FBODaily.com | FedBizOpps: FILE | R | V20 Armored Car Services Base plus 4 - Attachment

FBO DAILY - FEDBIZOPPS ISSUE OF OCTOBER 20, 2016 FBO #5445
DOCUMENT

R -- V20 Armored Car Services Base plus 4 - Attachment

Notice Date: 10/18/2016
Notice Type: Attachment
NAICS: 561613 — Armored Car Services
Contracting Office: Department of Veterans Affairs;Network Contracting Office 20;5115 NE 82nd Ave, Suite 102;Vancouver WA 98662
ZIP Code: 98662
Solicitation Number: VA26017N0005
Archive Date: 1/16/2017
Point of Contact: Jayme T Defae
E-Mail Address: 2-9872<br
Small Business Set-Aside: N/A
Description: This is a SOURCES SOUGHT NOTICE for market research purposes only to determine the availability of potential businesses with capabilities to provide the services described below. Potential offerors are invited to provide feedback via e-mail to Jayme Defae at jayme.defae@VA.Gov. Responses will be used to determine the appropriate acquisition strategy for a potential future acquisition. All responses due by 27 October 2016 before 1600 Pacific Standard Time. The intended contract period is a one-year base period plus (4) four one-year option periods. Potential contractors shall provide, at a minimum, the following information to Jayme Defae at jayme.defae@VA.Gov. 1) Company name, address, and point of contact, phone number, e-mail address, and DUNS. 2) Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. Anticipated North American Industry Classification System (NAICS) code is 561613 - Armored Car Services. The largest a firm can be and still qualify as a small business for Federal Government programs is no larger than $25.5 Million. [ ] yes [ ] no Small Business (SB) [ ] yes [ ] no HUBZone [ ] yes [ ] no Small Business 8(a) [ ] yes [ ] no Small Disadvantaged Business (SDB) [ ] yes [ ] no Women-Owned (WO) Small Business [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Other (please specify) 3) What types of information is needed to submit accurate offers? A. Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concern the draft PWS below. (i.e., problems or any other issues experienced with similar contracts). Include comments on the Draft PWS. B. How is the service, as described in the draft PWS typically priced? How could it be priced for a Government contract? C. Provide a brief capability statement (Max 2 pages) with enough information to determine if your company can meet the requirement. The Capabilities Statement for this sources sought is not expected to be a Request for Quotations, Request for Proposals or Invitation for Bids, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company's ability to provide the services outlined in the draft SOW below. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. Submission of capabilities statement will assist our office in tailoring the requirement to be consistent with industry standards. The capabilities will be evaluated solely for the purpose of determining to Set-Aside for the Small Business (SB) Community or to conduct as an Unrestricted Procurement. Other than small businesses may respond to this notice in the event the market does not indicate SB interest. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. The DRAFT PWS as follows: Thank you for your participation. --------------------------------------------------------------------------------------------------------------------- DRAFT - PERFORMANCE WORK STATEMENT (PWS) ARMORED CAR SERVICES FOR VISN20 PERFORMANCE-BASED WORK STATEMENT (PWS) 1. GENERAL OVERVIEW 1.1.The Veterans Integrated Service Network 20 (VISN20) requires professional and reliable Daily Armored/Secured Courier Services ("Service") for the pickup and delivery of funding for the Agent Cashier and VA Canteen Services Stores in multiple locations throughout VISN20 Monday through Friday, excluding Federal holidays. 1.2.The goal of this procurement is to establish accountability and a safe, uniform process for delivering funds to and from the VISN20 locations and to a designated financial institution. 1.3.This requirement shall be in accordance with the procedures outlined in the FAR. 1.4.This is a new requirement. Interested vendors must have at least three (3) years of experience in providing armored courier service. 1.5.Funds collected from transactions must be safely transported to the financial institution identified in Attachment A or another location as specified in Attachment A. 1.6.Pick-up and delivery times shall be adhered to. 1.7.Pick-up and delivery locations as well as required days and hours are specified in Attachment A. 1.8.The anticipated Periods of Performance (POP) are as follows: Base Period: Date of Award to May 30, 2018 Option Period 1: June 1, 2018 to May 30, 2019 Option Period 2: June 1, 2019 to May 30, 2020 Option Period 3: June 1, 2020 to May 30, 2021 Option Period 4: June 1, 2021 to May 30, 2022 2. SCOPE OF WORK 2.1.Pick-up and delivery: 2.1.2 Two couriers shall be designated to pick up properly marked locked shipment(s) of funds and ensure that the deposit/shipment/shipment form is signed. The shipments will be picked up at the following locations in Attachment A. 2.1.3. The deposit/shipment form may be paper or electronic. 2.1.4. Courier(s) shall ensure information is accurate by verifying package seal numbers on mailbag(s) and any applicable log information, then sign to take possession of the shipment. 2.1.5.Deliver shipment on the same day to locations shown in attachment A. 2.1.6. Upon delivery of the shipment to the bank, the Courier(s) shall obtain from the bank employee receiving the deposit/shipment, a signature, date, and time on the deposit/shipment form (A bank employee on duty will be available to sign and date the receipts deposit/shipment form). 2.1.7.Courier(s) shall return signed, dated and time stamped deposit/shipment form to the applicable location at the time of the next pickup or by electronic means by the next pickup day unless the deposit/shipment slip is mailed directly to the location from the bank. 2.1.8.Contractor shall collect funds when collection of monies is required on a special needs request. 2.1.9.VA shall prepackage the daily deposit/shipments, and/or change orders individually and place in provided containers for transport by the contractor. 2.1.10.A VA representative will maintain the Performance Log Matrix during each pick-up and delivery. See Exhibit 3. 2.1.11.The VA Police shall also be notified immediately of any incidents or use of force on VA property. 2.1.12.All work shall be in conformance with all applicable laws, ordinances and regulations (Federal, state, city or otherwise) covering his operations under the contract. 2.1.13.Contractor shall be in compliance with the Armored Car Industry Reciprocity Act. 2.1.14.Contractor shall maintain records of all trips made during a particular month, and only charge for actual trips in accordance with the Pricing Schedule. 2.1.15.Shipments shall not be transferred to another courier or courier vehicle after the shipments are picked up, except in emergency situations, such as vehicle breakdown. 2.1.16.Two couriers shall be designated for each pickup and delivery One Courier shall remain with the shipments and have direct control of them at all times. Shipments shall not be left in the vehicle unattended (even if the vehicle is locked) at any time. 2.1.17.Contractor shall provide a written explanation to the contracting officer and designated point of contact for that location on the same day for any deposit/shipment not made on the designated day. 2.1.18.The Contractor shall phone the VA Police upon entering, or exiting, any VA campus for the below locations: White City 2.1.15. The use of two-way radios is prohibited in all VA buildings. The equipment shall be turned off upon entering these buildings. They have been approved for use on the grounds of the facility. 2.2.Frequency: Daily, Monday through Friday, excluding Federal holidays. The federal holidays observed by federal employees are as follows: The Federal Government observes the following days as holidays. New Year's DayJanuary 1st * Martin Luther King's BirthdayThird Monday in January Washington's BirthdayThird Monday in February Memorial DayLast Monday in May Independence DayJuly 4th * Labor DayFirst Monday in September Columbus DaySecond Monday in October Veterans' DayNovember 11th * Thanksgiving DayFourth Thursday in November Christmas Day December 25th * "If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday. In addition to the days designated as holidays, the Government observes the following days: "Any other day designated by Federal Statute "Any other day designated by Executive Order "Any other day designated by the President's Proclamation 2.3.Security Check: Entrance and/or exit to/from the Center requires that VA police be informed and may require Police to check contents of the vehicle. Couriers are responsible for factoring sufficient time to allow such check(s) to ensure that the schedule timeframe is met. Below are the locations with this requirement. Locations with this requirement may be added or removed as needed. White City 2.4.Signature Requirement: Couriers shall be required to sign for the shipment to be taken from the VA Medical Centers. 2.5.Lateness and No Show: Contractor shall notify the VA Medical Center Point of Contact and Bank when a pick-up or delivery will be late due to unforeseen events, such as vehicle breakdown, accident or traffic. The notification must state the cause of delay and delivery status. 2.6Accident/Theft/Destruction: Courier(s) must notify the Center within one (1) hour of an accident or the theft, loss, or destruction of government property being transported. To ensure this notification can be made promptly, courier vehicles shall contain appropriate Center's contact names/phone numbers, and radio or telephone equipment. See attachment A for contact information. 3.CONTRACTOR REQUIREMENTS AND RESPONSIBILITIES 3.1. All contracted employees of Contractor who will be providing Service for Center must understand and adhere to the following language: As an independent contractor, (courier company name), under contract with the Center, I fully understand that much of the information that is provided to (courier company name) and its employees is privileged and legally and administratively restricted and falls under the provisions of the Privacy Act of 1974. The Privacy Act, the Safeguards, and the Criminal/Civil Sanctions paragraphs specify (courier company name) responsibility and liability regarding disclosure of this information. At the expiration of (courier company name) contract with the VA Medical Center, (courier company name) is required to return all documents in its possession to the VA Medical Center by 4:00 PM the next business day. 3.2.The Contractor shall meet all requirements of Federal, State and City code regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. The contractor shall possess at least the minimum amount of liability insurance for operation of courier services within the States of Oregon, Washington, Idaho and Alaska. The contractor is required to be properly bonded and/or insured to protect the interest of the Department of Veterans Affairs to the extent of the value of the shipment handled, which shall NOT EXCEED $20,000 PER SHIPMENT. 3.3In addition to required financial responsibilities coverage, the contractor shall furnish to the Contracting Officer evidence of coverage as required. All Certificates of Insurance shall contain an endorsement to the effect that cancellation of any material change in the policies which adversely affect the interest of the Government in such insurance shall not be effective unless a 30-day advance written notice of cancellation or change are furnished to the Contracting Officer. In lieu of the insurance coverage required above, the contractor may furnish evidence of financial responsibility in the form of a qualified self-insurance program, an irrevocable letter of credit or a letter in which the contractor agrees to accept financial responsibility and further states that he/she is financially able to meet all claims up to the amount specified. The furnishing of such evidence of insurance coverage or financial responsibility may not be waived. 3.3. The contractor shall: 3.3.1.Provide all personnel, supervision, transportation (secure vehicles), and labor (armed professional guards/drivers) necessary to perform the driving, pick-up, and delivery of monies from and to the specified locations. All personnel shall have the skills, knowledge, and training to satisfactorily perform the services required. Contractor will be responsible for training, providing uniforms, equipping, supervising, and discharging employees. 3.2.2.Ensure that it is licensed and bonded and that the employees designated to transport VA Medical Center deposit/shipments and/or requiring access VA Medical Center sites: a)Satisfy the requirements for a background Investigation conducted by Veterans Administration. The investigation shall include, but not limited to, a FBI fingerprint and name check, as defined in VA Directive 0710. b)Be (i) a U.S. citizen or have lawful permanent resident status, and (ii) fluent in the English language. c)Have the necessary certification for carrying firearms throughout the period of performance. Certifications to carry firearms for all designated couriers shall be provided to the Veterans Administration Contracting Officer, the designated Contracting Officers Representative (COR) and Point of Contact (POC) within five (5) days of receipt of award. 3.3.Provide VA POC for each location with a Courier Deposit/shipment Access List (CDAL) CDAL shall be on Contractor's official letterhead signed and dated showing the following information of Couriers designated to transport VA Medical Service deposit/shipments. An example is show in Exhibit 1: a)Employee's Typed Name b)Employee's Title c)Employee's Signature d)Employee's Photograph (in color) 3.4.Ensure Courier Additional Disclosure Statement (CADS) be completed by each courier employee on the Courier Deposit/shipment Access List (CDAL) [see Exhibit 2]. CADS shall include: a)Name(s) and relationship(s) of all family members (regardless of residence) who perform courier duties or work at the Veterans Medical Center (VAMC). If no other family members perform courier duties or work at the VAMC, write "NONE" in large letters in the space where family member's name(s) are to be shown on the CDAL. The Government has broad authority to interpret the scope of "immediate family" in this context. Generally, immediate family members refer to parent, spouse, child, step-child, foster child, step parent, half siblings, siblings, and foster parent. However, when couriers who are related, the definition of "immediate family" may be broadened and prohibitions extended to include others (e.g., grandchildren, sons-in-law, daughters-in-law, first cousins, and other second generation family members). b)Printed or typed name of the Courier. c)Signature of the Courier. d)Signature and date of Contractor's authorizing official CADS shall be updated annually from date of receipt of contract or when a change of status occurs. 3.5.Ensure the CDAL and the CADS are current by notifying the VA Contracting officer and VA Medical Center POC for each location within 24 hours, by facsimile transmission: a)When a Courier who appears on the CDAL has been discharged from his/her duties. b)When a new Courier has been hired to provide the Services specified herein with the same information as required for the CDAL. c)When a Courier has experienced a change that will affect their relationship status. (The CADS must also be updated.) If immediate family members are employed as Couriers for the same Service or work at the VAMC, these employees must complete the Attachment C. 3.6.Provide each Courier with a printed and laminated identification card containing the following information that is consistent with the CDAL information provided to the agency: a)Employee's Typed Name b)Employee's Title c)Employee's Signature d)Employee's Photograph e)Company Name 3.7.Ensure that all Couriers: a)Display (on their person) the picture identification card that clearly identifies them as authorized messengers for Contractor b)Wear company logo uniforms 3.8. Provide the VA Medical Center POC and COR with: a)Two (2) contacts (a primary and an alternate) who Center can reach during Contractor's business hours with: i.Name ii.Contact numbers (phone, mobile, pagers) b)A 24-hour emergency contact (name, telephone #, mobile #) available during Contractor's non-business hours. Contractor must notify the VA POC within 24 hours of any change in contact persons and/or telephone numbers. 3.9.Ensure on a continuous basis that: a)Two Couriers who appear on the CDAL are provided for each deposit/shipment pickup from the Center and delivery to the Deposit/shipment. b)Designated Couriers are not related by checking their names against the CADS. c)The vehicle being used to transport deposit/shipments always be locked and secured whenever VA Medical Center data is contained within the vehicle until it reaches its destination. All VA deposit/shipments must be transported within the locked area of a vehicle (such as the cab or trunk). "Locked area" does NOT include any container of any sort in the bed (back) portion of a pickup truck or any open bedded vehicle (with or without a camper shell) whether or not such shell or container is locked or otherwise secured. d)The vehicle always be under the supervision of one of the Couriers and never left unattended. 3.10.Ensure that vehicles provided for the purposes of satisfying the conditions specified herein meet the following requirements: a)The vehicles are armored, maintained in good condition, appearance and working order. b)The vehicles must be state-registered and meet the minimum safety standards of the licensing state. c)The vehicles must be steel framed and doors must be able to be secured from both inside and outside. d)The area of the vehicle in which the agency packages and/or containers are placed is clean, debris-free and without containers, materials such as canvas or plastic used to cover or protect articles, or other items. 3.11.Procure and maintain during the entire period of performance under this Contact to cover the costs to reconstruct a lost, stolen or destroyed deposit/shipment, the following required insurance coverage payable to the VA Medical Center: a) Comprehensive General Liability: $1,000,000 per occurrence b) Automobile Liability with the following amounts: $200,000 per person $1,000,000 per occurrence $ 20,000 per occurrence for Property damage c) Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes. d) Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers. e) Other as required by State Law. The Certificate of Insurance shall provide for at least thirty days written notice to the VA Contracting Officer and VA POC by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause. 3.13.Provide to the VA Contracting Officer and VA POC a Disaster Contingency Plan (Plan). The Plan must address what alternative actions Contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. The VA Contracting officer and VA POC will approve/reject the Plan within 15 calendar days of submission. If not approved, the VA Contracting Officer will notify the Contractor as to the areas of the Plan that are unacceptable. Changes and resolution shall be achieved through mutual agreement between VA and Contractor. 3.14.Provide professional customer service (i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner). "Timely manner" in the context of this contract means no later than close of next business day. The VA POC an COR shall be able to contact the Contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer or his/her representative. 3.15.Ensure the work be carried out in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations. 3.16.All route changes must be provided to the VAMC point of contact and contracting officer within 24 hours of the change. All scheduled pickup times and dates must still be adhered to during a route change unless agreed upon by the VAMC point of contact and contracting officer. 3.17.All pickups and deliveries must be within the required dates and times as noted on attachment A. Any deviations from the scheduled pickup times and dates must be agreed upon by the VAMC point of contact and contracting officer. 3.18. All changes to delivery times and dates require notification in writing to the VAMC point of contact and the contracting officer. 4.VA REQUIREMENTS AND RESPONSIBILITIES 4.1.1.Ensure that the company has and maintains insurance coverage valued at $1,000,000 made payable to the VA Medical Center to cover the costs to reconstruct a lost, stolen or destroyed deposit/shipment 4.1.2.Maintain a copy of the insurance certificate 4.1.3.Provide accurate and complete addresses and contact information. VA POC shall notify Contractor accordingly if there are changes to the Center's information 4.1.4.Provide access to the Center 4.1.5.Ensure that all deposit/shipments are ready for pick up within the scheduled time 4.1.6.Evaluate the contractor's performance under this contract in accordance with Section 6, Performance Requirements Summary, which primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. 4.1.7.Have and maintain at each VA POC a Performance Log Matrix (See Exhibit 3 for sample) showing the details of each deposit/shipments to include date, time of receipt of the deposit/shipments and the dollar amounts of the deposit/shipments. 5.DELIVERABLES Deliverable #DELIVERABLESECTIONDELIVERY DUE DATEDELIVER TOMETHOD 1Designated couriers' firearm certifications3.2.21. Received within five (5) days of receiving Award VA CO VA POC VA COREmail 2Courier Deposit/shipment Access List - CDAL3.3 & 3.41. within five (5) days of receiving AwardVA CO VA POC VA COREmail or Fax 3Courier Additional Disclosure Statement - CADS for all couriers on Courier Deposit/shipment Access List - CDAL3.31. within five (5) days of receiving Award 2. monthly thereafter on or before the 5th of each month 3. within 24 hours whenever there are changes to a courier's informationVA CO VA POCEmail or Fax 4Contacts Information3.8within five (5) days of receiving awardVA CO VA POCEmail or Fax 5Insurance certificate and bonding3.12within ten (10) days upon receipt of awardVA CO VA POC Email or Fax 6Disaster Contingency Plan3.14within fifteen (15) days upon receipt of awardVA CO VA POCEmail or Fax 7All VA Medical Center documents in possession upon expiration of contract3.1by 4:00 PM the next business day VA CO VA POCIn Person or Certified Mail 6.PERFORMANCE REQUIREMENTS SUMMARY The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success. TASKREQUIRED SERVICE (Performance Requirements)STANDARD (Performance Standards)ACCEPTABLE QUALITY LEVEL (AQL)METHOD OF SURVEILLANCE (Quality Assurance)PERCENTAGE REDUCTION IF EXCEED AQL 1Pick up at VA Medical Center at correct times and dates.No show0% - No deviation allowable VA POC Monitoring100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 2Pickup and deliveries are during the agreed upon dates and times.Late arrivals, Route changes0% - No deviation allowableVA POC Monitoring100% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 3Deliver deposit/shipment to appropriate location. Same day delivery of deposit/shipment. 0% - No deviation allowable VA POC Monitoring 50% of Average Daily rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days) 4Have deposit/shipment form signed, dated and time noted by vault attendant at time of delivery Completed Form0% - No deviation allowable VA POC Monitoring 50% deduction of monthly rate 5Return deposit/shipment form to VA Medical CenterNext pick up day unless bank mails form 0% - No deviation allowableVA POC 50% deduction of monthly rate 6Changes to routes, delivery dates, delivery times, or contacts are notified in writing.Within 24 hrs.0% - No deviation allowableVA POC50% deduction of monthly rate EXHIBIT 1 COURIER'S ADDITIONAL DISCLOSURE STATEMENT (CADS) - SAMPLE Courier's Additional Disclosure Statement I fully understand that as a Courier transporting the VA Medical Center deposit/shipment I am not to travel with an immediate family member; and I am required to list below the names and relationships of all family members residing in the same domicile who also perform Courier duties for the VA Medical Center or work for the VA medical center. I also understand that it is my responsibility to update this document within 24 hours of a change in relationship status Name _____________________Relationship___________________ Name _____________________Relationship___________________ Name _____________________Relationship___________________ Name _____________________Relationship___________________ Name _____________________Relationship___________________ Name _____________________Relationship___________________ Print Name ___________________________ (Courier Employee) Signature _______________________Date _______________________ (Courier Employee) Agency _________________________Date ________________________ (Signature for Courier Official) EXHIBIT 2 SAMPLE - COURIER DEPOSIT/SHIPMENT ACCESS LIST (CDAL) - SAMPLE (Location) VA Medical Center Address Attention: Jayme Defae (NCO20 Contracting Specialist) Attention: VA Medical Center (Name) Point of contact Attention: Contracting Officer's Representative (Name) In regards to contract VA260-17-A-XXXX, Armored Car Courier Services The following is an updated list of couriers for the month of August: NAME OF COURIERNAME OF COURIERNAME OF COURIER COURIER SIGNATURECOURIER SIGNATURECOURIER SIGNATURE NAME OF COURIERNAME OF COURIERNAME OF COURIER COURIER SIGNATURECOURIER SIGNATURECOURIER SIGNATURE Sincerely, COMPANY SIGNATURE HERE EXHIBIT 3 EXAMPLE OF PERFORMANCE LOG MATRIX
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Document(s): Attachment; File Name: VA260-17-N-0005 VA260-17-N-0005.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3060769&FileName=VA260-17-N-0005-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3060769&FileName=VA260-17-N-0005-000.docx; File Name: VA260-17-N-0005 Attachment A - Addresses-Estimated Volume-Frequency-Required Times - By Location.xlsx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3060770&FileName=VA260-17-N-0005-001.xlsx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3060770&FileName=VA260-17-N-0005-001.xlsx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Record: SN04306899-W 20161020/161018234238-550bc79a7c518c4ea999539920a53a79 (fbodaily.com)
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R -- V20 Armored Car Services Base plus 4 - Attachment