Financial Services - Processing Fee Envelopes that includes counting funds, documenting discrepancies, completing a funds intake report, exercising dual control, and delivering counted funds ready for deposit, for Olympic National Park, WA.

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. PAPER COPIES OF THE SOLICITATION WILL NOT BE ISSUED AND TELEPHONE REQUESTS OR FAX REQUESTS FOR THE SOLICITATION WILL NOT BE ACCEPTED. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-55. It is the contractor's responsibility to be familiar with applicable clauses and provisions, which can be found on-line at http://www.acquisition.gov/far. The solicitation number is P12PS20983, and is issued as a Request for Quotation. This solicitation is a 100% set aside for small business concerns, NAICS 541219, Other Accounting Services, with a small business size standard of $8.5 million. The Government intends to issue a single firm-fixed price contract for one base year with the option to exercise four additional option years to the responsive, responsible offeror that represents the best value and can best satisfy the objectives and requirements of this solicitation, in a manner most advantageous to the Government. The Government will consider past performance in determining responsibility. All responsible small business concerns may submit a quotation which shall be considered by the agency. STATEMENT OF WORK (PART ONE). (A) GENERAL: The National Park Service, Olympic National Park, has a requirement to provide financial services to Olympic National Park, National Park Service (NPS), for the counting of recreation use fees and donations, including camping, parking, RV sewage dumping, entrance, and wilderness overnight use fees, within one business day of receipt of funds from the NPS. Contractor services will generally be required at least once each week mid-April to mid-June and at least twice each week mid-June through September. Total hours per base year and subsequent option years shall not exceed 1000 hours. Time (hours) involvement is estimated as follows: April 25 hours; May 100 hours; June 100 hours; July 200 hours; August 300 hours; September 200 hours; October 75 hours; and November through March, zero hours; for a maximum total of 1000 hours from April through March each year. It is the intent of this contract to provide the NPS with the service of receiving recreation use fee and donation bags and envelopes, these bags and envelopes, documenting contents, and delivering accurately counted funds to the NPS. The contractor must be located in Port Angeles, WA, to allow routine on-site auditing and to allow local delivery of fee money between the NPS and Contractor. The NPS will furnish tamper-evident serial-numbered plastic security bags, specialized forms (Funds Intake Report and Exceptions Log), and a check endorsement stamp. The NPS may provide an electric envelope slitter and / or an electronic currency counter.(B) NPS RESPONSIBILITY: (B.1) The NPS will remove fee payment envelopes or loose donation funds from the collection points, prepare a Funds Intake Report (FIR), seal the envelopes or loose funds into a serial-numbered funds bag, and send bag(s) with the FIR(s) to the contractor. (B.2) The funds bag(s) will be delivered by a park employee to an authorized contractor at a secure facility. (B.3) The park and the contractor will follow a mutually agreeable "Standard Operating Procedure" (SOP), see below.(C) Contractor RESPONSIBILITY: (C.1) When each funds bag is opened by the contractor in a secure facility, the Contractor's employees will open all envelopes, remove and count all cash, coin, and checks, and complete the FIR. (C.2) For each camping fee funds bag, Contractor employees will complete the Exceptions Log documenting discrepancies between the fee indicated on each envelope and the fee contained in each envelope. (C.3) The Contractor will use the check endorsement stamp furnished by the NPS to endorse checks received for payment of fees. (C.4) The completed FIR, Exceptions Log, currency and checks, notes found in envelopes, foreign currency, non-negotiable forms for payment (i.e. State Camp Coupons, Food Stamps, Postage Stamps, etc.), and opened envelopes will be returned to the park within one business day of receipt by the Contractor. (C.5) Fee envelopes will be returned to the serial numbered bags in which they were received by the Contractor. (C.6) All non-negotiable material will be returned attached to the FIR representing the bag in which the item was found. (C.7) The NPS will provide the Contractor with a sample copy including instructions for completion of the FIR and the Exceptions Log, and check endorsement procedure.(D) SAFEGUARDS: The Contractor agrees to comply, and assume total and full responsibility for compliance by its employees, with the following requirements: (D.1) Provide a TL-15 or better rated burglary and fire resistant safe within a secure facility for holding funds submitted to the Contractor. (D.2) All work will be performed under the supervision of the Contractor, using employees bonded for a minimum of $20,000 each for dishonesty liability. (D.3) The Contractor will be obligated to provide proof of this bond to NPS. The Contractor will utilize "dual control," "joint surveillance,", or equivalent security practices. The NPS, separately and / or in conjunction with the Contractor, will perform security checks of the processing operations. This may include adding pre-identified envelopes containing cash or checks into the processing system. (D.4) The Contractor is responsible, in conjunction with the NPS and / or FBI investigators, for assisting in investigations and resolution of all losses or shortages, not the result of a clerical error, that are suspected to have occurred while the funds are in the Contractor's possession. STATEMENT OF WORK (PART TWO): STANDARD OPERATING PROCEDURES FOR RECREATION FEE PROCESSING(A) Purpose: To establish Standard Operating Procedures (SOP) between the NPS and the Contractor, for the purpose of counting, processing, and readying park recreation use fees and donations for deposit. (B) Delivery of Funds: A Funds Intake Report (FIR) will be prepared for each deposit in duplicate. The Bag Tracking and Preparer sections of the FIR will be completed by the NPS. This will include the NPS count of the number of envelopes, if any, and serial number(s) of security bag(s) to be transferred to the Contractor. The envelopes will be delivered to the Contractor as agreed between the NPS and Contractor. Two contractor employees will sign the top portion of the FIR as proof of receipt for the bags received. The NPS will retain a copy of the FIR, leaving one with the Contractor to document completion of deposit preparation. (C) Return of Bank-Ready Deposit & Documentation: When each funds bag is opened by the contractor in a secure facility, the Contractor's employees will open all envelopes, remove and count all cash, coin, and checks, and complete the FIR. For each camping fee funds bag, Contractor employees will complete the Exceptions Log documenting discrepancies between the fee indicated on each envelope and the fee contained in each envelope. The Contractor will use the check endorsement stamp furnished by the NPS to endorse checks received for payment of fees. The completed FIR, Exceptions Log, currency and checks, notes found in envelopes, foreign currency, non-negotiable forms for payment (i.e. State Camp Coupons, Food Stamps, Postage Stamps, etc.), and opened envelopes will be returned to the park within one business day of receipt by the Contractor. Fee envelopes will be returned to the serial numbered bags in which they were received by the Contractor. All non-negotiable material will be returned attached to the FIR representing the bag in which the item was found.(D) Billing for Work Performed: Contractor will provide an invoice for work performed each month within 10 days of the end of the month. Invoice will specify time worked by date and by FIR. (E) Errors: The contractor is expected to have an over-looked (failure to empty) envelope rate of less than 1% per year based on NPS spot-checks and routine review of processed deposit materials. Contractor is expected to have a FIR funds count error rate of less than 1% per year based on actual confirmed bank deposits.(F): Unusual Expectations: If the number of camping fee exceptions found in a deposit seems significant to the Contractor, based on experience with similar deposits, the Contractor will immediately contact the Revenue and Fee Business Manager. (G) Definition of Terms: (G.1) Exception Log: Form used to document discrepancies between the fee indicated on each envelope and the actual fee (monetary amount) contained in each envelope. This is used only for Camping Fee envelopes. (G.2) FIR: Olympic National Park Funds Intake Report. (G.3) SOP: Standard Operating Procedure. INSPECTION/AUDIT: (A) The NPS shall have the right to send its employees into the Contractor's processing premises for inspections of facilities and operations as they relate to the contract. Contractor personnel shall, at their discretion, accompany NPS employees during their inspections. The NPS will provide the Contractor with a list of authorized employees to perform such inspections (with appropriate identification). Any changes to the list will be provided in writing to the Contractor. (B) Right to Examine and Audit: The Contractor shall maintain and authorize NPS personnel the right to examine and audit records, documents, and other accounting procedures and practices, sufficient to reflect properly all compensation claimed. (C) Audit Procedures: The NPS will conduct internal audits in compliance with established National Park Service guidelines. U.S. DEPARTMENT OF LABOR SERVICE CONTRACT ACT WAGE DETERMINATION is applicable to this solicitation, as listed below, and can be viewed in full text on-line at http://www.wdol.gov. Select "SCA WDs." Search by state (WA), then by county (Clallam). Answer "yes" to previously performed. Answer "no" to collective bargaining agreement. Answer "no" to non-standard services. Answer "no" to prior determination ending in even number. Wage determination number 05-2559 (revision 14) dated 06/17/2011 is hereby incorporated by reference into this solicitation for Olympic National Park in Clallam County, Washington. PRIC SCHEDULE: Prices quoted shall remain firm, fixed prices for the duration of the entire contract, including the base contract year and any option years that are exercised (awarded). Option years will only be exercised upon contractor's successful performance of the base contract year or prior option year, and are subject to the availability of funds. Contractor will be notified in writing of the Government's intent to exercise an option year at least 30 days in advance of the start date of the option year. Option year hourly rates will be exercised at prices quoted, and shall not be renegotiated. The Government will award either Alternative "A" or "B" for the first contract year (base year). Alternative "A" is ten months from June to March. Alternative "B" is twelve months from April to March. At time of award, one of the alternatives will be chosen and awarded as the base year of the contract, at the Government's own discretion. Option years one through four will remain the same, twelve months from April to March each year. Base Year - Alternative A: June 1, 2012 - March 31, 2013. Not to Exceed 875 Hours. $_______ per hour x 875 hours = $________ LUMP SUM TOTAL. Base Year - Alternative B: April 1, 2012 - March 31, 2013. Not to Exceed 1,000 Hours. $_______ per hour x 1,000 hours = $________ LUMP SUM TOTAL. Option Year One: April 1, 2013 - March 31, 2014. Not to Exceed 1,000 Hours. $_______ per hour x 1,000 hours = $________ LUMP SUM TOTAL. Option Year Two: April 1, 2014 - March 31, 2015. Not to Exceed 1,000 hours. $_______ per hour x 1,000 hours = $________ LUMP SUM TOTAL. Option Year Three: April 1, 2015 - March 31, 2016. Not to Exceed 1,000 hours. $_______ per hour x 1,000 hours = $________ LUMP SUM TOTAL. Option Year Four: April 1, 2016 - March 31, 2017. Not to Exceed 1,000 hours. $_______ per hour x 1,000 hours = $________ LUMP SUM TOTAL. CLAUSES & PROVISIONS: The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this solicitation. The provision at 52.212-2, Evaluation-Commercial Items, applies to this solicitation. EVALUATION: (A) Basis for Award: Award will be made on the basis of "best value" to the offeror that the Government determines can best satisfy the objectives and requirements of this solicitation, in a manner most advantageous to the Government. The documentation that is submitted by each contractor in response to the instructions for preparing the quotation will receive a thorough evaluation. Contractors must convey to the Government that they are able to accomplish the work in a coordinated and timely fashion, such that all the requirements will be achieved. (B) Evaluation Criteria: (B.1) Cost/price; (B.2) Demonstrated experience in counting and preparing currency, coin, and checks for bank deposit; and (B.3) Experience, Past Performance, and Key Personnel Qualifications (described below in section titled "Instructions to Offerors"). (C) Selection Procedures: (C.1) The Government will evaluate the quotations against the specified evaluation criteria; (C.2) The Government will evaluate quotations to determine cost/price is fair and reasonable; and (C.3) Offerors are advised that the information provided for evaluation criteria number B.3, "experience, past performance, and key personnel" will be used to evaluate and verify their capability to perform the project with regard to quality. The Government may consider your past performance data obtained from other sources. Offerors must include comments relative to the Offeror's familiarity with the statement of work, comparative experience, and past performance. The government reserves the right to make award without discussions. End of Evaluation. Offerors must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications, Commercial Items, with its quote, or be electronically registered at the Online Representations and Certifications Application (ORCA) website, in order to be considered eligible to receive contract award. The ORCA website address is http://orca.bpn.gov. The clause at 52.204-07, Central Contractor Registration (CCR), applies to this solicitation. The CCR website address is http://www.ccr.gov. Offerors must be registered at CCR in order to be considered eligible to receive contract award. The clause at 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this solicitation. The clause at 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items, applies to this acquisition, and includes the following clauses: 52.222-50, Combating Trafficking in Persons; 52.233-03, Protest After Award; 52.233-04, Applicable Law for Breach of Contract Claim; 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards; 52.209-06, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment; 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations; 52.219-06 Notice of Total Small Business Set-Aside; 52.222-03 Convict Labor; 52.222-19 Child Labor-Cooperation with Authorities and Remedies; 52.222-21 Prohibition of Segregated Facilities; 52.222-26 Equal Opportunity; 52.222-41, Service Contract Act; 52.222-42, Statement of Equivalent Rates for Federal Hires; 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving; 52.225-01 Buy American Act - Supplies; 52.225-13 Restrictions on Certain Foreign Purchases; and 52.232-33 Payment by Electronic Funds Transfer - Central Contractor Registration. End of clause. The clause at 52.217-05, Evaluation of Options, is applicable to this solicitation, and states the following: Except when it is determined in accordance with FAR 17.206(b) not to be in the Government's best interests, the Government will offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the options. End of clause. The clause at 52.217-08, Option to Extend Services, is applicable to this solicitation, and states the following: The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six months. The Contracting Officer may exercise the option by written notice to the Contractor within the performance period of the contract. End of clause. The clause at 52.217-09, Option to Extend the term of the contract, is applicable to this solicitation, and states the following: (a) The Government may extend the term of this contract by written notice to the Contractor within the performance period of the contract; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least thirty days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) IF the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under the clause, shall not exceed sixty months. End of clause. Clauses and provisions incorporated by reference in this solicitation can be accessed on-line in full text at the following websites: htt://www.arnet.gov/far or http://www.ios.doi.gov/pam/aindex.html. INSTRUCTIONS TO OFFERORS - WHAT TO SUBMIT: (A) Quote shall be submitted in writing, including company name, address, company phone number, and point of contact name (including phone, and email). (B) Quote shall include prices, from the section titled "PRICE SCHEDULE." Either print that section of the solicitation, filling in prices, and submit with quote, or, re-type as written, filling in prices. (C) The quote must be signed by an individual within the company authorized to commit the company. (D) Quote shall include the company DUNS number, as offerors are required to be electronically registered at the Central Contractor Registration (CCR) database. (E) Include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications, Commercial Items, or be electronically registered at the Online Representations and Certifications Application (ORCA) website. (F) Quote shall include information about company's experience, past performance, and key personnel qualifications, that addresses the requirements of the statement of work, specifically areas of security and dual control. Offeror shall also describe how they intend to meet the requirement of a TL-15 or better safe, located within a secure facility. List all relevant company experience in the last three years, including project name, owner, location, dollar value, dates of duration, and reference name and phone number or email address if available. Key personnel qualifications should state name/title, project assignment, name of firm with which individual is/was associated, years of experience (with current firm and other firms), and experience and qualifications relevant to the statement of work. SUBMITTING QUOTES: Any questions regarding this solicitation MUST be submitted in writing (email) to the point of contact below. Questions may be emailed or faxed (fax number 360-565-3015). Quotations must be received no later than March 22, 2012, 4:00p.m. Pacific Daylight Time. Quotes may be mailed, hand-delivered, or sent by email. FAXED QUOTES WILL NOT BE ACCEPTED. If quotes are sent by email, the subject line of the email shall state the solicitation number as "P12PS20983 QUOTE." Emailed quotes must be transmitted such that they are received by Phaedra Fuller at [email protected] no later than 4:00pm Pacific Daylight Time. Quotes sent by mail must state the solicitation number on the outer envelope as " P12PS20983 QUOTE." Submit quotations to the attention of Phaedra Fuller, Contracting Officer, Olympic National Park, 600 East Park Avenue, Port Angeles, Washington 98362. Email: [email protected]. This announcement does not constitute the solicitation. The government reserves the right to cancel this solicitation.