5-Attachment C - Scope of Work.pdf

Attachment C -Scope of Work

Scope of Work (SOW) for Armored Car Services

1.0 INTRODUCTION / BACKGROUND

This Scope of Work (SOW) outlines the requirements for armored car pickup and transportation services for various State of Utah executive branch agencies and other eligible users. The Contractor will provide all personnel, vehicles, equipment, and services necessary to securely transport cash, checks, and other valuable documents from designated state locations to their respective financial institutions.

This SOW is intended to be a foundational document. Recognizing the diverse and specific needs of each agency, the awarded Contractor shall work directly with individual users to establish service schedules, routes, and specific pickup/drop-off protocols that meet their unique operational requirements, considering the varying geographic locations across the state.

2.0 OBJECTIVES

The primary objective is to establish state-wide contracts that provides safe, reliable, and efficient armored car and cash management services for eligible users statewide. The services must:

• Ensure the secure transport of all valuables, mitigating the risk of loss or theft.

• Provide flexibility to accommodate the varying needs of different agencies, including a wide range of pickup frequencies and locations, from urban centers to remote areas.

• Operate in a professional and courteous manner, adhering to all applicable laws, regulations, and security best practices.

• Provide accurate and timely reporting and invoicing, including options for automated reporting.

3.0 SCOPE OF SERVICES

The Contractor shall provide the following services:

3.1 Secure Transportation and Handling

The Contractor shall provide armored car services for the pickup of deposits and other valuables from various state agency locations. This includes, but is not limited to:

• Cash, coins, and checks.

• Financial documents.

• Other valuables as specified by the requesting agency.

The Contractor shall be responsible for all aspects of secure transport, including:

• Providing and maintaining a fleet of armored vehicles that comply with all state and federal regulations.

• Employing trained and licensed armed security personnel.

• Maintaining strict chain-of-custody protocols for all pickups and deliveries, which may include integration with automated smart safes or cash handling devices.

• Providing secure, sealed bags for deposits.

• Delivery of deposits to the designated financial institution, including bank drop-offs and change order options as requested.

3.2 Service Customization and Scheduling

Upon award, the Contractor shall establish a process for new agencies and eligible users to set up a service plan. This plan will include:

• Location(s): Each user agency will specify the exact pickup location(s)

• Pickup Days: Each user agency will specify the days of the week when service is required (e.g., daily, twice a week, etc.).

• Time Windows: The Contractor and user agency will agree upon a recurring time window for pickups to ensure minimal disruption to agency operations.

• Special Services: The contract shall also allow for on-demand or one-time special pickups outside of the regular schedule, with associated pricing as defined in the contract.

3.3 Optional Advanced Cash Management Services & Emerging Technologies

The Contractor may also be asked to provide optional, value-added cash management services.

These services, if offered and requested by an eligible user, shall be priced separately and agreed upon by both parties. Examples of these services include:

• Cash Automation & Smart Safes: The provision of secure, cash-counting smart safes at agency locations. These devices automatically count, validate, and secure cash, providing real-time deposit reconciliation. The Contractor shall be responsible for installation, maintenance, and technical support for these devices.

• Emerging Technologies: The Contractor should be prepared to provide other emerging technologies that can improve the security, efficiency, or cost-effectiveness of cash management. The State has the latitude to expand the contract to include these services as they become available and applicable.

In compliance with the Utah terms and conditions, where the product does not already have a FedRAMP or GovRAMP authorization status the following provisions apply:

• At the time of contract execution, the product must be enrolled in the GovRAMP Progressing Snapshot Program and remain in the program until a verified status is achieved.

• The product must achieve a verified status of GovRAMP Core no later than 12 months after the date of contract execution and maintain that status.

• If the Contractor fails to maintain or achieve the security requirements outlined above, the using department may reevaluate the terms of the contract and determine whether the failure to comply justifies contract termination.

3.4 Change Order Processing

The Contractor shall offer the ability for agencies to order and receive a change order, which consists of a predetermined amount and denomination of cash and coins. The Contractor must establish a clear and secure process for this service, which shall include:

• Ordering Process: Agencies must have a designated method for placing change orders with the Contractor, whether through a web portal, email, or direct contact with the account manager.

• Packaging and Delivery: All change orders must be securely packaged and labeled to prevent tampering and ensure accuracy. The delivery shall be made at the same time as a scheduled pickup or as a separate, pre-arranged delivery, and shall be subject to the same security protocols as deposit pickups.

• Accuracy and Reconciliation: The Contractor is responsible for the accuracy of all change orders. The Contractor and the agency shall jointly verify the contents of the change order upon delivery. Any discrepancies must be noted and resolved immediately.

• Reporting: All change order transactions, including the date, value, and delivery confirmation, shall be included in the regular reporting provided to the agency.

3.5 Reporting and Invoicing

The Contractor shall provide detailed reports and invoices to each user agency. At a minimum, these documents shall include:

• A list of all pickup locations serviced during the billing period.

• The date and time of each pickup.

• Confirmation of delivery to the designated financial institution.

• A clear breakdown of all charges, including regular service fees, special service charges, and change order fees.

• Reconciliation Reports: For agencies using smart safes, the Contractor shall provide detailed reports reconciling the contents of the safe with the transported deposit.

4.0 SERVICE REQUIREMENTS

4.1 Personnel and Identification

The Contractor shall provide uniformed personnel who are properly trained, screened, and licensed as required by law to perform the services. All personnel shall be identifiable and shall conduct themselves in a professional and courteous manner.

• Photo Identification: All Contractor personnel, including drivers and guards, performing services under this contract shall carry a valid, government-issued photo ID at all times while on duty. This may be requested for verification by authorized state agency personnel.

• Driver Roster: For security purposes, the Contractor shall provide a list of all authorized drivers and security personnel assigned to service the various state agency routes. This list shall be updated as needed and provided to the designated state contact person upon request.

• Armed Personnel: All armored car security officers and drivers must be armed. The Contractor shall ensure that all armed personnel have a current and valid license to carry and use a firearm in the State of Utah, as required by the Utah Division of Occupational and Professional Licensing (DOPL).

4.2 Security

The Contractor shall maintain all necessary licenses, permits, and insurance, including sufficient insurance coverage and/or bonding to protect the state against loss or theft of valuables.

4.3 Holidays

The State of Utah observes specific state holidays. Service will not be required on these days unless a specific exception is requested and agreed upon in advance. The Contractor shall be responsible for coordinating with user agencies to adjust pickup schedules around these holidays.

The following are the legal state holidays in Utah. Please note that if a holiday falls on a Saturday, the preceding Friday is the legal holiday. If a holiday falls on a Sunday, the following Monday is the legal holiday.

• New Year's Day (January 1)

• Martin Luther King, Jr. Day (Third Monday in January)

• Washington and Lincoln Day/Presidents Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (Observed on a Monday, if June 19th is on a Tuesday, Wednesday, Thursday or Friday, the Juneteenth National Freedom holiday will be observed on the preceding Monday. If June 19th is on a Saturday or Sunday, the holiday will be observed the following Monday)

• Independence Day (July 4)

• Pioneer Day (July 24)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving Day (Fourth Thursday in November)

• Christmas Day (December 25)

5.0 DELAYS AND MISSED PICKUPS

The Contractor shall be responsible for adhering to the agreed-upon service schedules and time windows. In the event of a delay or missed pickup, the following procedures shall be followed:

5.1 Notification of Delays

If the Contractor anticipates being delayed by more than 30 minutes from the agreed-upon time window for any reason (e.g., traffic, vehicle issues), the Contractor shall immediately notify the user agency's designated point of contact via phone call and/or email. This notification shall include the reason for the delay and an estimated time of arrival.

5.2 Missed Pickups

In the event of a missed pickup, where the Contractor fails to arrive on the scheduled day, the Contractor shall immediately notify the user agency's designated point of contact. This notification must occur no later than the end of the business day on which the pickup was scheduled.

The Contractor shall work with the user agency to reschedule the pickup for the next available business day or as otherwise mutually agreed upon. The rescheduled pickup shall be treated with the highest priority to ensure the security of the valuable contents.

5.3 Consequences for Repeated Failures

Repeated delays or missed pickups that are not the result of force majeure events may be considered a breach of contract. The State reserves the right to assess remedies or penalties for a Contractor's consistent failure to meet service level agreements, as further defined in the main contract.

6.0 POINTS OF CONTACT

The Contractor shall provide a dedicated account manager or customer service representative for each user agency. This point of contact will be responsible for resolving any scheduling issues, answering billing questions, and addressing service-related concerns.

Scope of Work (SOW) for Armored Car Services