12-SOW TC Secured Armored Car Services.pdf

RFP OS-250239

Secured Armored Car Services

Justification These services will be used to provide secure transportation, storage, consolidation, and delivery of cash deposits, checks, and other valuables collected from Dallas ISD campuses and administrative locations. The agreement will ensure timely, secure, and accountable handling of District funds while reducing risk associated with transportation and custody of deposits.

SCOPE OF WORK

The scope of this Request for Proposal (RFP) covers the provision of Secured (Armored) Car Services for Dallas Independent School District (Dallas ISD) Food & Child Nutrition Services and Treasury Services Departments. Services shall include weekly pickup, transportation, consolidation, storage, and delivery of deposits from designated District locations to the District’s designated financial institution(s). (Campus schedule TBD).

The resulting contract shall be awarded for an initial term of one (1) year from Board approved date, with two (2) one (1) year renewal options at the sole discretion of Dallas ISD.

Dallas Independent School District (Dallas ISD) is soliciting Offers for Secured (Armored) Car Services as described in this solicitation document.

Dallas ISD is seeking to contract with the most qualified vendor(s) capable of providing secure, reliable, and compliant armored transportation services for District funds and valuables.

Dallas ISD serves approximately 144,000 students and employs nearly 20,000 staff members throughout more than 223 schools and administrative facilities located across Dallas County and surrounding service areas.

1. District Objective

Dallas ISD seeks to establish a partnership with a qualified armored transportation provider that:

• Ensures the secure handling of District funds.

• Provides reliable and timely weekly scheduled pickup and delivery services.

• Maintains accountability through documented chain-of-custody procedures.

• Supports operational efficiency and risk reduction.

• Provides responsive customer service and reporting capabilities.

2. Vendor Qualifications

The successful Offeror must:

• Be licensed under Texas Occupations Code Chapter 1702, Private Security Act.

• Provide proof of current State of Texas Security License.

• Maintain all required federal, state, and local licenses and permits.

• Provide evidence of insurance coverage as required herein.

• Demonstrate experience providing armored transportation services to large governmental entities, school districts, financial institutions, or similarly situated organizations.

• Proof of licensing and insurance must be submitted with the proposal

3. Service Requirements

A. Pickup Services The successful Offeror shall provide secure scheduled pickup of deposits, including currency, coin, checks, money orders, other negotiable instruments, and related financial documents, from designated Dallas ISD school campuses, Food & Child Nutrition Services locations, Treasury Services locations, and other District facilities between 8:00 a.m. and 4:00 p.m. on scheduled designated days. Dallas ISD will provide updated campus calendars and designated pickup schedules at least thirty (30) days prior to the start of each school year B. Transportation and Security The successful Offeror shall utilize armored or otherwise secured vehicles to perform all required services, maintain secure chain-of-custody procedures, safeguard all deposits during transport, provide written documentation describing how funds are secured while in transit, and assume responsibility for all items immediately upon receipt. The awarded vendor will notify the District a minimum of 24 Hours’ notice of any anticipated delay in service.

C. Consolidation and Delivery The successful Offeror shall deliver deposits to the District’s designated bank or consolidation site and provide weekly reports and supporting documentation to Food & Child Nutrition Services, 1515 Al Lipscomb Way, Dallas, Texas 75215, and Treasury Services, 9400 North Central Expressway, Suite 1520, Dallas, Texas D. Weekend and Holiday Storage The successful Offeror shall securely hold and safeguard District deposits during weekends, holidays, and school closures until normal processing resumes.

E. Reusable Deposit Containers The successful Offeror shall:

• Supply and maintain reusable deposit containers.

• Return empty containers to originating campuses.

• Replace damaged containers as necessary.

4. Liability and Insurance Requirements

The successful Offeror shall assume liability for the actual cash value of all items in its possession, maintain insurance coverage sufficient to protect District assets, and provide certificates of insurance prior to contract execution. The Offeror shall also maintain a fidelity bond of at least $100,000 per employee for personnel with access to District funds, issued by a company authorized to conduct business in Texas, and maintain all-risk cargo coverage with a minimum limit of $1,000,000 per occurrence covering currency, coin, checks, financial instruments, and other valuables against physical loss, theft, or damage while in the contractor’s custody.

Proof of all required insurance coverage must be submitted with the proposal.

5. Fidelity Bond:

The bidder shall, during the term of the contract, provide a fidelity bond on each employee who is accessible to any District funds in the amount of $100,000. A bonding company licensed to do business in the State of Texas and approved by the District shall write the insurance. The surety shall designate an agent resident in Dallas County, Texas as an agent for delivery of notice and service of process. Prior to any service being performed hereunder, a copy of the certificate or certificates evidencing such coverage shall be delivered to the District.

All Risk Cargo Coverage will cover currency, coins, checks and other valuables against all risks of physical loss of up to the stated limits or damage to the insured property up to the stated liability limits. MINIMUM $1,000,000 PER OCCURRENCE.

6. Billing and Pricing

Pricing shall remain firm for the one-year contract term and shall include a Weekly Pickup Rate (cost per stop per location for routine pickups), a Special Trip Rate (cost per stop per location for non-routine or requested pickups), and any Fuel Surcharge, which must be separately identified. Dallas ISD will evaluate pricing based on the lowest cumulative cost, including weekly pickup rates, special trip rates, and fuel surcharges. Any new locations added during the contract period shall be charged at the awarded per-stop rate applicable during the school year in which the location is added.

7. Performance Standards The successful Offeror shall maintain scheduled pickup services, document all pickups and deliveries, promptly correct service deficiencies, and immediately notify Dallas ISD of any service interruptions. Dallas ISD reserves the right to terminate the contract if more than five (5) pickups are missed in a calendar month, more than twenty (20) pickups are missed in a calendar year, or if overall service performance is deemed unsatisfactory. The District may cancel the contract with thirty (30) days’ written notice.

8. Contract Term

The contract shall begin upon Board approval and execution and shall remain in effect for an initial term of one (1) year from Board approved date with two (2) one (1) year renewal options; Dallas ISD reserves the right to negotiate contract extensions and renewal terms.

9. No Contact

Contact between Offerors and Food & Child Nutrition Services or Treasury Services personnel during the solicitation or evaluation process is prohibited. Questions shall be submitted through the District’s designated “bidding platform, Bonfire” by the established deadline. Responses will be issued through formal addenda.

10. Best Value Incentives Dallas ISD will consider value-added services offered at no additional cost to the District, including enhanced reporting capabilities, online tracking systems, additional security controls, process improvements, and training and support services;

however, all incentives must be clearly disclosed in the proposal. The contract will be awarded based on Best Value in accordance with Texas Education Code §44.031(b), with proposals evaluated on the following criteria:

Purchase Price (40 points), o Reputation of Vendor and Services (10 points) o Quality of Services (15 points), o Extent to Which Services Meet District Needs (15 points) o SBE Participation (20 points), for a total possible score of 100 points.

11. Award of Contract Dallas ISD reserves the right to award the contract to one or multiple vendors, reject any or all proposals, waive minor irregularities in proposals, negotiate with Offerors, and make no award if it is determined to be in the District’s best interest.

12. Invoicing.

The bidder shall provide an original invoice for each scheduled pick-up and delivery. The original invoice is the official pay document used by the FCNS Accounts Payable Department of Dallas ISD.

A. E-Mail invoices to Food & Child Nutrition Services at FCNSAP@dallasisd.org.

B. Invoices must be sent after services are rendered.

C. Any invoices that have been sent prior to rendered services will not be processed.

D. All invoices must have the correct Purchase Order (PO) Number. No invoices will be processed without a PO#.

E. The awarded vendor shall provide an original invoice for each scheduled pick-up or delivery. This original in-voice is the official pay document used by the Accounts Payable Department of Dallas ISD.

F. Invoices shall be numbered with no duplicate numbers. Invoices must show quantity, Dallas ISD customer assign-ment number (to be provided on order form), scheduled pick-up/delivery, and total amount of invoice.

mailto:FCNSAP@dallasisd.org

13. Retention Requirements for Records:

The awarded vendor must maintain on a regular basis as in accordance with generally accepted accounting principles, rec-ords, and documentation sufficient to account for, support and justify all allowable reimbursable costs, discounts, rebates, incentives, or applicable credits and must make available all such documentation and records for inspection by Dallas ISD, TDA and USDA upon request.

14. In the Event of Default:

In the event the successful bidder shall fail to perform, keep, or observe any of the terms and conditions outlined in this so-licitation, Dallas ISD shall give the successful bidder written notice of such default. In the event said default “is not” reme-died to the satisfaction and approval of Dallas ISD within two (2) working days of receipt of such notice by the successful bidder, default will be declared, and all the successful bidder’s rights shall terminate. Non-performance resulting in a con-tract termination mid-year may result in the distributor being denied proposal rights for any or all future opportunities.

Dallas ISD also retains the rights upon a “termination by default” of awarded distributor to:

Refer to and award the next prospective vendor that meets all requirements of the District. Prospective vendor must have submitted a complete response to original solicitation.

Prospective vendor must have been approved and “eligible” for award.

Prospective vendor must approve award and confirm the ability to meet the terms and conditions of the contract.

15. Contract Performance:

Dallas ISD reserves the right to cancel the entire contract if:

A. Any item is not delivered during the five (5) days specified at the time the order is placed with the supplier. Prior approval must be obtained if circumstances prevent prompt delivery.

B. Any issues with scheduled pick-up or deliveries occurring on a regular basis, such as no-show scheduled pick-up or deliveries, late scheduled pick-up or deliveries, showing up for a non-scheduled pick-up or deliveries, etc.

C. Scheduled pick-up or delivery is changed without notification and approval.

D. Scheduled pick-up or deliveries do not comply with the specified scheduled time.

A supplier may be denied the opportunity to receive bids or quotations based on the following reasons:

. Unusual delays in delivery of previous awards.

. Repetitive failure to respond to requests for bids or quotations.

. Previous failure to perform service satisfactorily.

. Location of supplier not conducive to the level of service required.

. Discrimination against an employee or applicant regarding race, religion, color, sex, or national origin.

16. Product Support Services.

Dallas ISD will review and approve any technical support, training, promotional items pertaining to your product after the bid award.

17. Contacts.

. Contact for questions prior to the award is through the Bonfire Procurement platform. All questions regarding the bid should be addressed formally through the online procurement platform. Questions must be submitted prior to the question deadline listed on the solicitation. Any attempts to reach out to DISD personnel will not be addressed by DISD personnel.

. Contact for usage specific questions after award is Lakeshia Jones (Lakesjones@dallasisd.org) mailto:Lakesjones@dallasisd.org

BILLING INFORMATION – FOOD AND CHILD NUTRITION SERVICES

Food Services purchases will be billed directly to Food and Child Nutrition Accounts Payable Department. Food Services Accounts Payable Department is requesting information listed below on Payment Discounts.

Pricing Sheet

Item Service Description Unit Quantity Unit Price

Weekly Deposit Pickup (Monday– Friday, 8:00 AM–4:00 PM) – Cash

& Checks

Each School/Loca-tion

2 Weekly Deposit Pickup (Scheduled Route) – Cash & Checks

Each School/Loca-tion

Twice Weekly Deposit Pickup (Scheduled Route) – Cash &

Checks

Each School/Loca-tion

4 Monthly Deposit Pickup (Sched-uled Route) – Cash & Checks

Each School/Loca-tion

5 Additional Scheduled Stop Added to Existing Route Per Stop

6 Fuel Surcharge (if applicable) Per Stop

RFP OS-250239