REQUEST FOR PROPOSALS To Provide Armored Car Services Notice is hereby given that sealed proposals will be received at the Finance Department, until May 9, 2013 at 2:00 p.m., local time to provide Armored Car Services for the transport of monies and/or documents within and for the City of Richmond in accordance with the City of Richmond plans, specifications and contract documents. Proposals shall be delivered and addressed to the: City of Richmond, Finance Department Armored Car Services Attention: Antonio Banuelos 450 Civic Center Plaza Richmond, CA 94804 Any Bidder who wishes his proposal to be considered is responsible for making certain that his proposal is received in the Finance Department by the proper time. No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be considered. Proposals received after the scheduled submittal deadline will be returned unopened. The Bidder is responsible for seeing that any proposal submitted shall have sufficient time to be received by the Finance Department s Office before the submittal deadline. The receiving time in the Finance Department s Office will be the governing time for acceptability of proposals. Proposals must bear original signatures and figures. Contact. If you have any questions concerning these specifications, please call Antonio Banuelos at 510-620-6741, E-mail abanuelos@ci.richmond.ca.us. Evaluation Criteria. Proposals for Armored Car Services will be evaluated for: 1. Ability to meet specifications 2. References 3. Overall price Contract Award. Award will be made to the low responsive and responsible bidder. 1
Time Schedule Event Date RFP available to Prospective bidders April 19, 2013 Final Date for RFP Submission May 9, 2013 2:00 p.m. City Council Approval June 4, 2013 Anticipated Date for Start of Service July 1, 2013 Anticipated Contract term July 1, 2013 through June 30, 2016 With two (2) one year options. SCOPE OF WORK It is the intent of this Request for Proposals (RFP) to solicit proposals from qualified companies to furnish Armored Car Services for various City of Richmond departments as required within this RFP for a three (3) year period with two (2) one year options. Deposits The contractor shall pick up money, checks, securities and other items of monetary value (also referred herein as deposit ) at the locations specified in the Locations and Pricing Schedule Attachment A and make same day delivery to: Mechanics Bank Hilltop Mall Branch 3170 Hilltop Mall Rd. Richmond, CA 94806 Contractor shall pick up deposit from the specified locations within the two hour Preferred Time of Pick-up listed on the Locations and Pricing Schedule Attachment A. Pickup times may be adjusted by the City of Richmond in cooperation with the Contractor. The City will make the final decision on revised pick up times. Contractor shall provide special on-call pickups as needed as well as regularly scheduled pickups. Any day that falls on the last day of the month, the Contractor shall pick up from all locations and deliver same day to Mechanics Bank. Cash Control The contractor shall be liable to the City for all cash, checks, and other assets of any kind delivered by the City to the contractor. The contractor s responsibility for the safekeeping of each deposit will begin when the deposit has been received into the contractor s control. The contractor s responsibility will end when either the deposit has been delivered as directed by the City or the deposit has been returned to the City. The City's representative and contractor's guard shall agree upon the number of sealed deposit bags and the liability amount manifested for each pick-up. The City will place all 2
deposits into sealed, tamper evident bank deposit bags. More than one deposit may be put in a deposit bag. The contractor shall obtain a signed delivery receipt from the bank for each deposit. Pick-up Specifications The pick-up amounts are estimates. The actual pick-up amounts will vary and may exceed the estimated amounts. The Contractor shall indicate whether there are additional charges associated with these estimates. Location Changes The City may add or remove pick-up locations during the contract. The cost to the City for such additional pick-up locations shall be based on the same pricing formula used by the vendor in this bid. Excess Items Fees Contractor and City shall agree on whether there will be an additional charge for more than three (3) deposit bags per pickup. Guards and Vehicles Contractor shall provide armed, uniformed, properly licensed guards who have been trained and are experienced in armored car pick up and delivery service. A minimum of two such guards must be provided per vehicle. Guards shall be bonded and be a licensed Armed Courier Service and/or Armored Car Service Operator qualified to do business in the State of California and be able to secure the proper firearms permits in accordance with California State Bureau of Security and Investigative Service requirements. Guards must wear and present identification at all pick-up points. The Contractor shall have a valid license for the operation of Armored Cars issued by the California Highway Patrol. Vehicles used for services provided under the contract shall be owned and operated by the contractor at the contractor s expense. All motor equipment vehicles shall be properly armored and equipped for the service to be performed. No standard street vehicles such as non-armored automobiles, vans, light trucks shall be used. Only armored cars meeting the standards of the accepted industry definition of such vehicles will be acceptable. License Contractor must maintain a current California Highway Patrol license (CHP360AC) Armored Car non-transferable license to operate an armored car service and Special Vehicle Identification Certificate (CHP 301). Upon annual renewal of this license, Contractor shall forward a copy to the Purchasing Division. Insurance The successful contractor only will be required to furnish the City of Richmond with the Certificate of Insurance providing coverage as specified in the Insurance certificate Attachment C before commencement of work. 3
Days of Service Unless otherwise noted, service shall be rendered as previously noted, excluding the following City holidays: New Years Day (January 1st) Martin Luther King's Birthday (Third Monday in January) President s Day (Third Monday in February) Memorial Day (Last Monday in May) Independence Day (July 4th) Admission Day (September 9 th ) Labor Day (First Monday in September) Columbus Day (Second Monday in October) Veterans Day (November 11th) Thanksgiving Day (Fourth Thursday in November) Christmas Day (December 25th) In the event that a holiday falls on a Saturday, the preceding Friday shall be observed as the holiday. When the holiday falls on a Sunday, the following Monday shall be observed as the holiday. Contractor s Authorized Personnel Contractor shall provide each facility with a current photo signature list of certified personnel authorized to sign for shipments or an approved alternative. The contractor shall immediately notify each facility, in writing, of any additional authorized signatures or deletions of authorized signatures. This will allow the City to verify the driver is an authorized contact. Contractor s Holidays Contractor shall provide a listing of contractor s holidays and provide written assurance that there will be coverage that day if it is not also a City holiday References Bidders must submit three references from firms whom they have provided similar services within the past three years. These references must be submitted on Attachment B, Bidder References. The City of Richmond strongly recommends that the bidder contact each reference prior to submitting the bid, in order to confirm availability of the contact person listed, etc. All costs incidental to the purchase of armored car services must appear on the Locations and Pricing Schedule Attachment A. Submittals On a separate sheet (label each sheet as Submittal #1, etc.), provide the following information: 1. Describe the process your firm will use to provide written documentation for receipt of each deposit. 2. Provide example insurance documents. Provide a written statement listing any exceptions your firm is requesting to the City s insurance requirements. 3. Describe how changing fuel costs may affect the City s pricing. 4. Provide any additional information as needed to describe the services your firm will offer to the City. 5. Provide sample invoices showing all charges. 4
INSTRUCTIONS TO BIDDER PROPOSAL SUBMITTAL DEADLINE. The PROPOSA Submittal Deadline is May 9, 2013. Proposals must arrive in the Finance Department s Office, 450 Civic Center Plaza, Richmond, CA 94804, by 2:00 p.m., local time as shown in the following example: Armored Car Services City of Richmond, Finance Department s Office Attention: Antonio Banuelos 450 Civic Center Plaza Richmond, CA 94804 DO NOT OPEN Telephone, telegraphic, facsimile, electronic, and late proposals will not be accepted or considered. It is the Bidders' responsibility to see that their proposals have sufficient time to be received by the Finance Department s Office before the Proposal Submittal Deadline. PROPOSAL WITHDRAWAL. Bidders authorized representatives may withdraw proposals only by written request received by the Purchasing Manager before the Proposal Submittal Deadline. After that time, Bidders may not withdraw their proposals for a period of ninety- (90) days from the Proposal Submittal Deadline. At no time may the successful Bidder(s) withdraw its Proposal. LATE PROPOSALS. Proposals not received by the Proposal Submittal Deadline are late. Late proposals will be returned to Bidders unopened. PRICES, NOTATIONS, AND MISTAKES. All prices and notations must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who signs the Proposal. Prices shall be stated in units and quotations made separately on each item. In case of conflict, unit prices will govern. Where there is a conflict between words and figures, words will govern. QUESTIONS, INTERPRETATION, OR CORRECTION OF QUOTE DOCUMENTS. Bidders shall notify the Purchasing Division promptly of any error, omission, or inconsistency that may be discovered during examination of the solicitation. Requests for interpretation, correction, or clarification shall be made in writing to the Finance Department, 450 Civic Center Plaza, Richmond, CA 94804 by E-mail abanuelos@ci.richmond.ca.us. Questions regarding this solicitation must be submitted at least four working days before the Submittal Deadline. Any questions received after the deadline will not be addressed. Bidder s company name, address, phone and fax number, and contact person must be included with the questions or comments. Clarification, corrections, or changes to specifications. All clarifications, corrections, or changes, to the solicitation documents will be made by Addendum only. TERMS OF THE OFFER. City s acceptance of Bidder s offer shall be limited to the terms herein unless expressly agreed in writing by the City. Proposals offering terms other than those shown herein will be declared non-responsive and will not be considered. 5
SPECIAL PROVISIONS FOR SERVICES ACCESSIBILITY. The contractor shall fully inform himself regarding any peculiarities and limitations of the spaces available for the performance of work under this contract. He shall exercise due and particular caution to determine that all parts of his work are made quickly and easily accessible. AUTHORITY OF THE CITY. Subject to the power and authority of the City of Richmond as provided by law in this contract, the City shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The City shall decide questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder. BUSINESS LICENSE. The contractor under this Proposal is exempt from the City requirements for Business License under the provisions of RMC 7.04.161 Intercity transportation business. CHANGES IN WORK. The City of Richmond may, at any time work is in progress, by written order and without notice to the sureties, make alterations in the terms of work as shown in the specifications, require the performance of extra work, decrease the quantity of work, or make such other changes as the City may find necessary or desirable. The contractor shall not claim forfeiture of contract by reasons of such changes by the City. Changes in work and the amount of compensation to be paid to the contractor for any extra work as so ordered shall be determined in accordance with the unit prices quoted. COMPLIANCE WITH FAIR EMPLOYMENT PRACTICE ACT. Contractor agrees in accordance with Section 1735 and 1777.6 of California Labor Code, and the California Fair Employment Practice Act (Sections 1410-1433) that in the hiring of common or skilled labor for the performance of any work under this contract or any subcontract hereunder, no contractor, material supplier or vendor shall, by reason of race, color, national origin or ancestry, or religion, discriminate against any person who is qualified and available to perform the work to which such employment relates. CONTRACT INCORPORATION. This contract embodies the entire contract between the City of Richmond and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein. No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the solicitation, all addenda, all of Bidder s successful submittal, supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract. DAMAGE. The contractor shall be held responsible for any breakage, loss of the City s equipment or supplies through negligence of the contractor or his employee while working on the City s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the City of 6
Richmond any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract. EXAMINATION OF SPECIFICATION AND SITE. Bidder is expected to carefully examine the site of the proposed work and all Proposal specifications, documents, and forms. He shall satisfy himself as to the character, quality, and quantities of work to be performed, materials to be furnished and the requirements of the proposed specifications. HOLD HARMLESS. Successful Bidder agrees to indemnify, defend, and hold harmless the City of Richmond, it s governing body, officers, employees, and insurance carriers, individually and collectively, from all losses, claims, suits, demands, expenses, subrogation, attorneys fees, or actions of any kind in nature resulting from personal injury to any person (including bodily injury and death), or damage to any property, arising or alleged to have arisen out of Bidder s negligent acts, errors, omissions, or performance of the work to be performed under the terms of the contract if awarded. The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of indemnity in this paragraph. INDEPENDENT CONTRACTOR. In accepting this contract, Contractor covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor further covenants that, in the performance of this contract, no subcontractor or person having such an interest shall be employed. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the City of Richmond. It is expressly agreed by Contractor that in the performance of the services required under this contract, Contractor, and any of its subcontractors or employees, shall at times be considered independent contractors and not agents of City. INSURANCE REQUIREMENTS. Within ten consecutive calendar days of award of contract, Successful Bidder must furnish the City of Richmond with the Certificates of Insurance proving coverage as specified in the insurance certificate "Attachment C" and naming the City of Richmond, its officers and agents, Additional Insured by endorsement. Failure to furnish the required certificates within the time allowed will result in forfeiture of Bidder's Proposal Security. 7
City of Richmond PROPOSAL FORM For Armored Car Services The undersigned Bidder agrees he will contract with the City of Richmond to provide all necessary labor, supervision, equipment and other means to do all the work specified in the contract in the manner and time therein prescribed, and that he will take in full payment the amount set forth therein. Bidder acknowledges receipt of Addenda Number(s),,, and. The cost of all labor, material, and equipment necessary for the completion of the work itemized, even though not shown or specified, shall be included in the unit price for the various items shown herein. The City of Richmond reserves the right to increase or decrease the quantity of any item or omit items as may be deemed necessary, and the same shall in no way affect or make void the contract. When increases or decreases are made, appropriate additions or deductions from the contract total price will be made at the stipulated unit price. SEE ATTACHEMENT A LOCATIONS AND PRICING SCHEDULE Total Amount of contract for ONE year...$ Total Amount of contract for ONE year price written in words Award of Proposal will be made to the lowest responsible and responsive bidder of the Total Amount of Base Proposal. Amount Written in Words. This Proposal will be awarded based upon the total amount Proposal as written in words. Where there is a discrepancy between words and figures, WORDS WILL GOVERN. Where there is a discrepancy between item unit price and extended total, UNIT PRICE WILL GOVERN. Please check your calculations before submitting your Proposal; the City of Richmond will not be responsible for Bidder miscalculations. Company Name of Bidder Mailing Address (PO Box or street) City, State, and Zip Code Name of Authorized Representative Signature Title Type of Business (Corp, Partnership, Sole Proprietorship) Telephone Number Facsimile Number 8
BIDDER'S STATEMENT REGARDING INSURANCE COVERAGE To Be Submitted With Proposal BIDDER HEREBY CERTIFIES that the Bidder has reviewed and understands the insurance coverage requirements specified in the Invitation For Proposals No. PUR-06-002, for Armored Car Services. Should the Bidder be awarded the contract for the work, Bidder further certifies that the Bidder can meet the specified requirements for insurance, including insurance coverage of the subcontractors, and agrees to name the City of Richmond as Additional Insured for the work specified. Name of Bidder (Person, Firm, or Corporation) Signature of Bidder's Authorized Representative Name & Title of Authorized Representative Date of Signing 9