7--1- General Requirements- TRE130742 Armored Car Services Final.pdf

Version 8.3.17

DA Template No. 13-10673

BID TRE130742

TRE130742 Armored Car Services Request for Bids and Resulting Contract

GENERAL BID REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of the Treasurer’s Office invites your company to bid on providing Armored Car Services.

The winning bidder will transport cash collections from Salt Lake County agencies to a designated bank for deposit. Cash collections are cash, coins, and checks, including but not limited to, personal checks, corporate checks, bank drafts, certified and cashier checks, securities, or any other valuables. The deposits shall be securely sealed or locked shipments and a receipt will be provided to the agency pickup before transporting to the designated consignee.

Regularly scheduled pickups at locations within Salt Lake County are to be as late as possible in the day to ensure same day deposit credit at a designated local bank. The bank being used at this time is Wells Fargo and all pickups will be delivered to their processing center.

Salt Lake County retains the right to add or delete pickup locations from the resulting contract at any time with a one-week notice.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP) powered by Bonfire. Questions are due prior to the question due date and time specified. If a question/answer changes the RFC document, the change will be released in an amendment to the solicitation event. Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a SIX (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 ANNUAL PURCHASES:

https://utah.bonfirehub.com/portal/?tab=openOpportunities

No minimum or maximum quantity or purchases under this contract can be specified.

For information purposes only and not as a guarantee of usage by the County, approximate annual amount under this contract may be $100,000.

The goods and services for the resulting contract(s) may be needed in the event of a natural disaster.

6.0 AWARD:

Contract will be awarded to the lowest responsive, responsible bidder bidding the lowest overall cost and meeting specifications. Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County. County will determine the low bidder based upon prices(s) in the price schedule.

7.0 PRICING:

County will determine the low bidder based upon price(s) bid on the attached bid schedule. The price to be paid by County upon each order placed under the contract(s) will be the price that the successful bidder submitted for that item. Bid price(s) are to remain firm for 24 months. The Treasurer’s office reserves the right to waive excess liability coverage and any related fees.

7.1 The maximum vendor liability per shipment will be $1,000,000.

7.2 The maximum dollar amount the vendor will pay for each check reconstruction of lost, damaged or stolen deposits is $5,000,000.

7.3 The County will not pay any excess bag fees.

7.4 Maximum premise time per location shall be ten (10) minutes with no additional charge. Excess premise time charges shall be listed on the Additional Pricing Page.

7.5 If a pickup location is added or cancelled during a calendar month, the charges will be pro-rated on the percentage of service days rendered compared to the total monthly service days times the monthly charge.

8.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

9.0 PRICE ESCALATION / DE-ESCALATION:

The price(s) proposed must be guaranteed for 24 months and any request for price adjustment must be for an equal guarantee period. A written request for price escalation must be received by the County with at least 90 days notice and contain sufficient documentation supporting the request, including detailed financial impact data.

Justification for a price increase should be linked to an independent index or indicator not controlled by either the County or the Proposer [and/or], and will not exceed 3% annually. The County may reject or accept price escalation in its sole discretion. Any price escalation to the contract must be approved by the County as a written amendment to the resulting agreement.

The County will be given the immediate benefit of any decrease in the market, or allowable discount.

10.0 INVOICES AND BILLING:

Billing will be done monthly from the first day of the month to the last day of the month.

The information on the Invoices shall give the account/area, invoice number, invoice date, invoice amount, the period of service, vendor’s ID number, location of the pickup, description of charges, charges, and total amount due.

The County has the right to correct an incorrect invoice before paying.

11.0 RULES/REGULATIONS AND LICENSES:

The bidder shall comply with all applicable laws, regulations, and ordinances of Salt Lake County now in force or thereafter prescribed and promulgated by the authority of law, specifically including all licenses and security regulations.

12.0 AUDITING:

The vendor agrees, at no additional cost, to make available to Salt Lake County all records and invoices relative to this contract. Information to assist Salt Lake County personnel in performing periodic audits and price checks will be provided during regular business hours.

13.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

14.0 NON-FUNDING:

It is understood and agreed by the vendor that funds are not presently available for performance of this agreement by the County beyond December 31, 2026, the close of the County's current fiscal year. The County's obligation for performance of this agreement beyond this date is contingent upon funds being appropriated for payments due under this agreement.

In the event no funds, or insufficient funds, are appropriated and budgeted in any fiscal year by the County for payments due under this agreement or in the event there is a reduction in appropriations by the County, due to insufficient revenue, resulting in insufficient funds for payments due, or about to become due, under this agreement, this agreement shall create no obligation on the County as to current or succeeding fiscal years, and shall terminate and become null and void on the last day of the fiscal year for which funds were budgeted and appropriated; or, in the event of a reduction in appropriations, on the last day before the reduction became effective, except as to those portions of payments agreed upon for which funds shall have been appropriated and budgeted.

Said termination shall not be construed as a breach or default under this agreement and said termination shall be without penalty, additional payments, or additional expense to the County of any kind whatsoever, and no right of action for damages or other relief shall accrue to the benefit of the vendor, its successors or assignees, as to this agreement, or any portion thereof, which may be terminated and become null and void.

15.0 ASSIGNMENT OF CONTRACTOR:

The bidder shall not have the right or power to assign, subcontract or transfer his/her/its interest in the contract incorporated in these specifications.

The bidder is prohibited from subcontracting any contracted service without obtaining in advance the written consent of Salt Lake County’s Contracts and Procurement.

16.0 PERFORMANCE REQUIREMENTS:

The successful bidder will make regularly scheduled pick-ups at locations within Salt Lake County as late as possible in the day to ensure same day deposit credit at a designated local bank. The bank being used at this time is Wells Fargo and all pick-ups will be delivered to their Processing Center.

Most of the pick-ups will be five (5) days per week Monday through Friday with the exception of holidays observed by the County. The other locations and the number of required pick-ups are shown in the following table.

17.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. The Bidder’s insurance policies shall be primary and con-contributory to any other coverage available to the County. The worker compensation, general liability, and auto liability policies shall be endorsed with a waiver of subrogation in favor of the County.

E. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

F. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

G. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

H. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain, at its own cost, the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation as required by the State of Utah and employers liability with limits not less than $1,000,000. Bidder shall waive rights of recovery (subrogation) against the County. No owner or officer excluded on the Bidder’s workers’ compensation program may provide services to the County.

B. Commercial general liability insurance on an occurrence form with the County named as an additional insured for ongoing and completed operations, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them.

Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations. Bidder shall waive rights of recovery (subrogation) against the County.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $2,000,000 per accident. Bidder shall waive rights of recovery (subrogation) against the County.

D. Crime Insurance that provides coverage for the theft of funds or property, with minimum limits of $2,000,000. The policy shall include the minimum following coverage requirements: Employee Dishonesty, Theft of Funds in Transit / Armored Car Legal Liability, Robbery & Safe Burglary, and Theft of Client Property (Bailee). The policy shall be endorsed to name the County as loss payee or equivalent, to ensure claim payments for the loss or theft of County property, may be made directly to the County.

18. TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply.