PWS Attachment 1.docx

U.S. Department of Treasury Internal Revenue Service Office of the Chief Procurement Officer

Secure Courier Services Performance Work Statement

1. General Information

1.1. Background

The Internal Revenue (“IRS”, “Government”, or “Agency” has 100 IRS Taxpayer Assistance Centers (TACs) located throughout the United States. Service intends to purchase armored professional courier service, to deliver cash remittances up to a maximum of 100 IRS Taxpayer Assistance Centers (TACs) located throughout the United States. The vendor shall also be able to provide secured courier service for special pickups (if applicable). The special pickups shall not be stored in the TAC overnight or over the weekend. The successful vendor shall be able to provide both services and if not, be able to partner with subcontractors or create teaming arrangements to meet the business requirements of the IRS under this solicitation.

2. Objectives

2.1.1. Establish a safe and uniform process for delivering cash from IRS TACs to a Treasury General Account (TGA) bank’s cash vault. The use of secure courier services will enable the funds to be safely transferred and accounted for. Because there are centers located throughout the country, it is imperative that the vendor selected able to service all the TACs nationwide.

2.1.2. Pick up cash receipts and the deposit form 10160 – A at TACs identified in Attachment Aby close of business.

2.1.3. Delivered to a TGA bank/cash vaults in sufficient time to allow for same day credit. Listing of vaults will be available to awardee.

2.1.4. Form 10160-A will accompany all courier pickup bags. The courier will have the form signed and dated at the cash vault at the time of deposit. The signed and dated form 10160 – A will be given to the IRS the next business day at the IRS location.

3. Scope

3.1.1. IRS is seeking a vendor to provide armored professional Secure Courier for TAC locations nationwide. The Contractor shall provide all personnel, supervision, transportation (secure vehicles), and labor (armed professional guards/drivers) necessary to perform the driving, pick-up, and delivery of cash from the TAC location and to the specified TGA bank locations.

3.1.2. All deposits for pickup by the courier will be delivered by TAC personnel or courier will be escorted by TAC personnel to a designated point for transfer.

4. Contractor Responsibilities

4.1. Secure Courier Services

4.1.1. All contracted employees of Contractor who will be providing services must understand and adhere to the following language: As an independent contractor, (courier contractor name), I fully understand that much of the information that is provided to (courier contractor name) and its employees is privileged and administratively restricted under the provisions of the Privacy Act of 1974 and the Internal Revenue Code (IRC) Sections 6103, 7213 and 7431. The Privacy Act, the Safeguards, and the Criminal/Civil Sanctions paragraphs specify (courier contractor name) responsible and liable regarding disclosure of this information. At the expiration of (courier contractor name) contract with the Center, (Courier contractor name) is required to return all documents in its possession to the Center by 4:00 PM the next business day.

4.1.2. All personnel, supervision, transportation (secure vehicles), and labor (armed professional guards/drivers) necessary to perform the driving, pick-up, and delivery of cash from and to the specified locations. All personnel shall have the skills, knowledge, and training to perform the services required. Contractor will be responsible for training, providing uniforms, equipping, supervising, and discharging employees.

4.1.3. Proposed route structure and estimated times of arrival for each scheduled location.

4.1.4. Proposed approach for verifying and recording deposits.

4.1.5. Names and phone numbers of personnel to be contacted for cancellations or emergencies.

4.1.6. Identification procedure for Contractor’s employees; a listing of all employees assigned to the requirement and their certifications for carrying firearms.

4.1.7. Disaster Contingency Plan (“Plan”). The Plan must address what alternative actions Contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. The IRS POC will approve/reject the Plan within 15 calendar days of submission. If not approved, the IRS POC will notify the Contractor as to the areas of the Plan that are unacceptable. Changes and resolution shall be achieved through mutual agreement between IRS and Contractor. Disaster Contingency Plan, to include alternative actions in cases of inclement weather, natural disaster, traffic accidents, employee strikes, or other unforeseen events.

4.1.8. Pickup of cash in a concealed and locking bag from TACs and delivery of bags to TGA banks/cash vaults.

4.1.9. Provide secured courier service for special pickups (if applicable). The special pickups shall not be stored in the TAC overnight or over the weekend.

4.1.10. Return of the signed Form 10160 - A to the IRS the next business day.

4.1.11. Contractor shall allow the IRS the flexibility to change the frequency (See Attachment A) of pick-ups as needed without additional costs.

4.1.12. The IRS shall have the flexibility to allow other Business Units within the Agency to utilize the armored professional courier service for cash pickup deposits as needed up to five (5) times a year.

4.1.13. The Courier Services must provide proof of bonding, licensing, and insurance for employees designated to transport Internal Revenue Service deposits and/or requiring access to Internal Revenue Service sites.

4.1.14. Satisfy the requirements for a Low-Risk Investigation conducted by IRS personnel. The investigation shall include, but not limited to, a FBI fingerprint and name check, as defined 10.23.2. A copy of this IRM is available upon request.

4.1.15. Contracted employee must be a U.S. citizen or have lawful permanent resident status, and fluent in the English language.

4.1.16. Have the necessary certification for carrying firearms throughout the period of performance. (Certifications to carry firearms for all designated couriers shall be provided to the IRS Point Of Contact (POC) within five (5) days of award.)

4.1.17. Have the necessary certification for guard licenses throughout the period of performance. (Certifications for all designated couriers shall be provided to the IRS POC within five (5) days of award.)

4.1.18. If immediate family members are employed as Couriers for the same Service, these employees must complete the Courier’s Additional Disclosure Statement (CADS)

4.1.19. Ensure CADS be completed by each courier employee on Courier Deposit Access List (CDAL) [See Attachment D]. CADS shall include:

Name(s) and relationship(s) of all family members (regardless of residence) who perform courier duties. If no other family members perform courier duties, write "NONE" in large letters in the space where family member's name(s) are to be shown on the CDAL. The Government has broad authority to interpret the scope of "immediate family" in this context. Generally, immediate family members refer to parent, spouse, child, stepchild, foster child, stepparent, half siblings, siblings, and foster parent. However, when couriers who are related, the definition of "immediate family" may be broadened and prohibitions extended to include others (e.g., grandchildren, sons-in-law, daughters-in-law, first cousins, and other second-generation family members).

· Printed or typed name of the Courier

· Signature of the Courier

· Signature and date of Contractor’s authoring official

· CADS shall be updated annually from date of receipt of contract or when a change of status occur.

4.2. Develop a Quality Assurance Plan

4.2.1. Provide IRS POC and Center with the CDAL. (Updated CADS shall be attached to CDAL.) CDAL shall be on Contractor's official letterhead signed and dated showing the following information of Couriers designated to transport Internal Revenue Service deposits:

· Employee's Typed Name

· Employee's Title

· Employee's Signature

· Employee's Social Security Number

· Employee's Photograph (in color)

4.2.2. Ensure the CDAL and the CADS are current by notifying the IRS POC within 24 hours, by email:

· When a Courier who appears on the CDAL has been discharged from his/her duties.

· When a new Courier has been hired to provide the Services specified herein with the same information as required for the CDAL.

· When a Courier has experienced a change that will affect their relationship status. (The CADS must also be updated).

4.2.3. Each Courier is to be provided with a printed and laminated identification card. The Couriers shall display the picture identification card (on their person) that identifies them as authorized Couriers for the Contractor at all times. The Identification card shall contain the following information consistent with the CDAL information provided to the agency:

· Employee's Typed Name

· Employee's Title

· Employee's Signature

· Employee's Photograph

· Company Name

4.2.4. Each Courier shall wear company logo uniforms.

4.2.5. Provide IRS POC and Center with:

· Two (2) contacts (a primary and alternate) with all forms of contact information. Contacts must be reachable within all domestic time zones.

· 24-hour emergency contact information (name, telephone#, mobile #) available during Contractor’s non-business hours.

· Contractor must notify the IRS POC within 24 hours of any change in contact persons and/or telephone numbers.

4.2.6. Ensure that:

· Two Couriers who appear on the CDAL are provided for each deposit pickup from the Center and delivery to the Depository.

· Designated Couriers are not related by checking their names against the CADS.

· The vehicle being used to transport deposits always be locked and secured whenever IRS data is contained within the vehicle until it reaches its destination. All IRS deposits must be transported within the locked area of a vehicle (such as the cab or trunk). "Locked area" does NOT include any container of any sort in the bed (back) portion of a pickup truck or any open bedded vehicle (with or without a camper shell) whether or not such shell or container is locked or otherwise secured.

· The vehicle always be under the supervision of one of the Couriers and never left unattended.

4.2.7. Ensure that vehicles provided for the contract meet the following requirements:

· The vehicles are armored, maintained in good condition, appearance and working order.

· The vehicles must be state-registered and meet the minimum safety standards of the licensing state.

· The vehicles must be steel framed, and doors must be able to be secured from both inside and outside.

· The area of the vehicle in which the agency packages and/or containers are placed is clean, debris-free and without containers, materials such as canvas or plastic used to cover or protect articles, or other items.

· Procure and maintain during the entire period of performance under this Contact to cover the cost to reconstruct a lost, stolen, or destoroyed deposti, the following required insurance coverage payable to the Internal Revenue Service:

· Comprehensive General Liability: $500,000 per occurrence

· Automobile Liability with the following amounts: $200,000 per person $500,000 per occurrence $20,000 per occurrence for Property damage.

· Workmen's Compensation: As required by Federal and State worker's compensation and occupational disease statutes.

· Employer's Liability coverage: $100,000, except in states where worker's compensation may not be written by private carriers.

· Other as required by State Law.

4.3. The Certificate of Insurance shall provide for at least thirty days written notice to the IRS CO by the insurance company prior to cancellation or material change in policy coverage. Other requirements and information are contained in the aforementioned insurance clause.

4.4. Provide to the IRS POC a Disaster Contingency Plan (“Plan”). The Plan must address what alternative actions the Contractor will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. The IRS POC will approve/reject the Plan within 15 calendar days of submission. If not approved, the IRS POC will notify the Contractor as to the areas of the Plan that are unacceptable. Changes and resolution shall be achieved through mutual agreement between IRS and Contractor.

4.5. Provide professional customer service (i.e. being able to address concerns, issues, and other administrative functions in a timely and professional manner). “Timely” for purposes of this contract means no later than close of next business day.) The IRS Point of Contact shall be able to contact the Contractor at any time, when contract work is in progress, to provide notices, reports, or requests from the Contracting Officer or his/her representative.

4.6. Ensure the work be carried out in such a manner that there will be no interference with the proper execution of Government business. All persons employed in contract work shall, while on the premises, comply with all building regulations.

5. Deliverables The contractor shall submit all deliverables to the COR and Project Manager (“PM”), in coordination with the CO, unless otherwise specified below. The COR will provide written notice of acceptance or rejection of all deliverables within 10 business days of the scheduled delivery date or actual delivery date, whichever is later. In the event of absence of written notification of the Government’s acceptance or rejection within ten 10 business days, it is the responsibility of the contractor to confirm receipt and acceptance of the deliverable(s). All rejection notifications will include an enumeration and explanation of the specific deficiencies causing the rejection. If requested by either the contractor or the IRS, a meeting will occur to discuss the deliverable in detail. All contractor provided documentation shall be compatible with Microsoft Office products such as Word, PowerPoint, and Excel. The format and layout of each deliverable is at the discretion of the contractor, unless specifically stated otherwise.

PDF

Disaster Contingency Plan

License to Carry a Weapon

5.1. Provide proof of bonding, licensing, and insurance prior to beginning work.

5.2. Provide CADS if applicable prior to beginning work.

5.3. Quality Assurance Plan is to be provided five (5) days after the kick-off meeting.

5.4. Usage Reports: The Contractor shall provide to the COR or make available monthly usage reports on the 30th of each month. The report must also include:

· An itemized listing of each daily occurrence.

· The number of transactions completed since the last report. The first report will only identify the number of transactions since the machine’s inception.

· The number of transactions initiated but not completed. The report must identify the reason for the machine’s failure to complete these transactions. For example, the machine failed to complete five transactions due to a) power failure, b) transaction cancelled by user, and/or c) lack of: money, or receipt paper.

· The number of transactions completed to date.

6. Place of Performance

6.1. Pickup and delivery will occur in accordance with the attachment A. The IRS will provide the courier with a list of authorized personnel to call if a pickup must be rescheduled.

7. Period of Performance

7.1 The period of performance will consist of one base year and four (4) one-year Option Years.

8. Hours of Operation

8.1. Unless specifically authorized in writing by the Contracting Officer, no services will be provided, and no charges will be incurred and/or billed to any order on this contract on any of the Federal Holidays or Executive Order (mandated by Congress or the President of the United States). Contractors are not authorized to be on-site or perform work at a government facility without a government employee present.

Recognized Government Holidays: The contractor shall not perform any services on the following holidays unless specifically approved by the COR:

New Year’s Day Martin Luther King Jr.’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

9. Signature Requirement

9.1. Each TAC will maintain and have the courier sign a log indicating the date, time in, time out and the dollar amount of the deposit(s) to indicate receipt of the deposit pickup. If there is no deposit, the courier shall still be required to sign in and sign out. The vendor shall furnish the courier log for each TAC. The IRS will provide the courier with a list of authorized personnel to call if pickup must be rescheduled. (To be provided upon Award) The contractor shall ensure the form 10160-A is signed by the bank vault attendant and shall report to the IRS any banks that do not comply with this requirement.

10. Lateness and No Show

10.1. Contractor shall notify the Center and Bank when a pick-up or delivery will be late due to unforeseen events, such as vehicle breakdown, accident, or traffic. The notification must state the cause of delay and delivery status.

11. Accident/Theft/Destruction

11.1. Courier(s) must notify the Center within 1 (one) hour of an accident, or the theft, loss, or destruction of government property being transported. To ensure this notification can be made promptly, courier vehicles shall contain appropriate Center contact names/phone numbers.

12. Contractor Performance Requirements

12.1. The Contractor shall report to the Government's designated representative upon arrival at any location where installation and/or maintenance work is to be performed. The Contractor must perform all on-site work in the presence of a designated on-site IRS liaison.

13. Performance Requirements Matrix

13.1. The Government will measure Contractor’s performance under this contract using the “Performance Requirements Matrix” below. The contractor’s requirements are summarized into Performance Objectives that relate directly to mission essential items. The Performance Standards (PS) indicates the ultimate desired outcome for each performance objective. The Acceptable Quality Level (AQL) indicates the maximum allowable variance from the performance standard before the Government imposes a penalty (see below herein, “Performance Requirements Matrix). The Government will use the “Surveillance Method” shown below to determine if contractor has met the Performance Standard.

REQUIRED SERVICE

(Performance Requirements)

STANDARD

(Performance Standards)

MAXIMUM ALLOWABLE DEGREEE OF DEVIATION REQUIREMENT

(AQL)

METHOD OF SURVEILLANCE

(Quality Assurance)

PERCENTAGE REDUCTION IF EXCEED AQL

Rate (Average Daily rate will be calculated based on the monthly rate divided by 21 days)

14. Quality Assurance Plan Contractor shall establish and deliver electronically a Quality Assurance Plan (QAP) to the COR and Contracting Officer no later than two (2) weeks after contract award. Contractor’s QAP shall be a written plan that ensures the Smart Safes service will be provided to the IRS as specified and set forth procedures and responsibilities for controlling, maintaining and providing high quality work to the IRS. This plan shall include, but, not limited to the following:

1) An Inspection Program covering all of the services stated in this PWS. It must specify the areas to be inspected on a scheduled or unscheduled basis and the names, titles and qualifications of the individuals performing inspections and the extent of their authority. Their functional roles shall be depicted in an organizational chart.

2) Methods of identifying deficiencies in the quality of services performed before the level of performance becomes unacceptable and the corrective actions needed to be taken; procedures for notifying the COR when deficiencies are encountered; and descriptions of proposed sampling techniques.

3) Methods of documenting and enforcing quality control operations of both the Contractor’s and Subcontractors’ (if any) work, including inspection and testing;

4) Copy of format of Contractor’s Quality Control Reports; and

5) File of all Quality Control Inspections, inspection results and any corrective action required and/or performed during the life of this contract. This file shall become the property of the IRS and shall be made available to the COR and CO upon request. The file shall be provided to both parties within ten (10) days after completion or termination of the contract.

The COR will accept/reject Contractor’s submitted (QAP) after review. Contractor may be required to make revisions.

Attachment A