Sources sought notice 36C25725Q0653.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* CTX Armored Car Service

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 75137

SOLICITATION NUMBER* 36C25725Q0653

RESPONSE DATE/TIME/ZONE 06-17-2025 10 am CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* V127

NAICS CODE* 561613

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 17 North Texas Healthcare System Regional Procurement Office West (RPO-W) 124 E. Hwy 67, Suite 100 Duncanville TX 75137

POINT OF CONTACT*

Contract Specialist Ivan Torres ivan.torres1@va.gov

PLACE OF PERFORMANCE

ADDRESS Temple, Waco, Austin

TEXAS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This Sources Sought Notice is being conducted by the Network Contracting Office (NCO) 17 at 124 E HWY 67 Suite 100, Duncanville, Texas 75137 to identify sources that can provide: Armored Car Services for the Central Texas Veterans Health Care System.

• Specification requirements: The contractor, licensed in the State of Texas, shall provide all personnel, supervision, transportation (armored car vehicles) and other items and services necessary to perform the driving, pick-up, and delivery of cash and other monetary documents (i.e. checks, change orders, etc.) from the location(s) specified below.

1- SCHEDULE OF SERVICES:

VA Medical Center

• Integrated Clinical Facilities (ICF)-Temple: Pick up from Bank of America Dallas Cash Vault for delivery to Agent Cashier’s office, VA Medical Center, 1901 S. 1st Street, Building 163, Temple, TX, and pick up deposit from Agent Cashier’s office for delivery to Bank of America. Service shall cover one

(1) pick up and one (1) deposit each workday, Monday thru Friday excluding Federal Holidays.

• Integrated Clinical Facilities (ICF)-Waco: Pick up from Bank of America Dallas Cash Vault for delivery to Agent Cashier’s office, VA Medical Center, 4800 Memorial Drive, building 4, Waco, TX, and pick up deposit from Agent Cashier’s for delivery to Bank of America. Service shall cover one (1) pick up and one (1) deposit each workday, Monday thru Friday excluding Federal Holidays.

• Integrated Clinical Facilities (ICF)-Austin: Pick up from Bank of America San Antonio Cash Vault for delivery to Agent Cashier’s office, VA Medical Center, 7901 Metropolis Drive, Austin, TX and pick up deposits from Agent Cashier’s office for delivery to Bank of America. Service shall cover one (1) deposit each Monday, Wednesday, and Friday, excluding Federal Holidays. Next day banking deposit is acceptable.

Change Order Amount

• Cashier: Up to $5,000

Deposit Amount

• Cashier: Up to $5,000

Pick-up/Delivery Schedule

• Mon. – Fri. any time after 9:30AM and before 4:00PM (except federal holidays)

• Change orders for the cashier are ONLY delivered to the cashier office.

2. SECURITY: The contractor personnel shall observe and adhere to all applicable federal, state and municipal laws, codes and regulations relating to the performance of this contract. All firearms shall be holstered or secured while inside the medical center.

3. DEPOSITS: The contractor is required to pick-up/deliver the deposit to the financial institution designated in the schedule of services listed in item #1 by next business day.

A. The VA will:

a. Place all checks and currency order slips in a self-sealing shipment bag.

b. Maintain a sequential folder of shipment of valuables forms detailing the date of shipment, the amount shipped, the number of the bag used for the shipment, the signature of the person preparing the shipment, and the signature of the contractor’s representative picking up the shipment.

B. The Armored Car Personnel will:

a. Sign the VA agent cashiers’ shipment of valuables form upon pick-up of self-sealing shipment bags containing daily deposits.

b. Maintain their own log of all shipments delivered to this facility, which the cashiers will verify and sign.

4. CHANGE ORDERS: The VA agent cashier will call change orders into the financial institution designated in the schedule of services listed in item #2 as early as possible so the bank can have it prepared before noon. The armored car contractor will pick up the change order and deliver to the VA cashier office on the next business day. If change orders aren’t called in early enough and/or prepared by the bank timely for pick up, then the contractor will pick up the change orders on the next business day and deliver the following business day. Additional unscheduled trips may be required, with no more than two per month.

5. PERSONNEL: The contractor shall provide personnel who possess the skills, knowledge, and training to satisfactorily perform the services required by this contract. The contractor has the sole responsibility of training, providing uniforms, equipping, supervising and discharging of all employees.

6. LICENSE: A unexpired copy of the contractor’s State of Texas license, to operate as an Armored Car Company, must be provided to the VA contracting officer (CO). If at any time the contractor is no longer licensed through the State of Texas, then this contract is automatically terminated.

7. LOSS: The contractor will be liable for the loss of shipments delivered into its possession if they should fail to deliver shipments to the consignee(s) in the same condition as when delivered to and receipted for by the contactor. A receipt by the consignee(s) shall be conclusive evidence that supplement was received securely sealed and that the package(s) were free from any cuts, holes, or other defects which could permit a loss of the contents. All deposits will be transported in a locked bag.

8. Liability Insurance: It is understood and agreed that the maximum liability shall not exceed five hundred thousand dollars ($500,000.00) per trip and vehicle insurance in the same amount. Liability shall commence when deposits have been received into the contactor's possession and shall terminate when same have been delivered to the consignee, provided, however, that in any case where any deposits are delivered to the contactor not distinctly and securely sealed, the contactor shall not be liable for any shortage claimed in such deposit. In the case where change is returned, the same policy shall apply.

Proof of insurance is required prior to commencement of services.

Evidence of Coverage: Before commencing work under this contact, the contractor shall furnish the Contracting Officer with certification from his insurance company indicating proof of proper coverage by bond on all risk insurance against theft and/or loss of goods, materials, cash, checks or other securities totaling up to five hundred thousand dollars ($500,000.00) entrusted in his care by the VA Medical Center. Bidder will provide a certificate of insurance evidencing its all-risk coverage.

1. If this is a service your business can provide, please respond to this Sources Sought

Notice by 10:00 AM Central Time on Tuesday, 17 June 2025.

2. The intent of this notice is to establish sources to define the procurement strategy (e.g. set-aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested contractors are requested to respond in accordance with the following:

Please respond to this notice if you can provide the Armored Car Services described in the table in the background section above. In the response, please cite your business size status.

If you have an existing GSA or VA, Federal Supply Schedule contract, please include the contract details in your response.

3. Please note that VA is particularly interested in determining the availability of Small Business. If your company is a small business manufacturer or distributor, please respond to this notice.

4. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g. if CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

5. Responses should include:

(1) Business Name

(2) Business Address

(3) Point of Contact

Name Phone Number E-mail Address

(4) SAM UID Number

(5) NAICS code

(6) Business Size: SMALL or LARGE

(7) Type of Business: SERVICE-DISABLED VETERAN OWNED

(SDVOSB), VETERAN OWNED (VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc.

(8) Letter stating OEM authorized dealer, authorized distributor or authorized reseller for the proposed equipment and/or services if applicable

(9) GSA/FSS Contract Number if applicable

6. All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above-noted requirement.

Send responses to Ivan Torres, ivan.torres1@va.gov

DISCLAIMER: This notice is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this notice.

End of Document