Armored_Car_Services_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/collincountytx

Collin County, TX

REQUEST FOR PROPOSAL

2025-098

ARMORED CAR SERVICES

RELEASE DATE: April 29, 2025

RESPONSE DEADLINE: May 29, 2025, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-098 Title: Armored Car Services

Table Of Contents

1. INTRODUCTION

2. PURPOSE/SCOPE OF WORK

3. SPECIAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. EVALUATION

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. PROPOSAL FORMAT / VENDOR RESPONSE

9. PRICING PROPOSAL

10. ATTACHMENTS

Attachments:

A - Legal Notice

B - Service Locations

C - Exceptions

D - CIQ Form

E - W9

1. INTRODUCTION

1.1. SUMMARY

Collin County's intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for Armored Car Services to provide safe, secure and timely pickup and delivery of cash, bank deposits, and change orders to and from various Collin County locations. The selected contractor will be required to securely transfer cash, checks, and coin deposits to the County's designated banking institution, up to five (5) times per week. The selected provider will be responsible for providing armored vehicles, licensed and trained personnel, and relevant technology to meet the County's requirements.

1.2. TIMELINE

RFP Released: April 29, 2025

Deadline for Submission of Questions: May 15, 2025, 2:00pm

Response Submission Deadline: May 29, 2025, 2:00pm

1.3. PROCUREMENT CONTACT

Lera Miller

Buyer II lmiller@co.collin.tx.us

2. PURPOSE/SCOPE OF WORK

2.1. Background

Collin County is presently using internal, in-house courier services. Prior to September 2021, the County used an armored car service.

2.2. OVERVIEW OF SERVICES

Collin County would like proposals to provide armored vehicle and armed courier services for deposit pick-up and change order service at various Collin County locations with delivery to the County's designated banking depository. Services will be required on a daily and/or weekly basis with separate deposit bags prepared for each location. Daily operations are Monday through Friday with exceptions to service dates for national holiday observations and other Collin County closure periods.

2.3. GENERAL RESPONSIBILITIES AND REQUIREMENTS

Collin County expects to select an experienced, knowledgeable, security sensitive, customer focused armored car service. The selected contractor will primarily be responsible for providing high level security and cash management solutions, to include pick up, tracking, and delivery of financial instruments, secure government documents, electronic media, currency and coin from secure locations. To be considered successful, this shall include the following requirements:

• Must be able to provide armored car delivery services to the County's bank vault location. The current vault is American National Bank in Allen.

• Must be able to demonstrate a minimum of (5) years of established armored car delivery service with government agencies.

• Must be able to provide armored car delivery services with values up to $1 million per day.

• Must be able to deliver change orders made via our depository vault with return to the designated

County locations - see Pricing Proposal table. Preference for same day change order return.

• Must be able to perform a variety of skilled duties to protect, secure, and deliver financial instruments, secure government documents, electronic media, currency, and coin to bank vault location.

• Must ensure utilization of innovative solutions to guarantee financial instruments and cash is delivered to banking institutions as efficiently as possible.

• Must be able to provide armored car services a minimum 1-day and a maximum 5-day a week to single locations.

• Must adhere to location designated pickup time frame. Shall not arrive to any County location prior to

9:20 am CST and after 4:00 pm CST.

• Must meet all requirements of Local, State, and Federal laws with regards to responsible handling of financial instruments and cash.

• Must provide a dedicated account representative.

• Must provide efficient and accurate invoicing and payment reporting.

• Must have established policies and procedures for armored car delivery services.

• Must allow Collin County to cancel a delivery service with 24-hour notice with no cancellation fee.

• Must provide delivery staff that shall be armed, uniformed and carry identification cards at all times.

• Must provide delivery staff that possess a strong customer-focused aptitude.

• Must provide delivery staff that are able to receive and interpret instructions in English and perform basic math functions.

• Must provide delivery staff that maintain the ability to understand and fill out service related documents and paperwork.

• Must provide delivery staff and customer service representatives that maintain good communications skills to be able to effectively communicate with customers and maintain a positive attitude.

• Preference for on-line electronic tracking and notification, and maintenance of financial instruments and cash from pick up locations to delivery locations.

• Preference for same day vault delivery.

Deposits are to be delivered to the County Primary Depository located at:

American National Bank in Allen

720 S. Greenville Ave

Allen, TX 75002

Enter the depository using the south facing lobby doors.

2.4. SERVICE LOCATIONS

A list of required service locations is attached, Attachment "E". Please note that Collin County reserves the right to add or remove locations at any time during the contract term. The County reserves the right to cancel a scheduled pickup, without being charged, upon giving the selected contractor a 24 hour notice of cancellation. In addition, the contractor will provide flexibility in the pickup schedule should a change in

County operations or staffing occur and will not charge the County for these changes unless frequency of pickups is adjusted.

2.5. CONTRACTOR STANDARD OF PERFORMANCE CRITERIA

Contractors shall fully understand that the County relies on armored car services to provide vital municipal services, and the availability and reliability of the service is of the essence. The Contractor shall meet the following performance standards at all times. Labor disputes, strikes, and other events, except those beyond the Contractor's control such as acts of God, shall not relieve the Contractor from meeting these standards.

• Contractor shall provide delivery services within specified delivery times for 95% of deliveries.

• Contractor shall pick-up deposits consisting of cash, checks and/or other check instruments in the designated financial institutions tamper-evident bags (one-time use) from designated County locations at the times specified herein. Each bag will be marked with the designated County location, the designated financial institution, and the total bank deposit per bag.

• Contractor understands and agrees that possession of a bank deposit commences when the contractor's authorized personnel signs for the tamper-evident bags containing the County's bank deposits. Contractor shall be responsible for the bank deposit(s), even while on County's property, until the bank deposit(s) has been delivered to the County's designated financial institution/vault and has been properly received by the designated financial institution/vault.

• Contractor shall guarantee safe delivery of all bank deposits placed in authorized contractor personnel's possession by the County, unopened and untampered to the designated financial institution/vault.

• All transport vehicles shall be properly armored and equipped for the service to be performed. Only armored transport vehicles shall be used. Standard unarmored vehicles are not acceptable.

• Contractor shall have available and provide, if necessary, back-up armored transport vehicles and personnel in the event of equipment failure, accident or any other such occurrence which interferes with performance of the services required herein.

• Contractor shall maintain necessary State of Texas bonding, insurance, and registration requirements.

• Contractor shall always maintain satisfactory driving record which may be subject to approval by company's insurer and in accordance with all applicable state and federal laws.

2.6. Exceptions to Service Dates - National Holiday Observations

Collin County will not require services on Saturday or Sunday, national bank holiday observations, or the following Collin County recognized holidays:

• New Year’s Day

• Martin Luther King Jr. Day

• Good Friday

• Memorial Day

• Independence Day

• Labor Day

• Thanksgiving Day

• Day after Thanksgiving Day

• Christmas Eve

• Christmas Day

A Collin County holiday schedule will be provided upon request up to 60 days before the New Year, for each calendar year.

Collin County reserves the right to add or remove exception dates at any time during the contract term.

3. SPECIAL CONDITIONS

3.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed proposals will be received for 2025-098

Armored Car Services.

3.2. INTENT OF REQUEST FOR PROPOSAL

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal for Armored Car Services to provide safe, secure and timely pickup and delivery of cash, bank deposits, and change orders to and from various Collin County locations. The selected contractor will be required to securely transfer cash, checks, and coin deposits to the County's designated banking institution, up to five (5) times per week. The selected provider will be responsible for providing armored vehicles, licensed and trained personnel, and relevant technology to meet the County's requirements.

3.3. TERM

Vendor(s) will be awarded a three (3) year contract, effective from the date of award or notice to proceed as determined by the Collin County Purchasing Department. At Collin County’s option and approval by the

Vendor, the contract may be renewed for two (2) additional twelve (12) month periods, as further explained in

Renewal Options.

3.4. RENEWAL OPTIONS

Collin County reserves the right to exercise an option to renew the contract of the Vendor for two (2) additional twelve (12) month periods, provided such option is stipulated and agreed upon by both parties. If

Collin County exercises the right in writing, the Vendor must update and submit any documents required during the initial solicitation by no later than thirty (30) calendar days prior to the commencement of the option period. Required documents must be in force for the full period of the option. If the updated documents are not submitted by the Vendor in complete form within the time specified, Collin County may rescind its option or seek a new solicitation.

3.5. SECONDARY/ALTERNATE AWARD

Secondary or Alternate Vendors serve in a backup capacity only. In the event the Primary is unable to honor the terms and conditions of the contract, the Secondary Vendor(s) may be called. If the Secondary Vendor is unable to honor the terms and conditions of the contract the Alternate Vendor(s) may be called. The Primary

Vendor is the first contact. Use of the Secondary or Alternate Vendor(s) must be approved, in writing, by the

Collin County Purchasing Agent or his designee in compliance with Texas Local Government Code 262.027(g).

In the event the Secondary or Alternate Vendors are called upon, they will offer the services at their awarded price(s), or better. Any attempt to increase their awarded price(s) may cause the removal of the Vendor from the contract. Calling upon the Secondary or Alternate Vendors does not necessarily affect the status of any awarded Vendor, including the Primary Vendor.

If a Secondary or Alternate Vendor represents themselves as the Primary Vendor without written authorization from the Collin County Purchasing Agent, or his designee, the Secondary or Alternate Vendor may be removed from the contract.

3.6. MISSED PICK-UP

Should Contractor fail to pick-up a scheduled shipment, Contractor shall make a special run at no extra cost to the County. In the event that Contractor fails to make a designated pick up at a particular location, Contractor shall be penalized 5% of the total monthly charge for the location each time Contractor fails to make a pick up.

If such failures are excessive in the judgment of the County, said failures will be grounds for termination of the contract as outlined in this document.

3.7. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

3.8. POINT OF CONTACT

Information regarding the purchasing process and the contents of this RFP may be obtained from the Collin

County Department or email Lera Miller, Buyer II at lmiller@co.collin.tx.us.

3.9. FUNDING

Funds for payment have been provided through the Collin County budget approved by the Commissioners

Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current Collin County fiscal year shall be subject to budget approval.

3.10. PRICE REDUCTION

If during the life of the contract, the offeror's net prices to its customers for the same services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.

3.11. PRICE REDETERMINATION

The Proposer is to submit a proposal that will be fixed for one (1) year. The provider may request a price redetermination every twelve (12) months.

Any request for redetermination will require a minimum of thirty (30) days written notice, prior to the date of the increase. All requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer’s direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A., Insurance Coverage

Rates, etc. The Proposer’s past experience of honoring contracts at the quotation price will be an important consideration in the evaluation of the lowest and best quote. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

3.12. COMPLETION/RESPONSE TIME

Contractor shall complete services at the County’s designated location within the number of calendar days according to the schedule proposed by contractor.

3.13. TERMINATION

For Cause:

In the event the supplier shall default or otherwise violate any of the terms, obligations, restrictions, or conditions of this agreement, the County shall give the supplier written notice of the default and that such default shall be corrected within five (5) business days of the date of the written notice. In the event the supplier fails to correct the condition(s) of the default within the aforementioned timeframe, the County shall have all legal remedies available to it, including but not limited to, termination of this agreement for cause.

Unless the default is corrected within five (5) business days, or within a timeframe agreed to by the County, in such instance, the County may terminate the agreement for cause by giving notice of termination to the supplier, and the supplier shall immediately cease working for the County and only be paid for all Services properly performed to the date of termination.

For Convenience:

The County for any reason may terminate this agreement at any time by giving at least thirty (30) days written notice to the supplier. Notwithstanding, the County may terminate this agreement immediately upon any lapse in the insurance coverage to be retained by the supplier, or failure to fulfill any of the insurance requirements as provided herein. In this event, supplier shall be entitled to compensation for any satisfactory services completed prior to termination in accordance with this agreement.

Convenience by Supplier:

This agreement may be terminated by the supplier by either: (a) mutual consent of both parties; or (b) upon ninety (90) days written notice delivered by certified mail, return receipt requested, to the County's

Purchasing Agent.

3.14. APPROXIMATE VALUE/USAGE

Approximate usage does not constitute an order, but only implies the probable quantity the County will use.

Estimated expenditure is three hundred thousand dollars ($300,000.00) annually.

3.15. SUBCONTRACTORS

Contractor shall state names of all subcontractors and the type of work they will be performing. If a contractor fails to specify a subcontractor, then he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.

No proposer whose proposal is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original proposal without approval in writing from the Collin County

Purchasing Department.

The successful proposer further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful proposer’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

3.16. CONFIDENTIAL OR PROPRIETARY INFORMATION

Collin County is subject to the Texas “Public Information Act”, Texas Government Code Chapter

552. Contractors shall identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets. Contractors shall clearly indicate each and every section to which this applies. It is not sufficient to preface the entire proposal with a proprietary statement. State of Texas Attorney General retains the final authority as to the extent of material that is considered proprietary or confidential.

3.17. PROPOSAL SCHEDULE

Collin County reserves the right to change the schedule of events as it deems necessary.

RFP Released: April 29, 2025

Deadline for Submission of Questions: May 15, 2025, 2:00pm

Response Submission Deadline: May 29, 2025, 2:00pm

4. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

1. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000.00

Personal Injury &Adv Injury $1,000,000.00

Products/Completed Operation Aggregate $2,000,000.00

General Aggregate $2,000,000.00

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000.00

Disease - Each Employee $500,000.00

Disease - Policy Limit $500,000.00

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000.00

iv. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $1,000,000.00

v. Crime Coverage insurance to cover a) Employee Dishonesty, blanket form, and b) Forgery and Alterations. Coverage shall include, but not be limited to

Social Engineering, Employee Dishonesty, Money and Securities, Theft, Destruction or Disappearance, Electronic Transfer of Funds, Forgery and Alterations, and Third-Party Fidelity coverage.

Each Occurrence/Aggregate $1,000,000.00

vi. All Risk Cargo insurance

Each Occurrence/Aggregate $2,000,000.00

2. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) day notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

2. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

3. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

5. EVALUATION

The award of the contract shall be made to the responsible Proposer whose proposal is determined to be the lowest and best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other factors set forth in the RFP in accordance with Local Government Code 262.030. The County reserves the right to determine the suitability of proposals based on all of these criteria.

The evaluation committee will review all proposals received by the proposal due date as part of a documented evaluation process. For each decision point in the process, the County will evaluate Proposers according to specific criteria and will elevate a certain number of Proposers to compete against each other.

The County will use a competitive process based upon “selection levels”. The County recognizes that if a

Proposer fails to meet expectations during any part of the process, it reserves the right to proceed with the remaining Proposers or to elevate another Proposer that was not elevated before. The following describes the selection levels.

The first part of the elevation process is to validate the completeness of the proposal and ensure that all the

RFP guidelines and submittal requirements are met. Those Proposers who do not meet all the requirements for the RFP may, at the discretion of the County, be contacted to submit the missing information. Proposers must submit information within two business days. Proposers may be disqualified if RFPs are incomplete or noncompliant. Proposers should carefully read the information contained herein and submit a complete response to all requirements and questions as directed. Completed proposals will be elevated to Level 2.

The evaluation committee will conduct a detailed assessment of all completed proposals. Criteria evaluated in

Level 2 is outlined in the table below. Proposers elevated to Level 2 may be asked to respond in writing to issues and questions raised by the County, as well as any other cost and implementation planning considerations in the proposal. It is anticipated that Collin County will elevate proposals scoring at least 70 points (70%) to Level 3.

Proposers who are elevated to level 3 will have their cost and optional interview evaluated for a total of up to a possible 60 points and will have these points combined from level 2 for a possible maximum of 160 points total.

The evaluation committee may request oral Technical Questions and Answer Interview presentations (if desired) in Level 3. Proposers are cautioned, however, that oral presentations are at the sole discretion of the committee and the committee is not obligated to request an interview. The oral presentation is an opportunity for the evaluation committee to ask technical questions and seek clarification of the proposal submitted. The presentation is not meant as an opportunity for the Proposer simply to provide generic background information about the corporation or its experience. Thus, the time will be structured with a minimum time for the Proposers to present and the majority of time dedicated to addressing technical questions from the evaluation committee. The oral presentations, if held, will be scheduled accordingly and all presenting

Proposers will be notified of time and date. Proposals may be re-evaluated on criteria in previous levels.

Proposers who are susceptible of receiving the award will be elevated to Level 4 for Best and Final Offer.

Proposals may be re-evaluated on criteria in previous levels. Based on the information collected in this phase, a single Proposer will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period deemed reasonable by the County, it reserves the right to contact any of the other Proposers that have submitted proposals and enter into negotiations with them.

Based on the result of the Best and Final Offer evaluation, a single contractor will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the

County, it reserves the right to contact any of the other contractors that have submitted proposals and enter into negotiations with them.

LEVEL 2 DETAILED PROPOSAL ASSESSMENT & COST

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of the Contractor, Corporate

Background, Financial Stability

This criterion will be used to assign points based on submission and review of the following:

• Any legal actions such as bankruptcy, loan default or pending liens, claims, or lawsuits, that might affect

Proposer's ability to perform as contracted

• Financial capacity to deliver the required services

• Audited financials for the past five (5) years

• Proposer is expected to submit pending litigation and/or bankruptcy documentation.

Points Based 35 (35% of Total)

2. Services Plan, Project Team, Invoicing/Billing -

Approach / Methodology

This criterion will be used to assign points based on submission and review of the following:

Service Plan:

• Proposer’s approach to and understanding of the Scope of

Services required in the RFP as evidenced by the proposed service plan

• Project schedule, timelines, milestone, deliverables and detailed approach is reasonable/responsive to

County's needs

• Ability to meet the service requirements described in the Scope of Services to include picking up daily or weekly from each of the County locations

• Familiarity with project locations as evidenced by proposal

• Identification of critical or unique issues specific to the project

• Adequacy of proposed communications process

Project Team:

• Proposer's process verifying staff technical and professional qualifications and what are their current certifications

• Methodology implemented for recruitment, screening, training, and employee retention

• What percentages of your employees have been with your agency for three

(3) or more years

Points Based 45 (45% of Total)

• What percentages of your employees have been with your agency less than one (1) year

Invoicing/Billing:

• Ability and commitment to provide monthly billing statements to the

County for the preceding month by the 1st calendar day of each month, including the steps that will be taken from month end to ensure timeliness of billings.

i. Describe your invoicing system

ii. Level of detail in the billing supplied

iii. Description of protocol for handling detailed billing problems, questions, or disputes

3. Evidence of Experience, References, and

Similar Projects

This criterion will be used to assign points based on submission and review of the following:

• Consider relevant experience and references listed by the Proposer

• Proposer experience in providing services similar to that requested in the RFP

• Similar projects and level of Proposer familiarity and experience

Points Based 20 (20% of Total)

LEVEL 3 DETAILED PROPOSAL COST, TECHNICAL QUESTION AND ANSWER

No. Evaluation Criteria Scoring Method Weight (Points)

1. Detailed Proposal Cost

Determination of cost and pricing data: Consider whether all elements of cost and pricing conform to the requirements of the

RFP.

Points will be assigned based on a “Ratio

Method.” The proposer’s cost must include the delivery of the proposed services, as well as any recurring costs (if any) as delineated in the

Scope of Work and the PRICE PROPOSAL.

With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

Lowest Price / Evaluated Price X maximum points available = Awarded Points

Example: The cost for the lowest proposal is

$100,000. The next lowest proposal has a cost of $125,000. The total points available for cost

= 30 points.

( $100,000 / $125,000 ) X 30 = 24 points

Reward Low Cost 45 (75% of Total)

2. Technical Question and Answer Interview -

Optional

The evaluation committee may request oral

Technical Questions and Answer Interviews in

Level 3. Proposers are cautioned, however, that oral presentations are at the sole discretion of the committee and the committee is not obligated to request an interview. Proposers must be available to participate in an oral interview including the proposed Project Manager and Key Personnel.

The County will not be liable for any costs incurred in connection with such interviews

(i.e., travel, accommodations, etc.)

The proposed Project Manager and Key

Personnel must be prepared to address:

• Clarify in more detail information submitted in a Proposal

• Answer technical questions

• Develop a comprehensive assessment of the proposal

However, the County reserves the right to award a contract to a Proposer solely based on their initial written proposal submitted without any further interview, discussion and negotiations.

Points Based 15 (25% of Total)

6. GENERAL INSTRUCTIONS

6.1. DEFINITIONS

1. Offeror: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Vendor/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by an Offeror.

4. RFP: refers to Request for Proposal.

5. CSP: refers to Competitive Sealed Proposal

6.2. GENERAL INSTRUCTIONS

1. If Offeror does not wish to submit an offer at this time, please submit a No Proposal response.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement Portal for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your Submittal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A Submittal may not be withdrawn or canceled by the Offeror prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all

Proposals/Submittals for any or all products and/or services covered in a Request For Proposal (RFP) and Competitive Sealed Proposal (CSP), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.

7. All RFPs and CSPs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the RFP/CSP number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. RFPs and CSPs may be submitted in electronic format via Collin County eProcurement Portal.

9. All RFPs and CSPs submitted electronically via Collin County eProcurement Portal shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the RFP and/or

CSP.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all RFPs and CSPs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. RFPs, and CSPs received in the Collin County Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the RFP/CSP, guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to a RFP or CSP and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the

Collin County Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County

Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via Collin County eProcurement Portal.

i. Addenda will be transmitted to all that are known to have received a copy of the RFP/CSP and related Specifications. However, it shall be the sole responsibility of the Proposer to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e.

https://procurement.opengov.com/portal/collincountytx telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Offeror’s receipt of any addenda issued. Offeror shall acknowledge receipt of all addenda.

14. All materials and services shall be subject to Collin County approval.

15. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

16. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

17. Offerors taking exception to the specifications shall do so at their own risk. By offering substitutions, Offeror shall state these exceptions in the section provided in the RFP/CSP or by https://procurement.opengov.com/portal/collincountytx attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein. Collin County reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the County.

18. Minimum Standards for Responsible Prospective Offerors: A prospective Offeror must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

Collin County may request documentation and other information sufficient to determine Offeror’s ability to meet these minimum standards listed above.

19. Vendor shall bear any/all costs associated with its preparation of a RFP/CSP Submittal.

20. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Offerors during the solicitation process is subject to release under the Act.

21. The Offeror shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

22. Interlocal Agreement: Successful Offeror agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin

County. Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

23. Proposal Openings: All proposals submitted will be read at the County’s regularly scheduled proposal opening for the designated project. However, the reading of a proposal at proposal opening should be not construed as a comment on the responsiveness of such proposal or as any indication that the

County accepts such proposal as responsive.

The County will make a determination as to the responsiveness of proposals submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Offeror upon award of the contract and, according to state law; all proposals received will be available for inspection at that time.

24. Offeror shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

7. TERMS OF CONTRACT

1. A proposal, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of an Amendment.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Proposals must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

10. Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

11. If a contract, resulting from a Collin County RFP/CSP is for the execution of a public work, the following shall apply:

i. In accordance with Government Code 2253.021, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Payment Bond if the contract is in excess of $25,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular

Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

ii. In accordance with Government Code 2253.021, a governmental agency that makes a public work contract with a prime contractor shall require the contractor, before beginning work, to execute to the governmental entity a Performance Bond if the contract is in excess of $100,000.00. Such bond shall be in the amount of the contract payable to the governmental entity and must be executed by a corporate surety in accordance with Section 1, Chapter 87, Acts of the 56th Legislature, Regular

Session, 1959 (Article 7.19-1 Vernon’s Texas Insurance Code).

12. Purchase Order(s) shall be generated by Collin County to the vendor. Collin County will not be responsible for any orders placed/delivered without a valid purchase order number.

13. The contract shall remain in effect until any of the following occurs: delivery of product(s) and/or completion and acceptance by Collin County of product(s) and/or service(s), contract expires or is terminated by either party with thirty (30) days written notice prior to cancellation and notice must state therein the reasons for such cancellation. Collin County reserves the right to terminate the contract immediately in the event the Vendor/Contractor/Provider fails to meet delivery or completion schedules, or otherwise perform in accordance with the specifications. Breach of contract or default authorizes the County to purchase elsewhere and charge the full increase in cost and handling to the defaulting Vendor/Contractor/Provider.

14. Collin County Purchasing Department shall serve as Contract Administrator or shall supervise agents designated by Collin County.

15. All delivery and freight charges (FOB Inside delivery at Collin County designated locations) are to be included as part of the proposal price. All components required to render the item complete, installed and operational shall be included in the total proposal price. Collin County will pay no additional freight/delivery/installation/setup fees.

16. Vendor/Contractor/Provider shall notify the Purchasing Department immediately if delivery/completion schedule cannot be met. If delay is foreseen, the Vendor/Contractor/Provider shall give written notice to the Purchasing Agent. The County has the right to extend delivery/completion time if reason appears valid.

17. The title and risk of loss of the product(s) shall not pass to Collin County until Collin County actually receives and takes possession of the product(s) at the point or points of delivery. Collin County shall generate a purchase order(s) to the Vendor/Contractor/Provider and the purchase order number must appear on all itemized invoices.

18. Invoices shall be mailed directly to the Collin County Auditor's Office, 2300 Bloomdale Road, Suite

3100, McKinney, Texas 75071. All invoices shall show:

i. Collin County Purchase Order Number;

ii. Vendor’s/Contractor’s/Provider’s Name, Address and Tax Identification Number;

iii. Detailed breakdown of all charges for the product(s) and/or service(s) including applicable time frames.

19. Payment will be made in accordance with Government Code, Title 10, Subtitle F, Chapter 2251.

20. All warranties shall be stated as required in the Uniform Commercial Code.

21. The Vendor/Contractor/Provider and Collin County agree that both parties have all rights, duties, and remedies available as stated in the Uniform Commercial Code.

22. The Vendor/Contractor/Provider agree to protect Collin County from any claims involving infringements of patents and/or copyrights.

23. The contract will be governed by the laws of the State of Texas. Should any portion of the contract be in conflict with the laws of the State of Texas, the State laws shall invalidate only that portion. The remaining portion of the contract shall remain in effect. The contract is performable in Collin County, Texas.

24. The Vendor/Contractor/Provider shall not sell, assign, transfer or convey the contract, in whole or in part, without the prior written approval from Collin County.

25. The apparent silence of any part of the specification as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of the specification shall be made on the basis of this statement.

26. Vendor/Contractor/Provider shall not fraudulently advertise, publish or otherwise make reference to the existence of a contract between Collin County and Vendor/Contractor/Provider for purposes of solicitation. As exception, Vendor/Contractor/Provider may refer to Collin County as an evaluating reference for purposes of establishing a contract with other entities.

27. The Vendor/Contractor/Provider understands, acknowledges and agrees that if the

Vendor/Contractor/Provider subcontracts with a third party for services and/or material, the primary

Vendor/Contractor/Provider (awardee) accepts responsibility for full and prompt payment to the third party. Any dispute between the primary Vendor/Contractor/Provider and the third party, including any payment dispute, will be promptly remedied by the primary vendor. Failure to promptly render a remedy or to make prompt payment to the third party (subcontractor) may result in the withholding of funds from the primary Vendor/Contractor/Provider by Collin County for any payments owed to the third party.

28. Vendor/Contractor/Provider shall provide Collin County with diagnostic access tools at no additional cost to Collin County, for all Electrical and Mechanical systems, components, etc., procured through this contract.

29. Criminal History Background Check: If required, ALL individuals may be subject to a criminal history background check performed by Collin County prior to access being granted to Collin County facilities.

Upon request, Vendor/Contractor/Provider shall provide list of individuals to the Collin County

Purchasing Department within five (5) working days.

30. Non-Disclosure Agreement: Where applicable, vendor shall be required to sign a non-disclosure agreement acknowledging that all information to be furnished is in all respects confidential in nature, other than information which is in the public domain through other means and that any disclosure or use of same by vendor, except as provided in the contract/agreement, may cause serious harm or damage to Collin County. Therefore, Vendor agrees that Vendor will not use the information furnished for any purpose other than that stated in contract/agreement, and agrees that Vendor will not either directly or indirectly by agent, employee, or representative disclose this information, either in whole or in part, to any third party, except on a need to know basis for the purpose of evaluating any possible transaction. This agreement shall be binding upon Collin County and Vendor, and upon the directors, officers, employees and agents of each.

31. Vendors/Contractors/Providers must be in compliance with the Immigration and Reform Act of 1986 and all employees specific to this solicitation must be legally eligible to work in the United States of

America.

32. Certification of Eligibility: This…