V--Martinsburg WV Valet Services

Page 1 of 4 COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS General Information Document Type: Combined Solicitation/Synopsis Solicitation Number: 36C24519Q0326 Posted Date: 5/16/2019 Current Response Date: 5/29/2019 Product or Service Code: V212 Transportation/Travel/Relocation Set Aside: 100% Service Disabled Veteran Owned Business (SDVOSB) set aside. NAICS Code: 812930 Parking Lots and Garages Contracting Office Address Martinsburg, WV VAMC 510 Butler Avenue Martinsburg, WV 25405 Description This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and no additional written solicitation document will not be issued. This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2005-101. The associated North American Industrial Classification System (NAICS) code for this procurement is 812930, with a small business size standard of $38.5. The is seeking to purchase valet services for the Martinsburg, WV VAMC. All interested companies shall provide quotes for the following: Period of Performance: 6/5/2019 7/31/2019 GENERAL PROCEDURE: The Contractor shall be required to furnish all necessary and appropriate labor, supervision, materials, equipment, and supplies to provide Valet Parking Services in accordance with the terms and conditions of the resulting contract and the specifications and requirements, as specified herein. The Contractor shall provide Valet Parking Services to alleviate parking problems experienced at the Martinsburg VAMC. The Valet Parking Services shall be intended to accommodate Veteran patients, their family members and visitors. The Contractor shall be required to: Staffing: The Contractor will provide adequate staffing of customer service attendant(s) for the hours of operation specified. The Contractor will provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. The Contractor does all recruiting, hiring, training, and supervising. Contractor should base their plan on the Martinsburg VAMC serving approximately 100-150 vehicles per day. Provide VA approved valet claim checks, securing keys, parking vehicles, delivering vehicles, and directing certain valet vehicles to and from the valet greeting area. Provide professional valet booth(s), locking key cabinet(s), safety cones, signs, road blocks and other supplies and materials and/or miscellaneous items necessary to operate and manage valet services. All signs shall be at least 30 x 30 . Hand-written signs shall not be allowed. Blocking of any roadway or re-routing of traffic must first be approved by the Martinsburg VA Police Department. The Contractor will provide walkie-talkies or radios for the Valet staff to communicate with each other while conducting their normal duties of Valet Parking. Contractor will provide and install a minimum of 2 "No Tipping" signs. Signs must be a minimum of 30 x30 . The No Tipping policy shall be strictly enforced. Valet parking attendants and all other parking staff shall be restricted from accepting tips of any kind. Contractor will provide and install a minimum of 2 Insurance Liability signs for vehicle damage claims. Signs must be a minimum of 30 x30 . Provide experienced, fully trained and professional valet parking attendants to perform the valet parking services. Constantly assess VA parking situation taking into consideration all parking spaces available in order to adjust the level of parking service and personnel required to perform under the contract without exceeding the required wait time to valet parked and retrieved vehicles. Provide parking and traffic control recommendations as deemed appropriate by the VA. DESIGNATED VALET PARKING LOTS: The Martinsburg VAMC will designate Parking Lots to be used for the Valet Parking Services. The Contractor shall have complete control and be responsible of vehicles parked in designated valet parking area(s) in the context of maximizing the space available and facilitating a smooth operation. The Martinsburg VAPD will always maintain authority over all vehicles and parking at the facility. If deemed necessary by the Martinsburg VAMC, the Contractor shall be required to double stack vehicles in order to maximize the space available. The Contractor shall be responsible for parking control and monitoring the designated parking lots assigned for the valet operation. CONTRACTOR RESPONSIBILITIES: The Contractor shall provide consistent, responsive, secure, and efficient valet parking operations. The Contractor shall be responsible for providing patrons with a valet claim check/ticket, securing keys, parking, delivering, and directing certain valet vehicles to and from the valet drop off and pick up area. The Martinsburg VAMC will, at their discretion, provide the Contractor with instructions on addressing the issue of who qualifies for Valet Parking Services and the method of identifying such individuals. Such instructions may include verbiage such as Vehicles requiring valet parking shall be stopped by the valet parking attendants, who shall be required to ask the patients or drivers for an appointment letter, VA Patient identification card, clinic or healthcare service which will be visited and the estimated time of departure. Valet parking attendants shall also be required to ask visitors the name of the inpatient Veteran, name of event attending or the name of the VA staff that will be visited and their estimated time of departure. The exact procedures will be provided to the Contractor by the COR covered in this Statement of Work. The Contractor shall be responsible for screening out vendors and employees, except those with handicapped placards or license plates, from inappropriately using the valet parking services at the Martinsburg VAMC. All vehicles parked by the parking attendants shall be locked and secured. Driver s keys shall be secured at the valet booth(s). A claim check shall be issued to the driver using the valet service. Claim checks shall contain the valet company s liability disclaimer and contact information. Contractor shall be responsible for directing vehicles not wishing to participate in the valet parking services to other designated parking locations. Contractor shall designate a full-time supervisor to be on site during set-up, tear-down operations, and performance of the work. The Contractor shall provide adequate on-site supervision at all times in order to handle customer concerns and parking incidents. Duties of the supervisor shall also include but not be limited to customer relations, training, and improving all valet services and coordinating all work and additional services with the Contracting Officer s Representative (COR). Contractor shall coordinate with the COR to designate front drop off and pick up area(s) near the entrance for loading and unloading of handicapped patients/patrons so as not to interfere with normal valet parking operation. Handicapped patients/patrons shall be permitted to pull to the designated drop off and pick up area(s) near the entrance. The parking attendants shall then be required to park the vehicles or direct the drivers to a handicap space for self-parking. Patients with handicap placards or license plates on their vehicles shall be given the option of self-parking in handicapped slots or Valet Parking. Non-handicapped employees shall be directed to self-park. PATIENT ASSISTANCE: The service shall include assisting patients and their families who request front door service, assisting with wheelchairs and other devices in and out of cars, escort patients inside, and parking of automobiles to include vehicles with adaptive equipment. In addition, Parking patrons shall always be treated courteous and respect. While operating vehicles, parking attendants shall drive slowly and cautiously, paying close attention to pedestrian traffic. To reduce the risk of injuries to valets and potentially to the Veterans using valet services, valets will be responsible for following the Martinsburg VAMC s practices for Safe Patient Handling and Mobility (SPHM) program. Valets will be responsible for assisting Veterans to and from their vehicles utilizing designated safe patient handling equipment when indicated. All valets will be trained on safe patient handling technique upon hiring and will be trained to use the MedCare Care Extractor Lift and the Apex Spryte Stand Aide. A competency form will be completed following the successful training and return demonstration by each valet. The Martinsburg VAMC will be responsible for providing the MedCare Care Extractor and Apex Spryte Stand Aid. The valets will be responsible for the security of this equipment when in use and at the end of each day the equipment is used. Any VAMC equipment lost, stolen, or damaged by neglect of the valet contractors is the contractor s responsibility to replace at no cost to the Government. Training will be provided by the Martinsburg VAMC on the use of the safe patient handling equipment that will be used by the valets. Coordination of training for new hires will be the responsibility of the valet Supervisor/Lead. No valet will be permitted to use designated equipment until training is completed and a competency form is on file. Valet parking attendants shall not lift or pick up patrons out of their vehicle without using the supplied VA MedCare Care Extractor or Apex Spryte. The contractor shall deliver wheelchairs upon patient or caretaker request to the patient to facilitate patient travel from the drop off area to the volunteer desk at the hospital entrance, if requested. The contractor will not escort patients within the hospital/facility. All wheelchairs used will be noted on the contractor valet ticket for accountability. TRAINING/LICENSES/QUALIFICATIONS: The Contractor shall provide bonded, fully trained, experienced parking attendants who possess a valid state driver s license, be U.S. citizens and be fluent in the English language. Contractor personnel shall be at least 18 years of age, have no criminal history, and be able to perform all general duties, functions, and activities as required. Contractor s staff qualifications shall also include expertise in the proper operation of all types of vehicles, and a commitment to the highest level of respect, courtesy, compassion, and safety. The Contractor shall furnish at its cost, evidence of qualifications and competency assessment of all employees. Such evidence shall include but are not limited to copies of driver s licenses, DMV printouts, and copies of security background checks. To be eligible to perform under this contract, each contract employee must satisfactorily complete VA Talent Management System (TMS) web base training. Effective March 23, 2012, all contractors are required to begin using TMS for their mandatory training, utilizing the Create New Feature at www.tms.va.gov. Contract employees will self-enroll into TMS and select the following courses. Training is to be accomplished outside of contract duty hours at contractors expense. TMS courses will require completion annually. The Contractor shall be responsible for providing a facility orientation to all valet parking attendants and offer a training program that a minimum will include the following: Security Patient privacy Safety Emergency procedures Accidents / injuries Communication (with contractor staff /Martinsburg VAMC). The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the aforementioned training. If deemed necessary by the Government, additional training shall be offered at the Martinsburg VAMC and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR. In addition to Safe Driver Training, the minimum customer service training must be provided and documented for each employee. The importance of a positive attitude Verbal communication methods that are courteous and informative Non-verbal communication Appearance Volume and tone Face to face contact Self-evaluation Violence in the workplace Contractor s employees must know basic directions for destinations in the hospital and around the community. Contractor s employees must keep the work area clean and always appear well groomed or professional in appearance, 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 and worn at all times during performance of contract duties. 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 contractor. Uniforms shall facilitate easy identification of contractor s employee(s) and by company name. Uniforms will be neat in appearance. Shirts and pants will be ironed or pressed. The COR can request a contractor to be sent home if their uniform is not presentable. The contractor will replace any worn-out or torn uniform at no cost to the Government or employee. Approved uniforms and related accessories, listed below, do not have to be new but must be in good condition: Shirt, button up, long sleeve (Cold weather days) Shirt, button, up short sleeve Trouser, all season weight Jacket, winter, heavyweight artic field coat Jacket, lightweight Trench rain coat Winter gloves, (pair), (color to match accessories) Hat with company logo or valet written on face, (color to match accessories) Ear muffs or , (color to match accessories) The outermost article of clothing being worn by the valet staff above the waist shall have, in whole or in part, reflective material to improve worker visibility to alert drivers of the valet s presence when walking through the lots. The reflective gear shall at a minimum meet ANSI 107-2015 Type R, Class 2 requirements. CLAIMS/DAMAGE: The Contractor shall be completely liable for all vehicle damages occurred while at the possession of the valet staff and/or service. All vehicle damage claims brought to the attention of the Valet Contractor shall be immediately investigated and validated claims shall be processed for settlement. Any claims of damage or missing/stolen property involving patient/customer s vehicles shall be the responsibility of the Contractor. The VA assumes no responsibility for such claims. All claims shall be directed to and handled by the Contractor supervisor who shall immediately notify the COR and the VA Police Department (VAPD). Corrective actions to resolve all claims shall commence immediately. All claims shall be settled within fourteen (14) working days, unless extenuating circumstances warrant additional time and is authorized by the Contracting Officer. All vehicle accidents or theft claims should be immediately reported to the VA Police for investigation. LIABILITY AND INSURANCE: The Contractor shall be liable for, and shall indemnify and hold harmless the Government against, all actions or claims for loss of or damage to property or the injury or death of person's, resulting from the fault, negligence, or wrongful act or omission of the Contractor, its agents, or employees. The Contractor shall be required to comply with Federal and State Workers Compensation and liability indemnity insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability. NORMAL HOURS OF OPERATION: Proposed hours of operation are 6:30 am to 5:00 pm Monday through Friday for the Martinsburg VAMC, excluding Federal Holidays. The COR will notify the contractor if valet will be operating on other days specifically declared by the President of the United States to be a Federal Holiday. The Contractor shall adjust the level of valet parking staff as necessary to ensure an efficient operation. If deemed necessary by the Government, the hours of operation may be periodically adjusted based upon volume and demand. The medical center does not routinely close for adverse weather conditions. When the medical center remains open during adverse weather events it is expected sufficient staff will be on site to operate the valet service. At 5:00 pm, the parking attendants shall turn over all remaining keys and associated tickets to the AOD. A log will be completed for all remaining keys turned over to the AOD. The log will include the ticket number, vehicle make and model, registration number, valet attendant s name that tuned keys over to the AOD, and the AOD s name with signature that took responsibility of the keys. The AOD will then lock up the keys in the AOD s safe NATIONAL HOLIDAYS: Listed below are the ten national holidays: New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 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. 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 provide adequate on-site supervision at all times 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. COMPLAINTS: The Contractor shall promptly and courteously respond to complaints within 10 working days, including complaints brought to the Contractor s attention by the Contracting Officer acting as the Quality Assurance Evaluator (QAE). The Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and the Contractor s response. The Contractor shall permit the Government to inspect such records upon 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 Martinsburg VAMC 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. SAFETY: The Contractor shall provide adequate onsite supervision at all times 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 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. In the event that 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. Valet parking attendants shall immediately call VA Police if patients park buses or large motor vehicles illegally. 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. 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. INCIDENTS AND EMERGENCY SITUATIONS: The Contractor shall respond to alerts or emergencies, by providing assistance to 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 an 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 Ca...