V127--ARMORED CAR SERVICES Louis A Johnson VA Medical Center Clarksburg, WV 26301
LOUIS A JOHNSON VA MEDICAL CENTER ARMORED TRANSPORT SERVICES STATEMENT OF WORK 1. SCOPE: This contract is going to be a firm fixed price, Base Plus Four (4) Option Periods. BASE: April 1, 2021 March 3... LOUIS A JOHNSON VA MEDICAL CENTER ARMORED TRANSPORT SERVICES STATEMENT OF WORK 1. SCOPE: This contract is going to be a firm fixed price, Base Plus Four (4) Option Periods. BASE: April 1, 2021 March 31, 2022 OP One (1): April 1, 2022 March 31, 2023 OP Two (2): April 1, 2023 March 31, 2024 OP Three (3): April 1, 2024 March 31, 2025 OP Four (4): April 1, 20225 March 31, 2026 The contractor is to furnish all necessary labor, licensed and bonded personnel, insurance, equipment, transportation, required to provide armored car transportation service for the Louis A Johnson VA Medical Center (LAJVAMC Canteen), 1 Veterans Center Drive, Clarksburg, WV 26301. Service is for the pickup and/or delivery of cash and other financial instruments directly to BB&T Bank (locally). Pickup financial instruments (e.g., cash, coins, checks and other securities) designated for the LAJVAMC from the BB&T Bank, located at 100 S. 4th Street, Clarksburg, WV 26301, and deliver the financial instruments to the LAJVAMC. It is agreed and understood that only one (1) charge per round-trip will be rendered. a. The scheduled days for delivery and/or pickup will be Monday, Wednesday and Friday of each week. When the delivery and/or pick up fall on a Federal Holiday, the contractor will provide service either Tuesday or Thursday. The Agent Cashier does not require regular pickups/deliveries; rather the Agent Cashier will request, in advance, a pickup or delivery service for a subsequent Monday, Wednesday or Friday, such that the armored car services contractor can service the Agent Cashier during its visit to service the VCS on a Monday, Wednesday or Friday. Pickups and Deliveries for the Agent Cashier must also be performed between 8 AM and 11 AM. b. The Agent Cashier s Office is located in room number 1175 and the Veterans Canteen Service is located in room number 1200. c. Parking must be by the Emergency Room Entrance, the Right side of Hospital, and call 304-623-3461 ex 3890 upon arrival to have the VA Police located in Room number 1230 to be escorted throughout the premises during the performance of services. 2. FEDERAL HOLIDAYS: The ten (10) holidays observed by the Federal Government are New Year s Day, Martin Luther King s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, Christmas and any other day specifically declared by the President of the United States to be a national/federal holiday. 3. QUALIFICATIONS: The contractor shall meet all requirements of federal, state, county and city codes applicable to firms providing the service required by this contract. The contractor must be regularly established in the business called for and financially responsible and have adequate equipment and personnel to furnish service in the volume required by this contract. Contractor must be license and bonded under West Virginia statutes and must provide the Contracting Officer a notarized copy of coverage prior to contract award. a. PERSONNEL: The Contractor shall furnish the Contracting Officer or authorized designee, a list of personnel authorized to make pick-ups and deliveries under this contract. All personnel shall be provided with a proper identifiable uniform and individual identification by the Contractor. New and or additional personnel may be added to the list, in writing, anytime during the term of this contract. If during this contract, any personnel who no longer are authorized to make pick- ups is terminated by the Contractor, the Contracting Officer or Designee shall be informed immediately by telephone and follow-up in writing. b. BADGES: All contractor personnel authorized for pick-up and delivery of currency to and from LAJVAMC shall wear the Contractor s pictured identification badge with name, signature and badge number clearly visible, and which is consistent with the name, signature and badge number of the list of authorized agents provided by the contractor. c. A copy of vendor s current licenses authorizing vendor to operate as an Armored Transport service provider in the Clarksburg, West Virginia service area. d. A copy of the vendors current Insurance and Bonding certificates. e. SUBCONTRACTING: Due to the delicate nature of the services required herein, subcontracting will not be permitted. 4. 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 individual/office designated by the LAJVAMC Canteen to receive same, or, in the event of non-delivery, until its return to the VA; but the Contractor does not assume liability for the property while in safe(s) on the 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 it appears on the shipment document, which shall not exceed $200,000 liability per shipment. a. If a shipment is lost or stolen, Contractor shall immediately notify the LAJVAMC Canteen Manager, who will in turn notify the Chief, Fiscal Service, or his designee, who will in turn notify the Medical Center Director s Office. b. 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: 1) Reasonable costs necessary to reconstruct the checks plus when the checks are reconstructed, any necessary costs incurred because of stop payment procedures, etc. 2) The face value of checks which cannot be reconstructed. a) It is understood and agreed by the parties of this contract that the words reconstruct, reconstructs, and reconstructed shall mean to identify the checks only to the extent to determine the face value of said checks and identify the maker or the endorser of each. b) 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. c) The VA agrees to notify the contractor, in writing, via certified mail, or any claim for 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. 5. RISK CONTROL: a. Task 1 Liability for Loss: 1) The LAJVAMC Canteen agrees that it will prepare in securely and distinctively sealed and/or locked packages or containers properly tagged or marked with the name of the designated consignee thereof all funds, securities, and/or instruments for prompt delivery to the contractor pursuant thereto. 2) Deposits must be ready at time of pick up. If storage of deposits is required in company vault overnight or weekend, deposit of money will be made morning of workday following pickup. Receipt shall be obtained from bank and delivered to the appropriate Canteen office. 3) Additional unscheduled trips may be required, with no more than two per month. These would be considered emergency pick up. Contractor agrees to make emergency pickups if necessary, at the request of the COR. Emergency pickups are expected to be made within 6 hours of the Contractor being notified. 4) The contractor's responsibility for the safekeeping of shipment shall commence when the contractor has received the same and a receipt (for example, a Chain of Custody, or similar document) provided and shall terminate when delivery is completed. 5) A record of all deliveries and pickups will be maintained in an accountable register furnished by the contactor. 6) Contractor will provide LAJVAMC Canteen personnel with a listing of names and identification of authorized messengers. 7) All firearms shall be holstered or secured while inside the medical center. 8) Bagged money returned to LAJVAMC Canteen must be handled carefully in such a manner to prevent rolled coins from breaking open. 9) The Contractor agrees to assume the liability for any loss, according to the terms of this Agreement of the securely sealed container(s) from the time contractor signs for and receives physical custody of the sealed container(s) and responsibility terminates when the LAJVAMC Canteen or its designated consignee takes physical possession of the sealed container(s) and signs Contractor's receipt. If it is impossible to complete the delivery, contractor shall be responsible for any loss until the sealed container(s) is returned to the VA or its designated agent and a signed receipt obtained. 10) While the sealed container(s) is stored in the LAJVAMC Canteen premises, contractor does not assume the liability for any loss. If the LAJVAMC Canteen conceals or misrepresents any material fact or circumstance concerning the property or container, or the contents thereof, contractor will have no liability for any loss in any way related to such fact or circumstance. 11) Under no circumstance will the Contractor be liable to LAJVAMC Canteen for lost profits or for any indirect, incidental, consequential, special, punitive or exemplary damages: such as, but not limited to, loss of revenue, loss of interest, lost data, data transmission error of anticipated profits or loss of business. 12) The sole liability of the Contractor in the event of loss for whatever cause except as herein after limited, shall be payment to the LAJVAMC Canteen of the declared value as appears on the shipment document, which shall not exceed the liability per shipment and in any event will not exceed the maximum liability amount of $45,000. b. Task 2 - Notification if Lost or Stolen: If the shipment is lost or stolen: Contractor shall immediately notify the LAJVAMC Canteen or designated LAJVAMC Canteen Manager, who will in turn notify the Chief, Fiscal Service at VA or such other appropriate LAJVAMC Canteen authority. c. Task 3 Event of Loss or Destruction 1) The LAJVAMC Canteen, in the event of lost 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 of the LAJVAMC Canteen of: 2) Reasonable costs necessary to reconstruct the checks plus when the checks are reconstructed, any necessary costs incurred because of stop payment procedures, etc., not to exceed $10,000 3) The face value of check, which cannot be reconstructed. a) It is understood and agreed by the parties of this contact the words "reconstruct, reconstructs and reconstructed" shall mean to identify the checks only to the extent to determine the face value of said checks and identify the maker or the endorse of each or other relevant information to allow Contractor to recover any and/or all item(s) or cash associated with loss. b)It is further understood that the LAJVAMC Canteen agrees to notify the Contractor, in writing, via certified mail, of any claim for loss within four (4) calendar days after loss is discovered or should have been discovered or should have been discovered in the exercise of due care, and in any event within forty-five (45) days after the pick-up by Contractor of the securely sealed container of property in connection with which the claim is asserted and unless such notice shall been given, such claim shall be deemed Waived. 6. CONTRACTOR PERSONNEL AND VEHICLE: The contractor s personnel shall be professional in appearance. While in performance of services the contractor personnel shall be in uniform with insignia of company. The contractor s vehicles shall be identified with the transporter s logo and applicable state permits while in performance of services. 7. APPLICABLE DOCUMENTS, STANDARDS, LAWS AND/OR REGULATIONS: The following are a list of various applicable standards, policies, regulations, and/or governing bodies. This list is not all-inclusive; therefore, it is the responsibility of the contractor to ensure all applicable standards, policies, regulations, and/or governing bodies not listed here are adhere to. Furthermore, the contractor is responsible to adhere to all current addition of applicable standards, policies, regulations, and/or governing bodies. a. VA Handbook 0730, Security and Law Enforcement, Appendix B b. https://www.ncjrs.gov/pdffiles1/Digitization/43348NCJRS.pdf 8. ADDITIONAL REQUIREMENTS: a. REPORTING REQUIREMENTS: The Contracting Officer s Representative (COR) and Points of Contact assigned will be provided in writing to the contractor in a separate letter, within 10 days of award. Upon arrival at the facility to perform any contracted services, the Contractor shall check in by calling 304-623-3461, ext. 3890 upon arrival to have the VA Police located in Room number 1230 escort the Contractor throughout the premises during the performance of services. This check in shall be conducted before performing any services on site. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible Service Report. A legible signed service report shall be provided directly to the COR at the e-mail addresses monthly. This report shall include date and time of service and a description of work accomplished. b. The responsibilities of the Contracting Officer (CO) are to administer the contract and ensure that the contractor performs in accordance with contract documents. The CO is the only responsible official for the Government in all-contractual matters that involve change, direction, work performance, time and money. All correspondence and any questions shall be directed to the CO for advisement. c. The Contracting Officer is the only person authorized to change the terms and conditions of the contract. This includes adding/deleting of locations, changing of locations pick up or delivery. All changes will be made in writing via a modification to the contract. Any services performed without the Contracting Officer s approval and /or authorized modification will be at the expense of the contractor. d. Any technical questions pertaining to this contract should be directed to the Contracting Officer's Representative (COR) as delegated by the CO. (Refer to Delegation of Authority issued after award). The COR has duties and limited responsibilities as detailed in the Delegation of Authority, which the Contractor is cautioned to read. The Contractor may be held liable if they follow direction for which the COR has no authority to issue. 9. SPECIFICATIONS: a. The contractor shall provide delivery and/or pickup Monday Wednesday - Friday of each week: Louis A. Johnson VA Medical Center 1 Medical Center Drive Clarksburg, WV 26301 b. The contractor shall deliver deposits and make pickups (Coin, cash, etc.) to: BB&T Bank 100 South 4th Street Clarksburg, WV 26301 c. Services shall be performed on Monday-Wednesday-Friday (three times weekly) between the hours of 8:00 am and 11:00 am, except on Federal Holidays, as listed above.
Data sourced from SAM.gov.
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