A05_PWS_Butte_Field_Office_Fee_Counting_Services_2023.docx

BLM Butte Field Office Performance Work Statement Fee Counting and Transportation Services

Performance Work This Performance Based Service Contract provides for the acceptance of recreation monies in fee envelopes, emptying fee tubes, counting and recording of funds, delivering the funds to the Bureau of Land Management in the form of check(s) along with the empty fee envelopes organized and secured together by recreation site and recording the data from the fee envelopes on the fee affidavits. Vendor shall have the appropriate certified/insured armored vehicles, employees, and facilities to perform these duties. The contractor shall perform to the contract standards along with adhering to local, state, and federal regulations.

This will be a Base plus Four Option Year contract, not to exceed Five Years. Base Year is 2023, option years will be 2024-2027.

Standards Contractor must be licensed by the Montana Board of Private Security and meet any current standards of Montana Department of Labor and Industry.

Fee collection sites (total of 12 tubes)

· Holter Dam (camping and day-use: 1 fee tube)

· Holter Lake (camping and day-use: 1 fee tubes)

· Log Gulch (camping and day-use: 3 fee tubes)

· Departure Point (camping and day-use: 1 fee tube)

· Devil’s Elbow (camping and day-use: 2 fee tubes)

· Clark’s Bay (day-use only: 2 fee tubes)

· White Sandy (camping and day use: 2 fee tubes) Services Weekly services shall begin approximately May 8th and ending on October 13th, for a total of 23 weeks. In 2021, approximately 18,000 envelopes were collected, of which 12,000 were from camping. We have since moved almost all of our campsites to reservation system only and therefore we would have significantly less envelopes than what we have in the past. It is anticipated that we would be in the 6,000-10,000 range for envelopes initially, with it decreasing annually moving forward. The BLM is in the process of obtaining and installing digital fee stations at all these fee sites which would further reduce the number of envelopes and cash handling in future years. This number of envelopes will vary from year to year as use levels change annually, visitation levels and associated envelopes could further be reduced due to construction at sites, fire restrictions, extreme weather and any unforeseen circumstances or emergencies (ie wildland fire) etc.….

Base Year is 2023, services will be week of May 8th - October 13th during 2023, totaling 23 weeks.

2024 will be May 13th – October 18th, totaling 23 weeks.

2025 will be May 12th – October 17th, totaling 23 weeks.

2026 will be May 11th – October 16th, totaling 23 weeks.

2027 will be May 10th – October 15th, totaling 23 weeks.

Drop Off/Retrieval of Fee tube inserts

· Fee tubes will be dropped off by a Bureau of Land Management (BLM) employee at an established location in Helena, Montana on Monday by close of business (cob).

· Monday holiday, the tubes will be dropped off on Tuesday by close of business (cob).

· Empty tubes shall be available for retrieval by BLM at the Helena location by 0900 each Friday. Whenever possible the tubes shall be emptied upon receiving them and the empty tubes sent with the BLM employee that dropped them off.

Envelope Documentation Required All envelopes will be opened, and payments shall be tallied, sorted by cash and checks, and documented on a BLM provided fee affidavit sheet. All envelopes are to be banded, organized by fee site, and returned to the BLM weekly.

All payments shall be tallied, sorted, and documented on affidavit sheet by the following:

· Site and Payment Amounts

· Cash/Checks

· Camping/Day Use

· Day Use Pass

· Access Pass

· Senior Pass Delivery The Contractor will write one check to the USDOI-BLM for the amount of cash collected each service. Check will be made payable to USDOI, BLM. Vendor will provide BLM with all checks in the fee envelopes. Any currency that is unable to be deposited will be bagged and provided to the BLM with the rest of the envelopes and paperwork.

Checks and empty fee envelopes will be delivered to front office staff at the BLM Butte office at 106 N. Parkmont, Butte, MT 59701, Thursday of each week by 1000. This allows sufficient time to process the envelopes.

Quality Control Late Delivery: If, for any reason (traffic, truck break-down, or any other delays), deliveries and pick-ups are anticipated to be late, the contractor shall notify Butte Field Office by calling the front desk.

Personnel: The contractor shall provide the COR a list of contractor personnel authorized by the contractor for pick-up and delivery. Contractor shall notify BLM of any rescission of an agent’s authority. Contractor shall remain liable for these personnel until such notification is received by the COR.

Contractor shall ensure the total amount of the checks equals the total amount on the fee affidavit. Contractor shall ensure all fee envelopes have been opened and all currency removed. Contractor shall ensure all data is recorded on the fee affidavits for each site.

Pay Basis Contractor will be paid on a weekly basis for services performed according to this PWS. Payment will not be made for any weeks the Contractor does not provide the service, either after BLM notification that services are not required or at the fault of the contractor.