SOW - Armored Courier Service - Updated 5 1 26.docx

VA NEW YORK HARBOR HEALTHCARE SYSTEM

FISCAL SERVICE

423 EAST 23RD ST

NEW YORK, NY 10010

STATEMENT OF WORK

ARMORED COURIER SERVICES

INTRODUCTION AND BACKGROUND

VA New York Harbor is required to deposit all revenues collected to financial institutions in a timely manner. Professional and responsible couriers are required to provide dedicated service to safely transport the deposits to bank drop point in a secure and protected vehicle.

OBJECTIVE

The contractor shall furnish all personnel, labor, equipment, supplies and insurance necessary to provide armored and protected courier service for VA New York Harbor Healthcare System locations enumerated on this statement of work (SOW). The armored courier service shall transport cash and checks to and from the financial institutions indicated and be bonded for the services indicated below. Please note that the institutions may change throughout the life of the contract. Also the Armored Car Service may clear funds through their own clearing house, but the end deposit will be to the bank indicated. Extra runs may be required when emergency situations may occur.

The contractor shall receive funds, securities and/or instruments of funds securely and sealed and/or locked and tagged, and transport and the deliver the same in like conditions to financial institutions designated by the VA New York Harbor Healthcare System.

SCOPE OF WORK

1. Services shall consist of:

a. Pickup deposits and supply cash when requested by cashiers on the day’s pickups are made. Pickup at the VAMC is to be done Monday through Friday between 9:00 am and 3:00 pm for both Agent Cashier and VA Canteen Service excluding federal holidays. The deposits shall be deposited at a designated financial institution. These will be deposits of the Federal Government and receipts shall be provided when next pickup is done. The financial institutions and applicable pickup locations are provided on this SOW.

b. VA New York Harbor Healthcare System and financial institutions pick-up/drop-off locations:

Margaret Cochran Corbin VA Campus Agent Cashier

423 East 23rd St New York, NY 10010 Chase Bank Location - 30 miles within the VA facility Pickup once per week, Wednesday in the AM

St. Albans VA Medical Center Agent Cashier

179-00 Linden Blvd Queens, NY 11424 Capital One Bank

146-21 Jamaica Ave, Jamaica, NY 11435 Pickup once per week, Thursday in the afternoon

St. Albans VA Medical Center Agent Cashier

179-00 Linden Blvd Queens, NY 11424 Bank of America

205-02 Linden Blvd St. Albans, NY Pickup once per week, Thursday in the afternoon

c. The contractor’s responsibility for the safekeeping of shipment shall commence when the contractor has received the same and a receipt provided and shall terminate when delivery is completed. A record of all deliveries and pickups will be maintained in an accountable register furnished by the contractor. Contractor will provide VAMC personnel with a listing of names and identification of authorized couriers.

d. The contractor will be liable for the loss of shipments delivered into its possession if they fail to deliver shipments to the consignee(s) in the same condition as when delivered to and receipted for by the contractor. A receipt by the consignee(s) shall be conclusive evidence that supplement was received securely sealed and that the package(s) were free from any cuts, holes, or other defects which could permit a loss of the contents. All deposits will be transported in a locked bag.

e. A record of all deliveries and pickups will be maintained in an accountable register furnished by the contactor. Contractor will provide VAMC personnel with a listing of names and identification of authorized messengers.

f. All firearms shall be holstered or secured while inside the medical center.

g. Bagged money returned to VA Medical Center must be handled carefully in such a manner to prevent rolled coins from breaking open.

h. Contractor shall provide background investigation on all courier personnel such investigation should include the following: Bonding, Fingerprinting, Polygraph, Security clearance, and Prior employment discharge Police record, Personal references. Photo identification of all couriers working at this site must be provided also by the contractor.

i. All employees performing under this contract shall wear the same color and style uniform, female members shall wear styled feminine uniforms. Appropriately lettered breast and cap badges shall be worn as part of the uniform (providing such authority is granted under state and local laws). Shoulder patches lettered to indicate the identity of the Contractor shall be worn on the shoulder of the uniform jacket and shirt. Identification name tags shall be worn over the right breast shirt pocket; no other identification of the Contractor employee shall be worn or displayed on the uniform. Standard of appearance shall conform to those prescribed any disputes regarding application of the standard shall be referred to the Contracting Officer.

Each courier on duty shall be equipped with supplementary equipment including, but not limited to, notebooks, pens, pencils, and firearm as appropriate to operations. Couriers shall not be permitted to provide themselves with any unauthorized supplemental or personals such as either concealed or unconcealed firearms, knives, or other such non-standard items.

j. Bond Insurance: It is understood and agreed that the maximum liability shall not exceed thirty- five thousand dollars ($35,000.00) per trip. Liability shall commence when deposits have been received into the contractor’s possession and shall terminate when same have been delivered to the consignee, provided, however, that in any case where any deposits are delivered to the contractor not distinctly and securely sealed, the contractor shall not be liable for any shortage claimed in such deposit. In the case where change is returned, the same policy shall apply. Proof of insurance is required prior to commencement of services.

Evidence of Coverage: Before commencing work under this contract, the contractor shall furnish the Contracting Officer with certification from his insurance company indicating proof of proper coverage by bond on all-risk insurance against theft and/or loss of goods, material, cash, check or other securities totaling up to thirty-five thousand dollars ($35,000.00) entrusted in his care by the VA Medical Center and the Veterans Canteen Service. Bidder will provide a certificate of insurance, evidencing its all-risk coverage.

TIME SCHEDULE:

The AGENT CASHIER/ CANTEEN STAFF or his/her designated representative may request that the contractor provides service during other than normal duty hours (to include weekends and holidays) based on an assessment of the situation and its impact on operations. If the contractor arrives at the VA earlier than designated in the schedule for pick-up and the VA personnel is not ready; the contractor's representative shall wait until the scheduled hours of pick-up.

The contractor shall be paid the appropriate "cost per run" amount if the contractor is required to provide service other than stated in the price schedule or if the contractor must return to the VA due to the fault of VA personnel not being ready for the scheduled pick-up.

RECEIPTS:

The armored car guard(s) shall report to the Agent Cashier and Canteen Director or designated representative(s) who shall sign, date, and obtain a copy of the contractor's properly completed standard pick-up receipt. The contractor agrees to give a receipt for every deposit received and made for the designated area at the time of pick-up.

Such receipt, when signed by the contractor shall constitute evidence that the distinctively and securely sealed container(s) has been received, and that the contractor accepts, as stated, carriage of the distinctively and securely sealed container(s). Any and all liabilities that arise or may arise under this agreement begins with the proper delivery of the distinctively and securely sealed container(s) to the contract carrier and terminate with the delivery of the distinctively and securely sealed container(s) by the contractor to the designated consignee (financial institution) named in this agreement and the receipt given to the contract carrier by the consignee.

PERSONNEL:

The contractor has the sole responsibility of training, providing uniforms, equipping, supervising and discharging of all employees.

SECURITY:

The contractor shall be responsible for obtaining installation passes and inspections for armored vehicles and armed personnel. The contractor shall submit a list of designated individuals or ensure contractor employees are wearing security badges for individuals who will be responsible for the pick-up and delivery of monies to the Agent Cashier or Canteen Director or designated representative. Contractor employees shall observe and adhere to all applicable federal, state and municipal laws, codes and regulations in connection with the performance of this contract. All employees shall be subject to a security clearance s policies and procedures. A copy of this policy and procedure shall be provided to the Contracting Officer.

TRAINING:

The contractor shall ensure that all employees are qualified to use the type of weapon issued by the firm in accordance with state and local regulations. The contractor is also responsible for weapon re-qualification. A copy of the individual qualification/requalification shall be made available to the Contracting Officer. All costs associated with this training shall be borne by the contractor.

Information Security

The C&A requirements do not apply, and a Security Accreditation Package is not required

VA PRIVACY TRAINING FOR PERSONNEL:

Privacy Training for contractor without access to VA Sensitive Information

All contractor employees and subcontractors participating under this contract are required to complete the VA's Privacy training requirement - “ VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information.”

Contractors must provide certifications of completion to the COR during each year of the contract. Training expires 365 days after the training is taken. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). The COR for the contract is responsible for ensuring the contractor takes the training and to follow up with the annual requirements.

Records Management Language for Contracts

When Federal agencies acquire goods or services, they need to determine what Federal records management requirements should be included in the contract. Federal contractors often create, send, or receive Federal records. Federal contracts should provide clear legal obligations describing how the contract employees must handle Federal records.

Agency records officers, procurement counsel, and acquisitions officers must discuss how to integrate records management obligations into their existing procurement processes. NARA has developed the following language to be included as an agency-specific term and condition in Federal contracts for a variety of services and products. The majority of contracts should include language on records management obligations, but each contract should be evaluated individually. For example, the data-rights paragraph (Paragraph 10 below) may not be appropriate for all contracts. Instead, agencies may be better served by one of the established data-rights clauses in the Federal Acquisition Regulations.

This language should not replace specific records management requirements included within Federal information system contracts.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Records Management Language for Contracts | National Archives