Description
PERFORMANCE WORK STATEMENT (PWS) Contract Title: Valet Parking Services at Dayton VAMC Background: To increase patient satisfaction with our Medical Center- Valet Parking Services are provided to assist the elderly and the frail with obtaining entrance to their healthcare as well as provide comfortable parking for their family members and visitors to hereby increase overall satisfaction Scope: This solicitation is intended to result in the award of a firm-fixed price performance-based contract award. Any contract awarded as a result of this solicitation will be evaluated on a Best Value basis. Best Value is defined as most advantageous to the Government, price and other factors considered. Offerors must submit information in addition to pricing data, including separate full technical proposal. This information is required to receive consideration for award. Additional guidelines for evaluation of proposals received n response to this solicitation are specified in FAR 52.212-2. All services shall be performed in accordance with industry standards, all terms, conditions, schedules, provisions and requirements of this solicitation and any resultant contract. The Department of Veterans Affairs Medical Center (Dayton, OH) has a requirement for Valet Parking to alleviate the parking problems experienced by Veteran patients and patient visitors at the facility. This is due to distance of available parking in relation to the hospital Main entrance. The contractor shall be completely liable and responsible for ticketing, securing keys, parking, delivery, and directing certain valet vehicles to and from the valet greeting areal, for the period specified in accordance with all terms, conditions, schedules, provisions, and requirements of this solicitation and any resultant contract. The contractor will be required to assess the current VA parking situation, and take into consideration all provided government space and equipment as described herein. The contractor shall operate from the hospital Main entrance driveway where contractor employees shall offer valet parking to Veteran patients who show patient identification and for patient visitors. The parking lot located west of Building 330 and 315 will be used for valet parking. There is an estimated 400 spaces and all parking areas are ground level there is no tiered parking. This area is used for some self-parked vehicles (including employees) on a first-come first-serve basis. A designated area for approximately 100 plus spaces will be identified for use exclusively for Valet. The contractor is needed to park and/or provide assistance in parking to Veteran patients and patient visitors, five days per week between the ours of 07:00 to 17:00 EST. Upon award, the contractor shall be required to implement their proposed plan and carry it out on a day-to- day basis for the duration of the contract. The contractor shall have thirty (30) calendar days after this contract is awarded in which to set up operations, finalize staff requirements (including Government-administered background investigations), etc. At the end of this thirty (30) day period, at the latest, full operations are to begin. Specific Tasks: The contractor shall valet park vehicles for patients with appointments and patient visitors, except for those vehicles that the contractor deems appropriate for self-parking or vehicles whose patients/patients; caretakers request self-parking. Vehicles requiring Valet Parking shall be stopped by the contractor s employee designated as a greeter, who will ask the drive for patient identification (VA Patient Data Card with photo) and the estimated time of departure. A claim check will be given to the driver. All vehicles parked by the contractor s parking attendants shall be locked and secured. Drivers keys shall be secured at the valet booth. It is the contractor s responsibility to refuse valet parking to VA employees, VA volunteers, contractors and /or vendors. The contractor is responsible for parking control and monitoring in the designated parking lots assigned to the operation by responding to alerts or emergencies, by providing assistance to injured or stranded persons in emergency activity to the VA Police immediately. It is understood that the number of vehicles indicated herein are estimated quantities and may fluctuate during the contract period. Contractor shall provide a sufficient number of staff in order to meet the needs of the VA. The contractor shall have management control of vehicles entering the designated valet parking area(s) in order to maximize space available and facilitate smooth operations. Patients driving buses or large vans shall 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 contractor s parking attendant. The contractor shall be notified in advance of any special events which might cause parking problems due to many visitors to the Medical Center Performance Monitoring: The contractor shall staff the valet parking operation with an appropriate number of employees as required demonstrating an efficient and safe operation. An efficient operation is defined as valet parking the vehicle within 10 minutes and retrieving the vehicle within 10 minutes 95% of the time. The contracting Officer s Representative (COR) will audit the turnaround time to assure contractor compliance. The contractor s ability to manage the traffic flow will be periodically audited to assure the contractor is putting the Veteran first and is providing a safe and efficient operation. Reports: The contractor shall submit monthly reports directly to the COR within five (5) days of the month s end. Reports to the COR shall be hand delivered or emailed. The reports will include but not be limited to the following Summary of the number of vehicles valet parked, by date and sorted by morning and afternoon. The report shall identify the peak hours during the day and how many cars were parked during those peak hours. A final summary sheet which will include the total number of vehicles from the lots utilized. 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. The report will indicate by date, any unusual events of the day. The contractor will include any incidents of accidents or special situations with patients, visitors, VA employees or VA volunteers. Report or incidents in which the assistance of the VA Police was requested. 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. Security Requirements: Any claims or damages or missing/stolen property involving customers vehicles will be the responsibility of the contractor. The VA assumes no responsibility for any damage to the patron s vehicles caused during the performance of the Contractor s services or for any such claims. All contract employees must be covered by fidelity bonding. Contractor shall be held completely responsible for lost keys and any costs associated with the 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 may withhold payment. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): The Government will work with the contractor to establish the designated area for the contractor- provided booth for the valet parking operation at the Main hospital entrance of the medical center and to determine the specific wording of any signs uses as part of the valet parking operation. The Government will provide electrical power to the valet booth for contractor s use. The Government will provide mandatory facility orientation training to all contracted employees assigned to this contract, to include HIPPA, health, fire and safety, and emergency procedures at the medical center. The Government will provide the contractor the use of VA Escort Service to be the main person responsible for making sure wheelchairs are available in the front lobby area for patient use. The valet parking staff should only minimally help the patients in and out of their vehicles. The valet parking staff should not transfer patients into chairs or take them to appointment destinations. The Government will provide suitable storage near the Main Hospital Entrance area for signs, wheelchair, etc., to meet daily operational needs. Training/Licenses: The VA Medical center will provide orientation training on VA policies and procedures. All parking attendants shall be required to attend a facility orientation program on fire and safety, health, HIPPA, Disaster procedures, reporting, contractor appearance and emergency procedures on a mutually agreed date. The initial training will be scheduled at a post award meeting to be conducted on a mutually agreeable date. Training for valet attendants hired thereafter will conduct within 30 days following issuance of the VA Medical Center identification badge. (Note: The 30day rules apply to all Valet Attendants hired after initial program implementation.) All contracted parking attendants must possess and maintain a valid State of Ohio driver s license, and speak fluent English. The contractor is responsible for ensuring Contractor employees providing work under this procurement are fully trained and completely competent to perform the work. The Contractor must provide the Cor with copies of all training documents which establishes the attendant s competence to perform the required duties at the VA Medical Center. The VA will monitor the contractor employees work to ensure contract compliance. Notwithstanding other contract requirements, upon request of the Contracting Officer, the Contractor will remove any contractor employee who does not comply with the requirements of this procurement, including orientation requirements and/or meeting competency requirements for the work being performed. The contractor is required to provide customer service training to contractor employees providing services under this procurement. Other Pertinent Information or Special Considerations: Background Screenings: In accordance with VHA Directive 0710 all contractor personnel providing services under this contract shall be the subject of a background screening and must receive favorable adjudication from the VA prior to contract performance. The level of screening for this contract is: SAC (Special Agency Check). Any employee whose background investigation yields unfavorable results is required to be removed from performance of this contract immediately. The parties agree that Contractor personnel shall not be considered VA employees or agents for any purpose and shall be considered employees of the Contractor. The contractor shall understand fully and relay to all employees performing services under this contract that nay crime or other legal infraction taking place on VA property is subject to prosecution at a Federal level. Contractor shall include specifics of a background investigation process in their proposal. At a minimum, this process shall mandate a check of the employee s driving record, drug screen, and a check of the employee s criminal record. The results of these screening should be made available to the Contracting Officer or COR upon request. NO CONTRACTOR EMPLOEES WILL BE EXEMPT FROM THIS REQUIREMENT. Any proposal that do not include this information will be ineligible for award. The contractor is to detail the complete background investigation process. But will not be required to submit any individual results with their proposal (though all employees hired by the contractor must be screened after award.) 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 healthcare programs, the contractor is required to check the Health and Human Services-Office of Inspector General (HSS/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. Policy All parking attendants shall be trained in providing excellent customer service demonstrating courtesy, kindness, and caring. Contractor s employees shall be well groomed, neat and clean in appearance. The Medical Center reserves the right to deny any attendants inappropriately attired, etc., to work on VA property. The VA Medical Center is a drug free workplace. There will be NO SMOKING in VA Medical Center buildings, near entrances, the Valet vehicle drop off area or in vehicles being driven and parked by Valet attendants. Failure to comply with the VA No Smoking policy by attendants could result in a monetary fine of $250.00 for each offense and/or termination of the attendant s eligibility to perform services under this contact on VA Medical Center properties. And to repeat, a NO TIPPING sign shall be furnished and installed by the contractor. No tipping shall be strictly enforced. Contractor s employees are restricted from accepting tips of any kind. Proposed hours of operation are 07:00 to 17:00, EST Monday through Friday, excluding Federal Holidays and any other day specifically declared by the President of the United States to be a Federal Holiday. At 17:00, the contractor s parking attendant shall turn over any keys of any vehicles still on the premises after valet parking hours to the VA Police. Owners of these vehicles will pick up their keys at the VA Police Dispatch Office located in Building 330, Room 1D-144, off the main lobby area Risk Control: 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 sated in this solicitation in accordance with the FGAR regulations including FAR 52.228-5, Insurance-Work on a Government installation, and VAAR 852.228-71, Indemnification and Insurance. Supplemental insurance requirements are as follows: Workers compensation and employer s liability: Contractors are required to comply with applicable Federal and State worker s 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. General Liability: $500,000 per occurrences. Automobile Liability: $200,000 per person; $500,000 per occurrences for bodily injury and $20,000 per occurrence for property damage. The contractor must provide the Contracting Officer insurance certificate(s) evidencing the required minimum coverage s 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. The policy to provide that the VAMC will be notified at least thirty (3) days prior to any cancellation or reduction of coverage. 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. Place of Performance: Dayton VA Medical Center | 4100 W. Third St. | Dayton, OH 45428 Period of Performance: Base Period: August 1, 2018 thru July 31, 2019 Option 1: August 1, 2019 thru July 31, 2020 Option 2: August 1, 2020 thru July 31, 2021 Option 3: August 1, 2021 thru July 31, 2022 Option 4: August 1, 2022 thru July 31, 2023