R499--Armored Car Services Coatesville VA Medical Center

THIS IS NOT A SOLICITATION. This is a Sources Sought Notice only and is issued to conduct market research and gain knowledge of current market capabilities. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. This notice is issued solely for information and planning purposes and does not constitute a solicitation or a guarantee to issue a solicitation in the future. This notice does not commit the Government to contract for any supply or service. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. Not responding to this notice does not preclude participation in any future solicitation, if issued. This announcement is based on the best information available at this time and is subject to future amendment. The Department of Veterans Affairs, Network Contracting Office 4, 1111 East End Blvd, Wilkes-Barre, PA 18711, is conducting a market survey to identify potential sources to provide an armored truck service for pickup and delivery of cash and deposits between the Coatesville VA Medical Center (Coatesville VAMC), 1400 Blackhorse Hill Road, Coatesville, PA 19320 and financial institution Wells Fargo Drop Box, located at 5th and Market Street, Philadelphia PA. The following requirements must be met: Scope of Work: Armored Transport Services Furnish all travel, labor, equipment, supplies and supervision necessary to provide secure Armored Transport Services (ATS). Contractor shall be bonded, insured, and meet all Federal, State and Local laws and requirements for transporting as required. Contractor shall show evidence of their responsibility, reliability and experience. Contractor will be responsible for: The pickup and delivery of daily deposits The pickup and delivery of cash change orders Pickup and delivery of daily deposits (Monday-Friday) Contractor will pickup the daily deposits consisting of checks and/or other securities, from two locations within Building 9 at the Coatesville VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA. This is scheduled, one trip per day, same day service. Deposits shall be securely and distinctly sealed and/ or locked and tagged. Pickup is to be made between 10:00 a.m. and 2:00 p.m. EST. A) The first deposit pickup location is the Canteen Service (Building 9, Room B16A). The deposit will be delivered to the Wells Fargo Drop Box located at 5th and Market Street, Philadelphia, PA. Delivery of deposit will be made no later than the day following the deposit pickup. B) The second deposit pickup location is the Agent Cashier s Office (Building 9, Room B04A). The deposit will be delivered to the Wells Fargo bank located at 6th and Chestnut Street, Philadelphia, PA. Delivery of deposit will be made no later than the day or the day following the deposit pickup. Pickup and delivery of cash change orders (Monday-Friday) Contractor will pick up cash change orders from two separate cash vaults and deliver to two locations within Building 9 at the Coatesville VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA. This is scheduled, one trip per day, same day service. Cash change orders occur on an on call basis (Monday-Friday). Cash change orders shall be securely and distinctly sealed and/ or locked and tagged. Delivery of the cash change orders is to be made between 10:00 a.m. and 2:00 p.m. EST. A) When requested, a cash change order will be picked up from the Philadelphia Garda vault located in Philadelphia, PA. This cash change order will be delivered to the Coatesville VA Canteen Service (Building 9, Room B16A). B) When requested, a second cash change order will be picked up from the Dunbar cash vault located in Cinnaminson, NJ. This cash change order will be delivered to the Coatesville VA Agent Cashier s Office (Building 9, Room B04A). In the event that the ATS has determined that they are going to be unable to pick up the daily deposits from the Coatesville VA Medical Center or the pickup is going to be made after 2:00 p.m. EST, the ATS must notify the Agent Cashier s office at the Coatesville VA Medical Center as soon as they are aware of either situation. For each occasion that the ATS is unable to make the daily pickup, the ATS will issue a credit on the monthly invoice submitted to the VA. It is expected that it should take no longer than 15 minutes for the ATS to pick up the daily deposits and drop off the cash change orders from both offices in Building 9. Excess wait time greater than 15 minutes shall be reflected on the monthly invoice submitted to the VA. Excess wait time fees shall be charged for each additional minute over and above 15 minutes. No deposit pick-up or cash change orders will be made on Federal bank holidays. The C&A requirements do not apply and as a result, a Security Accreditation Package is not required. Losses: The contractor agrees to assume liability, as hereinafter limited, for any loss, plus damage or destruction of property (hereinafter called loss ) from the time it is received by him/ her until such time as it is delivered to the consignee designated by the VA to receive same, or, in the event of non-delivery, until its returned to the VA; but the contractor does not assume liability for the property while in safe(s) on VA s premises. The sole liability of the contractor in the event of loss for whatever cause except as hereinafter limited, shall be payment to the VA of the declared value as appears on the shipment document. If shipment is lost or stolen, contractor shall immediately notify the Contracting Officer, who will in turn notify the Chief Financial Officer, who will in turn notify the Associate Director of the Facility. The VA, in the event of loss or destruction, will cooperate to the fullest extent to which it is capable in reconstructing checks constituting a part of said loss and as to said checks, the contractor s liability except as limited herein above shall be the payment to the VA of: Reasonable costs necessary to reconstruct the checks plus when the checks are reconstructed, any necessary costs incurred because of stop payment procedures, or any other means to remedy damages. The face value of check which cannot be reconstructed. It is understood and agreed by the parties of this contract that the words reconstruct, reconstructs, and reconstructed shall mean to identify the maker or the endorser of each. It is further understood and agreed that the word shipment wherever used in this agreement, shall mean a single consignment of one or more items of property from one shipper at a time, at one address to one consignee at one destination address. The VA agrees to notify the contractor, in writing, via certified mail, of any claim fro loss within twenty-four (24) hours after loss is discovered or should have been discovered in the exercise of due care, and in any event within forty-five (45) days after delivery to the contractor of the property in connection with which the claim is asserted and unless such notice shall have been given, such claim shall be deemed waived. Insurance: Satisfactory insurance coverage is a condition precedent to the award of this contract. In general, the contractor must present satisfactory proof of full compliance with federal, state and local requirements, whichever is greater. The contractor shall obtain all necessary license and/ or permits, equipment and supplies required to perform this service. The contractor shall take all reasonable precautions necessary to protect persons and property from injury, damage, and danger during the performance of this contract. He/ she shall be responsible for any injury to himself/ herself, his/ her employees as well as for any damage and/ or loss of federal, personal, or public property that occurs during the performance of this contract that is caused by his/ her fault or negligence, and shall maintain personal liability and property damage and loss insurance having coverage for a limit as required. Contractor must be bonded and provide the Contracting Officer a notarized copy of coverage prior ro contract award. The Department of Veterans Affairs Medical Center is exempt from federal, state and local taxes. Contract Conduct: While performing services at the VA Medical Center, the contractor and his/her employees are subject to the rules of the Medical Center. Subcontracting: No subcontracting is allowed. Authorized Services: Only those services specified in the contract are authorized. Before performing any service not included in the contract, the Contracting Officer shall be advised of the reason for the additional work. The contractor is cautioned that only the Contracting Officer may authorize additional services and reimbursement will not be made unless prior authorization is obtained.