Questions and Answers.pdf
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- Attached to
- Armored Transport Services
- Solicitation number
- S-10700-00011564
- Issued by
- Multnomah County, Oregon
About this file
This Questions and Answers document addresses inquiries from prospective vendors regarding RFP DASPS-S10700-00011564 for Armored Transport Services issued by the Oregon Department of Administrative Services Procurement Services. The RFP, advertised January 29, 2025, with a closing date of February 28, 2025, seeks qualified contractors to provide armored transport services throughout Oregon and Washington for state agencies and authorized cooperative purchasers. Services requested include daily pickups (5 days per week), weekly pickups (1 day per week), weekend pickups, on-call services, and coin/currency exchange capabilities across four state regions: Western, West Central, East Central, and Eastern. Contractors must establish a cash vault facility in Oregon within 90 days of contract execution, maintain compliance with Title 15 USC Chapter 85 (Armored Car Industry Reciprocity Act) or Oregon Department of Public Safety Standards and Training (DPSST) licensing requirements, and demonstrate a minimum of five years of armored transport industry experience. The contract term is three years with options for extension. Service delivery details, including specific pickup times, days of service, and operating windows, will be negotiated and memorialized in writing between the selected contractor and individual authorized purchasers, with agencies typically operating 8:00 a.m. to 5:00 p.m., though hours may vary.
Vendors must incorporate a 2% Vendor Collected Administrative Fee (VCAF) into their pricing structure without listing it as a separate line item on invoices to authorized purchasers. The state anticipates awarding one or more price agreements based on the evaluation committee's recommendation, with multiple awards expected to ensure regional coverage. Proposers must demonstrate comprehensive insurance coverage, including workers' compensation, commercial general liability ($1 million per occurrence/$2 million aggregate), automobile liability ($5 million), professional liability ($1 million per claim/$2 million aggregate), and crime protection coverage ($5 million for employee dishonesty). Personnel requirements mandate a minimum of two persons per armored vehicle—one armed, specially trained security professional and one driver remaining with the vehicle. Same-day deposits are anticipated whenever possible, though the state acknowledges industry constraints may require next-day deposits. Contractor responsibility for deposited items terminates upon physical possession and signing of receipts by the state or authorized purchaser. Pricing will be structured on a per-location basis with potential rate adjustments after the first two years based on the Producer Price Index for Security Guards and Patrol Services. The contract serves Oregon state agencies, participants in the Oregon Cooperative Procurement Program, and Washington State Contracts Usage Agreement participants.
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Questions and Answers
RFP DASPS-S10700-00011564
Armored Transport Services
Advertised: Wednesday January 29, 2025
Closing: Friday February 28, 2025 9:00 AM
1.
Q; How broad is the scope outside of Oregon and Washington?
A; Any resulting agreements are intended to Service Oregon and Washington Authorized Purchasers. See RFP Section 2.2.1, See Attachment A – Sample Price Agreement Sections 3.2, 5.3 and 17.1.
2.
Q; What is the purpose of the Vendor Collected Administrative fee and who set the amount of the fee?
A; The Vendor Collected Administration Fee is intended to offset the expense of conducting solicitations and performing ongoing agreement administration and is set by DAS SPS. See Attachment A – Sample Price Agreement Section 3.12. Proposer may include the VCAF charges as a percentage of their rates, and include any costs to collect the VCAF, in their rates for providing the Services.
3.
Q; Is this a reference to dedicated routes with no specific service time or just days of the week & service window (Example 8am-5pm)?
A; Pick up times will be agreed upon in writing between the parties and services will be provided within a route established by the Contractor.
4.
Q; If we are compliant with Title 15 USC CH 85 Armored Car Industry Reciprocity does this meet licensure requirements?
A; Yes.
5.
Q; Can we mutually agree that our service window is from 8:00 A.M. to 5:00 P.M./
Notification of changes outside of 8:00 A.M. to 5:00 P.M?
A; Service windows, pick up times, coin and currency requests and other service delivery details will be agreed upon by the parties to an ordering instrument. Agency hours of operation are typically 8:00 A.M. to 5:00 P.M. but may vary from agency to agency.
Authorized Purchasers seek to work with providers that can keep them apprised of deviations in pick up times and provide flexible pick up times.
6.
Q; Our company uses Signature Cards in place of photographs and signature lists. Does this fulfill the requirement under Section 2.4.4 on page 8?
A; Signature Cards are an acceptable form of identification; however, some Authorized Purchasers may require that a list be provided upon request.
7.
Q; The Armored Car Industry is now all next-day deposit, with industry changes, same-day deposits are not possible how does that affect our bid proposal?
A; Authorized Purchasers anticipate same day deposits whenever it is possible and accepts that there may situations when it is not possible. See RFP section 2.4.5 and Attachment A – Sample Price Agreement Exhibit 1 – Sample Statement of Services Section 2.5.
8.
Q; If we verify deposit bags are labeled correctly & completely sealed with required barcode, since we cannot control the deposit preparation, will this meet the desire of the State agreement?
A; See RFP Section 2.4.6 and Attachment A – Sample Price Agreement Exhibit 1 – Sample Statement of Services Section 2.7.
9.
Q; If we need to adjust this time to 10am the previous day, will this be acceptable to meet the requirements of the State agreement?
A; See response to question 5.
10.
Q; Are your state agencies in need of Sunday service? Can you please provide us with a list of state agencies that require Sunday service?
A; DAS SPS has no way of anticipating the number of Authorized Purchasers that might require service on Sundays but anticipate a very limited number might.
11.
Q; Is the state facilitating a means to notify locations in this type of situation?
A; Authorized Purchasers will be known to the provider and expect to be notified of events that impact the handling and timely deposit of their assets.
12.
Q; With over 289 Authorized Purchasers in the state, is this required by DPSST? It is available for submission of the RFP, is this acceptable?
A; This will be revised by an addendum to the RFP and reflect the Title 15 USC CH 85 Armored Car Industry Reciprocity act. Contractors not authorized under the Title 15 USC CH 85 Armored Car Industry Reciprocity act will be required to comply with the state’s licensure requirements.
13.
Q; With new technology, biometrics and tracking systems we are able to operate a one person crew with the same safety, security and liability. Will a one crew breach the contract?
A; Currently Authorized Purchasers expect a minimum of two persons in an armored vehicle. One remains at the wheel of the vehicle at all times while the other, a duly licensed specially trained armed security professional, moves valuables in and out of the cargo area.
14.
Q; Does our current system of verifying employment, with the use of our signature card meet the State’s expectations to be aware of current employment status in lieu of the 24-hour notice?
A; This is only a requirement in the event the identification and uniforms are not collected when employment terminates.
15.
Q; Does a notification timeframe of 2 weeks with reasonable hours and must mutually agree, meet the State needs?
A; One week is a minimum requirement placed on the Authorized Purchaser and requires agreement in writing. Parties may agree to alternate notification parameters, in writing, in an ordering instrument placed against the Price Agreement.
16.
Q; Please verify if the State is recognizing the Title 15 USC CH 85 Armored Car Industry Reciprocity?
A; See response to question 12.
17.
Q; Is this a requirement if the bank doesn't process deposits the same day they are received?
A; Contractor’s responsibility terminates when State or an Authorized Purchaser or its designated consignee takes physical possession of the sealed container(s) and signs Contractor’s receipt. See Attachment A – Sample Price Agreement, Exhibit 1 – Sample Statement of Services Section 2.5.
18.
Q; With the VCAF we need have transparency on the invoice. Can you verify the range of the VCAF - 1%-2%?
A; Contractor shall not reflect the Vendor Collected Administrative Fees (VCAF) as a separate line-item charge to Authorized Purchasers. The VCAF percentage for any resulting agreements is 2%. See Attachment A – Sample Price Agreement Section 5.5 and Attachment A – Sample Price Agreement Exhibit 8 - Volume Sales Report Armored Transport Services_VCAF. Proposer may include the VCAF charges as a percentage of their rates, and include any costs to collect the VCAF, in their rates for providing the Services.
19.
Q; Can you please clarify what information is needed when you ask for a resume?
A; Resumes are not an evaluable element of the of the RFP and are merely intended to establish the experience and qualifications of persons administering the agreement and coordinating services should any staffing changes occur. Years of experience and any applicable training is sufficient.
20.
Q; How is the VCAF communicated to contractor so appropriate rebate is made to state or changed by contractor?
A; The VCAF is calculated by the contractor and is 2% of their sales for each calendar quarter. See Attachment A – Sample Price Agreement Section 5.5 and Exhibit 8 - Volume Sales Report Armored Transport Services_VCAF.
21.
Q; Is the state of WA and OR not recognizing Title 15 USC CH 85 Armored Car Industry Reciprocity?
A; See response to Question 12.
22.
Q; Are you referring to the days of service?
A; Yes. The parties must agree, in writing to the service delivery expectations including anticipated days of service and pick up windows. See response to question 3.
23.
Q; If our service window is 8:00 A.M. to 5:00 P.M., does this meet with your requirements?
A; See response to question 5.
24.
Q; If we adhere to all the requirements of our Cash Vault (Bank or financial institution) customers, does this meet your requirements?
A; DAS SPS would not have optics on all the particular requirements of the Cash Vaults, banks or financial institutions, a Contractor may conduct business with and has no way of determining if this would meet the requirements.
25.
Q; Is this a requirement if the bank doesn't process deposits the same day they are received?
A; See response to question 7 and 17.
26.
Q; Please confirm US Bank Tower location.
A; 111 SW 5th Ave, Portland, OR 97204. See Attachment A – Sample Price Agreement
Exhibit 1 – Statement of Services Section 2.6.
27.
Q; How does this apply to remote locations that are outside of the Portland Metro? If we need to adjust this time to 10am the previous day, will this be acceptable to meet the requirements of the State agreement?
A; See response to question 5.
28.
Q; Is it a problem if our invoice states 15 days, even though there isn't any penalty if it is paid in 45 days?
A; Yes, as it conflicts with the Oregon Accounting Manual and the Price Agreement’s terms and conditions. See Attachment A – Sample Price Agreement Section 7.3.
29.
Q; Will this contract be exclusive to one provider for the whole state?
A; Price Agreements will be awarded based upon the evaluation committee’s recommendation. DAS SPS anticipates the award of one or more agreements as a result of the RFP.
30.
Q; Does this replace the Price Agreement 3396 Schedule A - Armored Vehicle Service Commitment?
A; Authorized Purchasers will utilize the ordering instruments named in the RFP documents to memorialize the agreement between the parties. See Attachment A – Sample Price Agreement Section 5.
31.
Q; Can you please provide a list of locations and addresses?
A; DAS PS has no way of knowing all of the locations that may seek services and seeks to establish baseline rates for regions throughout Oregon that will be further negotiated and agreed upon in writing between the parties.
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