Armored_Car_Services.pdf

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0105

ARMORED CAR SERVICES

CITY OF PHOENIX

FINANCE CENTRAL PROCUREMENT

251 W. WASHINGTON ST.

PHOENIX, AZ

85003

RELEASE DATE: November 19, 2025

DEADLINE FOR QUESTIONS: December 8, 2025

RESPONSE DEADLINE: December 22, 2025, 3:00 pm

City of Phoenix

REQUEST FOR PROPOSAL - GOODS AND SERVICES

RFP GGS-26-0105

Armored Car Services

1. INTRODUCTION

2. INSTRUCTIONS

3. SCOPE OF WORK

4. EVALUATION PROCESS

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. DEFENSE AND INDEMNIFICATION

8. INSURANCE REQUIREMENTS

9. SUBMITTALS

10. PRICING PROPOSAL

Attachments:

A - Acceptance of Offer Form 2025

Request For Proposal - Goods and Services #RFP GGS-26-0105 Title: Armored Car Services

1. Introduction

1.1. Contact Information

Rodney James

Finance Central Procurement

Email: rodney.james@phoenix.gov

Phone: (602) 262-7791

1.2. Schedule of Events

The City reserves the right to change dates, times, and locations, as necessary. The City does not always hold a Pre-Offer Conference or Site Visit. All times in the Schedule of Events are

Local Phoenix, AZ Time.

To request a reasonable accommodation or alternative format for any public meeting, please contact the Procurement Officer (Rodney James) at (602) 262-7791/Voice or 711/TTY, or rodney.james@phoenix.gov, no later than two (2) weeks prior to the meeting.

Solicitation Issue Date: November 19, 2025

Pre-Offer Conference (Non-Mandatory): December 2, 2025, 9:00am

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Written Inquiries Due Date: December 8, 2025, 3:00pm

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2. Instructions

2.1. Description – Statement of Need

The City of Phoenix invites sealed offers for armored car services for a five-year contract, with two one-year options to extend commencing on or about July 1, 2026, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by

City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.

This solicitation is available through the City’s Procurement Portal. For technical support issues related to the City's Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.

Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.

2.2. Preparation of Offer

All forms provided must be completed and submitted with the Offer. The signed and completed

Conflict of Interest and Transparency form must be included, or your Offer may be deemed non-responsive.

It is permissible to copy Submittal forms if necessary. Erasures, interlineations, or other modifications of the Offer must be initialed in original ink by the authorized person signing the

Offer. No offer will be altered, amended or withdrawn after the specified offer due date and time.

The City is not responsible for Offeror’s errors or omissions.

All time periods stated as a number of days will be calendar days.

It is the responsibility of all Offerors to examine the entire solicitation and seek clarification of any requirement that may not be clear and to check all responses for accuracy before submitting an offer. Negligence in preparing an offer confers no right of withdrawal after due date and time. Offerors are strongly encouraged to:

A. Consider applicable laws and/or economic conditions that may affect cost, progress, performance, or furnishing of the products or services.

B. Study and carefully correlate Offeror’s knowledge and observations with the solicitation and other related data.

C. Promptly notify the City of all conflicts, errors, ambiguities, or discrepancies that Offeror has discovered in or between the solicitation and other related documents.

D. The City does not reimburse the cost of developing, presenting or providing any response to this solicitation. Offers submitted for consideration should be prepared simply and economically, providing adequate information in a straightforward and concise manner. The Offeror is responsible for all costs incurred in responding to this mailto:procurement-support@opengov.com solicitation. All materials and documents submitted in response to this solicitation become the property of the City and will not be returned.

E. Offerors are reminded that the specifications stated in the solicitation are the minimum level required and that offers submitted must be for products or services that meet or exceed the minimum level of all features specifically listed in this solicitation. Offers offering less than any minimum specifications or criteria specified are not responsive and should not be submitted.

F. Offer responses submitted for products considered by the seller to be acceptable alternates to the brand names or manufacturer’s catalog references specified herein must be submitted with technical literature and/or detailed product brochures for the

City’s use to evaluate the products offered. Offers submitted without this product information may be considered as non-responsive and rejected. The City will be the sole judge as to the acceptability of alternate products offered.

G. Prices will be submitted on a per unit basis by line item, when applicable. In the event of a disparity between the unit price and extended price, the unit price will prevail unless obviously in error.

2.3. Fixed Offer Price Period

All offers shall be firm and fixed for a period of 180 calendar days from the solicitation opening date.

2.4. Obtaining a Copy of the Solicitation and Addenda

Interested Offerors may download the complete solicitation and addenda from the City's

Procurement Portal: https://procurement.opengov.com/portal/phoenix/projects/195822. Any interested Offerors without internet access may obtain this solicitation by calling the

Procurement Officer or picking up a copy during regular business hours at the City of Phoenix, Finance Department, Central Procurement Division, 251 W Washington Street, 8th Floor, Phoenix, AZ 85003. It is the Offeror’s responsibility to check the City's Procurement Portal, read the entire solicitation, and verify all required information is submitted with their Offer.

2.5. Exceptions

Offeror must not take any exceptions to any terms, conditions or material requirements of this solicitation. Offers submitted with exceptions may be deemed non-responsive and disqualified from further consideration in the City’s sole discretion. Offerors must conform to all the requirements specified in the solicitation. The City encourages Offerors to send inquiries to the

Procurement Officer rather than including exceptions in their Offer.

2.6. Inquiries

All questions that arise relating to this solicitation should be directed via City’s OpenGov

Procurement Portal and must be received by the due date indicated in the Schedule of Events.

The City will not consider questions received after the deadline.

https://procurement.opengov.com/portal/phoenix/projects/195822

No informal contact initiated by Offerors on the proposed service will be allowed with members of City’s staff from date of distribution of this solicitation until after city council awards the contract. All questions concerning or issues related to this solicitation must be presented in writing.

The Procurement Officer will answer written inquiries in an addendum and publish any addenda on the City’s OpenGov Procurement Portal.

2.7. Addenda

The City of Phoenix will not be responsible for any oral instructions made by any employees or officers of the City of Phoenix regarding this solicitation. Any changes will be in the form of an addendum. The Offeror must acknowledge receipt of any/all addenda through the City's

Procurement Portal.

2.8. Business in Arizona

The City will not enter contracts with Offerors (or any company(ies)) not granted authority to transact business, or not in good standing, in the state of Arizona by the Arizona Corporation

Commission, unless the Offeror asserts a statutory exception prior to entering a contract with the City.

2.9. Licenses

If required by law for the operation of the business or work related to this Offer, Offeror must possess all valid certifications and/or licenses as required by federal, state or local laws at the time of submittal.

2.10. Certifications

By signature in the Offer section of the Offer and Acceptance page(s), Offeror certifies:

• The submission of the Offer did not involve collusion or other anti-competitive practices.

• The Offeror must not discriminate against any employee, or applicant for employment in violation of Federal or State Law.

• The Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, or service to a public servant in connection with the submitted Offer.

2.11. Submission of Offer

Offers must be in possession of the Department on or prior to the exact time and date indicated in the Schedule of Events. Late offers will not be considered. The prevailing clock will be the

City Department’s clock.

Offers should be submitted electronically via the City’s Procurement Portal by clicking on “Draft

Response” via https://procurement.opengov.com/portal/phoenix/projects/195822. Offerors that are unable to submit electronically should contact the Procurement Officer to discuss the logistics of hard copy submittals. Offerors must be registered with OpenGov by signing up via https://procurement.opengov.com/signup. Vendor training guides can be found at: https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

Any original documents (such as bonds, guaranties, powers of attorney), if required by the solicitation, must be separately delivered to and received by the City on or prior to the exact time and date indicated in the Schedule of Events, with a clear indication of the Offer for which it is attributed.

It is the responsibility of the Offeror to ensure that the Offer is timely and to confirm that there are no technical reasons that any offer submitted electronically may be delayed. The date and time on the upload as received/stamped by the City’s Procurement Portal will provide proof of submission and verification whether the Offer was received on or prior to the exact time and date indicated in the Schedule of Events.

For assistance with submittals, vendors are welcome to use the OpenGov support chat (blue chat bubble in the bottom right corner) to connect with a member of OpenGov's support team who will be able to assist you with your submission.

Please DO NOT submit links to Google Docs, Dropbox Paper, or similar services. Your offer may be deemed non-responsive if your offer is supplied utilizing these services.

2.12. Withdrawal of Offer

At any time prior to the solicitation due date and time, an Offeror (or designated representative) may withdraw the Offer by clicking “Unsubmit Response” on the Offer submission via the City’s

Procurement Portal.

2.13. Offer Results

Offers will be opened on the offer due date, time and location indicated in the Schedule of

Events, at which time the name of each Offeror, and the prices may be read. Offers and other information received in response to the solicitation will be shown only to authorized City personnel having a legitimate interest in them or persons assisting the City in the evaluation.

Offers are not available for public inspection until after the City has posted the award recommendation on the City's Procurement Portal.

The City will post a preliminary offer tabulation on the City's Procurement

Portal: https://procurement.opengov.com/portal/phoenix/projects/195822 within five business days of the offer opening. The City will post the information on the preliminary tabulation as it was read during the offer opening. The City makes no guarantee as to the accuracy of any information on the preliminary tabulation. Once the City has evaluated the offers, the City will post an award recommendation on the City's Procurement Portal. By signing and submitting its

Offer, each Offeror agrees that this posting of the award recommendation to the City's

Procurement Portal effectively serves as the Offeror’s receipt of that notice of award recommendation. The City has no obligation to provide any further notification to unsuccessful

Offerors.

https://procurement.opengov.com/signup https://opengov.my.site.com/support/s/article/ca6d1285-1e48-4a21-bb0d-715edb7794ed

2.14. Pre-Award Qualifications

A. Offeror must have been in operation a minimum of five (5) years. The Offeror’s normal business activity during the past five (5) years will have been for providing the goods or services in this solicitation.

B. Offeror must be an approved vendor with JP Morgan Chase Bank N.A., and Wells Fargo

Bank N.A., the City’s current contracted banks.

C. The Offeror must provide evidence of compliance with the Bank Secrecy Act (BSA) and

Financial Crimes Enforcement Network (FinCEN) regulations as a condition of eligibility.

D. Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the Insurance Requirements of this agreement. Insurance requirements are non-negotiable.

2.15. Certificates of Insurance

Upon notification of a recommended award, the Offeror will have 14 calendar days to submit a complete certificate of insurance in the minimum amounts and the coverages as required in the

Insurance Requirements of this solicitation. Insurance requirements are non-negotiable.

2.16. Award of Contract

Unless otherwise indicated, award(s) will be made to responsive, responsible Offeror(s) who are regularly established in the service, or providing the goods, contained in this solicitation and who have demonstrated the ability to perform in an acceptable manner.

A. Factors that may be considered by the City include:

1. Technical capability of the Offeror to accomplish the scope of work required in the

Solicitation. This may include performance history on past and current government or industrial contracts; and,

2. Demonstrated availability of the necessary manpower (both supervisory and operational personnel) and necessary equipment to accomplish the scope of work in the Solicitation; and,

3. Safety record; and,

4. Offeror history of complaints and termination for convenience or cause.

B. Notwithstanding any other provision of this solicitation, the City reserves the right to: (1) waive any immaterial defect or informality; or (2) reject any or all offers or portions thereof; or (3) reissue a solicitation.

C. A response to a solicitation is an offer to contract with the City based upon the terms, conditions, and specifications contained in the City’s solicitation. Offers do not become contracts until they are executed by the Chief Procurement Officer or Department

Director. A contract has its inception in the award, eliminating a formal signing of a separate contract. For that reason, all of the terms, conditions and specifications of the procurement contract are contained in the solicitation, and in any addendum or contract amendment.

2.17. Solicitation Transparency Policy

Commencing on the date and time a solicitation is published, potential or actual Offerors or respondents (including their representatives) shall only discuss matters associated with the solicitation with the Mayor, any members of City Council, the City Manager, any Deputy City

Manager, or any department director directly associated with the solicitation (including in each case their assigned staff, except for the designated Procurement Officer) at a public meeting, posted under Arizona Statutes, until the resulting contract(s) are awarded to all offers or responses are rejected and the solicitation is cancelled without any announcement by the

Procurement Officer of the City’s intent to reissue the same or similar solicitation.

As long as the solicitation is not discussed, Offerors may continue to conduct business with the

City and discuss business that is unrelated to the solicitation with the City staff. Offerors may not discuss the solicitation with any City employees or evaluation panel members.

Offerors may discuss their proposal or the solicitation with the Mayor or one or more members of the Phoenix City Council, provided such meetings are scheduled through the Procurement

Officer, and are posted as open meetings with the City Clerk at least 24 hours prior to the scheduled meetings. The City Clerk will be responsible for posting the meetings. The posted notice shall identify the participants and the subject matter, as well as invite the public to participate.

With respect to the selection of the successful Offerors, the City Manager and/or City Manager's

Office will continue the past practice of exerting no undue influence on the process. In all solicitations of bids and proposals, any direction on the selection from the City Manager and/or

City Manager's Office and Department Head (or representative) to the proposal review panel or selecting authority must be provided in writing to all prospective Offerors.

This policy is intended to create a level playing field for all Offerors, assure that contracts are awarded in public, and protect the integrity of the selection process. OFFERORS THAT

VIOLATE THIS POLICY SHALL BE DISQUALIFIED. After official Notice is received by the City for disqualification, the Offeror may follow the Protest process, unless the Solicitation is cancelled without notice of intent to re-issue.

“To discuss” means any contact by the Offeror, regardless of whether the City responds to the contact. Offerors that violate this policy will be disqualified until the resulting contract(s) are awarded, or all offers or responses are rejected and the solicitation is cancelled without any announcement by the Procurement Officer of the City’s intent to reissue the same or a similar solicitation. The City interprets the policy as continuing through a cancellation of a solicitation until Council award of the contract, as long as the City cancels with a statement that the City will rebid the solicitation.

2.18. Protest Process

Offeror may protest the contents of a solicitation no later than seven days before the solicitation deadline when the protest is based on an apparent alleged mistake, impropriety or defect in the solicitation. Protests filed regarding the solicitation may be addressed by an amendment to the solicitation or denied by the City. If denied, the opening and award will proceed unless the City determines that it is in the City’s best interests to set new deadlines, amend the solicitation, cancel or re-bid.

Therefore, unless otherwise notified by a formal amendment, the Protester must adhere to all solicitation dates and deadlines, including timely filing of an offer, regardless of filing a protest.

Offeror may protest an adverse determination issued by the City regarding responsibility and responsiveness, within seven days of the date the Offeror was notified of the adverse determination.

Offeror may protest an award recommendation if the Offeror can establish that it had a substantial chance of being awarded the contract and will be harmed by the recommended award. The City will post recommendations on the City’s Procurement Portal to award the contract(s) to an Offeror(s). Offeror must submit award protests within seven days after the posting of the award recommendation, with exceptions only for good cause shown, within the

City’s full and final discretion.

All protests will be in writing, filed with the Procurement Officer identified in the solicitation and include the following:

• Identification of the solicitation number;

• The name, address and telephone number of the protester;

• A detailed statement describing the legal and factual grounds for the protest, including copies of relevant documents;

• The form of relief requested; and

• The signature of the protester or its authorized representative.

The Procurement Officer will render a written decision within a reasonable period after the protest is filed. The City will not request City Council authorization to award the contract until the protest process is complete. All protests and appeals must be submitted in accordance with the

City’s Procurement Code, (Phoenix City Code, Ch. 43) and any protests or appeals not submitted within the time requirements will not be considered. Protests must be filed with the

Procurement Officer.

2.19. Public Record

All Offers submitted in response to this solicitation will become the property of the City and become a matter of public record available for review pursuant to Arizona State law. If an

Offeror believes that a specific section of its Offer response is confidential, the Offeror will isolate the pages marked confidential in a specific and clearly labeled section of its Offer response. An Offeror may request specific information contained within its Offer is treated by the

Procurement Officer as confidential provided the Offeror clearly labels the information

“confidential.” To the extent necessary for the evaluation process, information marked as

“confidential” will not be treated as confidential. Once the procurement file becomes available for public inspection, the Procurement Officer will not make any information identified by the

Offerors as “confidential” available to the public unless necessary to support the evaluation process or if specifically requested in accordance with applicable public records law. When a public records request for such information is received, the Procurement Officer will notify the

Offeror in writing of any request to view any portion of its Offer marked “confidential.” The

Offeror will have the time set forth in the notice to obtain a court order enjoining such disclosure.

If the Offeror does not provide the Procurement Officer with a court order enjoining release of the information during the designated time, the Procurement Officer will make the information requested available for inspection.

2.20. Late Offers

Late Offers must be rejected, except for good cause. If a late Offer is submitted, the Department will document the date and time of the submittal of the late Offer, keep the Offer and notify the

Offeror that its Offer was disqualified for being a late Offer.

2.21. Right to Disqualify

The City reserves the right to disqualify any Offeror who fails to provide information or data requested or who provides materially inaccurate or misleading information or data. The City further reserves the right to disqualify any Offeror on the basis of any real or apparent conflict of interest that is disclosed by the Offer submitted or any other data or information available to the

City. This disqualification is at the sole discretion of the City. By submission of a solicitation response, the Offeror waives any right to object now or at any future time, before any agency or body including, but not limited to, the City Council of the City or any court as to the exercise by the City of such right to disqualify or as to any disqualification by reason of real or apparent conflict of interest determined by the City. The City reserves the right to replace the disqualified

Offeror.

2.22. Performance Bond

A performance surety in the amount of $20,000.00 of the total contract amount shall be provided by the Contractor immediately after notice of award. The City of Phoenix will not issue a written purchase order or give notice to proceed in any form until the surety is received by the

Procurement Officer. The performance surety must be in the form of a bond, cashier's check, certified check or money order. Personal or company checks are not acceptable unless certified. If surety is in the form of a bond, the company issuing the surety must be authorized by the Insurance Department of Arizona to transact business in the State of Arizona or be named on the approved listing of non-admitted companies. A Certificate of Deposit (CD) issued by a local Phoenix bank may also be used as a form of surety provided that the CD is issued jointly in the name of the City of Phoenix and the Contractor, and that the Contractor endorses the CD over to the City at the beginning of the contract period. Interest earnings from the CD can be retained by the Contractor.

2.23. Contract Award

The City reserves the right to award a contract by individual line items, by group, all or none, or any other combination most advantageous to the City. The City reserves the right to award multiple contracts.

2.24. Determining Responsiveness and Responsibility

Offers will be reviewed for documentation of minimum qualifications, completeness, and compliance with the Solicitation requirements. The City reserves sole discretion to determine responsiveness and responsibility.

Responsiveness: Nonresponsive Offers will not be considered in the evaluation process. The solicitation states criteria that determine responsiveness, and the solicitation includes terms and conditions that if included or excluded from Offers (as the case may be) will render an Offer nonresponsive.

Exceptions, conditions, reservations, or understandings are presumed to be unacceptable, and an Offer that includes unacceptable exceptions, conditions, reservations, or understandings may be rejected as nonresponsive. Alternatively, the City in its sole discretion may instruct in writing that any Offeror remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so in writing, the City may determine the Offer to be nonresponsive.

Responsibility: To obtain true economy, the City must conduct solicitations to minimize the possibility of a subsequent default by the Contractor, late deliveries, or other unsatisfactory performance that may result in additional administrative costs. It is important that the Offeror be a responsible Contractor. Responsibility includes the Offeror’s integrity, skill, capacity, experience, and facilities for conducting the work to be performed.

The Procurement Officer will review each Offer to determine if the Offeror is responsible. The

City’s determination as to whether an Offeror is responsible will be based on all information furnished by the Offeror, interviews (if any), and information received from Offeror’s references, including information about Offeror’s history, terminations for convenience or cause, contract breach lawsuits or notices of claim and any other sources the City deems appropriate. Award of the Contract resulting from the solicitation will not be made until any necessary investigation, which each Offeror agrees to permit by submitting its Offer, is made by the City as it deems necessary. A review of responsibility may occur up to contract award.

The Offeror’s unreasonable failure to promptly supply information about an inquiry with respect to responsibility may be grounds for a determination of non-responsibility with respect to such

Offeror.

2.25. Equal Low Offer

Contract award will be made by putting the names of the tied vendors in a cup for a blind drawing limited to those bidders with tied offers. If time permits, the offerors involved will be given an opportunity to attend the drawing. The drawing will be witnessed by at least three persons, and the contract file will contain the names and addresses of the witnesses.

2.26. Evaluation of Competitive Sealed Offers

The City will use its discretion in applying the following processes to this solicitation. Any ties in scoring will be resolved with a best and final price request and the lowest price will prevail.

2.27. Detailed Evaluation of Offers and Determination of Competitive Range

During deliberations, the Evaluation Panel will reach a consensus score for each evaluation criterion except price. The Procurement Officer will score the price, which will be added to the overall consensus score. The overall consensus scores will determine the Offerors’ rankings and which offers are within the Competitive Range, when appropriate.

2.28. Offers Not Within the Competitive Range

The City may notify Offerors of Offers that the City determined are not in the Competitive

Range.

2.29. Discussions with Offerors in the Competitive Range

The City will notify each Offeror whose Offer is in the Competitive Range or made the ‘short list’ and provide in writing any questions or requests for clarification to the Offeror. Each Offeror so notified may be interviewed by the City and asked to discuss answers to written or oral questions or provide clarifications to any facet of its Offer. The Offerors in the competitive range may be required to provide a demonstration of their product.

Demonstrations - Offerors in the competitive range may be invited to construct a hands-on sample or presentation of their solution at the City of Phoenix. In addition, each finalist may prepare and deliver a presentation of their proposed solution based on the script developed by the evaluation panel. The City may also require a hands-on lab demonstration designed specifically for the evaluation panel. The results of the surveys will be tabulated and delivered to the evaluation team for the final review and solution selection session(s).

If an Offer in the Competitive Range contains conditions, exceptions, reservations or understandings to or about any Contract or Solicitation Scope requirement, the City may discuss or negotiate the conditions, exceptions, reservations or understandings during these meetings. But the City in its sole discretion may reject any and all conditions, exceptions, reservations and understandings, and the City may instruct any Offeror to remove the conditions, exceptions, reservations or understandings. If the Offeror fails to do so, the City may determine the Offer is nonresponsive, and the City may revoke its determination that the Offer is in the Competitive Range.

To the fullest extent permitted by law, the City will not provide any information, financial or otherwise, to any Offeror about other Offers received in response to this solicitation. During discussions with Offerors in the Competitive Range, the City will not give Offerors specific prices or specific financial requirements that Offerors must meet to qualify for further consideration.

The City may state that proposed prices are too high with respect to the marketplace or otherwise unacceptable. Offerors will not be told of their relative rankings before Contract award.

2.30. Best and Final Offers (BAFO)

A BAFO is an option available for negotiations. Each Offeror in the Competitive Range, which is determined in the City’s sole discretion, may be afforded the opportunity to amend its Offer and make one BAFO.

If an Offeror’s BAFO modifies its initial Offer, the modifications must be identified in the BAFO.

The City will evaluate BAFOs based on the same requirements and criteria applicable to initial

Offers. The City will adjust appropriately the initial scores for criteria that have been affected by offer modifications made by a BAFO. Based on the criteria defined in the solicitation as weighted, the City will then perform final scoring and prepare final rankings.

The Evaluation Panel will recommend the Offer that is the best value and most advantageous to the City based on the evaluation criteria.

The City reserves the right to make an award to an Offeror whose Offer is the highest rated, best value, and most advantageous to the City based on the evaluation criteria, without conducting written or oral discussions with any Offeror, without negotiations, and without soliciting BAFOs.

3. Scope of Work

3.1. Introduction

The City of Phoenix is seeking a qualified Contractor to provide comprehensive Armored Car

Services. These services include scheduled pick-up(s) and secure delivery of sealed bank deposits from designated City of Phoenix Department(s) and/or location(s) to a designated financial institution ("bank"), in accordance with the terms, conditions, and specifications outlined in this solicitation.

The Contractor will also be responsible for transporting items from the vault location to designated City locations. Transported items may include, but are not limited to, parking coin cans, validated deposit slips, coinage and currency for change, and other miscellaneous items as required.

3.2. Minimum Qualifications

A. The Contractor must have been in operation a minimum of five (5) years of experience in the armored car services industry, as outlined in this solicitation's scope. Additionally, the Contractor must be regularly and actively engaged in providing armored car services and hold all necessary and valid licenses required to perform such work legally.

B. The contractor must be an approved vendor with JP Morgan Chase Bank N.A. and Wells

Fargo Bank N.A., which are the City’s current contracted banks.

C. The contractor must be in compliance with the Bank Secrecy Act (BSA) and Financial

Crimes Enforcement Network (FinCEN) regulations as a condition of eligibility.

3.3. General Requirements

Outlined are the responsibilities, deliverables, and expectations for the selected Contractor to ensure the successful execution of providing Armored Car Services, which include but are limited to:

A. The Contractor must have the capacity to provide secure and reliable staff, equipment, materials, and protocols required to provide Armored Car Services, for which they have submitted an offer for and have been awarded, in accordance with the scope of services provided herein.

B. The Contractor will perform required pickups on the designated day(s) and time(s) for each location indicated in the Pricing Proposal.

C. The Contractor will adhere to all applicable licensing, Occupational Safety and Health

(OSHA) standards, industry standards, and local government safety procedures, rules, and regulations, and train its personnel in appropriate safety standards.

D. The Contractor will not assign, sell or subcontract its obligations under the contract to any third-party without prior approval from the City.

E. The Contractor is advised that the City may request services from another armored car services company in the event the Contractor is unable to provide services as required. The

Contractor will be responsible for all additional costs incurred in utilizing a replacement firm until the replacement firm is completely operational.

F. The City does not guarantee the dollar amount for any one pick-up and delivery of bank deposit will be.

G. Upon 15 days' written notice, the City reserves the right to add or delete pick-up locations, change the day and/or times of service, change its designated bank, add similar services, or suspend or cancel services, as needed, and without penalty to the City, during the term of the contract. For service cancellations, the Contractor must immediately cease the specified services upon receipt of notice via email from the City, with the formal contract amendment to follow. All changes to the contract, including cancellations, will be formalized in an executed contract amendment.

H. The Contractor will always furnish the most expeditious and efficient service possible. The

Contractor will not be held liable for nonperformance or delay that is caused by means beyond the Contractor's control, such as strikes, riots or acts of God. If strikes occur within the

Contractor's business, every effort must be made to communicate with the Department to ensure awareness of the missed pick-up and to complete the pick-up and deliver to the City's designated bank.

3.4. Duties of the Contractor

A. Services will include all labor, materials, transportation, fuel, and equipment necessary to perform the work described herein. The Contractor will provide all needed supplies for the City, including but not limited to manifests, deposit bags/envelopes, pick-up sheets, receipt books, tags, and forms, for all city locations requiring armored car services.

B. The Contractor's armored car personnel must:

i. perform armored car services in a timely, professional, and efficient manner.

ii. display and present for identification verification purposes a Contractor-issued identification card at all times.

iii. be armed, uniformed, licensed, bonded, trained and experienced to perform armored car duties as required.

iv. be trained and qualified with firearms to include State or City mandated licensing and training requirements.

C. The Contractor will guarantee safe delivery to the City's designated bank, unopened and untampered.

D. The Contractor must notify the City Department's designated contact person within 48-hours prior to a scheduled pick-up when the pick-up cannot be made at the time specified by the

Department.

E. The Contractor must notify the City Department’s designated contact person if a pick-up or delivery will be late or missed, as soon as the delay is known.

F. The Contractor will have a documented process of receipting each deposit and provide daily route logs for pick-ups at each designated City location and delivery of deposits to the City's designated bank for security and audit purposes. Contractor will send a copy of Contractor's supporting documentation to the City within 10 business days, if requested.

G. The Contractor's responsibility of the currency, coin, checks, and other deposit items will begin when said deposit is in the possession of the Contractor or its employees and will terminate upon delivery to the City's designated bank, in compliance with said bank's protocol for accepting deposits from armored car services companies.

H. The Contractor will not be required to wait for the bank to reconcile the funds in the bag/envelope with the deposit slip.

I. The Contractor must ensure all bank deposits are insured in full in the event of theft or loss.

J. The Contractor must ensure that there is no cap on the number of deposit bags/envelopes picked up per day, as specified by the City’s Departments. Any limitations or additional charges related to the number of bags/envelopes must be explicitly agreed upon in writing and documented in the contract.

K. If the Contractor fails to pick up a scheduled deposit, they will reschedule accordingly at no additional cost to the City. The bags/envelopes will be carried forward to the next business day's pick-up or a mutually agreed upon date.

L. The pickup schedule does not include the days observed as City holidays, unless specifically noted for a City department/location.

M. The Contractor will provide flexibility in the pick-up schedule in case a change in City operations or staffing occurs. The City will not be charged for these changes unless frequency of pick-ups change.

3.5. Contractor Customer Service Platform

If the Contractor provides an automated online account, helpdesk, or customer service platform as part of their services, the following requirements will apply:

A. City’s Option to Opt-Out: The City reserves the right to opt out of using the Contractor’s automated online platform at its sole discretion. The City’s decision to opt out will not impact the

Contractor’s obligation to provide the required services under the contract.

B. Mandatory Use and Training: If the use of the Contractor’s online platform is a requirement for service delivery, the Contractor must:

i. Provide comprehensive training to City staff on how to effectively use the platform.

Offer ongoing support to address any technical issues, questions, or concerns related to the platform.

ii. Report the ticket back to the City’s contract owner for visibility.

C. Accessibility and Usability: The platform must be user-friendly, accessible, and capable of handling the City’s operational needs, including but not limited to:

i. Submitting service requests

ii. Tracking service status and history

iii. Resolving invoicing or operational issues

D. Support Availability: The Contractor will ensure that adequate customer support is available to assist the City with any issues related to the platform, including troubleshooting and technical assistance.

E. Alternative Communication Channels: Regardless of the platform’s availability, the Contractor must provide alternative communication channels (e.g., email, phone) to ensure the City can access support and services without relying solely on the online system.

3.6. Account Representative

The Contractor will assign a dedicated and direct Account Representative to serve as the primary point of contact for the City of Phoenix. The representative will be responsible for providing assistance with operational questions, addressing contract administration requests, and managing service-related needs. They will play a critical role in ensuring the smooth execution of the contract and maintaining a high level of service quality for the City of Phoenix.

Specific responsibilities include, but are not limited to:

A. Primary Contact: The Account Representative will act as the City’s direct liaison for all matters related to the contract, including but not limited to:

• Turning services on or off as requested by the City.

• Resolving invoicing issues or discrepancies.

• Addressing operational questions and ensuring timely responses to City inquiries.

B. Availability: The Account Representative must be readily available during standard business hours to address the City’s needs and provide prompt assistance.

C. Continuity of Service: In the event the assigned Account Representative is unavailable or changes, the Contractor must:

• Notify the City immediately of the change.

• Provide a replacement who is fully briefed on the City’s account and operational requirements to ensure seamless service continuity.

D. Alternate Contact: The Contractor will also designate an alternate representative to act in the

Account Representative’s absence, ensuring uninterrupted support for the City.

E. Proactive Communication: The Account Representative will maintain regular communication with the City to ensure all services are being performed as required and to address any potential issues proactively.

3.7. Armored Transport Vehicle Requirements

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

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

3.8. Lost or Damaged Deposits

A. Contractor must ensure that the proper standard and industry specific controls are in place to prevent any tampering of bags/envelopes and their contents.

B. In the event of sealed deposit lost or damage, within twenty-four (24) hours of the loss or damage, the Contractor will submit written reports to the City stating the type and amount of loss.

C. Salvage, reclamation, and/or reparation will begin as soon as possible following the loss or damage.

D. All costs related to the loss or damage to the deposits in the care, custody, and control of the

Contractor will remain the sole responsibility of the Contractor.

E. The City will assist in the proper identification of any such sealed deposits lost or damaged and will make every effort to minimize costs and/or further loss of damage. However, the City's help to minimize costs does not, in any way, relieve the Contractor's liability of any loss or cost arising from this incident.

F. In the event of a lost bank deposit covered under this Contract, the City shall give Contractor written notice of such loss within two (2) business days of discovery of such loss, and City will proceed to recover for any such loss accordingly.

3.9. Ability to Reconstruct Deposits

All money picked up by Contractor may be in the form of cash, checks, money orders, credit card slips, etc. The City has very limited ability to reconstruct deposits. As a point of information, a re-constructible check is one that has been microfilmed or copied or we are able to identify the maker with reasonable effort.

3.10. Cash Control

A. All bags/envelopes containing cash receipts are placed into City or Contractor-provided sealable bank deposit bags/envelopes with the designated bank deposit slip and sealed with a locking closure which contains an identification label.

B. The Contractor’s employee will receipt the number of bags/envelopes to be transported by signing the manifest and transport the deposit to the designated bank.

C. The Contractor’s employee will obtain a signed delivery receipt from the bank and return the receipt to the Contractor. The City is credited the same day based on deposit slips, which provides evidence of the deposit.

3.11. Banking Requirements

A. The Contractor must make bank deposits on the same day as the pickup except when the pickups occur on weekends, holidays or other days when the designated bank's vault is closed.

B. Pickups made by the Contractor on weekends and holidays must be kept in the Contractor's vault and delivered early morning of the first banking business day following the pickup.

C. A signature will be secured, and the deposit processed as required. This is for the protection of both the City of Phoenix and the Contractor.

3.12. Duties of the City

A. Any request to cancel a pickup or request to schedule services as needed, must be scheduled with Contractor no less than 48 hours prior to the date the services are needed, by contacting the Contractor.

B. Prior to pick-ups, each designated City location will place bank deposits consisting of cash and checks in the designated bank's tamper-evident bags/envelopes (one-time use).

C. Each bag/envelope will be marked with the designated City location, the designated bank and the total deposit per bag/envelope. Multiple deposits will not be combined into one bag/envelope.

D. The City will be responsible for picking up items from the designated bank unless other arrangements are agreed to with Contractor.

E. The City will maintain a record of transported bank deposits and work with the Contractor's assigned representative to resolve any missing items.

3.13. Holiday Services

A. The City of Phoenix observes the following holidays, during which City offices will be closed.

If there is no request by a Department for pick-up on a City of Phoenix observed holidays, Contractor will not provide services to the Department's location(s). City holidays are:

• New Year's Day

• Dr. Martin Luther King Day

• President's Day

• Cesar Chavez Day

• Memorial Day

• Juneteenth

• Independence Day

• Labor Day

• Indigenous Peoples' Day

• Veteran's Day

• Thanksgiving Day

• Day After Thanksgiving

• Christmas Day

B. If a holiday falls on a Saturday, the City observes the preceding Friday as the holiday. When the holiday falls on a Sunday, the City observes the following Monday as the holiday.

C. Services for holidays other than City of Phoenix observed holidays will be paid at the

Contractor's regular rate.

D. The City of Phoenix, Parks and Recreation Department, golf course locations are exempt, as these locations require services on all City holidays. These locations will be considered a standing order for services.

3.14. Pricing

A. The Contractor's rates must be all inclusive of costs associated with the services provided, firm and fixed for all pick-ups and deliveries, and include all required materials, such as receipt books, bags/envelopes, and change pick-ups/drop-offs. Additional fees will not be accepted.

B. Fuel charges and travel costs are the responsibility of the Contractor and must be included in the Contractor's bid pricing.

C. Contractor will only invoice for services provided. Any missed pick-up days will not be invoiced.

D. Contractor will allow ten (10) minutes for each scheduled pick-up at each designated City location. No additional charge will be assessed for pick-up times under ten (10) minutes.

3.15. Reporting Requirements

Contractor will submit quarterly reports in an electronic format acceptable to the City during the term of this contract commencing one month after the effective date. These reports are due by the 15th day of the month following the reporting period.

The City requires quarterly reports that include the following elements:

A. Number of pick-ups and drop-off visits, per location.

B. Number of deposit bags/envelopes picked-up and dropped-off, per location.

C. Average pick-up amount by bag/envelope/location and drop-off amount by bag/envelope/location.

D. Amount of cash vs. checks, if available.

E. A cumulative listing of all claims reported, date of resolution and detailed status of any pending claims.

3.16. Third-Party Funds Collection and Deposit Services

The Contractor will provide secure armored car services, including collection or deposit, for funds collected by the City from or for designated third-party entities, in accordance with the scope of services outlined herein. These third parties may include, but are not limited to, partner agencies.

4. Offer Evaluation Criteria

In accordance with the…