Sources Sought Notice 36C25725Q0669.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* AMARILLO TX-Armored Car Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 75137

SOLICITATION NUMBER* 36C25725Q0669

RESPONSE DATE/TIME/ZONE 06-23-2025 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 T. Torres ivan.torres1@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Amarillo VAMC Cashier Office Main Building 6010 Amarillo Blvd West Amarillo TX

POSTAL CODE 79106

COUNTRY USA

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 Amarillo 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

Pick-up/Delivery Schedule

Deposit Address Change Order Address

Change Order Amount

Deposit Amount

Amarillo VAMC 6010 Amarillo Blvd West Amarillo, TX 79106 Cashier Office Main Bldg. 1st floor

Mon. – Fri.

any time after 9:30AM and before 4:00PM (except federal holidays)

Change orders for the cashier and canteen are ONLY delivered to the cashier office.

Bank of America 8101 SW 34th Amarillo, TX 79109

Amarillo National Bank 410 S Taylor St Amarillo, TX 79101

Cashier:

Up to $5,000

Canteen:

Up to $50,000

Cashier:

Up to $200,000

Canteen:

Up to $75,000

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.

Amarillo VA policy on the possession of firearms and weapons states:

Except for Police Service personnel, members of law enforcement agencies of Municipal, County, State and Federal governments on official law enforcement related visits to the facility and private security agents who are licensed by the State of Texas and who are conducting official approved business on Veterans Affairs property, no persons on or entering the premises will have in their possession, in their vehicle, or under their control any weapon. Weapons can be described as any hand-held instrument specifically manufactured to supplement a person’s physical capabilities in defensive or offensive combat.

Although Texas law allows an individual to possess and carry both an openly displayed weapon and concealed weapon, Federal Law (18 USC 930) does not allow open carry of firearms on federal property and any permit to carry concealed firearms issued by the state is not valid. Persons with permits must not bring the weapons on Federal property on their person or in their vehicle. Weapons discovered will be confiscated as evidence, the person in possession may be charged under Federal code, and the weapon disposed of by Logistics.

If firearm(s) and/or weapon(s) are brought on federal property:

a. Introduction of weapons:

i. Armed law enforcement officers will stop at the Police Service prior to conducting official business in the Medical Center. Armed law enforcement officers who are not on official business will be advised that if the officer wishes to visit any patient care area they can place their weapon in a weapons locker prior to entering that area.

ii. Privately-owned firearms of patients being admitted to the facility will be accepted for safekeeping by Police Service only as a last resort when family members or other responsible persons who are legally able to possess a firearm are not available to remove the firearm from the facility for the patient. The firearm shall be made safe and processed in accordance with established evidence/safe keeping policies and procedures.

iii. To the maximum extent practical, a patient seeking admission who is in possession of any weapon should turn the weapon over to a family member or other responsible person to remove the weapon from Medical Center property. When the patient cannot remove the weapon from Medical Center property or transfer it to an accompanying family member or other responsible party, the weapon will be accepted for safekeeping by Police Service. The weapon shall be processed in accordance with established evidence/safe keeping policies and procedures.

iv. For those out-patients who are not being admitted or visitors who declare a firearm in their possession may be allowed to store their firearm in a weapon locker until they depart the facility. In these circumstances, VA Police, will explain the weapons policy and VA Regulation 1.218(b) 37. Possession of Firearms, and may issue a Courtesy Violation Notice (CVN), or if other mitigating circumstances exist a District Court Violation Notice (DCVN) may be issued or federal charges may be filed.

v. If a staff member or volunteer discover a Veteran or visitor in possession of a weapon or firearm immediately contact the VA Police by dialing the emergency number 66.

b. Weapon Confiscation:

i. Firearms discovered or confiscated on facility grounds will be preserved and stored as evidence when appropriate and or turned over to Logistics for disposition in accordance with Federal Property Management Regulations.

ii. A receipt for the firearm will be provided to the owner of the firearm, if known.

The contractor’s employees in execution of this contract must stop at the VA Police Department, located in the lobby of the main entrance, to be escorted to/from the agent cashier office. At that time, if necessary, can declare all weapons to the VA Police.

The contractor will provide a list of designated individuals [including photo of each], who will be responsible for the pick-up/delivery of monies to/from the cashier office, to the agent cashier office.

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 #1 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: An 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.

9. TIME SCHEDULE: The agent cashier/canteen staff or his/her designated representative may NOT request that the contractor return to the VA due to the fault of VA personnel not being ready for the schedule pick-up or provide service during other than normal duty hours (to include weekends and holidays). However, if the contractor arrives at the VA earlier than designated pick-up time in item #2 and the VA personnel are not ready, the contractor’s representative shall wait until the scheduled hours of pick-up.

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

Notice by 10:00 AM Central Time on Monday, 23 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