Draft_SOW-_Fare_Media_Voucher.pdf

DRAFT SOW

1. CONTRACT PRICING

Fare Media Transit Benefit Paper Voucher

Base Period: June 2, 2019 to June 1, 2020

CLIN Description of Services Qty Unit Total Price

00001 Base Period: Commercially Merchantable Fare

Media

1 Lot

00002 Base Period: Contractor Surcharge 1 Lot

00003 Base Period: Freight Charge 1 Lot

00004 Base Period: Fare Media Transit Benefit Paper

Voucher Warranty

1 Lot

Total Estimated Cost for Base Period $

Option Period One: June 2, 2020 to June 1, 2021

CLIN Description of Services Qty Unit Total Price

10001 Option Period 1: Commercially Merchantable Fare

Media Paper Vouchers

1 Lot

10002 Option Period 1: Contractor Surcharge Estimate 1 Lot

10003 Option Period 1: Freight Charge 1 Lot

10004 Option Period 1: Fare Media Transit Benefit Paper

Voucher Warranty

Total Estimated Cost for Option Period One $

Option Period Two: June 2, 2021 to June 1, 2022

20001 Option Period 2: Commercially Merchantable Fare

Media Paper Vouchers

1 Lot

20002 Option Period 2: Contractor Surcharge Estimate 1 Lot

20003 Option Period 2: Freight Charge 1 Lot

20004 Option Period 2: Fare Media Transit Benefit Paper

Voucher Warranty

1 Lot

Total Estimated Cost for Option Period Two $

Option Period Three: June 2, 2022 to June 1, 2023

CLIN Description of Services Qty Unit Total Price

30001 Option Period 3: Commercially Merchantable Fare

Media Paper Vouchers

1 Lot

30002 Option Period 3: Contractor Surcharge Estimate 1 Lot

30003 Option Period 3: Freight Charge 1 Lot

30004 Option Period 3: Fare Media Transit Benefit Paper

Voucher Warranty

Total Estimated Cost for Option Period Three $

TRANSERVE FARE MEDIA PAPER VOUCHER

Option Period Four: June 2, 2023 to June 1, 2024

40001 Option Period 4: Commercially Merchantable Fare

Media Paper Vouchers

1 Lot

40002 Option Period 4: Contractor Surcharge Estimate 1 Lot

40003 Option Period 4: Freight Charge 1 Lot

40004 Option Period 4: Fare Media Transit Benefit Paper

Voucher Warranty

Total Estimated Cost for Option Period Four $

2. SUPPLIES OR SERVICES TO BE PROVIDED

2.1 BACKGROUND

On April 21, 2000 The President issued Executive Order (EO) 13150, the Federal Workforce

Transportation Order, to encourage federal employees to reduce their contribution to traffic congestion and air pollution. This order provides an incentive to use mass transportation in the form of subways, trains, buses, ferries and vanpools. The Department of Transportation (DOT) serves as the lead agency in providing transit benefits to the Federal Workforce in support of

(EO) 13150.

2.2 SCOPE

The contractor shall provide transit benefit support services to DOT and other federal agencies nationwide. Services include purchasing and distributing transit fare media in accordance with

Economy Act Agreements and the authority of the Administrative Working Capital Fund (40

U.S.C. 327); providing timely and efficient transit benefit service to over 207,000 customers.

2.3 OBJECTIVES

Under this contract, the selected Contractor(s) will have the responsibility for providing federal employees the means to obtain specific fare media using commercially available transit vouchers. The Contractor will administer and execute actions necessary to provide the services specified. The Contractor will conduct work in accordance with this contract and all applicable Federal, State, and local laws, standards, codes of regulations, and directives to include applicable publications. The Department of Transportation is seeking Contractor(s) to provide individually printed paper vouchers designed in a manner consistent with TRANServe program specifications. The vouchers will:

2.3.1 Limit purchases to transit authorities and transit providers

2.3.2 Serve as a fully negotiable instrument

2.3.3 Include a Magnetic Ink Character Recognition (MICR) line

2.3.4 Be sequentially numbered

2.3.5 Be accepted nationwide in multiple metropolitan areas

Transit vouchers shall be made available in various denominations specified by the current need of the program to include but are not limited to:

2.3.6 Transit Benefit Financial Voucher Values Table

$230.00 $ 115.00 $100.00 $50.00

20.00 $15.00 $10.00 $9.00

$8.00 $3.00 $2.00 $1.00

$4.00 $3.00 $2.00 $1.00

$3.00 $2.00 $1.00 $.50

The upper limit of the denominations must always equal the IRS approved monthly transit benefit subsidy amount. The contractor must have the ability to provide transit vouchers in denominations not specified above if required by TRANServe. The Contractor shall provide vouchers that expire in a minimum of twelve (12) months and a maximum of twenty-four (24) months from the date of the order.

The Vouchers shall have the following security features:

2.3.7 One or more watermarks

2.3.8 Chemical and copier void marks

2.3.9 Visible and invisible fibers

2.3.10 Thermo Chromatic Ink

2.4 PRODUCT RESTRICTIONS

The pay to line must explicitly state the following:

"Payable to Transit Authorities and Transit Providers Only"

Vouchers shall not include any form of the word check, (i.e. check, or cheque) may appear on the face of the voucher. The contractor must detail a process which restricts the redemption of the vouchers in non-transit environments to include: check cashing establishments, ATM's, Vcom and other financial services/check cashing kiosks.

(i) There will be no minimum order requirements for the Vouchers.

(ii) Shipping Requirements:

• Orders must be shipped within five (5) days after order is placement.

• The Contractor must include a Bill of Lading in all boxes shipped.

The Contractor will issue an invoice to TRANServe no more than three (3) business days following the shipment of an order. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C. 3903) and the Office of Management and Budget (OMB)

Circular A-125, Prompt Payment. If the Government makes payment by Electronic Funds

Transfer (EFT), 32.902 as used in this subpart-it means:

"Discount for prompt payment" means an invoice payment reduction offered by the

Contractor for payment prior to the due date.

"Mixed invoice" means an invoice that contains items with different payment due dates. "Payment date" means the date on which a check for payment is dated or, for an electronic Funds transfer (EFT), the settlement date.

"Settlement date," as it applies to electronic funds transfer, means the date on which an electronic funds transfer payment is credited to the contractor's financial institution.

(i) The Contractor will refund TRANServe within thirty (30) days for all vouchers returned due to damage/mutilation or expiration and reimburse to TRANServe at an amount equal to the sum of the face value of the vouchers that are returned.

(ii) If TRANServe determines a discrepancy between the shipping document and the amount received, TRANServe will contact the

Contractor to resolve the discrepancy. The Contractor will immediately issue a credit or replace the missing vouchers.

(iii) Following the receipt of the returned vouchers, the Contractor has three (3) business days to provide written confirmation of the value of the returned vouchers. If TRANServe has not received confirmation from the receiving organization, by default accepts full responsibility for the package and its contents as originally shipped.

(iv) If the Contractor finds the value of the returned vouchers does not match the delivery receipt, the Contractor will notify TRANServe who may at its discretion, request the Contractor ship the entire package back for confirmation.

(v) The Contractor must have the capability to monitor transaction history and identify trends, patterns, and other indications of potential fraud, waste, or abuse.

(vi) The Contractor's reporting system must have the capabilities necessary to provide routine and ad hoc reporting.

(vii) The Contractor will report indications of potential fraud, waste, or abuse immediately to TRANServe for investigation and action.

(viii) The Contractor must be able to track and stop payment on specific vouchers when waste, fraud or abuse is suspected.

(ix) The Contractor must be com pliant with the IRS Code of Federal

Regulations Section 132(f)} Qualified Transportation Fringe.

(x) The Contractor must provide ongoing support to the TRANServe program with services to include but not be limited to; a Help Desk, a Customer

Service Center, and a Toll-free Telephone Number.

(xi) As part of the proposal the Contractor will provide a complete list of transit authorities that currently accept their voucher. If awarded, this list will be updated and provided to the COTR quarterly.

2.5 SHIPPING AND RECEIVING

The contractor shall be able to ship vouchers within 24 hours and no later than 5 days after order placement.

• Vouchers must be shipped via an express carrier such as UPS, Federal Express, etc.

The reason for the Vouchers to be shipped via an express carrier such as UPS, or Federal

Express is the priority shipments and regular mail via the United States Postal Service

(USPS) are oftentimes delayed due to the security screening process of irradiation at a remote site prior to delivery to the federal buildings. This process also degrades the product and may render it unusable.

2.6 ORDERING

A Delivery Order is considered "issued" when DOT alerts the Contractor verbally, by email or facsimile (Faxed), or by any other electronic means, the Delivery is considered, deposited in the mail. Orders may be issued by facsimile or by electronic commerce methods.

Delivery Schedules and timelines will be developed and mutually agreed upon as requirements are defined with the Contracting Officer’s Representative (COR), and as required in the subsequent Delivery Orders.

1. Individual Delivery Orders shall clearly describe all services to be performed or supplies to be delivered, and where they should be delivered to.

2. Orders may be placed by using any medium specified in the Order Clause.

3. The date of the order.

4. The Contract Number and Delivery Order Number.

5. Delivery Schedule.

6. Place of delivery.

7. Any packaging, packing, and shipping instructions.

8. Accounting and appropriation data.

9. Method of payment and payment office, if not specified in the contract.

10. The Contractor shall ship fare media vouchers within 24 hours and no later than days after receipt of order placement

2.7 RECEIPT VERIFICATION

DOT will designate a representative at each delivery site who is authorized to receive the items delivered. The Contractor shall obtain the representative's signature on the Packing

Slip for verification of DOT's receipt of goods. The Contractor must mail a copy of the signed packing slip with the invoice(s) to the address indicated.

• Fare media will be counted a minimum of two times by Ops Center staff in order to verify the accuracy of the count. Each count will be independent of the other.

• The Operations Center will provide a completed TOC-01 form along with the original packing lip or invoice to the Budget and Finance

Office within TRANServe B&FO.

• The B&FO will review the documents and information provided by the

Operations Center and will verify the information against the original order. If the counts do not match or if there are other problems, the B&FO will contact the vendor or the shipping agent and will resolve the issues.

If a problem is identified with an order the Operations Center manager will see l the boxed order in a designated place to ensure it does not enter the physical inventory until corrected.

2.8 PRODUCT MODIFICATION/NEW EDITION

In the event that a new edition is issued or other changes are made to products covered under this contract, the Contractor will promptly inform DOT of each change and shall offer the latest edition to the federal Government at no increase in price.

2.9 RETURN OF MEDIA

The contractor shall refund within thirty (30) days to TRANServe, amounts equal to the return of unused and unexpired vouchers during the contract and reimburse to TRANServe at an amount equal to the sum of the face value of the returned vouchers.

2.10 REPORTING CAPABILITIES

2.10.1 The contractor's reporting system shall have the

Capabilities necessary to provide routine and ad hoc reporting to validate sequential voucher numbering.

2.10.2 The contractor shall have the capability to monitor

transaction history and identify trends, patterns, and other indications of potential fraud, waste, or abuse.

2.10.3 The contractor shall report indications of potential fraud, waste, or abuse immediately to TRANServe for investigation and action.

2.10.4 The contractor shall be able to track and stop payment on specific

2.10.5 The contractor shall be compliant with the IRS Code of Federal

Regulations (CFR) Section 132(f)) Qualified Transportation

Fringe.

2.11 FARE MEDIA PAPER VOUCHER WARRANTY

The contractor warrants and implies that transit benefit fare media paper vouchers, delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

The contractor also warrants that the value of purchased fare media paper vouchers remain merchantable until the Government redeems vouchers at designated state and local municipality transit benefit authorities for all designated locations in the United States of America. The maximum period of time required for the contractor to warrant fare media paper vouchers shall not exceed sixty (60) days after expiration of the contract period of performance, including all option years.

The Contractor warrants that the materials supplied under this contract are free of all defects whatsoever and agrees, for a period of one (1) year from date of acceptance of material by DOT, to replace and/or make adjustments necessary due to defects in a prompt manner, without any cost to the satisfaction of the District and Government.

3. PACKAGING AND MARKING

3.1 PRESERVATION, PACKAGING AND MARKING

The packaging and marking requirements for the resultant contract shall be as follows:

• Vouchers must be shipped via an express carrier such as UPS, or Federal Express is the priority shipments and regular mail via the United States Postal Services (USPS) are oftentimes delayed due to security screening process of irradiation at a remote site prior to delivery to the federal building. This process degrades the product and may render it unusable.

3.2 INITIAL PACKING, MARKING, AND STORAGE OF EQUIPMENT

All initial packing, marking and storage incidental to shipping of equipment to be provided under this contract shall be made Freight on Board Destination (FOB

Destination) at the contractor’s expense. Such packing, supervision marking and storage costs shall not be billed to the Government. Supervision of packing and unpacking of initially acquired equipment shall be furnished by the contractor.

3.3 MARKING

Packages shall be clearly marked as follows:

a. Name of Contractor;

b. Contract Number;

c. Description of Items Contained Therein;

d. Consignee’s Name and Address; and

e. If applicable, packages containing software or other magnetic media shall be marked on external containers with a notice substantially as follows:

“CAUTION: SOFTWARE/MAGNETIC MEDIA ENCLOSED. DO NOT

EXPOSE TO HEAT OR MAGNETIC FIELDS.”

4. INSPECTION AND ACCEPTANCE

4.1 INSPECTION AND ACCEPTANCE

On an ongoing basis, Government personnel will conduct inspections of the contractor’s work, primarily utilizing random samplings of services rendered under this contract and for recommending acceptance or replacement/correction of services or materials that fail to meet the contract requirements to the Contracting Officer.

Government inspection and acceptance of services, reports and other required deliverables or outputs shall take place at the Government’s site, located in Washington, DC Headquarters or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted.

4.2 INSPECTION AND ACCEPTANCE FARE MEDIA PAPER VOUCHERS

The contractor warrants that the materials supplied under this contract are free of all defects whatsoever and agrees, for a period of one (1) year from date of acceptance of material by

DOT, to replace and/or make adjustments necessary due to defects in a prompt manner, without any cost to, and to the satisfaction of the District.

Materials supplied under this contract have the potential to be distributed to the Department of

Transportation headquarters and/or directly to the customer location. The contractor shall comply with the following terms below:

4.2.1 The contractor shall, within five (5) business days of notification of goods provide DOT with disposition instruction for return of such goods. The

Contractor's failure to react and respond to DOT guidelines shall result in the return/rejection of materials to the contractor at the contractor's risk and expense.

4.2.2 The contractor shall refund to TRANServe within thirty (30) days for all vouchers returned due to damage, mutilation or expiration and reimburse to

TRANServe at an amount equal to the sum of the face value of the vouchers that are returned.

4.2.3 The contractor shall immediately issue a credit or replace the missing vouchers, if TRANServe determines a discrepancy between the shipping document and the amount received. TRANServe shall contact the contractor to resolve the discrepancy.

4.2.4 The Contractor has three (3) business days to provide written confirmation of the value of the returned vouchers following the receipt of the returned vouchers, if TRANServe has not received confirmation from the receiving organization. The contractor, by default accepts full responsibility for the package and its contents as originally shipped.

4.2.5 The contractor shall notify TRANServe if the value of the returned vouchers does not match the delivery receipt at which time Transerve may, at its discretion, request the contractor to ship the entire package back for confirmation

5. DELIVERIES OR PERFORMANCE

5.1 PERIOD OF PERFORMANCE

One (1) Year base Period with four (4) One (1) Year Option Periods, if exercised

Base period June 2, 2019 through June 1, 2020

Option Year 1 June 2, 2020 through June 1, 2021

Option Year 2 June 2, 2021 through June 1, 2022

Option Year 3 June 2, 2022 through June 1, 2023

Option Year 4 June 2, 2023 through June 1, 2024

5.1.1 This contract is renewable in four (4) one (1) year increments at the unilateral option of the Government. An option shall be exercised by issuance of a unilateral modification for the subsequent option requirement, as set forth in Sections B and

F of the resultant contract.

5.1.2 The Government has the right to unilaterally exercise the options specified in

Sections B and at the prices established in Section B.

5.2 PLACE OF PERFORMANCE

The contractor shall perform work by delivering fare media paper vouchers to the Department of

Transportation, Headquarters located at 1200 New Jersey Avenue, S.E., Washington, D.C. 20590.