PWS - Financial Courier Service.pdf

PERFORMANCE WORK STATEMENT

FINANCIAL COURIER SERVICES

1. SCOPE OF WORK:

The Lebanon VA Medical (VAMC) has a requirement for the supervision necessary to provide secure financial courier services. The Contractor shall be insured, and meet all Federal, State and Local laws and requirements for financial courier services as required. The Contractor shall show evidence of their responsibility, reliability, and experience upon submission of a quote.

The Contractor will be responsible for the pickup and delivery of daily deposits as well as pickup and delivery of cash change orders.

This contract will be for a base year and four (4) additional option years at a firm-fixed price schedule.

The Lebanon VAMC is located at 1700 South Lincoln Avenue, Lebanon, PA 17042 Wells Fargo Bank, 850 E Walnut St, Lebanon, PA, 17042 M&T Bank, 837 Quentin Rd, Lebanon, PA 17042

2. GENERAL REQUIREMENTS:

A. The Contractor shall be responsible to ensure that Contractor personnel (service provider) providing work on this contract are fully trained and completely competent to perform the required work. The Contractor shall provide proof of a valid licensure and insurance when requested by the COR for any changes in personnel. All certifications (valid driver’s license) need to be current through the term of the contract and if renewal is required it will be the contractor’s responsibility to insure it is accomplished without interruption to services being provided. These must be provided at the award of the contract.

B. Contractor shall provide a reliable and safe vehicle for transportation of samples.

If the vehicle breaks down mid-transport, the Contractor must have a back-up transport plan that will permit the samples to arrive to their destination in the required time frame.

3. SPECIFIC TASKS:

A. The Contractor will accept sealed packages containing cash, checks and other securities from the Lebanon VAMC Agent Cashier's Office to Wells Fargo Bank located at 850 E Walnut St, Lebanon, PA 17042.

B. The Contractor will accept sealed packages containing cash, checks and other securities from the Lebanon VAMC Canteen Service to M&T Bank located at 837 Quentin Rd, Lebanon, PA 17042.

C. The Contractor will in turn, accept sealed packages containing cash, checks and other securities to deliver back to Lebanon VAMC’s Agent Cashier and VA Canteen Service.

D. The Contractor will retrieve currency order and deposit tickets from Wells Fargo bank and M&T Bank and deliver to the Lebanon VAMC Agent Cashier and/or VA Canteen Services on the same day if the Contractor has no secured storage area. Next day delivery is acceptable if Contractor has secured storage.

E. The courier will sign a logbook in Agent Cashier Office and Canteen Service documenting return receipt of the locked bag (to include date, time of delivery, and name and signature of VA personal receiving the locked bag).

4. SCHEDULED PICK UP AND DELIVERIES:

A. Courier services will be required Monday through Friday. Pick-up time at the

Lebanon VAMC must be between the hours of 10:00 AM and 12:00 PM OR 12:30 PM and 2:30 PM.

B. All deposits must be delivered to the bank before 3:00 PM and the package returned to Lebanon VAMC by 3:30 PM to make electronic transmission to the Federal Reserve Bank.

5. FEDERAL HOLIDAYS: The ten (11) holidays observed by the Government are:

New Year’s Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day and any other day specifically declared by the President of the United States to be a national holiday.

6. INSURANCE: The contractor shall meet all requirements of Federal, State and City code regarding operation of this type of business. The contractor shall be responsible for protecting the personnel furnishing the services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel, as a minimum: workers compensation, income tax withholding, and social security payments. The parties agree that contractor personnel shall not be considered VA employees for any purpose and shall be considered employees of the Contractor.

Contractor must possess at least the minimum amount of liability insurance for operation of courier services within the State of Pennsylvania and Ohio.

Contractor must be bonded for $7,000.00 and provide the Contracting Officer a notarized copy of coverage prior to contract award.

7. LOSSES: The contractor agrees to assume liability, as hereinafter limited, for any loss, plus damage or destruction of property (hereinafter called “loss”) from the time it is received by him/ her until such time as it is delivered to the consignee designated by the VA to receive same, or, in the event of non-delivery, until its returned to the VA; but the contractor does not assume liability for the property while in safe(s) on VA’s premises.

The sole liability of the contractor in the event of loss for whatever cause except as hereinafter limited, shall be payment to the VA of the declared value as appears on the shipment document. If shipment is lost or stolen, contractor shall immediately notify the Contracting Officer, who will in turn notify the Chief Financial Officer, who will in turn notify the Associate Director of the Facility.

The VA, in the event of loss or destruction, will cooperate to the fullest extent to which it is capable in reconstructing checks constituting a part of said loss and as to said checks, the contractor’s liability except as limited herein above shall be the payment to the VA of:

A. Reasonable costs necessary to reconstruct the checks plus when the checks are reconstructed, any necessary costs incurred because of stop payment procedures, or any other means to remedy damages. The face value of check which cannot be reconstructed.

B. It is understood and agreed by the parties of this contract that the words “reconstruct, reconstructs, and reconstructed” shall mean to identify the maker or the endorser of each. It is further understood and agreed that the word “shipment” wherever used in this agreement, shall mean a single consignment of one or more items of property from one shipper at a time, at one address to one consignee at one destination address. The VA agrees to notify the contractor, in writing, via certified mail, of any claim from loss within twenty-four (24) hours after loss is discovered or should have been discovered in the exercise of due care, and in any event within forty-five (45) days after delivery to the contractor of the property in connection with which the claim is asserted and unless such notice shall have been given, such claim shall be deemed waived.

8. INCLEMENT WEATHER PROVISION: The Contractor shall contact the COR or designee when the Contractor feels that weather indicates adjustment or cancellation of scheduled pick up/deliveries.

9. CONTINGENCY: If the contractor fails to furnish the required services within the time frames established, the Department of Veterans Affairs reserves the right to obtain the service from another source and to charge the contractor with any excess cost which may result there from.

10. CONTACT: The designee for main government point of contact will be provided at the time of award.

11. PERFORMANCE STANDARDS:

Performance standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets or does not meet these standards.

The Performance Requirements Summary Matrix, paragraph as provided below includes performance standards. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Required Services

(Tasks)

Performance Standards

Acceptable Quality Levels

Methods of Surveillance

Insurance

Continual coverage for personnel, liability, and bond (paragraph 6)

100% Random Review

Deliveries (timeliness)

Pick up and deliveries daily

(paragraph 4)

100% Random Review

Reporting

Maintain accurate log book

(paragraph 3)

98% Customer complaint