2-SP-2026-0015 IFB for Armored Car Services for Sutter Court.pdf

SUPERIOR COURT OF CALIFORNIA,

COUNTY OF SUTTER

INVITATION FOR BIDS

(Non-IT Goods)

IFB NUMBER SP-2026-0015

ARMORED CAR SERVICES

IFB SP-2026-0015 p. 1

A. BACKGROUND / PURPOSE

The Superior Court of California, County of Sutter (“Court”) is requesting bids from well-qualified Vendors to provide armored car pickup services. Interested and qualified Vendors who can demonstrate their ability to successfully provide the goods described in this Invitation for Bid (“IFB”) are invited to submit a bid.

If an award is made, the Court intends to award a contract in accordance with the Award Standards set forth in the Court Online Procurement Procedures.

This is a fully electronic IFB process. All bids must be submitted electronically on the Court’s Online Procurement Website at https://lacourt.bonfirehub.com/ (“Bonfire”) in accordance with the requirements set forth in this document. See the posted Court Online Procurement Procedures for further information.

B. DESCRIPTION OF GOODS

The Court seeks armored car pickup services meeting the requirements set forth in the Statement of Work.

C. IFB TIME-LINE

The Court has developed the following list of key events related to this IFB. The listed dates are not binding upon the Court and subject to change at the discretion of the Court. Changes to the listed dates will be posted on Bonfire or on the Court’s website.

EVENT DATE

IFB Issued See Bonfire for exact date

Deadline for Submission of Questions See Bonfire for exact date

Bid Due Date (Late bids will not be accepted by the Court) See Bonfire for exact date

Bid Evaluations Month of August (estimated)

Notice of Intent to Award Month of August (estimated)

Expected Deliverable Date Month of September (estimated)

D. IFB PACKET ATTACHMENTS

1. Statement of Work

Describes in detail the specific goods for which bids are being solicited. Once a contractor has been selected, the Statement of Work may become part of the final Agreement.

https://lacourt.bonfirehub.com/

IFB SP-2026-0015 p. 2

2. Court Online Procurement Procedures

These rules and procedures govern this solicitation and should be read carefully by Proposer.

3. Terms and Conditions

Vendors are encouraged to review carefully the Model Agreement, which includes the Court’s Standard Business Terms and Conditions. Please note that the language may be subject to change.

Vendors are not required to sign the Model Agreement at this time. The contractor selected to provide services as a result of this IFB process will be required to sign the final version of the Model Agreement upon completion of the negotiation process.

Any proposed exceptions/modifications to the Model Agreement must be submitted on a red-line version of the Model Agreement with comments to substantiate each proposed exception/modification.

4. Required Forms

All forms posted on Bonfire must be completed and submitted electronically on Bonfire. The completed forms will become part of Vendor’s bid.

5. Incorporated Documents

The following documents are incorporated in this IFB Packet by reference only and are available on the internet:

• DVBE Rules and Procedures found at:

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

E. MINIMUM REQUIREMENTS

Vendor must meet the minimum requirements listed below. Failure to comply with the minimum requirements may be cause for disqualifying a bid from further consideration. The Court may, in its discretion, waive minor deviations or defects.

1. Bid Submission Deadline. The bid must be submitted on Bonfire on or before the Bid Due Date.

The Court will not accept proposals submitted by email, unless otherwise specified.

2. Insurance.

The selected contractor must procure and maintain the insurance coverages as indicated below.

The Standard Business Terms and Conditions 1.0 describes forth the Court’s specific insurance requirements.

☒ Standard Business Terms and Conditions 4.0, Section 20.2 Insurance Requirements – Specific Coverages ☒ Workers Compensation/Employer’s Liability ☒ Commercial General Liability

☒ $1 million per occurrence and $2 million annual aggregate ☒ Commercial Automobile Liability https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

IFB SP-2026-0015 p. 3

☒ Commercial Crime

3. Business License and Certifications (if applicable). Upon request of the Court, Proposer must submit copies of any current business licenses, professional licenses, certificates or other credentials required by the nature of the contract work to be performed by Proposer.

4. Required Forms. Vendor must complete and submit all Required Forms as directed.

F. BID SUBMISSION

1. Vendor must complete the yellow shaded areas of the Cost Proposal Form and upload it where indicated on Bonfire.

2. The Cost Proposal Form shall include Vendor’s pricing for the goods described in the Statement of Work.

3. Pricing offered should be all-inclusive, excluding sales tax.

4. All figures entered on the Cost Proposal Form must be legible.

G. ADDITIONAL PROVISIONS

1. Cooperative Agreement (“Piggybacking”). Following discussion and consideration by the Court and the successful bidder/proposer, the “piggybacking clause,” provided in the Model Agreement, may be included in the final form of the Agreement if mutually desired.

2. Disabled Veteran Business Enterprise (“DVBE”) Preference.

a. The Court has established rules and procedures for its DVBE program. Qualified Proposers wishing to claim the DVBE incentive should refer to the DVBE Rules and Procedures for further information. The Court’s DVBE Rules and Procedures can be located at the following website:

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

b. A Proposer will receive the DVBE incentive if, in the Court’s sole discretion, Proposer has met all applicable requirements. If Proposer receives the DVBE incentive, the final score of its proposal will be increased (for evaluation purposes only) by an amount equal to 3% of the highest scoring proposal.

3. Generative Artificial Intelligence (GenAI)

a. Definitions.

“Artificial intelligence” or “AI” means technology that enables computers and machines to reason, learn, and act in a way that would typically require human intelligence.

“Generative Artificial Intelligence” or “GenAI” means an artificial intelligence system that can generate derived synthetic content, including text, images, video, audio, code, and data visualizations, that emulates the structure and characteristics of the system’s training data.

https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program https://www.lacourt.ca.gov/pages/lp/procurement/tp/shared-procurement-services-sps-program/cp/socioeconomic-programs-for-the-sps-program

IFB SP-2026-0015 p. 4

b. In its proposal, Proposer must notify the Court if Proposer’s goods or services contain or utilize GenAI (or will contain or utilize GenAI), or if GenAI is or will be included in any services, goods, or deliverables that materially impact:

1) functionality of a Court system (i.e., the work using GenAI could have a significant, substantial effect on the system’s data integrity, availability, confidentiality, or security, and failure to perform such work in accordance with the contract could cause major disruptions to court operations);

2) risk to the Court (i.e., the work using GenAI could have a significant, substantial effect on the Court’s operations, finances, security, or reputation, and failure to perform such work in accordance with the contract would constitute a high likelihood of damage to the Court); or

3) contract performance (i.e., when failure to conduct work which uses GenAI in accordance with the contract would constitute a material breach of contract).

c. Proposer’s failure to disclose GenAI to the Court may result in disqualification (at the Court’s sole discretion), and the Court reserves the right to seek any and all relief it may be entitled to as a result of such non-disclosure.

d. The Court reserves the right to incorporate GenAI-related provisions into the final contract and to reject bids/offers that present an unacceptable level of risk to the Court, as determined by the Court in its sole discretion.

4. Multiple Awards. The Court reserves the right, but is under no obligation, to award multiple contracts to more than one vendor under this RFP. If multiple awards are made, the Court will not be obligated to procure any minimum amount of Work under such contracts executed under this RFP.

IFB SP-2026-0015 p. 1

ATTACHMENT A – STATEMENT OF WORK

1. Routing Schedule

a. Contractor will be required to provide armored car deposit pick-up services to the Court

Monday through Friday from 8:00 a.m. to 5:00 p.m. No pickups will be required on court holidays.

b. Contractor shall not assess an additional charge if the Court fails to have its deposits available for pick up at the designated time, and the deposits are carried forward to the next business day’s pick up.

c. Contractor will be required to establish procedures to ensure that all bank deposit bags are tracked, inventoried, and delivered promptly to the correct bank or financial institution as designated on the bag. Should an error occur such as incorrect delivery or loss, Contractor will be required to provide verbal notice of the error to the Court immediately upon discovery, with written notification provided within one business day.

2. Materials/Deposit Bags

a. Contractor will be required to provide all needed supplies (supply items), including but not limited to; manifests, receipt books, pick up sheets, tags, and forms for all locations. Materials supplied must comply with all requirements as specified by the Court’s financial institution.

3. Deposit Pick up Procedure

a. Contractor will be required to work with the Court to determine a wait time of no less than 7 minutes for the Court to provide the sealed bank deposit bag to the Contractor’s carrier personnel.

b. Contractor will be required to pick up, receive from, and/or deliver to the Court securely sealed or locked shipments which may contain any or all of the following: currency, coin, or checks. It will be the Contractor’s responsibility to verify the security of the shipment and notify the Court representative if the deposit bag(s) do(es) not appear to be securely locked or sealed prior to acceptance.

c. Contractor will be required to work with the Court and their respective law enforcement entity to determine the best location to handle the transfer of the sealed deposit bag from the Court to the Contractor’s carrier personnel.

d. Contractor will be required to provide a signed, sequentially numbered, receipt to the Court, for the deposit at the time of pick up.

e. Contractor will be required to provide copies of deposit pick up receipts within five business days of the request.

f. Contractor will be required to retain the original receipt for no less than four years, as well as the ability to provide deposit tracking for the same four-year period.

IFB SP-2026-0015 p. 2

g. Contractor will be solely liable for the security and contents of the deposit/bags immediately upon receipt into Contractor’s possession. Contractor’s liability ceases upon receipt of signature from an authorized employee at the receiving financial institution.

4. Deposit Drop-off Procedure

a. At the time of deposit delivery to the Court’s financial institution, Contractor’s personnel will be required to sign and retain a copy of the time-stamped bank delivery receipt(s), as proof of deposit delivery. The Court may request, and the Contractor will be required to provide, a copy of the deposit bank’s delivery receipt at any time within four years of the deposit pick up date at no additional cost.

b. Contractor will be required to ensure that the proper standard and industry specific controls are in place to prevent any tampering of bags and their contents.

5. Staffing

a. Contractor will be required to provide a list of the armored car personnel, including photo identification and an original or legible certified signature for each of the Contractor’s personnel authorized to pick up and sign for deposits.

b. The Court, at their discretion, reserves the right to verify Contractor’s personnel’s signature and that the person performing the pickup is on the Contractor’s list of authorized personnel prior to release of a deposit. Deposits shall not be released to an individual without this information on file at the pickup location.

c. Contractor will be required to provide an updated personnel list to the Court about any new staff prior to the new staff member’s arrival at the deposit pick up location as well as give written notice in the event of revocation of such authority.

d. In the event that Contractor’s personnel does not provide proper identification as required to

Court staff and pick up is refused, Contractor will be required to immediately dispatch properly credentialed staff for deposit pick up at no additional cost.

e. Contractor will be required to maintain a toll-free number for inquiries and customer service.

f. Contractor will be required to certify that all employees assigned to work under this agreement carry the required insurance and have successfully passed a criminal background check and drug test prior to assignment. The Court reserves the right to review the personal background and clearances of the Contractor’s assigned personnel.

6. Claims

a. While the Court agrees to diligently attempt to substantiate and assist in establishing the identity of any property lost, damaged, or destroyed constituting part of any loss, Contractor will be required to bare sole responsibility in the event of loss from whatever cause.

b. Contractor’s responsibility shall include payment to the Court of:

IFB SP-2026-0015 p. 3

i. Declared value as appears on the deposit documentation.

ii. Costs necessary for check reconstruction, including stop payment fees, postage, labor plus any other reasonable costs in replacing checks up to $2 million dollars per occurrence.

iii. The face value of checks that cannot be reconstructed. It is understood and agreed to by the parties to this agreement that the words "reconstruct", "reconstructed", “reconstruction" shall mean the process used to identify the checks only to the extent of determining the face amount of the checks and the identity of the maker and/or the endorser of same.

c. Cases that have not been resolved within 30 calendar days will be submitted to Contractor as a claim. All claims will include proof of loss documentation. Payment shall be issued to the Court within 30 days of claim date for the face value of the claim. In addition, Contractor will be liable for interest payable at the most recent California State Treasurer’s Office Local Agency Investment Fund interest rate on lost or mishandled funds not resolved within five business days. This interest payable sum shall be computed by the Court from the date of the original occurrence.

d. Monies paid by Contractor for claims will be eligible for refund should resolution show that

Contractor was not liable for the claim.

7. Reports

a. Individual reports shall be provided to Court as requested. Such reports may include but are not limited to:

• Invoice Reports

• Issues Reports

• Delivery Reports