Secure Storage Vault Specifications
Attachment A
I. INTRODUCTION
A. This Invitation for Bid (IFB) is designed to provide prospective bidders with information on requirements associated with providing secure storage vaults in various locations across Pennsylvania for the Pennsylvania Office of Attorney General’s (“OAG”) forfeiture monies seized by the Bureau of Narcotics.
B. VENDOR REGISTRATION
In order to do business with the Commonwealth you must be registered in the SRM (Supplier Relationship Manager) system. Even if you are already an approved Commonwealth Vendor and have an SAP vendor number, you must still re-register within the SRM system in order to update your administrative information and/or submit a bid. Instructions on registration and bidding processes can be found at www.pasupplierportal.state.pa.us. If you have questions concerning SRM Procurement Vendor registration, they should be directed to the Department of General Services at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 1 or via e-mail at . Please note, SRM vendor registration does not mean that you will automatically receive this or any other contract with the Commonwealth.
C. BID AWARD
The bidder shall complete all requirements of the IFB (Invitation for Bid) electronically via the SRM system (www.pasupplierportal.state.pa.us) to qualify for the bid award. If you have questions concerning SRM Procurement Bidding process, they should be directed to the Department of General Services at (717) 346-2676 (Harrisburg area) or (877) 435-7363 (toll free) and select option 2 or via e-mail at .
Bids will be awarded based on a lump sum award.
The awarded contract/purchase order quantities herein are estimated only and may increase or decrease based upon on the service requirements of the OAG. The awarded bidder shall be paid at the unit price for actual work performed.
D. RECEIPT AND OPENING OF BIDS
1. Bids must be submitted prior to the Bid Closing Date and Time affixed in the IFB. Bids submitted after the Bid Closing Date and Time will not be considered for award.
2. Bids must be submitted electronically through the SRM system (www.pasupplierportal.state.pa.us). NOTE: Supplier’s electronic bid reflecting “Held or “Saved” status is not a complete submitted electronic bid. Therefore, the “Held” or “Saved” electronic bid shall not be considered for bid award due to the fact that the “Held or “Saved” electronic bid cannot be accessed or reviewed by the Issuing Office at Bid Opening Date and Time affixed in the IFB.
E. BID RESULTS
Bidder can obtain bid results by accessing the DGS website www.dgs.state.pa.us.
II. SPECIFIC REQUIREMENTS
A. CONTRACT PERIOD
The term of the initial purchase order is 12 months and will commence upon the final approval of the contract/purchase order.
B. OPTION TO RENEW
The purchase order or any part of the purchase order may be renewed for up to four (4) additional one-year periods by mutual agreement between the OAG and the awarded contractor. If the purchase order is renewed, the same terms and conditions set forth in the original purchase order shall apply.
C. OPTION TO EXTEND
The OAG reserves the right, upon written notice to the contractor, to extend the contract/purchase order or any part of the contract/purchase order for up to 3-months upon the same terms and conditions. This will be utilized to prevent a lapse in contract coverage and only for the time necessary, up to 3-months, to enter into a new contract/purchase order. There will be no price change made in the 3-month option to extend period.
D. PRICE ADJUSTMENTS
The awarded bid price shall remain firm for the first twelve months of the contract/purchase order term. Either party may make written request to the other party for an annual price adjustment in each subsequent contract/purchase order renewal period. The request must be transmitted so that the other party receives the price adjustment request no later than 4 months prior to the contract/purchase order term date.
For each subsequent renewal period, the contract/purchase order price may be adjusted by the previous years 4th quarter percentage change in the Employment Cost Index (“ECI”) for Table 5, Total Compensation (Not Seasonally Adjusted) for Private Industry Workers, Occupational Group, Service Occupations. The ECI percentage change for the 4th quarter of the previous year to the contract termination year will be used to decide the percentage adjusted change for the next contract. IE… if contract termination date is June 30, 2016 then the 4th quarter percentage from year 2015 will be applied. If the Services Occupations series data is missing or has been discontinued, the requesting party shall cite the Private Industry Workers, All Workers.
If the percentage change in the ECI exceeds 5% during any renewal period, and a party wants to adjust the price in accordance with the change, the requesting party shall submit written documentation to the other party to justify the price adjustment request. If the receiving party disputes the documentation’s applicability to the contract/purchase order, the receiving party shall ask the Department of General Services to establish a new fair market price for the upcoming renewal period.
E. INSURANCE
Contractor, at their expense, shall procure and maintain, during the term of the contracted services and any service renewal or extension periods thereof, the following types of insurance, issued by companies acceptable to the OAG and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:
1. Public Liability and Property Damage Insurance to protect the Commonwealth, Office of Attorney General, the Contractor, and any and all subcontractors from claims for damages to property including the loss of use resulting from any property damage, which may arise from the activities performed under the contracted services or the failure to perform under the contracted services, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The coverage amounts shall be up to at least (10) million dollars per occurrence. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, OAG, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth, OAG. A copy of said policy must be provided by the vendor to whom the contract is awarded.
F. BACKGROUND CHECKS
The selected Contractor shall conduct, at its expense, a national pre-employment Fingerprint based criminal background check; and a Commonwealth of Pennsylvania (CWOPA) pre-employment fingerprint based criminal background check for all employees utilized under this contract and annually thereafter for all employees’ that will work directly with this contract.
The selected Contractor will not utilize anyone who is under arrest or indictment for a crime involving domestic violence, a felony level offense and or any crime meeting the definition of a federal felony during any time while under contract for this service. If any potential or current employee of the selected Contractor shall be found to have an arrest, indictment and/or conviction for a crime in which the possible maximum incarceration is longer than twenty-three months (23 mo.), that person shall not provide any services under this contract.
G. DRUG SCREENINGS
The selected Contractor shall conduct, at its expense a pre-employment drug screening for all its employees’ utilized under the contract and quarterly thereafter for all employees’ assigned to this contract. The selected Contractor will notify the Commonwealth immediately, if any employee assigned to the contract has a positive outcome on any drug screening test, and those employees will be removed from providing services under this contract.
H. SUB-CONTRACTORS:
The awarded Contractor shall not use sub-contractors to provide the actual storage of forfeited monies under the contract resulting from this IFB.
I. COST LINE ITEMS:
The Pennsylvania Office of Attorney General will only pay for actual services rendered.
The bid will have multiple lines. Line 1 will be the monthly storage fee per $1,000 stored. Line 2 will be the flat Verify Count Fee per deposit. Line 3 will be Verify Count Fee per $1,000 deposited. Line 4 will be the flat rate Discrepancy Fee. Line 5 will be the Counterfeit Fee per bill received. Line 5 will be the dedicated truck fee per hour to transport currency. Please add attachment that states what/if any minimum hour requirements exist for Line 5. Please note that it is not intended to use a dedicated truck however, we want to be covered in the case a need for such service arises. If billing structure or fees vary from the line items detailed above, please attach a spreadsheet that details each charge along with a description of what the charge is for.
J. ENDORSEMENTS
The awarded contractor shall not advertise or publicize in any way a written or verbal endorsement that their services are being used by the OAG without the written approval of the OAG.
K. SENSITIVE INFORMATION/NEWS RELEASES
Except as enumerated below, the awarded contractor shall not:
1. Publish or otherwise disclose, except to the OAG and except matters of public record, any information or data obtained during the course of performance under the service purchase document, except with the consent of the OAG.
2. Release news relating to the performance of this service purchase document unless prior approved by the OAG. The OAG reserves the sole right to issue news releases regarding any incidents that may occur during the service purchase document term.
L. CONFIDENTIALITY
The awarded contractor shall be bound to confidentiality of any information its employees may become aware of during the course of performance of contracted tasks. Consistent and/or uncorrected breaches of confidentiality may constitute grounds for cancellation of the service purchase document.
M. TAXES
The OAG is exempt from all excise and sales taxes (No tax shall be included in the bid costs).
N. BILLING
The awarded Contractor shall designate a person or persons who will act as liaison with the OAG for all matters of compliance and payment. The representative(s) of the awarded Contractor shall communicate with OAG staff prior to implementation of this agreement, and on a regular basis (i.e., daily, weekly, monthly, etc.), to coordinate requirements of this agreement.
O. CONTRACTOR COMPLIANCE
1. Contractor shall certify that it is not currently under suspension or debarment by the Commonwealth, any other state, or the federal government.
2. Non-Compliance of any provision of this Contract will be cause for the termination of the Contract at the discretion of the OAG.
III. SERVICE SPECIFICATIONS
A. SECURE STORAGE VAULT
The Bureau of Narcotics of the Pennsylvania Office of Attorney General (OAG) has a need for a secure storage location for confiscated forfeiture monies that are seized by the Bureau of Narcotics. Additional requirements for this service include:
1. Three (3) storage areas across the Commonwealth of Pennsylvania required. These sites shall be geographically located in the eastern, central, and western parts of the state. Preferred locations would be in the Pittsburgh area, the Harrisburg/Lancaster area and the Allentown/Bethlehem area.
2. One (1) dual locking, metal container at each site that measures approximately 40" x 40" x 40". A second container should be available to the Bureau of Narcotics in the event that the first container reaches capacity. Reasonable notice would be given for the need for a second container.
3. The storage site should be directly accessible to the OAG Bureau of Narcotics members in a pre-notification manner, Monday through Friday during normal business hours.
4. Only OAG Bureau of Narcotics agents shall have direct access to the contents of the metal storage container.
B. CURRENCY EXCHANGE
Once the need for storage of any portion of the currency ceases, the storage facility will provide the following services at the request of the PA Office of Attorney General.
1. Provide an accurate count of the currency to be removed from the storage container. This should be done in the presence of at least one (1) OAG Bureau of Narcotics agents, and
2. Convert the counted currency into a cashier's check that is then given to the OAG Bureau of Narcotics agents, or
3. Accept the counted currency as a deposit and then conduct a wire transfer of the deposit amount into the Pennsylvania Office of Attorney General Financial Investigation/Asset Forfeiture Unit bank account.
Exemptions from Federal Cash Transaction Reports and Suspicious Activity Reports and no requirements for OAG Bureau of Narcotics agents to provide personal biographical information when conducting business with the storage location vendor.
Agency Contract Administrator:
NAME: Kathleen Garrett
TITLE: Asset Forfeiture Administrator
PHONE: (717) 712-2035
Agency Procurement Officer
NAME: Alecia Peddigree
TITLE: Purchasing Agent
PHONE: (717) 787-3804
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