This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this is to gain knowledge of potential qualified sources and their size relative to NAICS 561613, Standard Size $20.5 Million. Responses will be used by the Government to make appropriate acquisition decisions. Responses are not considered responses to any potential solicitation announcement. Scope of Work The Central Arkansas Veterans Healthcare System (CAVHS) located at 2200 Fort Roots Drive, North Little Rock, AR 72114, requires a Contractor to furnish services required regularly scheduled armored car courier service to transport Veteran Canteen Service (VCS) funds. The contractor shall collect monies from the VCS with drop-offs of requested change orders at the specified delivery location(s) from the Central Arkansas Veterans Healthcare System (CAVHS) pick-up locations in Little Rock, AR and North Little Rock, AR. All interested firms shall provide the following information: company name, address, point of contact, phone number, email address, capability statement, and business size pursuant to the NAICS Code 561613, Standard Size $20.5 Million. Responses to this notice shall be e-mailed to
[email protected]. Telephone responses will not be accepted. Responses must be received in writing no later than Monday, July 09, 2018 at 10am, CST. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. STATEMENT OF WORK (SOW) ARMORED CAR BACKGROUND: The Central Arkansas Veterans Healthcare System (CAVHS) located at North Little Rock and Little Rock, AR, requires a Contractor to furnish services required regularly scheduled armored car courier service to transport Veteran Canteen Service (VCS) funds. SCOPE: The Contractor shall provide non-personal services to include all necessary armored vehicles, gasoline, insurance, personnel, and directional materials to accomplish regularly scheduled armored car courier service to transport VCS funds from the CAVHS pick-up locations in Little Rock, AR and North Little Rock, AR. PICK-UP LOCATIONS: John L. McClellan Memorial Veterans Hospital Eugene J. Towbin Healthcare Center 4300 West 7th Street 2200 Fort Roots Drive, Building 170 Little Rock, AR 72205 North Little Rock, AR 72114 Location: A101 Canteen Office Location: GL-110 DELIVERY LOCATION: US Bank 1 Riverfront Place North Little Rock, AR 72114-5641 Period of Performance (POP): Base Year: August 01, 2018 July 31, 2019 Option Year 1: August 01, 2019 July 31, 2020 Option Year 2: August 01, 2020 July 31, 2021 Option Year 3: August 01, 2022 July 31, 2023 TECHNICAL REQUIREMENTS SPECIFIC REQUIREMENTS Contractor shall provide money collection, drop off, and transport service to each of the CAVHS, Veteran Canteen Service at the Little Rock and North Little Rock locations identified above. Contractor shall collect monies from the VCS with drop-offs of requested change orders at the specified delivery location(s) on Monday, Wednesday, and Friday between the hours of 09:00 and 1:00PM, and make deposit at the bank by 12:00 noon on the following day. When a Holiday (see IV) fall on a scheduled pick-up day the contractor shall make the pick-up the next workday following the Holiday. On occasions when the VCS locations require an additional pick-up, the VCS contacts shall provide the contractor 24-hour notice and the additional pick-up will be at the contracted rate. The Veterans Affairs (VA) Police shall be notified immediately of any incidents or use of force on VA property. All work shall be in conformance with all applicable laws, ordinances and regulations (Federal, State, City or otherwise) covering operations under the contract. Armored Car company shall provide proof of a valid State of Arkansas Security Company license and continuing policy of Armored Car Cargo Insurance of not less than $500,000 as required by the State of Arkansas. Contractor shall be in compliance with the Armored Car Industry Reciprocity Act. Contractor shall maintain records of all trips made during a month, and only charge for actual trips in accordance with the Pricing Schedule. The Contractor shall phone the VA Police upon entering, or exiting, any VA campuses. The contractor is responsible to complete a log sheet at each picked up and delivery. The contractor shall provide courteous, professional service and communication. The contractor shall provide a point of contact to coordinate with the contacts at each of the VCS locations to communicate about questions and delays. The contractor shall provide an information sheet to the VCS points of contact that identifies personnel approved for the drop-off and pick-up transactions by name and photograph. This will be shared with the VA police. Should there be a question about contractor representatives, the VCS points of contact shall be able to reach the contractor point of contact. 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. VA FURNISHED PROPERTY OR SERVICES VA shall prepackage the daily deposits, and/or change orders individually and place in provided containers for transport by the contractor. CONTRACTOR FURNISHED PROPERTY OR SERVICES The Contractor shall provide all staff, vehicles, and other items not specifically stated as VA-furnished, necessary for performing services as defined in this SOW. ADMINISTRATION & MANAGEMENT The Contractor shall be responsible for the administration and management of all aspects of this agreement. This includes responsibility for all Contractor employees, subcontractors, agents, and anyone acting for or on behalf of the Contractor. EVIDENCE OF COVERAGE 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 agreement. The contractor shall possess at least the minimum amount of liability insurance for operation of courier services within the specific state of operation. 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 $60,000 PER SHIPMENT. The contractor shall be prepared to perform services within 30 days of award at all specified locations. FEDERAL HOLIDAYS The Federal Government observes the following days as holidays. New Year s Day January 1st * Martin Luther King s Birthday Third Monday in January Washington s Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4th * Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th * Thanksgiving Day Fourth Thursday in November Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on 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 INCLEMENT WEATHER The Contractor shall contact the VA Point of Contact when the Contractor feels that weather indicates adjustment or cancellation of scheduled pick up/deliveries. Acceptable delays: Severe weather as evidenced by severe weather warnings by the National Weather Service along regular delivery route and school or public event cancellations or postponements within 5 miles of regular delivery route are excusable delays. If this occurs, the driver needs to comment in the appropriate column on their log; and driver and Administrative Officer or their designee will initial the entry. VII. Performance Measures: a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the Contracting Officer Representative (COR) shall inform the Contractor and the Contracting Officer (CO). This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the Contractor's Point of Contact (POC). The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. Changes to Contract or Statement of Work: Changes to this SOW or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. V1II. Inherently Governmental Functions Contractor shall not perform any Inherently Governmental functions in accordance with FAR Part 7.5. QUALITY CONTROL The contractor is responsible for developing and maintaining a quality program to ensure that the services are performed in accordance with commonly accepted commercial practices. The contractor is responsible for developing and implementing procedures to identify, prevent, and ensure non-recurrence of defective services. At a minimum, the contractor is responsible for developing quality control procedures. These procedures shall be provided to the designated COR within 14 days of contract award. QUALITY ASSURANCE The VA POC will periodically evaluate the contractor s performance by monitoring the performance to ensure services are received. The POC will evaluate the contractor s performance through review of the log sheet, review of the contractor s quality control program and receipt of complaints from department personnel. Contractors shall conform to quality assurance standards in accordance with best commercial practices, unless otherwise specified. Quality Assurance Surveillance Plan - Rating Sheet Task ID Standard Acceptable Quality Level Method of Surveillance Incentive Rating To provide armored car courier service 1 Contractor shall provide armored car courier service per the Statement of Work (SOW). 100% Direct Observation Exercise of Option Period and Past Performance. Â To provide non-personal services 2 Â The Contractor must provide vehicles, gasoline, insurance, personnel, etc. per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Â To provide Technical Requirements 3 The Contractor must provide specific requirements per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Â Quality Control 4 Â Contractors shall conform to quality control standards, per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Performance Monitoring 5 Â The COR and Program Manager will monitor the contractor performance and reporting the findings to the CO, per the SOW. 100% Direct Observation Exercise of Option Period and Past Performance. Â Contract Administration and Performance Monitoring Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program Manager will assist by monitoring contractor performance and reporting the findings to the CO. The COR will communicate at least monthly with the Lead Principal Investigator. The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the CO pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the CO of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR. PRIVACY/SECURITY The contractor will not have electronic connectivity to the devices and will not have access to patient databases or receive screenshots with PHI present. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the Information Security Officer (ISO). Electronic or magnetic data storage devices are not to be removed from VA property. INVOICING The contractor shall submit invoices, 30 days in arrears, electronically to the Tungsten Network. Each invoice must be detailed and show the date of service, excess charges, and fuel charges. https://www.fsc.va.gov/einvoice.asp CONTRACT SECURITY The contractor employees are projected to be on the campuses of CAVHS 156 times per year. These armed employees will travel from the point of entry, to the point of pick-up, and return to the point of exit and not have access to the VA network or any sensitive information. The contractor s employees shall be licensed to carry firearms and will have undergone the necessary background investigation to be permitted as such; therefore, the VA does not require a separate Background Investigation for these employees. (End of Statement of Work)