9-Scope of Work .pdf

Pflugerville ISD 1401 West Pecan

Pflugerville, TX 78660 512-594-0074

REQUEST FOR PROPOSAL

Armored Vehicle Courier Services

26-016 AKO

TERMS, CONDITIONS, SPECIFICATIONS

AND BID FORMS

PROPOSALS ACCEPTED UNTIL: 2:00 p.m. on January 6, 2025 ACCEPTANCE PLACE: Pflugerville ISD

Purchasing Department Euna Portal

CONTACT: Ana Orozcoarmas, Buyer 512-594-0066

Ana.Orozcoarmas@pfisd.net https://pfisd.bonfirehub.com/portal/?tab=openOpportunities

SPECIAL TERMS AND CONDITIONS

INTRODUCTION AND BACKGROUND INFORMATION

Scope of Work

1. This proposal is intended to provide Pflugerville Independent School District (known herein as PfISD or the district), Pflugerville, Texas, with district requirements forArmored Vehicle Courier Servicesdistrict wide in accordance with specifications and conditions embodied within this inquiry.

2. The contractor will make scheduled pickups of currency, coin, checks, and other items from various Pflugerville ISD locations within agreed-upon time frames. All transport must be performed using a minimum two-person crew in an armored van or car. Shipments must be signed for at the time of pickup by the contractor’s representative, evidencing products and amounts, and delivered the same day to the Loomis Vault in Austin, Texas, currently contracted with JP Morgan Chase Bank.

3. Service shall be providedevery Wednesdayat all designatedlocations while school is in session, beginningApril 1, 2026, in accordance with the official PflugervilleISD District Calendar (see Attachments).During thesummer schedule (June 2026 through August 2026), serviceshall be limited toDistrict Administration and secondary campuses only.

Terms of this contract shall be from the beginning date of service throughMarch 31, 2027with 4 additional one-year extensions should both parties agree.

Facts and Statistics

4. The District currently operates twenty-three elementary schoolswith grades Pre-kindergarten through gradefive;

seven middle schools with grades 6-8; and six high schoolswith grades 9 - 12th.

Proposal Submittal

5. Proposals may be submitted through the Euna portal until2:00 p.m. (CST) on Tuesday January 6, 2026. Submit your proposal here:Euna Portal.Proposals received after this time will not be accepted and will be publicly acknowledged as late.

Please note: the Euna site will close this portion of the project and will not allow submissions after2:00 p.m. on Tuesday, January 6, 2026.

6. This bid opportunity is prepared as a request for proposal and will not be publicly read aloud. After a contract is awarded, tabulations may be requested

7. All work must be based on time and material. Hourly rates must be stated where requested.

8. NO LATE OR FAXED PROPOSALS WILL BE ACCEPTED.

QUESTIONS

9. The deadline for submitting questions is2:00 pm CST, Thursday ,December 11, 2025. Questions should be submitted through the Euna portal: click this linkhttps://pfisd.bonfirehub.com/portal/?tab=openOpportunities

10. Answers to questions will be posted by5:00 p.m. (CST)on Tuesday , December 16, 2025, through the Euna portal:Euna Portal. This portal link will also bemade publicly available on the district’s website at:PFISD Bidding Opportunities.

11. Questionswillnotbeacceptedbyphone.PflugervilleISDwillonlyrespondtoquestionssubmitted https://pfisd.bonfirehub.com/portal/?tab=openOpportunities https://pfisd.bonfirehub.com/portal/?tab=openOpportunities https://pfisd.bonfirehub.com/projectDrafts/211354/details https://www.pfisd.net/about-us/departments/procurement-and-auxiliary-services/information-for-vendors/bidding-opportunities https://www.pfisd.net/about-us/departments/procurement-and-auxiliary-services/information-for-vendors/bidding-opportunities as directed above.

12. RespondentsshallnotcommunicatewithanyotherDistrictemployeeorBoardMemberbeforeorduring evaluation of this RFQ without obtaining the written approval of the Director of Purchasing. Failureto adhere to this requirement may result in disqualification of your response.

TIMELINE

1. The following timeline will be used (subject to change):

PERMITS AND LICENSES

2. Firms should be fully licensed to complete all work required. Copiesofall applicablelicenses should be provided with your response.

AWARD OF CONTRACT(S)

3. ItistheintentofPflugervilleISDtoawardoneormorecontractstofulfilltherequirementsofthis

RFP.

4. Thedistrictintendstoawardoneormorecontractswithaone(1)yearcontracttermbeginning upon Board approval with the option to extend the contractforfour(4)additionalone(1)year terms, subject to the annual review and approval by the Board of Trustees, the satisfactory negotiationoftermsincludingafeeacceptabletoboththeDistrictandtheselectedfirm,andthe annualbudgetappropriationofDistrict’sfunds. Bothpartiesmustagreeinwritingforeachannual extension.

5. IftheRespondentrequirestheDistricttosignaseparatecontract,thatcontractmustbeincluded with the Proposals submittal. Any separate contracts must include all provisions of this RFP, either by reference or specific inclusion.

6. ThecontentsoftheRFPshallbecomepartofanyresultingagreement.Thetermsandconditions specified in this RFP shall be used as a basis for a contemplated agreement. Failure of a Respondent to accept these obligations may result in rejection. Any damages accruing to the District as a result of a Respondent’s failure or refusal to execute an agreement may be recovered from the Respondent.

7. TheDistrictmaynegotiatewithaFirmorFirms,judgedtobethemostcapable,competentand qualified, to arrive at a fair and reasonable fee for theservicesrequired.However,theDistrict reserves the right to recommend an award without negotiations.

8. The District reservestherighttoacceptorrejectanyorall offers,towaiveinformalities,andto accept offers that are deemed by the District to be most favorable to the District.

EVALUATION CRITERIA

Event Date RFP Available December 2,2025

Vendor Questions Due December 11, 2025 @ 12:00 pm

Answers Posted by December 16, 2025 @ 5:00 pm

Proposals Due January 6 ,2026 @ 2:00 pm Proposal Awarded (Anticipated) February 19, 2026

Awards Posted (Anticipated) February 20, 2026

In determining the best proposal, the following selection criteria will be used (maximum possible score is 100):

(1) the purchase price; 1-25

(2) the reputation of the vendor and of the vendor’s goods or services;1-15

(3) the quality of the vendor’s goods or services; 1-20

(4) the extent to which the goods or services meet the district’s needs; 1-10

(5) the vendor’s past relationship with the district;1-10

(6) the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses; 1-5

(7) the total long-term cost to the district to acquire the vendor’s goods or services; and 1-15

(8) any other relevant factor specifically listed in the request for proposal. 0

9) for a contract that is not for goods and services related to telecommunications and information services, building construction and maintenance, or instructional materials, whether the vendor or the vendor’s ultimate parent company or majority owner has its principal place of business in the state or employs at least 500 persons in this state; (0)

9. Successful proposing vendors will be notified by an award notification letter.

10. Pflugerville ISD reserves the right to accept or reject any or all proposals, and waive any formalities.

11. Resulting contract terms shall begin upon award and approval by the Pflugerville ISD Board of Trustees (if contract value exceeds $50,000) and shall expire onMarch 31, 2027.If Board approval is not required,the contract shall begin within 30 days of the date of approval by the District’s Director of Purchasing.

12. Each and every deviation from the General Conditions and/or Specifications must be listed on the deviation form when submitting the proposal. Listingof deviations is an integral and required part of the official proposal of each company.