ESBD_File_354234_RFP 2024-1104 Armored Car Services.pdf

Request for Proposal

Request for Proposal (“RFP”) Number:

RFP Name:

RESPONSES MUST BE RECEIVED BEFORE:

NOTE: Responses must be submitted in TechBid at the following address:

https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech

2024-1104

Armored Car Services

April 26, 2024 @ 1:00 PM

RFP for Armored Car Services

Rev. June 28, 2022 Page 2 of 19

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 Introduction

1.2 Primary Contact

1.3 Scope of Goods or Services

1.4 Proposal Submittal Requirements

1.5 Event Information

1.6 Term of Award

1.7 Historically Underutilized Business ("HUB") Firms

1.8 HUB Subcontracting Plan

1.9 Right to Modify, Rescind, or Revoke the RFP

1.10 Signature and Certification of Proposer

1.11 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents' Rules, and Operating Policies and Procedures

1.12 Compliance with RFP Requirements

1.13 Right of Rejection

1.14 Binding Effect of Proposal

1.15 Use and Disclosure of Information

1.16 Group Purchase Authority

1.17 E-commerce

1.18 Withdrawal or Modification

1.19 Risk of Loss, Damage, or Delay

1.20 Digital Signature

1.21 Insurance Requirements

SECTION 2: SCOPE OF WORK

2.1 Objectives

2.2 Background

2.3 Project Details

2.4 Mandatory Requirements/Conditions

2.5 Minimum Requirements for Guards

2.6 Minimum Requirements for Vehicles

2.7 Prime Contractors Responsibilities

2.8 Compensation and Fees

2.9 Invoicing and Payment

2.10 Alternate Proposals

SECTION 3: EVALUATION CRITERIA FOR AWARD

3.1 Evaluation Process

3.2 Proposer's Acceptance of Evaluation Methodology

3.3 Evaluation Criteria and Weights

3.4 Scoring Methodology

3.5 Consideration of Additional Information

3.6 Oral Presentations and Interviews

3.7 Award Process

3.8 Best and Final Offer

3.9 Protest Procedures

3.10 Contract Documents

APPENDIX A: DEFINITIONS

Rev. June 28, 2022 Page 3 of 19

SECTION 1

GENERAL INFORMATION

1.1 Introduction

Texas Tech University System (“TTUS”) and its component institutions Texas Tech University ("TTU"), and Texas Tech University Health Science Center (“TTUHSC”) are seeking competitive Responses to a Request for Proposal (“RFP”) for Armored Car Services. This RFP provides sufficient information for interested parties to prepare and submit Proposals for consideration by TTUS. Additional information may be made available by written request to the Primary Contact identified in Section 1.2.

1.2 Primary Contact

Crystal Leal Solicitations.purchasing@ttu.edu Texas Tech University System TTU Plaza Suite # 408 Box 41094 Lubbock, TX 79409-1094

1.2.1 All communication relating to this RFP must be submitted in writing by the date indicated in the Schedule of

Events. Questions and Addenda issued related to the RFP, if any, will be posted on the TechBid website.

Only those replies to questions made by formal written Addenda shall be binding. Oral and other interpretations or clarification will be without legal effect. Note: It is the responsibility of the Proposer to review TechBid for any Addenda posted. For any TechBid system issues, please email solicitations.purchasing@ttu.edu.

Questions must be emailed or submitted in writing to the Primary Contact.

1.2.2 Except as provided in this RFP (e.g., designated Primary Contact) and as otherwise necessary for the conduct of existing TTUS business operations, Proposers are expressly and absolutely prohibited from engaging in communications with TTUS personnel who are involved in any manner in the drafting of the RFP, in the review or evaluation of the Proposals, in the selection of a Contractor, Negotiation, or formalization of a Contract. If any Proposer engages in conduct or communications that TTUS determines is contrary to the prohibitions outlined in this section, TTUS may, at its sole discretion, disqualify the Proposer and remove the Proposal from consideration.

1.3 Scope of Goods or Services

TTUS, TTU, and TTUHSC, collectively referred to herein as “TTUS,” seek Proposal(s) from qualified and experienced Proposer(s) to provide Armored Car Services (“Services”). Services include but are not limited to, picking up TTUS financial assets and securities from specified locations and delivering them to specified financial institution destinations. Any TTUS department may request Services.

1.4 Proposal Submittal Requirements

1.4.1 By submitting a Proposal, the Proposer(s) certifies an understanding of this RFP and has full knowledge of the scope, nature, quality, and quantity and the detailed requirements of the Services to be provided, and the conditions under which the Services are to be performed. The Proposer(s) also understands that all costs relating to preparing and responding to this RFP will be the sole responsibility of the Proposer(s). If selected for a contract award by TTUS, the Proposer(s) will notify TTUS immediately of any material change in any matters about which the Proposer(s) has made a statement or representation or provided information.

TTUS cautions Proposers to read the information contained in this RFP carefully and to submit a complete Proposal to all requirements and questions as directed.

https://www.ttu.edu/about/ https://www.ttuhsc.edu/ https://www.ttuhsc.edu/ mailto:Solicitations.purchasing@ttu.edu mailto:solicitations.purchasing@ttu.edu

Rev. June 28, 2022 Page 4 of 19

1.4.2 Submittal Instructions for TechBid Proposals

TTUS requires that all Proposals be submitted in the TechBid system at https://bids.sciquest.com/apps/Router/PublicEvent?CustomerOrg=TexasTech.

Proposers must submit Proposals online no later than the date and time indicated in the Schedule of Events.

TTUS recommends that the Proposer(s) submit the Proposal at least twenty-four (24) hours before the deadline for submission to accommodate any technical issues. If the Proposer(s) encounters ANY issues with submitting a Response, the Proposer(s) must contact the Primary Contact before the deadline.

In order to be considered responsive, the following items must be submitted in TechBid:

1. Proposer’s Response Form

2. Attachment A (Pickup Locations)

3. Attachment B (Pricing Schedule)

4. Signed Affirmation and Conflict of Interest

1.5 Event Information

1.5.1 Schedule of Events

TTUS intends to follow the timeline below for evaluating, negotiating, and issuing a Contract:

Schedule of Events

Event Date Time Notes

Distribution of RFP March 25, 2024

1:00 PM

Central

Deadline for Submission of Written Questions

April 8, 2024

1:00 PM

Central

TTUS will collect all questions and respond after the Submission Deadline through an Addendum to the RFP that will be distributed through the TechBid System.

Proposal Due Date April 26, 2024

Central

Online Proposal Opening April 26, 2024

Central

Teams Link

Evaluation of Proposals May2024-September 2024

Award Recommendation January 2025-March 2025

* All dates are tentative and subject to change.

1.5.2 Solicitation Conference

A Solicitation Conference will not be conducted for this RFP.

1.5.3 Online Proposal Opening

A public Proposal Opening will be conducted via an online meeting at the date and time shown in the

Schedule of Events. At this time, the names of the Proposer(s) will be read aloud, and the meeting will be terminated. No pricing or other information will be discussed at this meeting.

For convenience, Proposer(s) may request a list of Proposals received by contacting the Primary Contact after the opening.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTc2Yzc5YTgtODZjZS00YzhjLTk1ZjgtMjZjMzA1ODFhZTBk%40thread.v2/0?context=%7b%22Tid%22%3a%22178a51bf-8b20-49ff-b655-56245d5c173c%22%2c%22Oid%22%3a%227d22b15a-69c2-43b3-a665-5b45f3408391%22%7d

Rev. June 28, 2022 Page 5 of 19

In the event of a change in time, date, access information, or location of the Proposal Opening, notification will be provided by means of an Addendum to the RFP and distributed through the TechBid System.

1.6 Term of Award

The maximum term for an awarded Contract under this RFP is anticipated to begin June 1, 2025, or the date of the last signature, whichever is later, and to expire four (4) years from that date. Unless terminated earlier pursuant to the Contract terms, the Contract would automatically renew for up to four (4) one (1) year renewal terms unless either party provided written notice of its intent not to renew the Contract at least sixty (60) days before the end of the initial or then-current renewal term. The parties may negotiate and mutually agree on an alternate term.

In accordance with Regents' Rule 07.12, any resulting Contract will require a termination without-cause provision of one hundred and eighty (180) days or less, or the Contract may not exceed four (4) years total term with renewals.

1.7 Historically Underutilized Business (“HUB”) Firms

TTUS endeavors to promote full and equal opportunity for businesses to supply TTUS with Goods or Services necessary to support TTUS' mission. In this regard, TTUS commits to selecting Proposers in accordance with (i) TTUS needs, (ii) TTUS resources, (iii) TTUS and the component institutions’ HUB goals, (iv) guidelines established by the Texas legislature and Texas Procurement and Support Services ("TPASS"), and (v) TTUS Operating Policies and Procedures for contracting with HUBs, specifically Operating Policy 72.12 Historically Underutilized Businesses and HSC Operating Policy 72.13. Proposers shall provide TTUS full access to documentation relating to the HUB program and any HUB Subcontracting Plan. Failure to comply with any provision of the State or TTUS’ HUB regulations may result in rejection of any Proposal or immediate cancellation of any Contract.

TTUS is relying upon Proposer's expertise to fully identify subcontracting opportunities that best align with the TTUS organization and this RFP. Proposers who intend to subcontract are responsible for identifying all areas that will be subcontracted.

Additional information regarding the State of Texas HUB Program can be found at https://comptroller.texas.gov/purchasing/vendor/hub/.

The Mentor-Protégé Program provides HUB utilization evaluation points for Proposers who are not qualified as a HUB. For additional information about the Mentor-Protégé program, please see the link: Mentor-Protege Program or email solicitations.purchasing@ttu.edu.

1.8 HUB Subcontracting Plan (“HSP”)

TTUS has determined that there are either no subcontracting opportunities in the performance of the Scope of Work of this Solicitation, or any resulting Contract is not anticipated to exceed $100,000.00 over the term, including all renewals and extensions. Consequently, the Proposer is not required to submit an HSP with the Solicitation response.

However, if the Proposer discovers opportunities to subcontract and the resulting Contract is anticipated to exceed $100,000.00 over the term, including all renewals and extensions, the Proposer must submit a completed HSP at the time of the Proposal submission. The Proposer must include a completed HSP even if the Proposer intends to self-perform. Any required supporting documentation (e.g., proof of Good Faith Effort) must be submitted with the HSP.

1.8.1 HSP Resources

▪ HSP preparation assistance: solicitations.purchasing@ttu.edu.

▪ Fillable HSP form: http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf.

▪ State of Texas Centralized Master Bidders List:

https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do http://www.depts.ttu.edu/opmanual/OP72.12.pdf https://www.ttuhsc.edu/administration/documents/ops/op72/op7213.pdf https://comptroller.texas.gov/purchasing/vendor/hub/ https://comptroller.texas.gov/purchasing/vendor/hub/mentor.php mailto:solicitations.purchasing@ttu.edu mailto:solicitations.purchasing@ttu.edu http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf http://www.depts.ttu.edu/procurement/forms/documents/hub/procurement-hub-subcontracting-plan-checklist.pdf https://mycpa.cpa.state.tx.us/tpasscmblsearch/tpasscmblsearch.do

Rev. June 28, 2022 Page 6 of 19

1.8.2 TTUS and TTUS Component Institution’s FY 2024 HUB Goals are:

15.10% for all other services contracts (TTUS) 13% for all other services contract (TTUHSC)

1.9 Right to Modify, Rescind, or Revoke the RFP

TTUS reserves the right to modify, revoke, or cancel this RFP in whole or in part at any time before the date on which TTUS executes a Contract with the selected Proposer(s).

1.10 Signature and Certification of Proposer

The Proposal must be signed and dated by a representative of the Proposer who is legally authorized to bind the Proposer to the terms and conditions contained in this RFP and can ensure compliance with the submitted Proposal.

Each Proposer submitting a Proposal certifies to (a) the completeness and accuracy of the information provided in the Proposal and (b) the authority of the individual whose signature appears on the Affirmation and Conflict of Interest to bind the Proposer. Proposals submitted without the required signature will be disqualified.

1.11 Compliance with Applicable Laws, Regulations, Ordinances, TTU System Regents’ Rules, and TTU

Operating Policies and Procedures

By submitting a Proposal, the Proposer agrees to and shall comply with all applicable local, State, and federal laws and regulations, as well as all applicable regulations and the Operating Policies and Procedures of TTU. TTU Operating Policies and Procedures may be accessed at http://www.depts.ttu.edu/opmanual/ and TTU System Regents’ Rules may be accessed at http://www.texastech.edu/board-of-regents/regents-rules.php. TTU System regulations may be accessed at https://www.texastech.edu/offices/cfo/regulations.php.

1.12 Compliance with RFP Requirements

By submitting a Proposal and by signing the Affirmation and Conflict of Interest, the Proposer agrees to be bound by the requirements set forth in this RFP, TTUS’ General Terms and Conditions contained in the RFP, as well as the TTUS Purchase Order terms and conditions, all of which will be incorporated into any Contract awarded by TTUS. If the Proposer takes exception to any of the terms or cannot agree to be bound by all terms, TTUS, at its sole discretion, may review and, if deemed in TTUS’ best interest, disqualify the Proposal from consideration.

1.13 Right of Rejection

This RFP does not commit TTUS to select a Proposer or to award a Contract to any Proposer. TTUS reserves the right to accept or reject, in whole or in part, any or all Proposals it receives pursuant to this RFP at any time during the RFP process and prior to a fully executed Contract.

A Proposal consisting of only alternate Services (i.e., a Proposal that offers Services different from those requested by this RFP and is not otherwise invited) may be considered non-responsive by TTUS and is subject to rejection. TTUS shall reject a Proposal if the financial Proposal was not arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other potential Proposer. Proposals which are qualified with conditional clauses, revised clauses, alterations, or items not called for in the RFP, or irregularities of any kind, are subject to disqualification by TTUS, at its option, regardless of the time of detection.

TTUS shall consider any of the foregoing prohibited actions to be grounds for Proposal rejection or Contract termination and may result in debarment of the Contractor from future TTUS Solicitations.

TTUS has the right to reissue this RFP in order to gain additional competitive Proposals. If TTUS reissues this RFP, any Proposer who has submitted a Proposal, may elect to resubmit the original Proposal. In order to be considered for a Contract award, the Proposer must resubmit a Proposal.

TTUS reserves the right to evaluate Proposals against any governmental agency, institution of higher education, or purchasing cooperative contract to determine the Best Value.

http://www.depts.ttu.edu/opmanual/ http://www.texastech.edu/board-of-regents/regents-rules.php https://www.texastech.edu/offices/cfo/regulations.php

Rev. June 28, 2022 Page 7 of 19

1.14 Binding Effect of Proposal

Unless otherwise agreed in writing and signed by the Assistant Vice President and Chief Procurement Officer or their designee, each Proposer agrees to and shall be bound by the information and documentation provided with the Proposal, including prices quoted for Services. Proposals shall be valid for TTUS’ acceptance for a minimum of two hundred and seventy (270) days from the submittal deadline date to allow time for evaluation, selection, Negotiations, and any unforeseen delays. Proposals, if accepted, shall remain valid for the duration of the Contract.

1.15 Use and Disclosure of Information

Proposers acknowledge that TTUS and the component institutions are all agencies of the State of Texas and are therefore required to comply with the Texas Public Information Act Texas Government Code Chapter 552. If a Proposal includes proprietary data, trade secrets, or information the Proposer wishes to except from public disclosure, then the Proposer must specifically label such data, secrets, or information as follows: "PRIVILEGED AND CONFIDENTIAL – PROPRIETARY INFORMATION." To the extent permitted by law, information labeled by the Proposer as proprietary will be used by TTUS only for purposes related to or arising out of the (a) evaluation of Proposals, (b) selection of a Proposer or Proposers pursuant to the RFP process, and (c) Negotiation and execution of a Contract, if any, with the Proposer(s) selected.

If the Proposer marks the entire Proposal or substantive portions of the Proposal as confidential, TTUS in its sole discretion, may declare the Proposal non-responsive and reject it.

By submitting a Proposal, the Proposer grants a limited license to reproduce the Proposal to conduct an evaluation and to comply with any legal requirement including, but not limited to, the Texas Public Information Act and Texas Legislative Budget Board requirements.

TTUS reserves the right to contact references or contact names listed below and shall be free from any liability to Proposer for conducting such inquiry.

1.16 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §51.9335, Education Code). Other institutions of higher education, local, county, and other quasi-governmental entities, independent school districts, and State of Texas agencies may also elect to enter into a contract with the successful Proposer under this RFP based upon any awarded Contract. The Proposer should also note that TTUS may procure Goods or Services for itself or on behalf of any TTU System component institution. When submitting a Proposal in response to this RFP, the Proposer should consider proposing pricing and other commercial terms that take into account higher volumes and other expanded Best Value opportunities that could result from the eventual inclusion of other institutions, governments, and State agencies in the Goods or Services requested in this RFP.

1.17 E-commerce

TTUS utilizes the Jaggaer e-commerce platform to issue purchase orders and process invoices. The Proposer agrees to comply with any TTUS requirements for participating in electronic commerce.

1.18 Withdrawal or Modification

No Proposal may be changed, amended, or modified after it has been submitted or filed in response to this Solicitation, except for obvious errors or as part of the Negotiation process approved in writing by the Assistant Vice President and Chief Procurement Officer. However, a Proposal may be withdrawn and resubmitted any time prior to the time set for receipt of Proposals. Modifications will be allowed on the TechBid website until the deadline for Proposal submittals. No Proposal may be withdrawn after the submittal deadline without approval by TTUS, which shall be based on the Proposer’s submittal in writing of a reason acceptable to TTUS.

https://statutes.capitol.texas.gov/Docs/GV/htm/GV.552.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.61.htm https://statutes.capitol.texas.gov/Docs/ED/htm/ED.51.htm

Rev. June 28, 2022 Page 8 of 19

1.19 Risk of Loss, Damage, or Delay

Proposer acknowledges and agrees to release and hold harmless TTUS, its campus components, Board of Regents, officers, employees, agents, and personnel, from and against any and all claims, liability, damages, and costs, including court costs and attorneys' fees, arising out of or pursuant to a failure to successfully submit or deliver the Proposal to Procurement Services at TTUS, as detailed in this RFP.

1.20 Digital Signature

Proposers must sign documents and correspondence using software approved by the TTUS. To be approved by TTUS, a signature software platform must: (1) be compliant with the ESIGN Act of 2000, and the Electronic Transaction Act (UETA), (2) must utilize signatory accounts that authenticate users by password, and (3) produce a timestamp for the digital signature. The following three are specifically approved: Adobe Sign, DocuSign, and Verisign. TTUS utilizes Adobe Sign for its signature process. TTU will support other digital signature platforms as long as they comply with this policy.

1.21 Insurance Requirements

Consistent with its status as an independent contractor, Contractor will carry and cause its Subcontractors to obtain and maintain at least the following insurance, with companies authorized to do business in Texas or eligible surplus lines insurers operating in accordance with the Texas Insurance Code.

TTUS in no way warrants that these limits are sufficient to protect the Contractor from liabilities that might arise out of the performance of the Scope of Work. The Contractor will assess its own risks and, if it deems appropriate or prudent, maintain higher limits or broader coverages. The Contractor is not relieved of any liability or other obligations assumed by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types.

All policies will be written on a primary basis, non-contributory with any other insurance coverage or self-funded plans which TTUS maintains.

1.21.1 The Contractor agrees to furnish insurance certificates reflecting the following coverage:

Type of Coverage Limits of Liability Workers Compensation (Coverage A) Statutory Employer’s Liability (Coverage B) $1,000,000 Commercial General Liability, including products and completed operations

a. General Aggregate $2,000,000

b. Products/Completed Operations Aggregate $2,000,000

c. Each Occurrence Limit $1,000,000

d. Personal Advertising Injury $1,000,000

e. Damage to Rented Premises $50,000

f. Medical Payments (any one person) $5,000

Automobile Liability (covering leased, hired, non-owned and employee non-owned vehicles) Bodily Injury/Property Damage (each accident) $1,000,000

Personal Injury Protection Statutory

NOTE: An umbrella policy may be used to reach required limits.

1.21.2 Commercial General Liability (“CGL”) must include coverage for liability arising from Goods or Services-completed operations and liability assumed under an insured Contract.

1.21.2.1 If the CGL insurance has a general aggregate limit then ISO endorsement CG 25 04 (03/97 Edition) or its equivalent must be added. The Designated Location(s) General Aggregate Limit must be maintained for the duration of the Contract, and the limit must be twice the minimum required occurrence limit.

1.21.2.2 Contractor will name TTUS, the Component Institutions, and its Board of Regents, officers, employees, agents, and volunteers as Additional Insureds on ISO endorsement CG 20 26 or its equivalent. The policy shall include ISO endorsement CG 20 01 04 13.

http://www.texas-statutes.com/insurance-code

Rev. June 28, 2022 Page 9 of 19

1.21.2.3 The CGL policy shall contain no endorsements or modifications limiting the scope of coverage for liability assumed under the Contract, or liability arising from pollution.

1.21.3 Additional Insured, Subrogation

All policies must include a waiver of subrogation favoring TTUS. With the exception of the Workers' Compensation policy, TTUS must be an additional insured on all policies.

1.21.4 Certificates of Coverage

At least thirty (30) days prior to the effective date of the Contract and at least thirty (30) days prior to the commencement of any renewal term of the Contract, or upon renewal of the policies, Contractor shall furnish Procurement Services with certificates of insurance in a form acceptable to TTUS, certifying that the Contractor carries the required insurance policies and coverage. The certificates shall be sent to Procurement Services at procurement.insurance@ttu.edu. Failure of TTUS to request such certificates does not eliminate the requirement for the Contractor to maintain the required coverage.

1.21.5 Notification of Cancellation

The Contractor will endeavor to notify Procurement Services thirty (30) days before any material change or cancellation of any insurance policy. In the event the Contractor receives notice of modification or cancellation of any of the policies required under any Contract, then prior to the effective date of modification or cancellation of the policy, the Contractor will obtain a policy of insurance affording the required coverage from an insurance carrier acceptable to TTUS. If the Contractor fails to obtain such an insurance policy, TTUS may immediately terminate the Contract after providing the Contractor with notice of such termination.

mailto:procurement.insurance@ttu.edu

Rev. June 28, 2022 Page 10 of 19

SECTION 2

SCOPE OF WORK

2.1 Objectives

TTU, TTUS, and TTUHSC (collectively, “TTUS”) seek Proposals from qualified and experienced Proposer(s) to provide Armored Car Services (“Services”). Services include, but are not limited to, picking up TTUS financial assets and securities from specified financial institution locations and delivering them to specified destinations.

Any TTUS department may request Services, but the additional Services/locations must be approved by TTU Procurement Services and requires a purchase order to fund the Services.

2.2 Background

The Texas Tech University System consists of five institutions and operates at 24 academic locations in 20 cities (18 in Texas, 2 international (not listed)).

• Angelo State University o San Angelo

• Midwestern State University o Wichita Falls o Flower Mound

• Texas Tech University Health Science Center o Abilene o Amarillo o Dallas o Lubbock o Mansfield o Midland o Odessa

• Texas Tech University o Amarillo o Brownwood o DFW o El Paso o Forney o Fredericksburg o Jefferson o Junction o Lubbock o Marble Falls (Highland Lakes) o Waco

• Texas Tech University Health Science Center El Paso o El Paso

2.3 Project Details

Services include but are not limited to:

• Picking up cash, checks, securities, and other financial assets (“Deposits”) from departments. Summaries of project organization and reporting relationships.

o Each Department will have a designated TTUS contact who will schedule pickups with Proposer.

• Picking up Deposits o Deposits are prepared in locked bank deposit bags that are sealed, pre-numbered, tamper-resistant plastic bags or sealed, tamper-resistant, pre-numbered tagged bags.

o Deposits will be marked with the name and address of the Department responsible for sending

Rev. June 28, 2022 Page 11 of 19 the Deposits and the Department or Institution responsible for receiving the Deposits.

o Proposer(s) are not obligated to accept Deposits that are not properly sealed.

• The current departments requiring Services are listed in Attachment B. This list is subject to change upon written addendum to the Contract.

2.4 Mandatory Requirements/Conditions

• Proposer(s) shall furnish, at their own expense, all labor, supervision, equipment, tools, parts, and materials to provide Services.

• Proposer(s) shall provide Services on the days of the week as requested by each Department.

o TTUS will determine pickup times in cooperation with Proposer(s).

o TTUS may adjust pickup times in cooperation with Proposer(s).

o Proposer(s) shall provide Services on weekends and holidays if requested by TTUS.

▪ TTU and TTUS Holiday Schedule can be found at the link provided.

▪ TTUHSC Holiday Schedule can be found at the link provided.

o Proposer(s) shall provide special on-call services as needed by departments.

▪ Proposer(s) shall provide special on-call services within twenty-four (24) hours of the initial request.

• Proposer(s) shall provide tracking methods for Services.

• Proposer(s) shall provide Services for up to five (5) Deposits per department at the rate proposed on Attachment A.

o Proposer(s) shall provide a rate for any supplemental Deposits.

• Change order requests for currency and coins made by TTUS must be delivered in conjunction with Services as needed.

o Departments shall send change order requests to Institutions. Requests include the total amount of currency and/or coins needed and the location for delivery.

o Departments must request change orders by 12:00 PM, noon, Central time to receive the requested change order the next day.

o The Institution will verify the change order request with the department.

o Proposer(s) shall deliver the requested change order the following business day, given the request was made by 12:00 PM, noon, Central time on the previous business day, and pick up the equivalent dollar amount that the department has placed in a plastic deposit bag.

• Proposer(s) shall perform Services in the timeframe designated by each department.

o Deposits shall be delivered to the Institution or department no later than the business day following Deposit pickup.

• Proposer(s) shall replace any Deposits that are lost and are not recovered within seven (7) calendar days.

• Proposer(s) must provide any process TTUS should follow to make a claim of the lost Deposits and to collect the lost Deposits from Proposer(s).

• Proposer(s) shall complete pick-ups and deliveries of Deposits at each Department within ten (10) minutes per stop, unless otherwise agreed upon in writing by the parties. If there are multiple Departments within one physical facility, each Department shall be allocated ten (10) minutes for Services to be performed.

o Time will begin when Proposer(s) enter the Department room and will end when Proposer exits the Department room.

• Proposer shall have a minimum of five (5) years of experience in providing Services.

• Proposer(s) must provide safety and claims records.

2.5 Minimum Requirements for Guards

• Proposer(s) shall provide armed, uniformed, properly licensed guards (“Guards”) who have been trained and are experienced in performing Services. A track record in partnering with TTUS or similarly sized institutions is preferred.

o A minimum of two (2) Guards must be provided per vehicle.

o Guards shall be bonded, licensed, and trained in the use of firearms.

https://www.depts.ttu.edu/hr/EmpBenefits/HolidaySchedule.php https://www.ttuhsc.edu/human-resources/holidays/default.aspx

Rev. June 28, 2022 Page 12 of 19

▪ Guards must hold a valid firearms permit.

▪ Guards must be licensed by the Texas Department of Public Safety in Private Security.

o Guards must wear and present proper identification at all pickup points.

▪ Proper identification must include the name and picture of the Guard and must indicate that the Guard is “on duty” or authorized to accept Deposits by Proposer(s) on the specific date and time.

o Proposer(s) must conduct a background check that goes back a minimum of seven (7) years on each Guard that will perform Services.

• Proposer(s) shall provide TTUS with signature lists showing the photos and signatures of all personnel who perform Services.

• Proposer(s) shall provide notification of any management-level change in personnel to TTUS. This requirement pertains to personnel that manage Services provided to TTUS.

• Proposer(s) shall provide two-way radio communication for the use of the Guards.

2.6 Minimum Requirements for Vehicles

• Proposer(s) shall provide armored vehicles (“Vehicles”) that meet or exceed U.L. MPSA Level I protection.

o U.L. MPSA Level I ballistic protection includes, but is not limited to, welded ballistic grade steel contraction to defend against hand threats, stainless steel exterior construction and stainless steel exterior hinges, and double walls with complete MIG welded construction.

• Vehicles shall have a minimum Gross Vehicle Wheel Rating of 20,000 pounds.

• Vehicles shall utilize the following:

o Bullet resistant glass;

o Solenoid locking system;

o Security locks on interior pass through in front bulkhead; and o Vault-style cargo doors for protection against external attempts

2.7 Prime Contractor Responsibilities

• A Performance Bond (“Bond”) equal to five thousand dollars ($5,000), renewable annually for the life of the Contract, must be provided to TTUS.

o The Bond shall be executed by a corporate surety or corporate sureties duly authorized to do business in the State of Texas, and in a form acceptable to TTUS. If any surety upon any Bond furnished in connection with the Contract becomes insolvent, or otherwise not authorized to do business in this State, Proposer shall promptly furnish equivalent security to protect the interests of TTUS. Proposer shall provide no less than thirty (30) days of notice to TTUS in the event of any change in surety.

o The Bond shall be accompanied by a valid Power-of-Attorney (issued by the surety proposer and attached, signed and sealed with the corporate embossed seal, to the Bond) authorizing the agent who signs the Bond to commit the Proposer to the terms of the Bond, and stating (on the face of the Power-of-Attorney) the limit, if any, in the total amount for which the individual is empowered to issue a single Bond.

• Proposer shall retain all books, records, and other documents (“Documents”) relative to the Contract for five (5) years after final payment, or until audited by TTUS, whichever is sooner. TTUS, its authorized agents, and/or State auditors shall have full access to and the right to examine any Documents during the five (5) year period.

2.8 Compensation and Fees

• Provide a detailed compensation schedule for the Services to be performed in response to this RFP.

Proposed pricing will apply to every TTUS department and Component Institution requesting Services and cannot be limited to select departments. Proposer shall submit a schedule that clearly details the various compensation amounts and fees that will apply if the Proposer is awarded a Contract with TTUS. TTUS will not be obligated to compensate for any amounts that are not provided in the schedule or not included in the https://www.dps.texas.gov/section/private-security https://www.tssbulletproof.com/resources/ballistic-education/bulletproof-protection-levels/

Rev. June 28, 2022 Page 13 of 19 fully executed Contract.

• Contract Pricing: Contract prices for the Services will remain firm for twenty-four (24) months following Contract execution.

o After the initial twenty-four (24) month period and on each annual anniversary date of the Contract thereafter, the Contract may be subject to an increase not to exceed three percent (3%). The first escalation would be applicable on the second anniversary of the Contract or the renewal date, based upon the three percent (3%) increase listed above. Each succeeding year, the same three percent (3%) increase will be used until all remaining optional renewals have been completed.

o In the event there is a significant reduction/increase in costs of materials or labor, TTUS will work with the Proposer to negotiate a reasonable decrease/increase based on supported documentation.

2.9 Invoicing and Payment

• Proposer(s) shall submit invoices by electronic means to each TTUS institution's Payment Strategies department and provide support for allocation of premium to the components as may be required.

• Invoices will be paid net thirty (30) days in compliance with Texas laws. All invoices must reference a valid Purchase Order, or the invoice will be returned as non-compliant. No commitment for Goods or Services is valid without a Purchase Order.

• Proposer may submit a Proposal for a prompt payment discount.

• TTUS has established the following payment schedule for invoices based upon the payment option chosen by the Proposer:

o Automated Clearing House (“ACH”) transaction o Single-Use Account (“SUA”) card (JP Morgan)

* If TTUS is making payment on funds appropriated by the State of Texas, the payment term is net thirty (30) as required by law. TTUS will submit an electronic check remittance to the email address on record for all ACH and SUA payments.

2.10 Alternate Proposals

• TTUS may consider alternate Proposals submitted by Proposer that expand or differ from these specifications. Proposers submitting alternate Proposals should (i) clearly identify any exceptions taken to the Specifications set forth in this RFP and (ii) include a detailed description of the alternative(s) proposed. The Proposer may suggest additions to the specifications set forth in this RFP, and all such suggestions must be clearly defined. Alternate Proposals should be submitted as attachments to the Proposal. Alternate Proposals shall meet the same mandatory requirements and shall be in the same format as the Proposal’s base format.

Note: If requesting that samples of Goods to be submitted with the Proposals, clearly define how the samples will be handled (i.e., will they be returned, who will pay for the samples, etc.).

Rev. June 28, 2022 Page 14 of 19

SECTION 3

EVALUATION AND AWARD PROCESS

3.1 Evaluation Process

TTUS will utilize a Contract Review Team (“CRT”) for the evaluation of this RFP. The Contract will be awarded based on the Proposal judged to be in the best interest of TTUS and the Component Institutions, and the judgment in this regard shall be considered final. Any Contract resulting from this Solicitation shall be awarded to the Proposer providing the Best Value to TTUS.

Under §51.9335 of the Texas Education Code in determining what is the Best Value, TTUS may consider:

1. The purchase price;

2. The reputation of the Contractor and of the Contractor’s Services;

3. The quality of the Contractor’s Services;

4. The extent to which the Services meet TTUS’ needs;

5. The Contractor’s past relationship with TTUS;

6. The impact on the ability of TTUS to comply with laws and rules relating to Historically Underutilized Businesses and to the Procurement of Services from Persons with disabilities;

7. The total long-term cost to the institution of acquiring the Contractor’s Services;

8. Any other relevant factor that a private business entity would consider in selecting a Contractor; and

9. The use of material in construction or repair to real property that is not proprietary to a single vendor unless

TTUS provides written justification in the request for bids for use of the unique material specified.

3.2 Proposer’s Acceptance of Evaluation Methodology

Submission of a Proposal indicates the Proposer’s acceptance of the evaluation method and the Proposer’s recognition that some subjective judgments must be made by TTUS during the awarding of evaluation criteria points.

3.3 Evaluation Criteria and Weights

Each Proposal shall be evaluated on the ability to meet TTUS’ requirements and to provide the Best Value to TTUS.

The Proposal shall be evaluated by awarding points to each of the following evaluation criteria.

The evaluation will be based on the following:

Evaluation Criteria Points

Allowed

Criteria 1: Financial Value – Financial costs and/or benefits to the University

• Cost of Goods and/or Services

• Cost of ongoing maintenance, service agreements, licenses, or support

• Warranties

• Shipping/delivery

• Installation costs and/or implementation fees

• Other financial consideration

35%

Criteria 2: Demonstrated ability of the Proposer to fulfill TTU’s requirements in accordance with the specifications

• Proposer’s demonstrated professional experience

• Experience with institutions of higher education or similar-sized organizations

• Administrative support and service

• Reporting capabilities

• Compliance with IT requirements include accessibility, security, integration, and

TxRamp requirements.

• Project Schedules/estimated time to perform Services or installation time

• Quality, availability, and adaptability or Proposer’s supplies, materials, and equipment

35%

Rev. June 28, 2022 Page 15 of 19

• Stability and success of the Proposer’s business including but not limited to:

o Qualifications of key personnel (based on resumes and experience provided) o Past performance on similar projects (based on references and publicly available information) o Length of time the business has been operational o Demonstrated capability and financial resources to perform the services or provide the goods in the time projected o Pending or past legal proceedings

Criteria 3: Value Added Options

• Quality of service agreements

• Ability to provide innovative ideas/resources for TTU’s process improvement

• Minimization of TTU’s resource use

15%

Criteria 4: Quality assurance plan and control measures implemented and maintained by the Contractor.

• Methodology for performing Services and project planning

• Customer Service Program

• Ability to comply with Texas laws

10%

Criteria 5: The Proposer’s ability to comply with laws and rules relating to historically underutilized businesses and the procurement of Goods and Services from persons with disabilities.

5%

TOTAL 100%

3.4 Scoring Methodology

Each CRT Voting Member will evaluate the Proposal utilizing the Evaluation Criteria identified in Section 3.3 and will assign each criterion a subjective score of 0-10, with 10 being the highest. This score is multiplied against the criterion’s weight which will produce a weighted value for the item. The weighted values for all criteria will be summed and then ranked to determine a high to low Proposer ranking. The ranking may be used in determining an initial pool of Proposers that will be invited for presentations or may be used in a final award determination for one or more Proposers.

3.5 Consideration of Additional Information

Consideration may also be given to any additional written information and comments that may serve to clarify the Proposal information to TTUS.

3.6 Oral Presentations and Interviews

Upon completion of the initial review and evaluation of the Proposals submitted, selected Proposers may be invited to participate in oral presentations. Oral presentations and interviews are an option of the Contract Review Team and may or may not be conducted; therefore, Proposals must be complete when submitted.

3.7 Award Process

During the Proposal Opening, Proposals will be acknowledged publicly to identify the names of the Proposers but will be afforded security sufficient to preclude disclosure of the contents of the Proposal, including prices or other information, prior to award. After the Proposal Opening, an Award may be made on the basis of the Proposals initially submitted, without discussion, clarification, or modification, or on the basis of Negotiation with any of the Proposers or, at TTUS’ sole option and discretion, TTUS may discuss or negotiate all elements of the Proposal with selected Proposers representing a competitive range. For Negotiation purposes, a competitive range of acceptable Proposals may be established, comprising the highest-rated Proposals based on the evaluation criteria.

Rev. June 28, 2022 Page 16 of 19

3.8 Best and Final Offer

When deemed appropriate by the Contract Review Team, after the submission of Proposals but before the final selection of the successful Proposal(s), TTUS may permit Proposers to revise their Proposals in order for TTUS to obtain a best and final offer. TTUS is not bound to accept the best and final offer if it does not represent the Best Value to TTUS as determined by the Contract Review Team.

3.9 Protest Procedures

Any actual or prospective Proposer or Contractor who believes they have been aggrieved in connection with the

Solicitation, evaluation, or Award of a Contract may formally protest to the Chief Procurement Officer.

http://www.depts.ttu.edu/procurement/forms/documents/vendors/protest-procedures-2018.pdf

3.10 Contract Documents

The Contract entered into by the parties shall consist of the RFP, the Proposal, and a written Contract (if applicable).

When an expenditure is required, the Purchase Order terms and conditions will also apply. All of which shall be referred to collectively as the Contract documents.

http://www.depts.ttu.edu/procurement/forms/documents/vendors/protest-procedures-2018.pdf

Rev. June 28, 2022 Page 17 of 19

APPENDIX A

DEFINITIONS

Addendum: A written change, addition, alteration, correction, or revision to a Solicitation document or a Contract.

Amendment: An agreed addition to, deletion from, correction, or modification of a Contract signed by all authorized parties. An Amendment may include renewal or extension of a Contract.

Assignment: An authorized legal transfer of contractual rights from one party to another party.

Award: The act of accepting a Bid, Proposal, or Offer, thereby resulting in a Contract or Purchase Order between TTUS and the Contractor.

Best Value: The factors to be considered in determining the best overall value for TTUS per Texas Education Code §51.9335(b).

Comptroller: The Texas Comptroller of Public Accounts.

Conflict of Interest: A Conflict of Interest refers to a situation in which an employee's financial, professional, or other personal considerations may directly or indirectly affect, or have the appearance of influencing, the TTUS employee's judgment in exercising any duty or responsibility, including the conduct or reporting of research, owed to TTUS (see https://www.texastech.edu/offices/cfo/system-regulation-01.05-ethical-conduct-required-training.pdf).

Contract: A legally binding written agreement executed between TTUS and a second party in which the parties agree to perform in accordance with the obligations therein. Contracts include, but are not limited to, letter agreements, cooperative agreements, memorandums of understanding ("MOU"), Interagency Contracts, Interlocal Contracts, easements, licenses, leases, and Purchase Orders (see Regents’ Rules Chapter 07).

Contract Administration: Following the Contract award, the TTUS requesting department-level actions to oversee full compliance with all of the terms and conditions contained within a Contract.

Contract Administrator: The Contract Administrator is the department-level individual responsible for adherence to all provisions contained within a Contract and for managing the performance of the Contract.

Contract Closeout: The process conducted upon completion of the Contract during which the Contract Administrator confirms and documents compliance with the terms and conditions of the Contract, final deliverables are received, and outstanding payments are processed.

Contract Management: The complete contract process from planning through Contract Closeout.

Contract Review Team: A team comprised of such members as the Contract Manager, the Contract Administrator, and, as needed, cross-functional members such as subject matter experts, information technology, risk management, legal, and price/cost analysts. The size and the members of the team are dependent on the nature and complexity of the project.

Contractor: An entity or individual contracted to provide Goods or Services to TTUS. For this RFP, Contractor is used interchangeably with the term “Proposer.” In some instances, the Contractor is referred to as the supplier.

Escalation Clause: A provision in a Contract that allows for increasing or decreasing the Contract price for Goods or Services in step with market prices, an agreed-upon benchmark such as the Consumer Price Index (“CPI”), or when maintenance and operating costs increase or decrease.

Fiscal Year (“FY”): The twelve (12) month period starting September 1 and closing on August 31 that is consistent with the State’s annual budget.

Goods: Includes salable or usable items such as supplies, materials, merchandise, consumables, commodities, solutions, manufactured items, or equipment. Goods do not include Services or real property.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm https://www.texastech.edu/offices/cfo/system-regulation-01.05-ethical-conduct-required-training.pdf http://www.depts.ttu.edu/oppol/Chapter07.pdf

Rev. June 28, 2022 Page 18 of 19

Liquidated Damages: A specified Contract provision that entitles TTUS to demand a set monetary amount determined to be a reasonable estimate of damages TTUS will incur due to the Contractor’s failure to meet Contract requirements.

Negotiations: Conferring, discussing, or bargaining to reach a mutual agreement between two or more parties.

Originating Department: The TTUS department from which a Solicitation or Procurement request originates and is responsible for the Contract Administration.

Payment Bond: A bond solely for the protection and use of Payment Bond beneficiaries who have a direct contractual relationship with the prime Contractor or a Subcontractor to supply labor or material.

Performance Bond: An instrument executed, subsequent to award, by a successful Proposer or Bidder that protects an Institution from loss due to the Contractor’s inability to complete the Contract as agreed.

Procurement (“Procure”): Purchasing, renting, leasing, or otherwise acquiring any Goods or Services, including all functions that pertain to the acquisition through Contract Closeout.

Proposal: A Response to a Request for Proposals (“RFP”) intended as a basis to negotiate a Contract award.

Proposal Opening: The public opening of Proposals, in which the names of the Proposers to a Solicitation are publicly read and recorded. No prices are divulged at a Proposal Opening as these types of Solicitations are subject to Negotiations.

Proposer: An entity submitting a Proposal to a Request for Proposal. The term includes anyone authorized to act on behalf of the individual or other entity that submits a Proposal, such as agents, employees, and representatives.

Purchase…