Bid 26-32 Armored Car Service.pdf

The Commonwealth of Massachusetts Massachusetts State Lottery Commission

150 Mount Vernon Street, Dorchester, MA 02125

REQUEST FOR BIDS

Document Title Armored Car Services

COMMBUYS Bid Number BD-26-1062-LOT-LOTDO-126769

MSLC Document Number BID LOT 26-32

Bid Release Date March 30, 2026

Bid Response Deadline

April 27, 2026, at 10:00AM ET

GENERAL PROCUREMENT INFORMATION

Please note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire

Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at COMMBUYS@state.ma.us or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 a.m. to 5:00 p.m. Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk County holidays.

I. PROCUREMENT INFORMATION

A. GENERAL:

Purchasing Entity: Massachusetts State Lottery Commission (“MSLC”) or (“Lottery”)

Address: 150 Mount Vernon Street Dorchester, MA 02125

Procurement Contact: Lee Conroy

Telephone: 781-849-5646

E-Mail Address: LConroy@masslottery.com

Bid File Number and Title:

MSLC Document Number: BID LOT# 26-32

COMMBUYS#: BD-26-1062-LOT-LOTDO-126769

Attachments: Attachment A – Cover Letter

Attachment B – Prompt Payment Discount Form Attachment C – Supplier Diversity Form Attachment D – Cost Table Attachment E – Standard Contract Form Attachment F – Commonwealth Terms and Conditions

This Bid does not commit the Commonwealth of Massachusetts (“Commonwealth”) or Agency to pay any costs incurred in the preparation of a Bidder’s response to this Bid or to purchase any products or services. The Agency may: (i) accept or reject any and all bids received as a result of this Bid; (ii) contract for some, all, or none of the products and services offered by Bidders in response to this Bid; (iii) negotiate with one or more qualified Bidders; or (iv) cancel, in part or in its entirety, this Bid if it is in the best interest of the Commonwealth to do so.

The MSLC may amend this Bid at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.commbuys.com).

Bidders must submit their bids through the Commonwealth’s online procurement system, COMMBUYS. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

B. ELIGIBLE BIDDERS

• Submission of a bid in response to this request is confirmation of acceptance of and agreement to comply with all legal requirements and specifications listed herein as well as the Commonwealth Terms and Conditions and Standard Contract Form.

• The MSLC expects the successful bidder to be chosen promptly after bid submissions and utilization of services is intended to commence promptly thereafter.

• Submission of a quote in response to this request is confirmation of acceptance of and agreement to comply with all legal requirements and specifications listed herein

C. EVENT CALENDAR

The following is the tentative time schedule for the MSLC’s selection of qualified Bidders. All dates are subject to change by the MSLC with notice on COMMBUYS.

• Bid Posted to COMMBUYS March 30, 2026

• Bidder Question Deadline April 8, 2026, by 10:00AM ET

• Post Answers to Bidder Questions April 10, 2026

• Bidder Submission Deadline April 27, 2026 by 10:00AM ET

• Contract Award (Approx.) May/June 2026

D. ACQUISITION METHOD

• This procurement will be a fee for service procurement. In the event that the MSLC determines that additional services related to the project described in this Bid are required following or during the contract term it reserves the right to amend the contract to engage the successful Bidder for additional services.

• The Lottery and selected Bidder(s) may choose to negotiate a change in any element of performance, cost and/or deliverable pursuant to awarding of a contract, prior to commencement of work by the bidder, if mutually agreed upon in writing, which results in an overall better value.

E. ANTICIPATED EXPENDITURE

• The expenditure associated with this procurement is to be determined. If, due to unforeseen circumstances, the scope of services is substantially changed or modified, the MSLC maintains the right to amend the contract and increase or decrease the maximum obligation in order to obtain the best value.

• The MSLC makes no guarantee that any commodities or services will be purchased from this bid.

• The Vendor will be bound by the terms of the Bid. The MSLC will not be responsible for price increases due to market fluctuations or product availability.

F. SINGLE OR MULTIPLE CONTRACTOR CONTRACTS

The MSLC reserves the right to award any contract to a single or multiple Bidders, in the best interest of the MSLC in its sole discretion. The Bidder must agree to cooperate with such other Bidders, if requested by MSLC for a limited specific purpose and must not commit or permit any act that may interfere with the performance of work by any other Bidder

G. BIDDING INSTRUCTIONS/INFORMATION

• Bids submitted in response to this Request are due by April 27, 2026 at 10AM ET PLEASE

NOTE: Interested Bidders must submit one (1) electronic copy of the response to the Bid in Microsoft Word or Adobe Acrobat PDF format via COMMBUYS. Responses must be received no later than the response due date and time indicated in the Event Calendar above or they will not be evaluated.

• Any inquiry related to this Request must be emailed to Lee Conroy, Procurement Manager at

LConroy@masslottery.com.

o Communications as to this request with any other MSLC employee, MSLC subcontractor, or employee of the Massachusetts State Treasurer and Receiver General will result in automatic disqualification.

• Bidder may contact the COMMBUYS Help Desk at CommBuys@state.ma.us or call during normal business hours (8AM – 5PM, Monday – Friday) at 1-888-627-8283 or 617-720-3197.

II. PURPOSE OF PROCUREMENT

A. GENERAL

The MSLC is seeking bids from qualified Service Providers to provide Armored Car Service to include scheduled pick-up and delivery of sealed bank deposits (cash and checks) from designated MSLC locations to a designated financial institution as specified herein in accordance with the terms, conditions and specifications contained in this bid document and as applicable under the Commonwealth of Massachusetts’ Terms and Conditions.

B. CONTRACT TERM

• Any contract resulting from this Bid shall be for the period of five (5) years commencing on

July 1, 2026, and ending on June 30, 2031.

• The MSLC shall have the option to extend the term of any Contract(s) resulting from this bid for up to two (2) one-year options. The MSLC shall exercise its option by submitting written notice to the Vendor at least thirty (30) days prior to the termination.

mailto:COMMBUYS@state.ma.us?Subject=COMMBUYS%20Question

• Bidders who offer price guarantees for the life of the contract will be held to that offer or such better terms as may be negotiated and set forth in writing by the MSLC and the selected Bidder. This contract shall be governed by the laws of the Commonwealth of Massachusetts.

C. SCOPE OF WORK

• The scope of work of the awarded contract will include all the deposit pick-ups for the specified locations. The work includes all services, labor, materials, transportation and equipment necessary to perform the work as described in this bid document at the locations listed herein

SERVICE SPECIFICATIONS

• Bidder shall provide pick-up services of bank deposits consisting of cash and checks, in tamper-evident bags, from the designated MSLC locations listed below.

• Please note, the schedule below is the standard weekly pickup schedule. Currently locations are receiving two pickups per month due to lower sales volumes. We anticipate service levels will resume to the schedule below and ask that you submit pricing for both service levels (as noted on attached pricing document).

MSLC Location Drop Off

Location Pick-Up Time

(approx.)

Number of Days per Week 150 Mount Vernon Street, Dorchester Bank of

America 9AM-4PM (2) days, Tues. &

Fri.

200 Theodore H. Rice Blvd., New Bedford Bank of

America 9AM-4PM (1) day, Friday

383 Memorial Ave, West Springfield Bank of America

9AM-4PM (1) day, Friday

Stadium Plaza, 160 Winthrop Avenue, Lawrence Bank of America

9AM-4PM (2) days, Tues. & Fri.

135 Gold Star Boulevard., Worcester Bank of America

9AM-4PM (2) days, Tues. & Fri.

1515 Washington Street, Braintree Bank of America

9AM-4PM (2) days, Tues. & Fri.

• Service will increase to five (5) days per week from December 1st to December 31st

• All bank deposits must be made the same day as the pick-up.

CHANGES OF SERVICE

• The MSLC reserves the right to add and delete pick-up locations, change the day and/or times of service, change the designated financial institution, add similar services (at mutually agreed upon pricing), and delete services as needed during the term of the contract, with written notification to the Bidder.

HOLIDAY SERVICE

• Service will not be required on days the MSLC is closed for holidays.

• In the event that a holiday falls on a scheduled pickup day, at no additional charge, the service day will be moved to the business day prior to, or immediately following, the holiday.

• MSLC observed holidays are as follows: New Year’s Day, Martin Luther King Jr Day, President’s Day, Patriot’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day

STATE OF EMERGENCY

• No pickups will be done on days a State of Emergency is declared by the Governor.

Pickups will be rescheduled for the following business day.

FISCAL YEAR END

• A pickup must take place at all locations on the first business day following June

30th, to comply with State Comptroller’s Fiscal Year Closing Policy.

BIDDER REQUIREMENTS

• Bidder will assign a direct account representative to promptly address service issues/concerns.

• Bidder’s employees must enter arrival and departure times on the MSLC pickup log

• Bidder’s employees shall perform the services in a timely, professional and efficient manner.

• Bidder’s employees shall carry an identification card and present for identification verification purposes as requested

• Bidder’s employees shall be armed, uniformed, licensed, bonded, trained and experienced to perform armored car service duties as required

• Bidder’s employees shall be licensed, trained and qualified with firearms to include

State or City mandated licensing and training requirements

• Bidder’s employees shall pick-up bank deposits consisting of cash and checks in tamper-evident bags from the designated MSLC locations at the times specified herein.

• Bidder’s responsibility of the deposit shall begin when the deposit is in the possession of the Bidder or its employees and shall terminate upon delivery to the bank, in compliance with the bank’s protocol and requirements for accepting deposits from armored car services.

• Same day deposit is required. Bidder shall guarantee delivery of all bank deposits placed in the Bidder’s possession by the MSLC, unopened and untampered, to the designated financial institution.

• Bidder shall ensure all bank deposits are insured in full in the event of theft or loss.

• In the event that a pick-up or delivery is going to be late or missed, the designated

MSLC location shall be immediately notified.

ARMORED VEHICLE TRANSPORT REQUIREMENTS:

• 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 will not be acceptable.

• Bidder shall 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.

PRICING:

• Prices quoted shall include all costs associated with the services provided. Additional fees will not be accepted.

• Pick-up rates shall be quoted and remain firm and fixed for the specified term of the fully executed contract resulting from this bid request.

• Costs which are not specifically identified in the Vendor's Response, and accepted by the

MSLC as part of a Contract, will not be compensated under any Contract awarded pursuant to this bid. The Commonwealth will not be responsible for any costs or expenses incurred by Vendors responding to this bid.

III. CONTRACT REQUIREMENTS

To be eligible for the contract award, the Bidder must agree to and comply with the following terms and conditions, the Bidder must:

1. agree to the terms and conditions of the Commonwealth Standard Contract and Terms and Conditions;

2. Bidder shall implement and maintain appropriate administrative, technical and organizational security measures to safeguard against unauthorized access, disclosure or theft.

3. immediately inform the Executive Director, in writing of any major change in the financial condition or organization of the company; failure to do so shall constitute a breach of the contract.

4. Each and every invoice must contain the Purchase Order (PO) number, corresponding service contract number assigned and dates of service in order for the Vendor to receive payment. Payment shall be made for services that have been performed by the Vendor and accepted by the MSLC. Pickups that do not occur will not be paid for.

5. acknowledge that any data, processes and resources owned by MSLC shall remain the property of the MSLC; the Bidder shall not access any MSLC data except as expressly provided by the terms herein to provide services; bidders are prohibited from using, collecting, or disclosing any information acquired as a result of the contract;

6. any warrants and represents that Bidder has obtained any necessary rights to any and all third party products; and none of the services and/or products infringe on the rights of any third parties;

The MSLC reserves the right to obtain, from sources other than the Vendor, information concerning a Vendor, the Vendor’s capabilities and the Vendor’s performance under other contracts that the MSLC deems pertinent to this bid and to consider such information in evaluating the Vendor’s bid.

The MSLC reserves the right to terminate this Agreement at any time for poor performance, failure to perform, fraud, or any other reason at any time upon sixty (60) days’ notice except that the MSLC shall make payment for any expenses incurred for all work completed by the date of termination.

All responses and their contents will become the sole property of the MSLC upon receipt and will not be returned to the Bidder.

IV. BID SUBMISSION REQUIREMENTS

The following must be submitted for a Vendor’s Bid to be considered responsive:

1. Signed Cover Letter (Attachment A)

Completed by an authorized signatory providing relevant contact information and confirmation that Bidder agrees to the terms of this Bid.

2. Prompt Pay Discount Form (Attachment B)

• All Bidders are required to include a Prompt Payment Discount Form (Attachment C) in their final submission. This form will be available for download on COMMBUYS under the bid document’s attachments tab. Download this form as directed below; ink signature is not required.

• After entering the “Bidder Name” and “Date of Offer for Prompt/Early Payment

Discount”, the Bidder must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.”

• In the event that the Bidder is unable to offer a prompt payment discount, the Bidder must document this fact and provide supporting information. If awarded a contract, the final negotiated prompt payment discounts will be reflected on the Commonwealth Standard Contract Form.

3. Supplier Diversity Form (Attachment C)

Completed and signed by an authorized signatory.

4. Cost Table (Attachment D)

• The cost proposal(s) must be submitted as a separate attachment on COMMBUYS named “(Company Name) Cost Proposal – BID # 26-32”. Failure to meet this requirement may result in disqualification of the bid.

• Bid response must consist of the Vendor’s Cost Table. Pricing must remain firm for the entire contract period.

• Bidder must include a fully completed Cost Table. This is a fixed price engagement, a total cost must be given but must also include a breakdown of charges which will be made a part of the Vendors Contract. Include explanatory materials necessary for a full understanding of the data contained in the Cost Table.

• The Cost Table must be completed comprehensively. When applicable, insert the expression N/C (No Charge) in the appropriate price column. If there is nothing inserted in a price column, the Procurement Board will assume N/C (No Charge).

• The Bidder must use the Cost Table provided and shall make no changes, additions or deletions.

• Costs which are not specifically identified in the Vendor's Response, and accepted by the MSLC as part of a Contract, will not be compensated under any Contract awarded pursuant to this bid. The Commonwealth will not be responsible for any costs or expenses incurred by Vendors responding to this bid.

5. Standard Contract Form (Attachment E)

Completed and signed by an authorized signatory.

6. Business and Technical Response

a) Executive Summary

Providing a concise overview of the Bidder’s response. The Summary should be prepared in such a way that it may be read independently of other detail. This section should highlight those aspects of the response (other than cost) which the Bidder believes makes it unique in meeting the needs of the MSLC.

b) Narrative Response

A narrative response to the Scope of Work as described in the Bid.

Response Format Instructions:

a. Responses must follow the Section and Paragraph numbering format of the requirements/specifications portions contained in this bid in order for responses to be evaluated in an orderly and efficient manner.

Example: III. a., III. b., etc.

b. Separate Business and Technical response and Cost Response. The Business and Technical

Response must not include any cost information. The MSLC reserves the right to discard bids in which the Business and Technical Response includes cost information.

c. Proposed approach to how the Bidder will provide the services described herein, generally describing the methodology, timelines and keys to success. The bid must include a narrative statement of work describing services, knowledge and relevant experience, and approach for providing the deliverables described in this Bid.

V. TERMS

Estimated Provisions - The Commonwealth makes no guarantee that any Commodities or Services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Vendors, and are not to be relied upon as any indication of future purchase levels.

Freight - Unless otherwise specified, all products and services shall be “FOB Destination”. The MSLC will not assume any separate freight, mileage, travel time or any other associated charges in addition to the Bid price. Any charges of this nature must be included in the Bid price.

Mandatories and Desirables - Mandatory specifications in this Bid are identified with the words "must", "shall", "will", "mandatory", or "is required". However, Vendor must assume that every specification included herein is a mandatory specification, unless it is clearly indicated to be otherwise. A mandatory specification is one that must be met in order for a response to be considered responsive. Any response, which fails to meet a mandatory specification of the Bid, will be deemed non-responsive and will be disqualified. Desirable specifications are designated with the words, "is desired", "desirable", and "highly desirable". Unless there is an explicit indication to the contrary stated in this Bid, Vendor may receive evaluation points for “desirable” goods and services.

Payments - Payment shall be made for services only after such services have been delivered and accepted by the MSLC. Payments shall be made only in arrears. No advance payments can be made to Vendor. Payment will be made 45 days after acceptance and following receipt of invoice unless Prompt Payment Discount (PPD) is offered.

Public Records.

All responses and information submitted in response to this Bid are subject to the Massachusetts Public Records Law, Massachusetts General Laws, Chapter 66, Section 10, and Chapter 4, Section 7, Subsection 26. Any statements in submitted responses that are inconsistent with these statutes will be disregarded, and all submissions will be treated as confidential until the contract is awarded, all terms are negotiated and documents are executed.

Change in Terms.

The MSLC reserves the right to change, and/or amend the specifications identified in the Bid at any time prior to the closing date. The MSLC reserves the right to negotiate with the selected Bidder(s) as to any element of cost or performance, including without limitation, elements identified in the Bid and/or the selected Bidder’s response in order to achieve the best value for the Commonwealth. The MSLC reserves the right to procure some, all, or none of the services specified in this Bid.

Contract Negotiation and Amendments The MSLC may negotiate changes to the original performance measures, quantities, term length, and requirements identified in this Bid at any time, provided that such changes are consistent with the scope of this Bid. The MSLC may negotiate and execute contract amendments with the awarded Bidder(s), which the MSLC reasonably determines are within the scope of this Bid and necessary to result in best value to the Commonwealth.

Warranties Bidder must provide all warranties as required and agreed to in the contract resulting from this bid.

The Procurement Management Team (“PMT”) reserves the right to modify, amend or cancel the terms of this Bid at any time.

Unnecessary samples, attachments, or documents not specifically requested in the Bid should not be submitted. Bidders MUST adhere strictly to the procedures as outlined herein.

Responses to this Bid or any parts thereof received by the Commonwealth after the required date and time will be rejected as unresponsive to the Bid. Delivery of responses to any office or location other than the email address listed in this section will NOT constitute receipt by the Commonwealth. It is the sole responsibility of the Bidder to ensure that responses are received at the proper location, prior to the stated deadline, and that Commonwealth personnel properly acknowledge the receipt.