SOLICITATION NOTICE
R -- Austin, TX Courier Service - Request for Quotes TIRMS-10-Q-00090 - Statement of Work
- Notice Date
- 8/27/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 492110
— Couriers and Express Delivery Services
- Contracting Office
- Department of the Treasury, Internal Revenue Service (IRS), Field Operations Branch Midstates (OS:A:P:B:M), 4050 Alpha Road, 1800 MSRO, 9th Floor, Dallas, Texas, 75244-4203
- ZIP Code
- 75244-4203
- Solicitation Number
- TIRMS-10-Q-00090
- Archive Date
- 9/17/2010
- Point of Contact
- Jennifer J. Beecher, Phone: 972-308-1956, Vica M Mowery, Phone: 972-308-1974
- E-Mail Address
-
jennifer.j.beecher@irs.gov, vica.m.mowery@irs.gov
(jennifer.j.beecher@irs.gov, vica.m.mowery@irs.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Statement of Work for Austin, TX Courier Services Request for Quotes for Austin, TX Courier Services Request No: W-0-W2-22-RC-C00 This is a combined synopsis/solicitation prepared in accordance with the format in FAR 13.105 and as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and written solicitation will NOT be issued. The closing date for price quotes is 12:00 p.m. (CST), Thursday, September 2, 2010. The associated North American Industrial Classification System (NAICS) code for this procurement is 492110 with a small business size of 100 employees. This requirement is a 100% Small Business set-aside and only qualified offerors may submit a quote. SCA Wage Determination #05-2503 Travis County is associated with this service. The Internal Revenue Service requires the following specifications must be met to perform courier services: STATEMENT OF WORK AUSTIN COURIER SERVICE A. ORGANIZATION IDENTIFICATION Internal Revenue Service Austin Submission Processing Center Receipt and Control Operations 3651 S. Interregional Highway Austin, Texas 78741 B. BACKGROUND INFORMATION The Internal Revenue Service (IRS), Austin Submission Processing Center (AUSPC), is required to deposit all tax revenues collected daily in the U.S. Bank delivery site / Brinks Services, 1400 Smith Rd. Ste A101, Austin Texas, in a timely manner. Professional, responsible couriers are required to provide dedicated service to transport the deposits to the Bank drop point in a secure vehicle. The packages to be delivered contain deposit slips, endorsed checks, and complete documentation, including identification of taxpayers and amounts and types of remittances. C. DESCRIPTION OF SERVICES 1. Pick Ups and Deliveries a) The courier service shall report to 3651 S. Interregional Highway, door number eight guard station, at 4:30 p.m., daily Monday through Friday, during the non-peak period of May 1 through March 30, for each year of the contract. During the peak period between April 10 through April 28 for each contract year, the couriers shall report on the days and times as established by the Internal Revenue Service each year to cover a two (2) week period: Example for year 2010: Dates: April 12 through April 26 Days: Sunday through Saturday Times: 4:30 p.m. Delivery of the deposit package shall be made to the Bank drop point located at Austin, Texas. The delivery contact and address is: Brinks 1400 Smith Rd. Ste A101 Austin, Texas 78721 b) Courier services are normally not required on Federal holidays. In the event that courier services are required on a Federal holiday, the courier shall perform regularly scheduled services after notification by the Contracting Officer’s Technical Representative (COTR) at least 24 hours in advance of the holiday. c) During Peak periods, Saturday and/or Sunday pick ups may be required. d) In the event that the deposit is not ready for pick up when the courier arrives, the courier shall wait up to 30 minutes beyond the established pick up time, at no additional cost. If the delay exceeds 30 minutes from the established pick up time, the courier may be asked to wait or the pick up time will be rescheduled, depending on the amount of time until the deposit is ready to be released. e) The couriers shall also provide occasional one-time services on an on-call basis. The COTR will notify the contractor at least 12 hours in advance of all requirements for occasional one-time services. f) Additional requirements and instructions concerning schedule compliance are set forth in Additional Services. g) IRS personnel will annotate a register with the courier’s actual arrival and departure times. Shipments may vary from one to 25 boxes, which weigh approximately six pounds each and are 3’ long x 8” wide x 4” high. The average non-peak shipment is less than five boxes. Only sealed packages shall be accepted by the contractor. The couriers will be furnished a Receipt for Transport of IRS deposits (Form 10160) for each shipment, which shall include dates, actual pick up time and applicable signatures and initials. h) The couriers shall provide dedicated services. It is not acceptable to include additional pick-ups and deliveries while in possession of the Government package(s). The couriers shall be allowed from 20 minutes (normal driving time) to 30 minutes to deliver the shipments to the bank drop site. i) The courier shall take the shipment to the Bank drop point located at Austin, Texas. Upon delivery to the bank drop site the courier shall have the Form 10160 stamped with the time and date of delivery. The Form 10160 will be returned to the designated AUSPC personnel during the next scheduled pick up. The contractor shall also pick up any boxes and bags at the Bank for delivery to AUSPC during the next scheduled pick up, as required. 2. Shipment Inspection and Acceptance a) The IRS is responsible for ensuring that all packages to be shipped are securely sealed and clearly tagged, with the delivery and return addresses. The couriers shall reject shipments containing any open or unsuitably packaged boxes and shall allow the IRS 20 minutes to repair or replace the unsuitable packaging. b) Courier Service employees must review to ensure information on Form 10160 is accurate by verifying package seal numbers on mailbags and sign it to take possession of the deposit. D. PERFORMANCE REQUIREMENTS 1. Liability for Loss and Theft a) The contractor shall be fully liable for each depository shipment. Contractor liability shall commence when each shipment has been received into the courier’s possession, and shall terminate when the courier has delivered the same to the designated consignee. b) The courier service must have insurance coverage valued at $1,000,000.00, made payable to IRS, to cover the costs to reconstruct a lost, stolen, or destroyed deposit. c) Upon request by the Contracting Office, the contractor shall furnish evidence of its insurability in accordance with the preceding paragraph prior to contract award. A Certificate of Insurance evidencing the required coverage shall be provided to the Contracting Officer prior to the commencement of any services under this contract. Upon policy expiration, renewal certificates shall also be provided during the term of the contract. The contractor shall report any insurance policy cancellation, or any material change adversely affecting the Government’s interest, by written notice to the Contracting Officer at least 30 days in advance of the cancellation or change, or as soon as the contractor has knowledge of the cancellation or change. d) The contractor shall insert the substance of this clause in all subcontracts under this contract and shall require such subcontractors to provide evidence of and maintain insurance in accordance with paragraph (a) of this clause. At least five days before the commencement of work by any subcontractor, the contractor shall furnish to the Contracting Officer evidence of such insurance. 2. Minimum Hourly Wage Rates a) The Service Contract Act of 1965 applies to this contract. Wage Determination, No. 2005-2503, Revision 8, specified the minimum hourly wage rates to be paid to all employees who provide services under this contract. Updates and/or revisions to the current Wage Determination may supersede prior editions and may be incorporated into this contract as required by unilateral modification. b) The current Department of Labor Wage Determination is attached to this contract. 3. Vehicle Qualifications The contractor shall utilize only fully securable vehicles for performance of services under this contract. All vehicles must adhere to the following requirements: a) The vehicles must be maintained and in good condition, both in appearance and working order. b) The vehicles must be state-registered and meet the minimum safety standards of the licensing state. c) The vehicles must be steel framed and doors must be able to be secured from both inside and outside. d) The area of the vehicle in which the Government package(s) are placed must be clean, debris free and without containers, tarps or other items. e) All IRS deposits must be transported within the locked area of the 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. 4. Identification In order that IRS personnel and IRS guard service may properly identify those couriers who report to AUSPC to pick up the depository shipments, all courier personnel shall: a) Display on their person a picture identification badge that clearly identifies them as authorized messengers for the courier service contractor. b) Wear Company logo uniforms. The IRS guard service and IRS employees will validate the courier employees against the Courier Deposit Access List (CDAL), described in Section 5 of this Statement. 5. Courier Service Requirements/Responsibilities All contractor personnel considered for use on the contract must undergo an appropriate background investigation in accordance with the provisions of IRM 1.23.2, Contract Investigations. The Government will provide necessary forms for processing of the investigations; it will be the contractor’s responsibility to ensure that all required forms are submitted to the Government as specified by the COTR. Contractor employees who undergo Minimum Background Investigation checks, which reveal, but are not limited to the following, may be unacceptable under this contract: conviction of a felony, a crime of violence or a serious misdemeanor, or a record of arrests for continuing offenses. The IRS reserves the right to approve Contractor employees based on the results of their background investigations. a) All courier service employees designated to transport IRS deposits and/or requiring access to the IRS site and those officers of the firm who, for any reason, may visit the work site, shall be required to: i. Satisfy the requirements for a Basic Investigation as defined in IRM 1.23.2.2.8.1.1 and conducted by IRS personnel, prior to being granted access to the IRS Site, which includes: • FBI fingerprint and name check • A completed SF-85P – Questionnaire for Public Trust Positions • FCRA Credit Release • Form I-9 - Employment Eligibility Verification • Additional paperwork as needed ii. Be a United States Citizen or have Lawful Permanent Resident Status (LPR). iii. Be bonded/licensed b) The Contractor shall ensure that the courier service prohibits immediate family members or extended family members who are residing in the same domicile from traveling together in the same courier vehicle while transporting IRS deposits. Any violation of this requirement may be cause for immediate termination of the contract. i. To ensure compliance, the couriers will be asked to complete the “Courier’s Additional Disclosure Statement (CADS).” The statement must include: • Name(s) and relationship(s) of all immediate family members or extended family members residing in the same domicile who perform courier duties. • Printed or typed name of the courier. • Signature of the courier. • Signature of the courier service authorizing official and date. ii. The CADS must be updated annually or when there is a change in the courier’s status. The Submission Processing COR must be notified within 24 hours of a change in the courier’s status. c) Upon the awarding of the contract, IRS, Austin Submission Processing, will contact the Contractor to start procedures for the basic investigations through NBIC. The Contractor must have a minimum of five couriers with NBIC checks with interim and final access approval. The granting of an interim clearance to any individual shall not be considered as assurance that full clearance will follow as a result or condition thereof and the granting of either temporary or full clearance shall in no way prevent, preclude or bar the withdrawal or termination of any such clearance by the Government. Under no circumstances shall the COTR permit an individual to transport the deposit prior to clearance. d) The Contractor shall provide the IRS with two (2) contact names (a primary and an alternate), telephone numbers, and pager/cell phone numbers, if applicable. Also, the courier service must provide the IRS with a 24-hour emergency telephone number and name of the person to contact during non-business hours. The courier service must notify the IRS within 24-hours of any change in contact persons and/or telephone numbers. e) Two courier employees are required for each pick up from IRS and delivery to the designated drop off. One courier shall remain with the deposit and have direct control of the deposits at all times. No deposits may be left unattended in the vehicle, even if locked, at any time. f) The IRS prohibits any deposit packages and/or containers to be transported by walking or by bicycle. g) Deposits shall not be transferred to another courier or courier vehicle after the deposits are picked up, except in emergency situations, such as vehicle breakdown. The courier shall notify the COTR, within 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 must contain appropriate IRS contact names and phone numbers, and radio or telephone equipment. h) Only authorized bonded or insured courier employees may be in the vehicle during IRS pick ups and deliveries. i) Courier shall provide the IRS with bonding or insured certifications. j) Courier shall provide a monthly Courier Deposit Access List (CDAL). The CDAL must contain the courier service employees designated and approved to transport the deposits, on a signed Contractor’s official dated letterhead, with the following information: i. Employee’s Typed Name ii. Employee’s Title iii. Employee’s Signature iv. Employee’s Social Security Number v. Employee’s Photograph k) The courier shall ensure the CDAL is current by notifying the designated AUSPC representative or alternate within 24 hours, by facsimile transmission: i. When a courier service employee, who appears on the CDAL has been discharged from his/her duties. ii. When a new courier service employee has been hired to provide services specified herein and approval has been granted for access to the site. l) Courier shall provide an updated replacement list to the IRS every twelve (12) months during the term of the contract. m) Courier shall provide each employee with a printed and laminated identification card (badge) containing the following information that is consistent with the CDAL information provided to the agency. i. Employee’s Typed name ii. Employee’s Title iii. Employee’s Signature iv. Employee’s Photograph v. Company Name n) Courier service shall notify the IRS immediately when established time frames cannot be met. o) Courier service shall be dedicated to the IRS and cannot perform other pick ups and/or deliveries while in possession of the IRS deposits. p) Courier service shall deliver IRS deposits the same day. No overnight deliveries. q) Courier shall provide ad-hoc pick ups upon notification by IRS. E. DISASTER PLANNING The contractor shall provide to the IRS, prior to the implementation of the contract, a Disaster Contingency Plan. The contingency plan must address what alternative actions the courier will implement to fulfill its obligation in the event of employee strikes, inclement weather, natural disaster, traffic accident and unforeseen events. This plan will be provided to the IRS Contracting Officer with the proposal and COTR listed in Section I below upon award. F. DELIVERY SCHEDULE The courier shall have 20 minutes (normal driving time) to 30 minutes (rush hour driving time) to deliver each deposit to the Bank drop point. The schedule of times is shown below. Non-peak periods are from May 1 through March 30. Peak periods are approximately April 1 through April 30. These dates may fluctuate and are subject to minor revisions. The COTR will notify the contractor of any revisions to these periods at least 48 hours in advance of the required change. Minor revisions to the terms of the peak and non-peak periods will not constitute change orders under this contract. Non-Peak Periods – May 1-March 30 (Approximate Dates – One Daily Deposit) Depart AUSPC Arrive Drop-point Monday - Friday 4:30 p.m. - 5:00 p.m. Tolerance Arrival: 4:50 p.m. Peak Periods – April 1-April 30 (Approximate Dates – One or Two Daily Deposits) Depart AUSPC Arrive Drop-point Monday - Friday 4:30 p.m. - 5:00 p.m. Tolerance Arrival: 4:50 p.m. Saturday and Sunday 4:30 p.m. - 5:00 p.m. Tolerance Arrival: 4:50 p.m. The Government reserves the right to alter the above schedule by changing the pick up and delivery times by increasing or decreasing services. Any such changes to the scope of work will be incorporated by modification issued by the Contracting Officer. G. ADDITIONAL SERVICES 1. Federal Holidays The above schedule may or may not include the following official Federal Holidays: New Years Day, Martin Luther King Jr’s Birthday, President’s Day, Columbus Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, and Christmas Day. The COTR will notify the contractor at least 24 hours in advance of all requirements for holiday services 2. One-Time Services The Government may also require special one-time services on an on-call basis. The COTR will notify the contractor at least 12 hours in advance of all requirements for one-time services. H. PERIOD OF PERFORMANCE The period of performance shall be October 1, 2010 through September 30, 2011, with one (1) optional renewal periods as follows: Base Year: 10/01/2010 to 09/30/2011 Option Year One:10/01/2011 to 09/30/2012 I. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR) The COTR for this contract is: Janice Overton-Hunter 3651 S. Interregional Hwy Mail Stop 6058 AUSPC Austin, Texas 78741 Phone: 512-460-7300 The Alternate COTR is: Mary Lanier, 512-460-8355 3651 S. Interregional Hwy Mail Stop 1066 AUSPC Austin, Texas 78741 Phone: 512-460-8355 The COTRs will represent the Contracting Officer in the administration of technical details within the scope of this contract. The COTRs are also responsible for the final inspection and acceptance of all reports and such other responsibilities as may be specified in the contract. The COTR is not otherwise authorized to make any representations or commitments of any kind on behalf of the Contracting Officer of the Government. The COTR does not have the authority to alter the Contractor’s obligations or to change the contract specifications, price, terms or conditions. If, as a result of technical discussions, it is desirable to modify contract obligations or the statement of work, changes will be issued in writing and signed by the Contracting Officer. The COTR assignment for this contract may be changed at any time by the Government without prior notice to the Contractor. The Contractor will be notified of the change. The courier service must understand and adhere to the following: As an independent contractor, the courier, under contract with the IRS, must fully understand that much of the information that is provided to the courier and its employees is privileged and legally and administratively restricted and falls under the provision of the Privacy Act of 1974 and Internal Revenue Code (IRC) Sections 6103, 7213 and 7431. The Privacy Act, the Safeguards and the Criminal/Civil Sanctions paragraphs specify the courier responsibility and liability regarding disclosure of this information. At the expiration of courier contract with the IRS the courier is required to return all documents in its possession to the Internal Revenue Service. J. DELIVERABLES Per this Statement of Work, the contractor shall provide the following written documentation to the IRS: 1. Evidence of Insurability - with the proposal and as needed to the Contracting Officer (CO). 2. Background Investigations information - after award and as needed/requested by the COTR. 3. Evidence of employee bonding - after award and as needed/requested to the COTR. 4. Service Plan – with the proposal and as requested by the CO and/or COTR. 5. Phase-In Plan – with the proposal and as requested by the CO and/or COTR. 6. Disaster Contingency Plan - with the proposal and as requested by the CO and/or COTR. 7. Past Performance References – with the proposal to the CO. 8. Owner and key employee’s experience – with the proposal to the CO. 9. Courier Deposit Access List (CDAL) – after award, monthly/as needed/annually to the COTR. 10. Receipt for Transport of IRS deposits (Form 10160) – after award, as specified after each delivery to designated AUSPC personnel. 11. Courier’s Additional Disclosure Statement (CADS) – after award and as needed/requested by the COTR. MILESTONES: •08/30/10 – Questions due by 12:00 Noon •08/31/10 – Answers out to all vendors by 3:00 pm •09/02/10 – Proposals due from vendors by 12:00 pm •09/10/10 – Anticipated Award date •10/01/10 – Courier Services to Begin All communication (questions, answers, and quotes) must be made with Jennifer Beecher through email (jennifer.j.beecher@irs.gov) or fax (972-308-1928). All FAR Clauses and provisions may be read electronically at http://acqnet.gov/far. The following clauses apply to and will be included in the ultimate award: •1052.224-9000A: Disclosure of Information-Safeguards •1052.224-9000B: Disclosure of Information-Safeguards •1052.224-9000C: Disclosure of Information-Safeguards •1052.224-9000D: Disclosure of “Official Use Only: Information-Safeguards” •1052.224-9001A: Disclosure of Information--Criminal/Civil Sanctions •1052-224.9001B: Disclosure of Information-Official Use Only •1052.224-9002: Disclosure of Information-Inspection •52.204-7: Central Contractor Registration •52.212-1: Instructions to List of Clauses •52.212-2: Evaluation-Commercial Items •52.212-4: Contract Terms and Conditions-Commercial Items •52.212-5: Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items •52.217-8: Option to Extend Services •52.217-9: Option to Extend the Term of the Contract •52.222-41: Service Contract Act of 1965, as amended •52.222-47: Service Contract Act(SCA) Minimum Wages and Fringe Benefits •52.228-5: Insurance--Work on a Government Installation •52.232-33: Payment by Electronic Funds Transfer--Central Contractor Registration. Your proposal will need to include a breakdown of all costs (ex. profit, G&A, wages for 2 driver couriers, insurance, vehicles, etc.) for each year. This job will include one run per day to the bank that is located less than 5 miles from the IRS location that the pickup will be made. Please compose your pricing breakdown to include 1 run per day during the Peak Period (between April 1-28), Off-Peak Period (April 29-March 31), and on Government Holidays for the base year and each of the 4 option years. It is mandatory that driver couriers are residents within the commuting area of Austin, TX. All drivers are required to have a background check by the IRS so please include their name, address, and phone number with your proposal. All background checks are required to be completed prior to performing the job. Telephone requests for copies of the FAR provisions and/or clauses will not be accepted. All offerors shall submit their written offers via email to: jennifer.j.beecher@irs.gov. Facsimile responses are also acceptable. Our facsimile number is: 972-308-1928. Please put all facsimile responses to: Attn: Jennifer Beecher. All written responses are due no later than 12:00 p.m. (CST), Thursday, September 2, 2010. All offerors are required to be registered in the Central Contractor Registration by August 31, 2010 to be eligible for award. Registration must be done online at www.ccr.gov.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/TREAS/IRS/IRSMPBAPFMS/TIRMS-10-Q-00090/listing.html)
- Place of Performance
- Address: Internal Revenue Service, Austin Submission Processing Center, Receipt and Control Operations, 3651 S. Interregional Highway, Austin, Texas, 78741, United States
- Zip Code: 78741
- Zip Code: 78741
- Record
- SN02258678-W 20100829/100827235959-30229cfd3e35a5502cd3547b2fbb065c (fbodaily.com)
- Source
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