Memorial Day - Last Mon. in May Independence Day - 4th of July Labor Day - 1st Mon. in September Columbus Day - 2nd Mon. in October Veterans Day - 11 November Thanksgiving Day - 4th Thurs. in November Christmas Day- 25 December a. Also included would be any other day specifically declared by the President of the United States to be a National Holiday. b. 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. 3.3 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. In most instances, an effective operation is defined as; no patient waits more than 10 minutes to be valet parked or returned to the drop off/pick up location. 3.4 The Contracting Officer's Technical 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. 3.5. After hours: The Contractor's parking attendant will turn over to VA Police and Security, keys of any vehicles still on the premises after valet parking hours. Contractor will provide details as to the exact location of where the remaining vehicles are located. Owners of these vehicles will pick up their keys at the VA Police and Security office, Rm D1087 in Building 1. Contractor will sign for and take possession of the keys to any vehicles not claimed overnight before the start of the next work day. Any vehicles that have not been claimed within 24 hours will be reported to the VA Police. 4. CONTRACTOR/PROVIDED EQUIPMENT/SUPPLIES: 4.1 Contractor shall furnish all required supplies, materials, personnel, signage and any necessary equipment required to perform the services: a. 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 approved by the COR. b. 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. The Contractor will provide a walkie-talkie (or similar device) to be used for communication between the Contractor and the Police Dept. 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. c. The Contractor shall provide required signs that will clearly identify the purpose of the services for the VA patients. Signs shall be easy to read and look professional. 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. d. The Contractor will provide uniforms to all personnel working under this contract. Uniforms will include the identification of the Contractor by company name and 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 Officer's Technical Representative (COR) prior to implementation. 5. PERFORMANCE STANDARD: 5.1. 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 patient waits more than 10 minutes to be valet parked or retrieved 95% of the time. 5.2. The COR will make periodic unannounced inspections and will audit the tum 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. 5.3. 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. 6. TRAINING/LICENSES/QUALIFICATIONS: 6.1. 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. 6.2. ALL CONTRACTED PARKING ATTENDANTS MUST POSSESS A VALID DRIVER'S LICENSE FROM THE EMPLOYEE'S STATE OF RESIDENCE, BE U.S. CITIZENS OR RESIDENT ALIEN WITH A VALID GREEN CARD, AND BE FLUENT IN THE ENGLISH LANGUAGE. 6.3. 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 V.A. Medical Center. 6.4. The VA will monitor the contractor employees' work to ensure contract compliance. 6.5. Notwithstanding other contract requirements, upon request of the Contracting Officer, the contractor will remove any contractor employee who does not comply with orientation requirements or meet competency requirements for the work being performed. 6.6. 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. 7. 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: a. Fire and Safety b. Disaster Procedures c. Medical protocols to be used by valet parking attendants (i.e., procedures for medical emergencies). d. Use of 9-1-1 e. Reporting of accidents, thefts, and other parking related incidents f. Contractor's appearance including Uniforms g. Fire Lanes h. 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. 8. CLAIMS/DAMAGES: 8.1 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 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 period, the Contracting Officer may withhold payment. 8.2 Contractor shall be required to provide and maintain insurance on all services and employees who will be providing services under this procurement. Insurance 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: (1) 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. (2) Garage Liability (Any Auto): A minimum coverage of $1,000,000 combined single limit and $2,000,000 aggregate limit is required. (3) Garage keepers Liability: A minimum of $200,000 limit is required. 8.3. 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. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective for 30 days after the insurer gives written notice to the Contracting Officer. This means that the insurer has to change the cancellation notice and delete the "will endeavor" and "...but failure to do so shall impose no obligation or liability of any kind upon the insurer, its agents or representatives". 9. REPORTS: 9.1 The Contractor will submit monthly reports directly to the COR AND to Contracting Officer within five (5) days of month's end. Reports to the COR shall be hand delivered however, copy of the reports shall be sent electronically to the attention of the contact@example.gov. The reports will include but not be limited to the following: (1) Summary of the number of vehicles valet parked by Lot #, by date, and sorted by morning and afternoon. (2) A final summary sheet which will include the total number of vehicles from the lots utilized. (3) The report 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 the VA Police was requested. (6) An informal report showing the # of vehicles parked daily will be emailed to Marc Tetu, the Contracting Specialist for the first 2 weeks of the contract. 9.2 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. 10. GENERAL CONTRACT TERMS AND CONDITIONS: 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 will stack park the vehicles that enter the parking area. b. "Contractor": Where referenced in this solicitation, "Contractor" refers to the valet parking Contractor, Offeror or vendor providing services under this contract. c. CO - Contracting Officer d. COR - Contracting Officer's Representative - Limited authority e. VAMC - Department of Veterans Affairs Medical Center f. FAR -Federal Acquisition Regulations g. JCAHO-Joint Commission on Accreditation of Healthcare Organizations 11. 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 Excluded 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 Excluded Individuals/Entities. 12. KEY PERSONNEL AND TEMPORARY EMERGENCY SUBSTITUTIONS The Contractor shall assign to this contract the following key personnel: o Valet Parking Personnel a. 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. b. 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 receipt of all required information of the decision on the proposed substitutes. The Government can approve changes of key personnel via written communication. c. 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 weeks will require the procedure stated in paragraph (b) above. d. Contractor shall provide a list of all personnel with a copy of their driver's license and driver's license number prior to starting of work on the contract. 13. SERVICES a. 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 if applicable. b. There is no employer-employee relationship between the VA and the contractor or the contractor's employee(s). 14. 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: o Workers compensation o Professional liability insurance o Income tax withholding, and o Social security payments. The parties agree that the contractor, its employees, agents and subcontractors shall not be considered VA employees for any purpose. 15. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Special Agreement Check - SAC (if order is less than 180 days and low risk) All Contractor Employees who require access to the Department of Veterans Affairs computer systems or who have access to sensitive information shall be required to have, at a minimum, a Special Agreement Check (SAC) which includes electronic fingerprinting. A Contractor Employee shall not perform any contract work (except for any other required orientation and training that does not require access to a VA computer system) until fingerprinting is completed by the local Human Resource Management Service. Fingerprinting should take place on the first day that a Contractor Employee enters on duty. The Contracting Officer's Representative shall facilitate the SAC process for the Contractor and Contractor Employee. If the SAC identifies "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. 15.1 Government Responsibilities a. The contracting officer will request the contractor employee's background investigation by the Office of Security and Law Enforcement. b. 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 and contractor of the results of the investigations. c. 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 date of bill for collection, then VA shall deduct the cost incurred from the contractors 1st month's invoice(s) for services rendered. d. The current fees associated with background investigations are $230.00 each for low level investigation, $825.00 each for medium level investigation, and $3,015.00 each for high level investigation.