Attachment 1- DRAFT SOW REV 10102024.pdf

SECURED COURIER SERVICES

Statement of Work

SCOPE OF WORK

The U.S. Department of State, Bureau of Consular Affairs, Passport Services Division (CA/PPT), requires armored car services to transport funds collected by its Passport Agencies and Passport Centers, to designated banks. The U.S. Treasury Department requires by law that all funds collected by government agencies must be deposited within 24 hours of collection. CA/PPT requires that the funds be picked up and deposited the same business day, prior to the business closing of that bank, in time for the transaction to be posted that business day. Federal regulations also required that armored courier services must not delay in the delivery of government funds for any reason. Courier companies are not approved/authorized Treasury depositories and cannot hold Treasury funds for any reason, except in special cases and extenuating circumstances communicated by the COR. For the purposes of this Contract, the same principles shall apply to the transport of accountable and controlled items.

Currently there are twenty-five (25) Passport Agencies, four (4) Passport Centers, and two

(2) offices that require weekday, daily pickups. Current Passport Agencies are located in Atlanta GA, Boston MA, Buffalo NY, Chicago IL, Stamford CT, Dallas TX, Denver CO, Detroit MI, El Paso TX, Houston TX, Honolulu HI, Los Angeles CA, Miami FL, Minneapolis MN, New Orleans LA, New York NY, Philadelphia PA, San Diego CA, San Francisco CA , San Juan PR, Seattle WA, St. Albans VT, Washington DC, and the Special Issuance Agency (SIA), which handles diplomatic, military, Congressional and other special types of passports. The Washington Passport Agency, the Special Issuance Agency (SIA), and the Office of Passport Record Services and the Office of Authentications are co-located within the Washington, DC area. Current Passport Centers include the National Passport Center NH (NPC), the Charleston Processing Center SC (CPC), Arkansas Passport Center (APC), Tucson Passport Center AZ (TPC) and Western Passport Center AZ (WPC).

GENERAL REQUIREMENTS OF WORK/SPECIFICATIONS

The Contractor shall provide armored car and armed guard courier transportation for bank deposits, and other accountable/controlled items, as applicable, for the specific service required. The Contractor shall be following all state, local and municipal laws and regulations regarding armored car services.

BASIC SERVICE CAPABILITIES

The contractor shall have the capability to provide the following:

(a) Multiple armored guard courier service with pickups from each Passport Agency and Center within the United States and deliveries to a designated bank within the same business day i.e., before the closing of that bank’s business day. The bank doors may still be open, but the cutoff time for deposits to be posted to that same business day may be considerably earlier. Currency pickup schedule will vary with each office (see Section J attachment for agency/center locations and requirements). Currency pickup schedule will be Monday through Friday. Services are not currently projected to be required on Federal Holidays; but this may be subject to change. From time to time there may be a requirement to transport other accountable/controlled items, such as passport books and cards, foils and ribbons, etc., between Agencies and Centers and/or other destinations. These accountable item transports will not be scheduled according to any predetermined regular timetable. Additional armored car transports will be required as the need arises, according to daily and weekly inventories and workload transfer determinations, and other factors.

The Department will provide as much advance notice as it can, but the requirement may arise quickly, without much advance notice.

(b) The Contractor shall furnish labor and materials to perform all work required for the complete and prompt execution of everything described herein.

(c) $300,000.00 Fidelity Bond for Daily Cash deposits and Check Deposits

PERFORMANCE – SECURITY/OPERATIONS/REPORTING

The Passport Services Division requires that the contractors comply with specific security procedures in the performance of this contract.

SECURITY

In general, CA/PPT expects and requires that the contractor will provide at least two armed, uniformed guards and other armored car personnel, licensed and bonded, properly trained in the use of firearms, for all pickups, transports and deliveries. Guards and armored car personnel must wear, always present and keep visible photo IDS during pickups and deliveries, and while within PPT facilities. Armored car guards/personnel must be in a company armored vehicle with the contractor logo clearly identifying the vehicle.

Contractor armored car personnel must always stay with the currency and/or accountable items after taking custody. They may not lock the vehicle and leave it untended. Inside PPT facilities, Contractor armored car personnel must be escorted by DS or other Government personnel. Incidents must be reported, and incident reports must be filed with CA/PPT and DS within 1-2 hours if reasonably possible.

This requirement does not require access to U.S. Government classified information.

However, it does require access to U.S. Government Sensitive but Unclassified (SBU) information.

The successful offeror will be required to meet the following security specifications:

1. Facility Security Requirements

The performance of this contract does not require a facility security clearance. If, after picking up a shipment of currency or account- able items, an armored car is unable to complete a delivery to the designated bank, Agency, Center or other destination, the currency and/or accountable items will be stored at the secure armored car contractor location, until it can be delivered to the designated bank. The Contractor may not hold Treasury funds overnight and shall not normally retain possession or custody of the currency or accountable items overnight or past the close of a business day, except under extreme circumstances. The Contractor therefore is not required to maintain a secure facility. Exceptions may be allowable under exceptional circumstances, such as an as needed transport travelling a great distance which requires more than a business day to accomplish. An example would be a ground transport from Charleston to Arkansas. This same-day Contract term may be modified in such cases, and if, for example, a severe increase in passport application volume or other development requires Agencies and Centers to work on and be in operation Saturdays and Sundays and/or holidays, taking in currency and requiring armored car transport services, when banks and other businesses are not open. The armored car pickup would need to be accomplished before that time.

The Contract can be modified if unforeseen circumstances arise.

2. Site-Specific Security Arrangements and Procedures.

Passport Agencies and Centers are under the protection of the Diplomatic Security Service (DS) of the U.S. Department of State. Specific security arrangements, procedures and requirements vary among different locations. Some passport facilities are in Federally owned buildings. Some are in leased space in non-Federal and/or privately owned buildings. Different State, municipal and local laws govern the possession, carrying and use of firearms and weapons in different locales. Some passport facilities provide customer service and are open to the public, some are not. Security in passport facilities is governed by Federal and local laws, and Memoranda of Understanding (MOUs) with DS.

Armored car contractors will need to understand and follow these MOUs, and work with DS agents and personnel in charge of security at each facility, to gain access and perform their function. These MOUs and security procedures contain elements in common and address system wide issues, but they can also vary, depending on individual local is- sues. For example, generally, contractor personnel are permitted to carry their firearms and weapons into the passport facilities.

However, the Los Angeles Passport Agency requires Contractor personnel to surrender any firearm or weapon before entering. DS guards escort and monitor the armored car guards within the facilities. At some sites, DS guards escort them to and from their vehicle, particularly if the vehicle pulls into the building loading dock. At some sites, but not all, the pickup has been at the same time or range every day. Arriving at the facility at same time every day is not a good practice, from a security standpoint. For security reasons, the Contractor will vary its daily pickup times during the requested pickup range. The deposit at the destination bank must still be made before the close of that same business day.

Currently, at some sites, but not all, the armored car service gives advance notice of their arrival. DS will require a more uniform policy of advance notice of arrival with the implementation of this contract. DS requires that on each pickup or delivery from or to and Passport facility, the armored car service call the DS Security Control Center (SCC) and give their location, and advance notice of their arrival. SCC shall notify DS at each facility.

Specific details concerning these arrangements and procedures for each site will be provided to the successful offeror.

3. General

(a) Contractor vehicles shall be equipped with GPS systems and constant communications links. The contractor shall maintain backup or reserve capabilities in case of emergencies or problems and shall have procedures in place to furnish replacement vehicles and personnel, and to take other measures as necessary on a timely basis, in case of mechanical problems, emergencies or other unforeseen developments which could interfere with the scheduled pickups from the Passport Agencies and Centers and deliveries to the banks.

(b) The contractor shall develop a Continuity of Operations Plan (COOP), to ensure that its employees are adequately trained in its implementation and shall provide a copy to the Government.

(c) The Contractor shall provide a signed receipt for each courier deposit accepted by the Contractor. At a minimum, this receipt shall include the date of the transaction, the dollar value of the deposit, signature of Contractor’s representative, and signature of the Passport Agency or Center representative.

(d) The Contractor shall provide a signed receipt for each pickup of accountable or controlled items, which shall include the date of the transaction, an itemized list of the items, their approximate dollar value, the signature of the Contractor’s representative, and the signature of the Passport Agency or Center representative.

(e) The Contractor shall submit a monthly report, via email to CA/PPT/PPS. The report shall include all locations serviced, pickup and delivery times for each location, any deviations from the published schedule and copies of monthly receipts.

(f) The Contractor shall submit and execute an implementation plan for the currency pickup services. This plan shall include detailed steps for the contractor’s acceptance of deposits, and procedures for scheduling multiple deposits. The Contractor shall also provide a description of its capabilities for meeting additional unscheduled requirements.

Performance standards

The Contractor shall pick up and deliver cash deposits in accordance with (see Section J attachment for agency/center locations and requirements). 100% compliance with the schedule is required. Any deviation from the currency pickup schedule due to in- clement weather, natural disaster, except under extremely insinuating circumstances, other emergency or unforeseen circumstances must be approved by the COR/Passport Services Division representative prior to submission of invoice. The arrangements for pickup and delivery of accountable/controlled items will not be as predetermined or regular, but when pickup and delivery requirements, prices and times are communicated, acknowledges, agreed upon and scheduled, the Contractor will be required to comply with the agreed upon schedule and price, on the same basis as the currency pickups, as described in F.6.

If Contractor fails to accomplish the required pickups and deliveries according to the scheduled times and on a timely basis, or, in the case of accountable items, as needed, according to the time specified by the Government and communicated to and acknowledged by the Contractor, and agreed upon by the parties, the Contractor will credit the Government. The Government shall define and specify the threshold for satisfactory performance, in terms of, for example, missed or delayed pickups and deliveries, loss of currency or accountable/controlled items, and/or other performance measurement criteria.

Passport-Furnished Support

At a minimum, CA/PPT will provide the following items/support to the Contractor:

(a) CA/PPT will designate a site contact for each Passport Agency, Center and Office requiring pickup, who will directly provide the Contractor with the deposits.

(b) On-site tour of all physical areas within the Passport Agencies, Centers, and Offices associated with the pickup of the deposits.

(c) CA/PPT will submit to Contractor addresses for any new Passport Agencies, Centers, Offices, and associated banks prior to opening and beginning operation. CA/PPT will submit to Contractor new addresses when Agencies, Centers and Offices are relocated, and/or when there is a change in a destination bank or address.

Personnel

The Contractor shall provide key personnel with specific experience managing armored car service of the same scope and complexity described in this solicitation. The Contractor shall provide resumes indicating the proposed staff’s level work experience demonstrating increased responsibility in operations of this scope and magnitude, with qualitative measures of success, job knowledge and operational skills. The proposed key personnel shall have the authority to make binding decisions for the contractor.

The Contractor shall ensure all other personnel involved in the performance of this contract have appropriate experience, skills, certifications for use of firearms, law enforcement background and security clearances for all personnel performing pick-up and delivery functions under this contract.