3-Armored car Scope of Services.docx

Bid-26-005-KT-C Armored Car Services and Cash Processing Services

SCOPE OF SERVICES

1. Overview The awarded Offeror (hereinafter referred to as "Contractor") shall provide regularly scheduled secured armored vehicle transportation and cash processing of revenue pick-ups for Milwaukee Transport Services, Inc. (MCTS), operator of the Milwaukee County Transit System (MCTS). This scope of work shall include fare revenue (cash and coin) pick-up and transportation via armored car, in conjunction with cash processing services of the revenue collected from the MCTS Administration Building and the Ticket Vending Machines (TVMs) located along the MCTS East–West Bus Rapid Transit Line (E–W BRT).

This Scope of Work consists of two (2) essential service components:

i. Scheduled Fare Revenue Pick-Up & Cash Processing — MCTS Administration Building Cashier's Office Two (2) times per week, the Contractor shall provide armored car service for cash pick-ups and transportation to the MCTS Administration Building (Cashier Department). Services include counting collected monies, depositing them into MCTS' financial institution, and providing reports and reconciliations to MCTS.

ii. Scheduled & On-Call TVM Fare Revenue Pick-Up & Cash Processing — E–W BRT Line Monthly armored car service for thirty-four (34) TVMs, with cash pick-ups and transportation to the MCTS Administration Building (Cashiers Department) for processing. Services include empty equipment pick-up, TVM cash swaps, and transportation to MCTS for processing.

2. Armored Car Transport & Cash Processing — MCTS Administration Building

2.1 General Requirements

2.1.1 Armored Car Pick-Up at the MCTS Administration Building

1. Contractor shall provide secured armored car pick-up and transport of cash and coin fare revenue two (2) times per week on Wednesday and Friday.

1. Pick-up will not be required on the following holidays unless MCTS makes a special request: New Year’s Eve, New Year's Day, Memorial Day, Juneteenth Day, July 4, Labor Day, Thanksgiving, the day after Thanksgiving, Christmas Eve, and Christmas Day.

1. Pick-ups shall occur between 9:00 AM and 1:00 PM CST.

1. MCTS' Cashier Office staff will have the cash and coin sorted into bag prior to pick-up.

1. Pick-up Location:

4. MCTS Administration Building, Cashier's Office, 1942 N 17th Street, Milwaukee, WI 53205

1. Contractor's personnel shall provide MCTS' Cashier Office staff with signed confirmation of pick-up prior to departing MCTS' secured site. Contractor shall maintain a signed copy of the receipt for their records.

1. The average pick-up amount will be $35,000 (subject to change), with consideration of increased amounts for missed days based upon observance of Federally observed holidays and weekends.

2.1.2 Cash Processing at CPC

1. Contractor's personnel shall utilize secured armored cars to deliver the cash pick-up to a secure location equipped with closed-circuit monitoring.

1. Contractor's personnel shall count and prepare cash for deposit to MCTS' designated bank account using one of the following methods:

8. MCTS Preferred Method: Electronic Funds Transfer (EFT) via Automated Clearing House (ACH) to MCTS' designated account.

8. Contractor may propose an alternative deposit process if it increases efficiency, reduces cost to MCTS, or strengthens security and balances. Any proposed changes must be clearly defined in the Offeror's Technical Response.

1. Contractor must complete deposits within one (1) business day from the date of collection.

1. Contractor shall provide MCTS with electronic confirmation of the successful EFT (or physical deposit) to the designated MCTS account within 24 hours of deposit.

1. Contractor shall provide a monthly report of all reconciled cash pick-ups.

3. TVM Fare Revenue Pick-Up & Cash Processing — East–West BRT Line

3.1 General Requirements

3.1.1 Scheduled Armored Car Vault Pick-Up and Exchanges at TVMs

1. One (1) time per month, the Contractor shall provide bill and coin vault pick-ups and exchange each with an empty vault at all thirty-four (34) TVMs along the BRT Line.

1. The BRT Line is 9 miles in length, with TVMs located in pairs across the street from each other at 17 stops.

1. Each TVM requires three (3) keys for vault pick-up and exchanges:

14. Key to unlock the TVM for service

14. Key to remove the full coin vault and lock the empty vault in place

14. Key to remove the full bill vault and lock the empty vault in place

1. Each TVM contains the following vault types:

15. Bill Vault: capacity of up to 1,000 bills; accepts $1, $2, $5, $10, and $20 denominations.

15. Coin Vault: capacity of approximately 1,000 coins; accepts pennies, nickels, dimes, quarters, and dollar coins.

1. For each pick-up, the TVM will generate a Cash Pickup Slip containing: TVM unit ID number, transaction number range, date range of transactions, denomination and total amount of coins, and denomination and total amount of bills.

1. When removing and exchanging vaults, Contractor must verify that each vault is closed and locked before placing them in the armored vehicle, and that the TVM is fully operational upon departure.

1. The average distance between where a revenue service vehicle can be parked and a TVM is approximately 10 feet. An estimated 10–15 minutes are needed to complete servicing of a typical single-TVM location, from crew arrival to departure.

1. Monthly pick-ups shall be scheduled during off-peak hours. Machines shall not be serviced between 6:00 AM–8:00 AM and 3:00 PM–6:30 PM (subject to change at MCTS' discretion).

3.1.2 On-Call TVM Vault Pick-Ups

1. On-call TVM vault pick-ups and exchanges may be required on an as-needed basis over the duration of the contract based on vault capacity.

1. Contractor shall provide the requested service within 24 hours of MCTS scheduling the pick-up.

3.1.3 TVM Cash Processing Services

1. Contractor shall transfer picked-up bill (34) vaults and coin (34) vaults to MCTS Administration Building (Cashiers Department) for cash processing.

1. Contractor shall

23. Return all equipment signed for.

23. Provide 34 TVM Receipts for All TVM Services

23. Pick-up equipment 1st Wednesday of each month

23. TVM service on the BRT 1st Thursday of each month

3.2 Specific Requirements

3.2.1 Limited Problem Resolution

1. MCTS will notify the Contractor when new issues arise with the TVMs. Conversely, if the Contractor discovers a problem with a TVM, the Contractor shall immediately notify a designated MCTS contact within 1 hour of discovery. If the Contractor has been trained by an MCTS representative to resolve specific problems, such resolution is considered part of contracted TVM servicing.

3.2.3 TVM Equipment Handling and Storage

1. Contractor shall routinely handle and transport bill vaults, coin vaults, TVM keys. Contractor shall ensure all equipment is transported, handled, and stored in a manner that prevents damage.

1. In the event any components are damaged while in the possession of the Contractor, or due to improper handling within the TVMs, the Contractor shall be responsible for the repair or replacement of those components. All associated repair and replacement costs shall be charged back to the Contractor.

3.2.4 Locations of Ticket Vending Machines (TVMs)

1. One (1) TVM is located at each stop along the route.

1. Locations may be modified and additional locations may be added throughout the contract term upon mutual agreement of the parties.

MCTS Bus Rapid Transit (BRT) East–West Line — TVM Locations

4. Contractor Requirements

4.1 Transportation Equipment

4.1.1 The Contractor shall maintain adequate vehicles and equipment needed to load/unload and transport vaults and supplies, and to accurately process currency. Funds shall be transported using vehicles that meet minimum armored car industry requirements. The Contractor shall provide transport racks and carts and shall store coin and bill vaults inside the transport vehicle in a manner that does not damage the equipment.

4.1.2 The Contractor is responsible for determining the make and type of vehicles to be used. Revenue service vehicles should have a rack system designed to: (1) prevent TVM vaults from resting directly on the vehicle floor, (2) prevent TVM vaults from moving or sliding, and (3) provide shock absorption. MCTS reserves the right to review and approve all transportation equipment before it is put into operation.

4.2 MCTS Property

Contractor shall be responsible for the safekeeping of all MCTS property transported and/or warehouses. Such responsibility commences when the property has been received, accepted, and receipted for by the Contractor.

4.3 Security

Contractor shall be issued codes, badges, and security keys to access revenue collection compartments and vault contents. The Contractor shall be responsible for the safekeeping of these keys. In the event keys are lost or misplaced, the Contractor shall be responsible for all costs associated with re-keying or replacement of locks, and any revenue loss or MCTS damage attributed to the subsequent use of lost keys.

1. Contractor must notify MCTS within 12 hours of identifying the key as lost, missing, or damaged beyond repair.

1. Contractor must coordinate the changing of locks and replacement keys within 24 hours of discovery.

1. Contractor facility must have closed circuit monitoring.

4.4 Staffing

Contractor shall provide a schedule of personnel authorized to pick up and transfer MCTS funds. This schedule must include pictures, names, and ID numbers of authorized personnel. Contractor should notify MCTS each time there is a change in personnel. Contractor shall provide its assigned personnel with uniforms, badges, and name tags (with photo ID) to clearly identify individuals as Contractor employees.

4.5 Training

MCTS shall provide Contractor with initial training for the services required herein. Any subsequent training of the Contractor's staff will be the responsibility of the Contractor.

5. MCTS Responsibilities MCTS will provide the following to the Contractor:

1. Written step-by-step procedures for revenue servicing of TVMs and initial training of Contractor's employees.

1. MCTS' financial institution bank account number for deposit of revenues.

1. Separate TVM log-in access codes for assigned Contractor staff.

1. Keys for TVMs.

1. Access to MCTS properties and TVM vaults.