V212--Valet services to include shuttle bus/cart and parking and lot attendants services
Statement of Work Valet and Parking & Lot Attendant Services 1. Scope: The Gulf Coast Veterans Health Care System (GCVHCS), 400 Veterans Avenue, Biloxi, MS 39531 requires valet parking and shuttle bus... Statement of Work Valet and Parking & Lot Attendant Services 1. Scope: The Gulf Coast Veterans Health Care System (GCVHCS), 400 Veterans Avenue, Biloxi, MS 39531 requires valet parking and shuttle bus/cart services for all Veteran patients and visitors of our health care facility. Based on current operations it is estimated that contracted staff will be required to park approximately (50) cars daily and provide shuttle services to approximately (100) Veterans daily utilizing a combination of vans and electric patient shuttle carts. The contractor will utilize a designated parking lot for parking valet cars as determined by GCHVHCS leadership. Efforts will be taken to ensure the valet parking lot is within 200 feet of vehicle drop off point; however, designated valet parking is subject to change dependent on mission requirements. Entry and utilization of the designated valet parking lot will be controlled and managed by the contractor utilizing contractor staff as necessary. Contractor is responsible for all matters of supervision, training and safety regarding contracting staff. Services will be available daily with the exception of weekends and all federal holidays. Shuttle buses/vans and carts will be available daily from 7:00 am to 5:00 pm. Valet parking will be available 7:00 am to 4:30 pm daily. Services, non-personal: Contractor to provide all labor, on site supervision, materials, communications, uniforms, and everything else necessary to provide required valet parking and patient shuttle services (i.e. parking and lot attendant services hereafter referred to simply as Valet Parking) with the exception of the vehicles and their maintenance. This contract will include one base year beginning on or about 1 October 2023 to 30 September 2024, with (4) Option Years, that may be exercised at the discretion of the government. The shuttle bus and/or van and electric shuttle cart transportation services will be provided utilizing government owned, maintained and provided vehicles. The contractor shall be responsible for ticketing, securing keys, parking and delivering, and directing valet vehicles to and from the valet greeting area for the period specified in accordance with all terms, conditions, schedules, provisions, and requirements of this solicitation and a resultant contract/purchase order. The contractor shall be responsible for the operation and cleanliness of the following vehicles: Two (2) electric shuttle carts at any given time of shuttle operations. Two (2) 14-passenger shuttle buses and/or multipassenger vans. All contract employees who will be operating transportation vehicles of any kind are required to maintain a current Mississippi driver s license and those employees who operate the 14 passenger bus and/or vans must have a S (School Bus Endorsement) along with a P (Passenger Endorsement) per the Mississippi Department of Transportation. A copy of individual contract employees drivers license, who will operate the 14-passenger bus, will be provided to the CO Representative (COR) before operation will be allowed. Note: Four (4) functioning electric shuttle carts will be made available to the contractor for use due to the limited battery life of the electric shuttle carts; however, only two (2) of the electric shuttle carts shall be in operation by the contractor at any one-time. The electric shuttle carts and shuttle bus (as necessary) shall provide transportation to Veterans, visitors and employees who choose or are required to self-park in the outlying parking lots. The hours of operation for the electric shuttle carts and all other transport services shall be Monday Friday from 7:00 a.m. 5:00 p.m., excluding weekends and Federal holidays. The COR shall coordinate the electric shuttle cart routes with the contractor s on-site supervisor. Note: Due to on-going construction, road closures, changes in the mission, etc., the electric shuttle cart routes are subject to periodically change. The contractor shall have management control of vehicles entering the designated valet parking area to maximize the space available and facilitate smooth operations. The contractor shall provide adequate staffing of valet customer service attendants for the hours of operations specified. On-site supervision is required at all times in order to handle customer service concerns and any or all parking incidents. The name of this individual shall be posted at the attendant s booth for identification purposes. 2. Requirements: The contractor shall utilize the current parking lot designated for valet parking except for those vehicles that are deemed appropriate for self-parking (i.e. employees, vendors etc.), or those vehicles requesting self-parking. Occasions may occur that require VA staff to provide operator s training on specific physical disabled vehicles equipped with physical disabled driving devices. All contract workers must be willing to attend such training in the event it is necessary to accommodate a disabled driver who desires valet parking. The contractor shall assist Spinal Cord Injury patients who request assistance in parking their vehicles. Physical Disabled spaces shall be utilized for vehicles with physical disabled license plates, hanging placards or any approved state issued placard displayed to indicate occupants inside the vehicle are physically disabled. Self parking of vehicles is optional; however, physically disabled individuals can self park their vehicles in disabled spaces on a first come first serve basis. Any incident involving damage to other vehicles, personnel, government or personal property which occurs during the process of self parking is the vehicle operator s responsibility and shall not be the responsibility of the Veterans Administration or the Contractor. The contractor s employees shall assist drivers and passengers that require assistance with getting in and out of their vehicles and assist them with lifting their mobility aids in and out of their vehicles. The contractor s employees shall also assist drivers and passengers with their mobility aids when they utilize the shuttle bus services should the need for assistance arise. The contractor s employees shall also assist drivers and passengers into and out of government provided mobility aids when available. The contractor s employees are not required to search the medical center for government mobility aids for drivers or passengers. In instances where Veterans require additional assistance in entering or exiting their vehicles beyond what a normal person can provide, the Contractor shall be responsible for assisting Veterans through the use of a car (patient) extractor device that will be provided by the Government. The car (patient) extractor device will be the same or similar to MedCare Products, Inc. Car Extractor Model # 450000. The Contractor shall be responsible for retrieving the car (patient) extractor device at the beginning of the contract work day (or when required) and for storing it at the end of the contract work day. The car (patient) extractor device will be stored under lock and key in Building 3, Room 1A121. (This location for securing government equipment and contractor equipment is subject to change dependant on construction and/or mission requirements). The Contractor shall be provided a key to the door for the subject room. The Contractor shall be responsible for ensuring safe keeping of the car (patient) extractor device while in their possession during the contract hours of operation (i.e., when it is removed from its stored location) and for ensuring that the device is properly secured in Building 3, Room 1A121, at the end of the contract work day. The Contractor shall be responsible for assisting Veterans into the car (patient) extractor device and then assisting them from their vehicles through the use of the car (patient) extractor device and into (or out of) a wheelchair (either a Government provided wheelchair or a Veteran owned wheelchair). The Contractor shall be responsible for obtaining Government-provided wheelchairs from Building 3, Room 1A121, where they will be stored. The Contractor shall not be responsible for locating wheelchairs from any other location in the Medical Center or from obtaining them from any other location other than Building 3, Room 1A121 or those already in the valet parking drop-off area. The Contractor shall be responsible for returning any wheelchairs left in the valet drop-off area to Building 3, Room 1A121 at the end of the contract duty day. The Government will be responsible for ensuring that there are wheelchairs available for use with the car (vehicle) extractor device by the Contractor. The Contractor shall be responsible for informing the COR within 30 minutes if the car (patient) extractor device is missing from Building 3, Room 1A121 or within 1-hour if the car (patient) extractor device is malfunctioning or broken. Training on the use of the car (patient) extractor device will be provided and documented by the Government (Safety Office) to the Contractor through the use of an operations manual, hands-on training, and by any other means deemed necessary. No Contractor employees shall operate the car (patient) extractor device until they have completed the required training provided by the Government. All new Contractor personnel (those hired after the initial training is provided) shall be trained on the use of the car (patient) extractor device within 14 calendar days of request by the Contractor s Site Manager. Requests for training shall be coordinated through the Biloxi VA Safety Office (228) 523-4611. The Parking Garage or any other designated parking lot (other than the valet parking lot) shall be utilized by those who choose to self-park their vehicles. The contractor s employee designated as a greeter shall be responsible to ensure that valet parking service users are patients and/or visitors. This may require some form of verification. VA employees are not allowed to use valet parking unless they have a valid scheduled medical appointment as a Veteran. If VA employees proceed to work following their scheduled appointment, they must move their vehicle. The valet attendants shall give the driver a claim check and remind them to ensure that all valuables are secured and not visible. The contractor shall be in control of where all vehicles are parked to maximize the space availability and facilitate smooth operations. During special events, the contractor may be required to employ a specific arrangement of vehicles to accommodate the increased number of vehicles. All vehicles parked by the contractor s parking attendants shall be locked and secured. Drivers keys shall be stored at the valet booth. This system shall adequately secure keys and/or attendant booth and shall be approved by the COR or the Contracting Officer (CO). The contractor shall operate the valet parking services from the south side of Bldg 3 near the Old Emergency Room Ramp where contractor employees shall greet every vehicle excluding buses, VA transportation vehicles dropping off or picking up patients, vendor or contractors conducting business at the GCVHCS, and VA employees. If in doubt as to the vehicles occupants, the contractor shall greet the vehicle. The Contractor shall screen employees and vendors to keep them from using the valet parking services. The contractor is responsible for parking control and monitoring the designated parking lots assigned to the operation by responding to alerts or emergencies, by providing assistance to injured or stranded persons in emergency situations, and by immediately notifying the VA Police Service of these or any other incidents. The contractor shall report any violations or hazards to the COR, VA Police Service and the CO. The contractor shall be notified in advance of any special events by the VA Police Service or CO which might cause parking issues or problems due to increased vehicle volumes at the Medical Center. 3. Operations: Hours of operations are 7:00 am to 4:30 pm for valet parking services and 7:00 am to 5:00 pm for shuttle bus/van and cart services Monday through Friday excluding Federal Holidays and any other day specifically declared by the President of the United States to be a Federal Holiday. The eleven (11) Federal Holidays observed by the Federal Government for this requirement are: Federal Holiday Date(s) Month New Year's Day 1ST January Birthday of Martin Luther King Jr. Third Monday January Washington s Birthday Third Monday February Memorial Day Last Monday May Juneteenth Third Monday June Independence Day 4TH July Labor Day First Monday September Columbus Day Second Monday October Veterans Day 11TH November Thanksgiving Day Fourth Thursday November Christmas Day 25TH December When a Federal holiday falls on a Sunday, the following Monday shall be observed as a Federal holiday. When a Federal holiday falls on a Saturday, the proceeding Friday is observed as a Federal holiday by U.S. Government agencies. No new vehicles will be valet parked after 4:00 pm as the 4:00 pm 4:30 pm timeframe will be used for retrieving previously valet parked vehicles only. Note: When valet parking any vehicle after 3:00 pm, the contractor s employees shall remind the drivers (and vehicle occupants) of the procedures for retrieving the vehicle keys and the vehicle itself after 4:30 pm. The Medical Center Director or his/her designee may also suspend valet parking services during any Emergency Conditions under the guidelines of the GCVHCS Comprehensive Emergency Management Plan of the Biloxi Fire Department On-Scene Commander if necessary for the safety of personnel. The contractor shall provide continuous coverage during the established hours of operation specified, unless circumstances warrant modification as determined by the CO or their representative. At 4:30 pm every afternoon of operations, the contractor s parking attendant shall remove the valet parking lot temporary barricades/cones and turn in any remaining keys to the VA Police Service Dispatch Office. The contractor shall provide an inventory log of all remaining vehicles and associated ticket numbers to the VA Police Service daily. Customers shall be able to pick-up their keys after hours from VA Police Officer or Information Clerk on duty at the main lobby entrance or designee after hours. The Contractor shall furnish a sign (approved by the COR) explaining this procedure. Valet parking attendants shall make every effort to avoid long delays for customers who wish to use the valet service to park or when retrieving vehicles for the customers in a safe efficient manner. Every attempt shall be made to avoid any long delays in this operation. In most instances no driver should have to wait more than 10 15 minutes to have their vehicle valet parked or retrieved. The contractor shall provide sufficient staff members to ensure time requirements are met on a consistent basis. The COR shall periodically audit the turn-around time of efficient operation to assure contractor compliance. The contractor s ability to manage traffic flow shall be periodically monitored to assure that the contractor is putting the Veteran first and is providing a safe and efficient operation. Physically disabled persons, with the exception of VA employees, shall be permitted to drive up to be dropped off. Valet attendants shall make every effort to avoid impeding the flow of traffic lanes when parking vehicles. The valet attendant shall then park the vehicles in a non-physical disabled parking space. 4. Preparations: The contractor shall provide a locking key cabinet(s) and ticket dispenser(s) to be located in the government provided valet area(s). The contractor shall furnish and install all (COR approved) signs required for operations, provide a three (3) part claim check (with a responsibility disclaimer), two-way radios or telephone communication, cones, operational supplies or other miscellaneous items necessary for valet operations with prior COR approval. The valet parking signs and cones shall be set-up each morning of operation and removed at the end of the day. The contractor shall provide uniforms to all personnel working under this contract at no cost to the employees. Uniforms shall include the identification of the contractor by company name and employee name. The on-site supervisor s uniform shall be distinguished for obvious identification. Uniforms shall be worn at all times during performance of contract duties. The COR or CO will approve all uniforms to include colors, styles, etc. The contractor shall furnish a list of names of all contract employees working at this facility to the CO at the beginning of the contract and anytime the contractor s list of employees changes. 5. Policy: All contractor employees shall be trained by the contractor on the importance of providing excellent customer service to include demonstrating courtesy, kindness, and care to our Veterans. Contractor s employees shall be neat in appearance, present a favorable image/appearance in their uniform, and cannot be under the influence of any intoxicants. Attendants shall not consume any alcoholic beverages eight (8) hours prior to duty or medications/drugs six (6) hours prior to duty that could affect their safe operation of a motor vehicle. The attendants shall complete contractor provided customer service training prior to starting work. A copy of this training information shall be provided to the COR or CO at their request. Contractor s employees are not permitted to smoke on the facility property. No smoking is allowed while operating Shuttle Buses or while parking a Veteran s vehicle. The GCVHCS is a drug free workplace. A NO TIPPING sign shall be furnished and installed by the contractor. This policy shall be strictly enforced. Contractor s employees shall not accept tips of any kind. The contractor s employees shall adhere to all VA policies, traffic laws, rules, etc. The GCVHCS will provide orientation/training information on medical protocol and VA policies to the contractor s employees at the contractor s request. ALL CONTRACTOR EMPLOYEES WHO WILL BE OPERATING A MOTOR VEHICLE UNDER THIS CONTRACT SHALL POSSESS A VALID STATE OF MISSISSIPPI DRIVER S LICENSE, BE U.S. CITIZENS, AND BE FLUENT IN SPEAKING THE ENGLISH LANGUAGE. SHUTTLE BUS/CART DRIVERS ARE AUTHORIZED TO OPERATE FEDERAL GOVERNMENT VEHICLES. Any violation of VA policy set forth in this condition of work that could be considered criminal or negligent will be grounds of immediate removal if determined by the VA Police, CO, COR, or the Medical Center Director or his/her designee. 6. Claims/Damages: Any claims of damages or missing/stolen property involving customers vehicles shall be the responsibility of the contractor. The VA assumes no responsibility for such claims. All customer claims shall be directed to and handled by the contractor s on-site supervisor who shall 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 CO. If contractor fails to pay a settled claim within the allotted period, the CO may withhold a portion of the regularly scheduled monthly payment to the contractor pending resolution of the situation. 7. Reports: The contractor shall establish a method to validate the number of vehicles parked (i.e. parking stubs) and submit an electronic monthly report to the CO and COR within fifteen (15) days of month s end. 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 cars are parked during those peak hours. The report shall also indicate (by date and time) any unusual events of the day. The contractor shall include any incidence of accidents or special situations with patients, visitors, VA employees, or VA volunteers. 8. Privacy Information: The contractor s on-site supervisor shall secure (in a sealed envelope) and relinquish any documentation found anywhere on the VA grounds that contains sensitive patient and/or employee information (i.e. privacy information) within 60 minutes of finding such documentation to Ms. Melanie Lane, Gulf Coast Veterans Health Care System Privacy Officer, Bldg T-102, Room No. A132, Phone: (228) 523-5526. If Ms. Lane is not available, please relinquish any documentation found to the Police Service (Bldg 17). 9. Privacy & HIPPA Training: Mandatory VA provided Privacy and HIPAA Training shall be completed by all contract employees before any on-site work begins under the contract. Approximately two (2) hours of Privacy and HIPAA Training shall be provided for all employees who, along with their on-site supervisor, shall be required to be to read over and sign the training documents. These training documents shall then be forwarded to the CO prior to the on-site work beginning. Any new contractor employee(s) hired after the contract becomes effective shall complete the mandatory VA provided Privacy and HIPAA Training prior to starting work. 10. TB Testing: All Contractor personnel providing on-site services at GCVHCS shall have an initial TB test accomplished with copies of the results provided to the COR and to the CO. If the contractor s employees have not had a TB test accomplished within the past calendar year, they shall have one accomplished prior to starting work on the contract. If the contractor s employees have had a TB test accomplished within the past calendar year, the contractor shall be required to provide a copy of the test results to the COR and to the CO. New conversions to a positive PPD or new symptoms related to TB, if previously a positive PPD, shall be reported to the GCVHCS Occupational Health Department within 10 working days. New hires (i.e. employees hired after the contract start date) shall provide certification of TB Testing before starting work at the GCVHCS. Annually thereafter, Contractor personnel shall be required to complete a TB Screening Questionnaire. Note: If Contractor personnel answer yes to any of the TB Screening Questionnaire questions, they shall be required to contact the Contractor s Home Office concerning seeking a medical evaluation. 11. Contractor Rules of Behavior: Mandatory VA provided Contractor Rules of Behavior Training shall be completed by all contract employees before any on-site work begins under the contract. Approximately one (1) hour of Contractor Rules of Behavior Training shall be provided for all employees who, along with their on-site supervisor, shall be required to be to read over and sign the training documents. These training documents shall then be forwarded to the CO prior to the on-site work beginning. Any new contractor employee(s) hired after the contract becomes effective shall complete the mandatory VA provided Contractor Rules of Behavior Training prior to starting work. 12. Government Furnished Property: The following Government Furnished Property will be provided to the contractor for use under the contract. Please see Clause 52.245-1 Government Property. The amounts and quantities of such inventory is subject to change depending on mission requirements and the availability of equipment. A joint inventory will be conducted by the Contractor and the Government at the start of the contract, at the end of the contract, and anything time that the equipment or quantities change. The inventory shall be documented (items and quantities) by both the Contractor and the Government on one document. The furnished property includes: : Four (4) each electric shuttle carts Two (2) each 14-passenger buses. Room in Building 3, Room 1C123, approximate size: 8 x 14 , that contains one (1) electrical outlet and one telephone jack. One (1) desk unit w/cabinets. One (1) cabinet Unit w/3 shelves. Two (2) small file cabinets. Two (2) office chairs. One (1) folding table. 13. Confidentiality and Nondisclosure: It is agreed that: The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA which have been generated by the contractor in the performance of this task order are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order presented to the contractor shall be submitted to the CO for response. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. 14. Contractor s Quality Control Program (QCP): The Contractor shall establish and maintain a complete QCP to assure the requirements of this contract are provided as specified. A copy of this QCP shall be forwarded to the CO along with the requested initial proposal. The Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum: (a) An inspection plan covering all services required by this contract. The inspection plan shall specify the areas to be inspected on either a scheduled or unscheduled basis, how often inspections shall be accomplished and documented, and the title of the individual(s) who shall perform the inspections. (b) On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection. (c) Incorporation of either active or established internal policy and procedures for updating service protocols that may affect performance of contract. (d) The methods for identifying and preventing deficiencies in the quality of service performed before the level of performance becomes unacceptable, and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance. (e) Contractor shall have internal policies and procedures for addressing drug and alcohol abuse. 15. Contract Changes: Only a Warranted CO is authorized to change the terms and conditions of the contract which will be accomplished by supplemental agreement with the Contractor. 16. Contractor Personnel Security Requirements: a. All contractor employees who are directly involved in Valet Parking and Shuttle Bus Services shall be subject to a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to all subcontractor personnel requiring the same access. If the investigation is not completed prior to the start date of the contract, the contractor shall be responsible for the actions of those individuals performing work for the GCVHCS under this contract. Position Sensitivity: The position sensitivity has been designated as low risk. Background investigation: The level of background investigation commensurate with the required level of access minimum background investigation. Contractor Responsibilities: a. Background Investigations. The Office of Personnel Management (OPM) will conduct the investigations. b. The contractor shall pre-screen all personnel requiring access to the computer systems to ensure they maintain a U.S. Citizenship and are able to read, write, speak and understand the English language. c. The contractor shall submit or have their employees submit the following required forms to the CO and/or COR immediately after contract award and prior to the commencement of services: Contract Security Services Request Form #1a Contractor/Employee Fingerprinting Request Form #2 (employee will take to fingerprinting appointment) PIV Sponsorship Instructional Form #3 Contract Security Verification Request Supplemental Form #1B Optional form 306, Declaration for Federal Employment VA Form 0710, Authorization for Release of Information Self-Certification of Continuous Service d. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. e. Failure to comply with the contractor personnel security requirements may result in termination of the contract for cause. f. The VA Facility will pay for the initial investigations conducted by the Office of Personnel Management (OPM). If a contractor employee requires a second investigation the contractor will be billed through a Bill of Collections. 4. Position Designation System and Automated Tool (PDAT) Public Trust Risk Level Designation: The PDAT Public Trust Risk Level Designation is Low Risk . The Background Investigation Level is National Agency Check with Written Inquiries (NACI). 5. Certification and Accreditation of Contractor s IT Systems: Certification and Accreditation of the Contractor s IT System(s) does not apply and a Security Accreditation Package is not required as contractor s employee will only be utilizing their own company owned computers and computer systems which are not connected to or do not interact in any way with the Government s computers or computer system. 6. Breach of Privacy: A Privacy violation by the contractor will be grounds for immediate termination of the contract for cause.
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