The Martinsburg 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
[email protected]. 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 January 22, 2025 at 3:00 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 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 always provide adequate on-site supervision 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 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, 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 the Martinsburg VA Police Department. The Contractor will provide VA approved walkie-talkies or radios for the Valet staff to communicate with each other while conducting their normal duties of Valet Parking. Contractor will provide and install a minimum of 2 "No Tipping" signs. Signs must be a minimum of 30 x30 . The No Tipping policy shall be strictly enforced. Valet parking attendants and all other parking staff shall be restricted from accepting tips of any kind. Contractor will provide and install a minimum of 2 Insurance Liability signs for vehicle damage claims. Signs must be a minimum of 30 x30 . Provide experienced, fully trained, and professional valet parking attendants to perform the valet parking services. Constantly assess VA parking situation taking into consideration all parking spaces available 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. Location: Martinsburg, WV VA Medical Center: 510 Butler Ave, Martinsburg, WV 25405 Period of Performance: Base Period (Year) + 4 Option Periods (Year). SITE INSPECTION: A pre-proposal site inspection / walk-through for all interested Contractors will be scheduled by the Contracting Officer for any interested Contractors. All interested Contractors are encouraged to attend the site inspection and walk-through of the Martinsburg VA facility. Only one walk-through for this solicitation shall be conducted. The intent of the site inspection is to give all interested Contractors an opportunity to get familiar with the parking lots designated to be used for the valet parking. Note: The Contractor shall be responsible for all costs and travel expenses associated with the site inspection visit. While not mandatory, failure to attend the site inspection walk-through of the Martinsburg VA facility shall not release the Contractor from complying with the terms, conditions, specifications, and requirements of the resulting contract. DESIGNATED VALET PARKING LOTS: The Martinsburg VAMC will designate Parking Lots to be used for the Valet Parking Services. The Contractor shall have complete control of vehicles parked in designated valet parking area(s) in the context of maximizing the space available and facilitating a smooth operation. The Martinsburg VAPD will always maintain authority over all vehicles and parking at the facility. If deemed necessary by the Martinsburg VAMC, the Contractor shall be required to double stack vehicles 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 always provide adequate on-site supervision to handle customer concerns and parking incidents. Duties of the supervisor shall also include but not be limited to customer relations, training, and improving all valet services and coordinating all work and additional services with the Contracting Officer s Representative (COR). Contractor shall coordinate with 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, and parking of automobiles to include vehicles with adaptive equipment. To reduce the risk of injuries to valets and potentially to the Veterans using valet services, valets will be responsible for following the Martinsburg VAMC s practices for Safe Patient Handling and Mobility (SPHM) program. The contractor shall deliver these wheelchairs upon patient or caretaker request to the patient to facilitate patient travel from the drop off area to the volunteer desk at the hospital entrance, if requested. The contractor will not escort patients within the hospital/facility. All wheelchairs used will be noted on the contractor ticket for accountability. Parking patrons shall be always 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 motor 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 Contract employees will self-enroll into TMS and select the following courses. Training is to be accomplished outside of contract duty hours. TMS courses will require completion annually. The Contractor shall be responsible for providing a facility orientation to all valet parking attendants and offer a training program that a minimum will include the following: Security Patient privacy Safety Emergency procedures Accidents / injuries Communication (with contractor staff /Martinsburg VAMC). The Contractor shall maintain documentation certifying that all employees assigned to the contract have received the training. If deemed necessary by the Government, additional training shall be offered at the Martinsburg VAMC and scheduled at the post award meeting on a mutually agreeable date and/or coordinate with the COR. In addition to Safe Driver Training, the minimum customer service training must be provided and documented for each employee. The importance of a positive attitude Verbal communication methods that are courteous and informative Non-verbal communication Appearance Volume and tone Face to face contact Self-evaluation Violence in the workplace Contractor employees must know basic directions for destinations in the hospital and around the community. Contractor employees must keep the work area clean and always appear ready for work, even when no customers are present. Uniforms: The Contractor s uniform should be prior approved by the COR before initial commencement of work. The selected uniform will be standard for all employees. At no time will any contract employee wear their own jacket, shirt, pants, coat, gloves, or head gear. All cold weather/rain gear will be supplied by the contract company. Uniforms shall facilitate easy identification of contractor employees by employee name and company name. Uniforms shall be always 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 Trench raincoat Winter gloves, (pair), (color to match accessories) Hat with company logo or valet written on face, (color to match accessories) Earmuffs 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. MARTINSBURG VAMC 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. FEDERAL HOLIDAYS: Listed below are the eleven Federal holidays: no work will be performed on these days. 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 because of additional patients, patrons, or visitors to the Medical Center. Contractors shall be required to adjust the level of parking staff to accommodate the workload or extra vehicle volume. PROPOSED PLAN: After notification of contract award, the Contractor shall have forty-five (45) calendar days for full operational implementation. This must include finalizing staff requirements, including Government-administered background investigations, etc. The Contractor shall be required to implement their proposed valet parking service plan and perform on a day-to-day basis for the duration of the contract. ORDERING ACTIVITY: The Contractor shall not accept any instructions issued by any person other than the Contracting Officer or delegated Government representative such as the COR who is acting within the limits of his/her authority. QUALITY ASSURANCE: The Contractor shall be responsible for complying with all appropriate regulations and guidelines of the Occupational Safety and Department of Transportation, and/or any other pertinent federal, state, and local policies relating to the herein mentioned work or valet parking services. The Contractor shall always provide adequate on-site supervision to achieve quality assurance and to handle all customer concerns and parking incidents. All tasks accomplished by the Contractor personnel shall be performed to preclude damage or defacement to vehicles or Government-owned furnishings, fixtures, equipment, and facilities. The Contractor shall report any damage observed or caused by the Contractor personnel to the COR. The Contractor shall be responsible for the replacement of items or to repair vehicles or facilities to previous condition if the Contractor is determined to be at fault for the damage. 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. 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. DISRUPTIVE BEHAVIOR: The Contractor shall always provide adequate onsite supervision to handle disruptive behavior of any parking attendant performing under the contract. The Contractor agrees to permanently remove any member of its parking staff from performing work associated with this contract, at the sole discretion of the VA. Any legal misconduct or violations will be subject to Governing Security, Law Enforcement, and Standards of Conduct on Veterans Affairs Property, 38 CFR 1.218. Examples of misconduct include: 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 worksite. 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. 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. CHANGES TO PARKING LOTS: No alterations to the parking lots shall be permitted. 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. CONTRACTOR SUBMITTALS / INSURANCE REQUIREMENTS: Contractor shall be required to provide copies of the following: 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. The Contractor shall assume full responsibility for all contracted employees and maintain at the minimum liability insurance. Proof will be required, and spot checked randomly per employee. 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: All Contractor Employee s will be issued a Government PIV Card (ID Card). The PIV Card must be always 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 to obtain the VA provided PIV Cards for all valet parking staff. All VA provided PIV Cards shall be returned if the Contractor employee leaves the employment of the Contractor, at the end of the contract or upon completion of service. The C&A requirements do not apply, and that a Security Accreditation is not required. DRUG/ALCOHOL POLICY: Contractor shall ensure that all valet parking staff performing under this contract complied with the Martinsburg 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. Proof of drug screen shall be submitted to the COR and will be the responsibility of the contractor to cover the cost. 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. This shall also be at the expense of the contractor. SMOKING POLICY: VAMC Martinsburg is a smoke/vape free campus. Smoking or vaping is not permitted within or around the VA facility grounds. CELL PHONE: Cell phone use shall not be permitted while parking vehicles. 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 of 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%. PLACE OF PERFORMANCE Martinsburg VA Medical Center 510 Butler Ave Martinsburg, WV 25405