RFP S-10700-00013102 ARMORED TRANSPORT SERVICES.pdf

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STATE OF OREGON

REQUEST FOR PROPOSALS

Issued By:

Oregon Department of Administrative Services

Procurement Services

On Behalf Of:

State of Oregon Agencies and Eligible Cooperative Procurement Organizations

Under:

OREGONBUYS BID NUMBER S-10700-00013102

For:

ARMORED TRANSPORT SERVICES

Date of Issue: Tuesday April 15, 2025

Opening Date and Time: Thursday May 15, 2025 4:00 PM

Single Point of Contact (SPC): Dion Kerlee

Address: 1225 Ferry St SE City, State, Zip Salem Oregon 97301 Phone (voice) 971-349-0516 E-mail: dion.kerlee@das.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

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TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SCHEDULE

1.3 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 DEFINITION OF TERMS

2.3 OVERVIEW AND PURPOSE

2.4 SCOPE OF SERVICES

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 PRE-PROPOSAL CONFERENCE

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.4 SOLICITATION PROTESTS

4.5 PROPOSAL DELIVERY OPTIONS

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

4.7 PROPOSAL DUE

4.8 PUBLIC OPENING

4.9 PROPOSAL REJECTION

4.10 EVALUATION PROCESS

4.11 EVALAUTION CRITERIA

4.12 POINT AND SCORE CALCULATIONS

4.13 RANKING OF PROPOSERS

4.14 NEXT STEP DETERMINATION

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 PRICE AGREEMENT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 INDUSTRY STANDARDS

6.2 COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

6.3 CERTIFIED FIRM PARTICIPATION

6.4 GOVERNING LAWS AND REGULATIONS

6.5 OWNERSHIP/PERMISSION TO USE MATERIALS

6.6 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.7 COST OF SUBMITTING A PROPOSAL

6.8 CHECKLIST DISCLAIMER

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LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

Exhibit 1-Sample Statement of Services

Exhibit 2-Service Order Process

Exhibit 3-Sample Purchase Order

Exhibit 4-Sample Service Order Contract

Exhibit 5-Key Persons

Exhibit 6-Federal Terms and Conditions

Exhibit 7-Rate Schedule

Exhibit 8-Volume Sales Report

Exhibit 9-Insurance Requirements

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSAL FORM / PROPOSER CERTIFICATIONS

ATTACHMENT D RATE PROPOSAL FORM

ATTACHMENT E RESPONSIBILITY INQUIRY

ATTACHMENT F KEY PERSONS AND RESUMES

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SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Oregon Department of Administrative Services, Procurement Services (DAS) is conducting this Request for Proposals (RFP) on the behalf of State Agencies, Oregon Cooperative Procurement Program (ORCPP) Participants and those qualified organizations under the Washington State Contract Usage Agreement (CUA) as permitted under the Interstate Cooperative Agreement by and between the State of Oregon and the State of Washington.

DAS is conducting this RFP process and anticipates entering into one or more statewide Price Agreements for Armored Transport Services. DAS will, subject to compliance with this RFP, accept and consider Proposals from Proposers offering to provide the Services for at least a three-year period. Service locations include state agency branches, worksites and locations throughout the state. Proposers are not required to provide services in all regions and should only propose rates in the ATTACHMENT D – RATE PROPOSAL FORM for regions they are prepared to provide Services.

Service locations for State of Washington CUA qualified organizations are unknown to DAS therefore rates for any Services provided to those qualified organizations in the State of Washington are subject to negotiation and must be agreed upon, in writing, between the parties.

The objective of this solicitation is to establish Price Agreements with qualified Proposers to provide secure pick up, transportation and deposit of cash, monetary instruments and other valuable items as needed by Authorized Purchasers. Additional details on the Scope of Services are included in the Scope of Services section and Exhibit 1 – Sample Statement of Services.

Proposer’s Proposal is a Firm Offer for 180 days following the Opening of Proposals. The initial term of the Price Agreement is anticipated to be 3 years with options to extend for additional terms.

Any purchases under the Price Agreement must be authorized by Purchase Orders or Service Order Contracts issued by Authorized Purchasers in accordance with the ordering procedures described in the Exhibit 2 – Service Order Process and Exhibit 1 – Statement of Services.

Proposers are advised that there is no guarantee of any specific volume of purchases under the Price Agreement. Notwithstanding the award of a Price Agreement, DAS may conduct separate solicitations or award project-specific contracts or purchase orders for Goods or Services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time.

All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Event Date Time

Questions / Requests for Clarification Due Wednesday April 30, 2025 4:00 PM

RFP Protest Period Ends 7 calendar days prior to RFP Opening.

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Opening (Proposal Due) See RFP cover page.

Issuance of Notice of Intent to Award (approx.) Monday June 9, 2025.

Award Protest Period Ends 7 calendar days after Notice of Intent to Award.

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer must direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

DAS is issuing this RFP, pursuant to its authority under ORS 279A.050(2) and (7), and ORS279A.200 et seq., for the benefit of Authorized Purchasers to include, State Agencies and ORCPP participants and those organizations qualifying to use Washington State contracts under the CUA, as permitted under the Interstate Cooperative Agreement by and between the State of Oregon and the State of Washington.

DAS is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125- 247-0260. DAS may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

2.2.1 General Definitions

“Authorized Purchaser” or “AP” means DAS (if DAS is issuing a PO or SOC, on behalf of itself or others), State Agencies, Independent Agencies, ORCPP and CUA Participants with appropriate purchasing authority under its applicable rules and regulations. “

“Billing Rates” means the flat fees Proposer will charge for providing the Services to Authorized Purchasers.

“CUA” means the Contracts Usage Agreement (CUA) and is an agreement that allows qualifying organizations to use Washington State master contracts. The current Participant list is found at this link:

https://apps.des.wa.gov/DESContracts/Home/MCUAListing

“ORCPP” means the Oregon Cooperative Procurement Program, whose Participants include cities, counties, school districts, special districts, Qualified Rehabilitation https://apps.des.wa.gov/DESContracts/Home/MCUAListing

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Facilities, residential programs under contract with the Oregon Department of Human Services, United States governmental agencies, and American Indian tribes or agencies.

The current Participant list is found at this link:

https://www.oregon.gov/das/Procurement/Pages/Orcppmember.aspx

“Ordering Instrument” means either a Service Order Contract or a Purchase Order or both issued under a Price Agreement.

“Service Order Contract” or “SOC” means the Ordering Instrument that is substantially the same in the form and content as the Sample Service Order Contract attached to this RFP as Attachment A, Sample Price Agreement, Exhibit 4 Sample Service Order Contract.

“Services” or “Armored Transport Services” means the Services sought under this RFP as outlined in Section 2.4 Scope of Services and Exhibit 1 – Sample Statement of Services.

“Vendor Collected Administrative Fee” or “VCAF” means a charge that is assessed to Authorized Purchasers that purchase from Statewide contracts or Price Agreements and is collected by the awarded Contractor. The charge is set as a percentage of reported sales that are made by Authorized Purchasers and is collected and rebated to DAS by the awarded Contractor.

2.2.2 Project Specific Definitions

“Armored Vehicle” means a vehicle constructed to meet or exceed Industry Standards for vehicles used to perform secure collection, transportation and deposit of cash, monetary instruments and other valuable items. At a minimum, the vehicle must contain armored plating made of steel or fiberglass with bullet proof windshield and glass, bullet proof or self-sealing tires, separate compartments for the hopper and driver and radio or cellular communications.

“Cash Vault Provider” means a financial institution, with cash vault facilities, that authorizes access by Armored Transport Service providers to its facilities for the purpose of accepting deposits.

“Coin and Currency Exchange” is the provision of currency and coin to Authorized Purchasers, at their request, via delivery by Armored Transport Services provider for a fee payable to the Armored Transport Services provider.

“Qualified Depository” means a depository that meets the requirements of ORS 295.008.

“Securely Sealed” means contents are fully contained in a tamper resistant, tamper evident, container sealed with adhesive that is specifically designed to guard from danger or risk of loss or breach of confidentiality and that is properly labeled.

2.2.3 Crosswalk of Terms Used in OregonBuys

Terms commonly used when accessing Oregon’s eprocurement system, OregonBuys, can be found at the following web address.

https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

2.3 OVERVIEW AND PURPOSE

2.3.1 Overview and Background

DAS and it’s Agency and cooperative procurement partners have determined that https://www.oregon.gov/das/Procurement/Pages/Orcppmember.aspx https://www.oregon.gov/das/ORBuys/Documents/Phase1TerminologyCrosswalk.pdf

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Authorized Purchasers require professional Armored Transport Services be provided by Contractors that possess the education, training, experience, and specialized skills necessary to provide the Services described herein. Authorized Purchasers require Contractor’s personnel performing the Services possess all training, certifications, knowledge, skills and abilities that meet or exceed commonly accepted Industry Standards for Armored Vehicle Transport Services and armed courier Services throughout the Price Agreement’s term and any allowable extensions.

2.3.2 Overall Project Goals

Proposer must provide secure pick up, transportation and deposit of cash, monetary instruments and other valuable items including all administrative aspects and management infrastructure necessary for the provision of timely and high-quality Armored Transport Services. Proposer must adhere to a route schedule as agreed upon in the Ordering Instrument between the parties. Proposer and Authorized Purchaser must agree, in writing, to the scheduled pick up times and in no case will an Authorized Purchaser be scheduled for a time that is not requested by that Authorized Purchaser.

Proposer and, as applicable, it’s personnel, are capable of, and agree to work within standardized ordering systems, communicate and collaborate with Authorized Purchasers requesting Services in a timely manner, ensure the quality of Services, facilitate the resolution of any performance and customer service issues, and use standard business tools and software to submit accurate invoices, and complete scheduled Services as agreed upon between the parties.

2.4 SCOPE OF SERVICES

Services are anticipated to be provided within the Proposer’s established route for the area being serviced. Proposer pick ups shall occur at the times agreed upon by the parties in an Ordering Instrument. Pick up for an Authorized Purchaser shall not vary more than sixty (60) minutes without the prior written consent of the Authorized Purchaser. Proposer shall notify the Authorized Purchaser if a regularly scheduled pick up is anticipated to occur either sixty

(60) minutes before or sixty (60) minutes after the agreed upon pick up time. This established pick up window may be negotiated between the parties with the final window being agreed upon in the applicable Ordering Instrument.

2.4.1 Private Security Provider’s Act and Licensure Requirements

Proposer shall ensure compliance with any and all federal, state and local codes, laws, regulations, rules and ordinances (collectively, “Laws”), applicable to the Services provided under a Price Agreement. The foregoing Laws may include, but are not limited to 15 USC §5902, OAR 259-059-0020, ORS 181A.840, ORS 181A.850, ORS 181A.893 through 181A.918, and ORS 181A.995.

2.4.2 Deposit Pick Up

Daily pick up times for each Authorized Purchaser must not vary more than sixty (60) minutes from the agreed upon pick up time unless otherwise agreed upon in writing.

Pick up of deposits must not be scheduled for later than 4:30 PM. Staff, responsible for deposit pick up, must notify Authorized Purchaser’s staff of their arrival on site immediately upon arriving to collect a deposit for transport. Pick up days exclude

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Authorized Purchaser-observed holidays, unless otherwise requested by the Authorized Purchaser and agreed upon, in writing, between the parties. If a pick up time requested by the Authorized Purchaser is after the deposit cutoff time, the deposit will be held in Proposer’s secure vault overnight for deposit the following business day.

Proposers must provide sufficient personnel and a back-up transport method to ensure that Services will be provided in a timely manner as agreed upon in the applicable Ordering Instrument.

Authorized Purchaser may add or delete locations, revise service delivery details such as pick up times, addresses and site instructions and stop or start Services, by amendment to the Ordering Instrument. If allowed by the applicable Ordering Instrument, the parties may add or delete locations revise service delivery details such as pick up times, addresses and site instructions and stop or start Services by email between the parties without need for an amendment to the Ordering Instrument.

2.4.3 Cash Vault Access

Proposer must maintain any business licenses required to operate as an Armored Transport Service provider within the service region or local area being serviced.

Unless Proposer’s employee photo ID cards include an image of the employee’s signature Proposer must furnish Cash Vault Providers and any other requesting financial institutions a recent photograph and signature list of all Proposer personnel requesting access. This list must be on Proposer’s letterhead or authorized signature cards designed for that purpose. Any lists must be updated any time staff additions or deletions are made. At no time will an employee of the Proposer be admitted into a cash vault facility without first having their picture and signature sample on file at that facility.

Bank cash vault provider management must be notified within 24 hours whenever an authorized employee of the Proposer is dismissed or otherwise severs that employment.

Admittance to cash vault facility must only be granted to qualified Armored Vehicles with the Proposer’s name prominently displayed on the vehicle. Other vehicles such as vans, passenger automobiles, courier trucks and the like will not be granted access to the cash vault .

Unmarked Armored Vehicles will only be granted access to Cash Vault Provider’s cash vault after receiving written approval from the Cash Vault Provider’s cash vault management.

Proposer’s uniforms and Proposer-issued photo identification badges must be worn by Proposer’s employees at all times while on bank premises.

2.4.4 Deposit Drop-Off

Unless otherwise agreed upon by the parties, in writing, the Proposer must deliver all items to the depository cash vault utilized by Authorized Purchasers the same day as collected. In the event the Proposer fails to deliver all items in the same day the Proposer must retain the items in Proposer’s vault and assumes all responsibility for the items until the items are delivered to the appointed depository. Proposer must notify Authorized Purchaser immediately that the items were not delivered and must indicate the location of the items and intended delivery time to the depository.

Proposer agrees to assume the liability for any loss, according to the terms of this

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Agreement, of the securely sealed container(s) from the time Proposer signs for and receives physical custody of the sealed container(s) and responsibility terminates when State or an Authorized Purchaser or its designated consignee takes physical possession of the sealed container(s) and signs Proposer’s receipt.

2.4.5 Depository Requirements

Proposer must adhere to the following depository requirements for Armored Vehicle access to Cash Vault Provider’s depository. Proposer must not pick up any depository bags that are not securely sealed or that appear damaged. Proposer must only accept tamper proof depository bags that are labeled with an identification number. Proposer must verify that the deposit slip is visible and readable through the clear depository bags. If non-clear bags are used, Proposer must verify bag identification numbers only.

Proposer must require a signature from Cash Vault Provider’s cash vault employee on its manifest acknowledging the receipt of the deposit.

2.4.6 Coin and Currency Exchange

At the request of Authorized Purchaser Proposer must provide the delivery of currency and coin to Authorized Purchaser. Unless otherwise agreed upon, in writing between the parties, Proposer must provide next day delivery for coin or currency requests received before 12pm noon the previous day. Proposer must provide Saturday, Sunday, and Monday delivery for coin or currency requests received before 12pm noon Friday.

Proposer must provide coin and currency exchange at the rates outlined in the ATTACHMENT D-RATE PROPOSAL FORM. Proposer must itemize any coin and currency exchange charges on monthly invoices to Authorized Purchaser.

2.4.7 Armored Vehicle Required

Proposer must exclusively use Armored Vehicles that meet or exceed Industry Standards (as described in Section 6.1), for Armored Car and Armed Courier Services for cash in transit vehicles or Armored Vehicles used to perform secure pick up, transportation and deposit of cash, monetary instruments and other valuable items. At a minimum, vehicles must contain armored plating made of steel or fiberglass with bullet proof windshield and glass, bullet proof or self-sealing tires, separate compartments for the hopper and driver, radio or cellular communications and GPS tracking capabilities.

2.4.8 One Vehicle

Proposer must pick up securely sealed, tamper proof, depository bags receipts and those depository bags must stay secured in the same vehicle used until deposited at the cash vault. The Proposer must not transfer receipts from one vehicle to another, unless an unforeseeable circumstance prevents the original vehicle from completing the delivery to the cash vault.

2.4.9 Proposer Personnel

Proposer must maintain an employment policy that complies with commonly accepted Industry Standards for Armored Vehicle and armed courier Services that includes prior employment verification, motor vehicle records minimums, criminal background checks, drug screenings, medical examinations, credit reports and agility testing. Proposer must

RFP S-10700-00013102 Armored Transport Services Page 10 of 27 not utilize any employee in the performance of Services who has been convicted of any crime involving dishonesty, who is under indictment, has been convicted of ANY crime, or has any criminal, psychological, or employment history that in Proposer's reasonable judgment poses a risk to the security and confidentiality requirements of the Price Agreement or to the safety of persons.

Proposer must ensure that private security officers and managers are licensed in accordance with all Laws applicable to the Services. An Authorized Purchaser may require a Proposer to submit copies of licenses and certifications for any manager who oversees personnel and for all private security officers. Proposer must keep a current list of all licenses and certifications. Authorized Purchasers may require copies of licenses and certifications be provided for any newly hired managers or private security officers before they begin work or at the request of Authorized Purchaser at any time.

DAS or Authorized Purchaser reserves the right to refuse Proposer, its employees, and its agent’s access to its premises.

2.4.10 Two Guard Crews

Proposer must provide two-guard crews when providing Services. Armored Vehicles must NOT to be left unattended at any time and two guards are required for each vehicle.

One guard must stay with the vehicle while the other guard picks up the receipts.

2.4.11 Uniforms and Identification Required

Proposer's employees performing the pick up of moneys and picking up the daily deposits from Authorized Purchasers are required to wear security guard uniforms and have photo identification pinned to the left front side of uniform while performing Services. When employment ends for an employee performing pick up Services and the employee’s uniforms, ID’s and Badges are not collected from that employee, Proposer must notify all Authorized Purchasers with contracts against the agreement within 24 hours.

2.4.12 Key Persons

Proposer must designate one or more persons responsible for Proposer's work performance under this Price Agreement. Proposer must provide to DAS and Authorized Purchasers the names, addresses and telephone numbers of such persons and must keep this information current at all times.

2.4.13 Event Services

Events at various Authorized Purchaser locations may result in an increase in the volumes of deposits, i.e. university registration periods, athletic events, state fairs, tax collections, etc. Proposer must cooperate with Authorized Purchaser to accommodate any special pick up and depository requirements as needed by the Authorized Purchaser. Proposer must be notified by Authorized Purchaser of any special requirements at least ten (10) days prior to the event(s) and service delivery expectations must be agreed upon in writing between the parties.

2.4.14 Issue Resolution

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Proposer must have in place a process, policy or procedure to address performance issues that arise. Issues could include but would not be limited to late deposits, missed pick ups, data breaches, scheduling problems etc. Proposer processes must include a communication plan that supports affected party notifications, investigations, resolution strategies and final reporting.

Upon being notified of an issue, Proposer must provide an acknowledgment of the issue and include a preliminary timeline relative to affected party notifications, investigation outcomes, report due dates, and resolution proposals.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section. Proposer must be able to evidence five (5) years of experience performing the Services described in this RFP. Proposer must be able to demonstrate their ability to comply with the following minimum qualifications in order to be considered for an award. Proposer shall attest to its ability to meet and maintain these minimum qualifications for the term of its Price Agreement in its ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS to be considered for an award.

3.1.1 Private Security Providers Act and Licensure Requirements

Proposer shall ensure compliance with any and all Laws applicable to the Services provided under a Price Agreement. The foregoing Laws may include, but are not limited to 15 USC §5902, OAR 259-059-0020, ORS 181A.840, ORS 181A.850, ORS 181A.893 through 181A.918, and ORS 181A.995.

3.1.2 Oregon Presence

Proposer must have one (1) or more cash vault facilities in Oregon, or the ability to establish a cash vault facility within ninety (90) days after an agreement is executed.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT (Section 3.3.1)

• ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS (Section

3.3.2)

• ATTACHMENT D – RATE PROPOSAL FORM (Section 3.3.3)

• ATTACHMENT E - RESPONSIBILITY INQUIRY (Section 4.10.2)

• ATTACHMENT F – KEY PERSONS AND RESUMES (Section 3.3.4)

3.2.2 Proposal Page Limits

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Proposal is limited to 20 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT

• ATTACHMENT D – RATE PROPOSAL FORM

• ATTACHMENT E - RESPONSIBILITY INQUIRY

• ATTACHMENT F – KEY PERSONS AND RESUMES

3.2.3 Proposal Format and Quantity

Proposals must be submitted on the ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS. Price information must be submitted on the ATTACHMENT D – RATE

PROPOSAL FORM.

Proposer’s ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS shall contain no headers, logos, promotional material, non-standard fonts, hyperlinks, or web addresses and must be completed and submitted as provided to Proposer through OregonBuys. Any ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS containing such edits or additions may be rejected by DAS.

The ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS must bear the Proposer’s authorized representative’s Signature. Electronic signatures are acceptable.

Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in Section 4.5 PROPOSAL DELIVERY OPTIONS for electronic submission.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS bearing the Proposer’s authorized representative’s Signature, in one of the following formats:

Searchable Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx).

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer must complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer must also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure and include a copy of their Proposals with the information claimed to be exempt from disclosure redacted.

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.2.4 Authorized Representative

Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by DAS.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer must describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in

RFP S-10700-00013102 Armored Transport Services Page 13 of 27 this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal response. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Disclosure Exemption Affidavit

The ATTACHMENT B – DISCLOSURE EXEMPTION AFFIDAVIT only needs to be submitted if a Proposer believes elements of its Proposal are exempt from disclosure under Oregon Public Records Law.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to or portions of its Proposal that Proposer believes are exempt from disclosure. Proposer shall include a fully redacted version of its Proposal, clearly identified as the redacted version.

3.3.2 Proposal Form / Proposer Certifications

Proposer shall complete and submit the ATTACHMENT C – PROPOSAL FORM /

PROPOSER CERTIFICATIONS.

Proposer entries in the ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS must be restricted to the box provided for each evaluation criteria and contain primarily text. Proposer’s entries in the Proposal Forms must be in 10-point Cambria font.

Proposer’s Proposal Form is limited to 20 pages each. Proposal Forms exceeding this limitation will be rejected as non-responsive. Only the Proposal Forms themselves count toward the page limitations.

Proposers are advised against making any unnecessary edits or reproducing the ATTACHMENT C – PROPOSAL FORM / PROPOSER CERTIFICATIONS and must submit the Proposal Form substantially as it was provided to them. Edits to the Proposer’s Proposal Form such as adding headers, footers, logos or graphics may result in lower evaluation scores if specific information is difficult to locate.

Failure to demonstrate compliance with Oregon Tax Laws and sign the ATTACHMENT C

– PROPOSAL FORM / PROPOSER CERTIFICATIONS may result in a finding of non- Responsibility.

3.3.3 Rate Proposal

The Proposer’s Rate Proposal will not be evaluated. Rates provided in the ATTACHMENT D – RATE PROPOSAL FORM will be the rates Services will be provided for in the identified region. Proposer and Authorized Purchaser may determine, through negotiations, an alternate rate is more appropriate for the particular Services being

RFP S-10700-00013102 Armored Transport Services Page 14 of 27 requested. Any negotiated rates must be agreed upon, in writing, in the Ordering Instrument between the Proposer and Authorized Purchaser.

Service locations include state agency branches, worksites and locations throughout the state. Proposers are not required to provide services in all regions and should only propose rates in the ATTACHMENT D – RATE PROPOSAL FORM for regions they are prepared to provide Services.

Service locations for State of Washington CUA qualified organizations are unknown to DAS therefore rates for any Services provided to those qualified organizations in the State of Washington are subject to negotiation and must be agreed upon, in writing, between the parties.

Proposer shall enter its rates for the Services in and submit the ATTACHMENT D – RATE PROPOSAL FORM. Proposer shall follow the instruction provided in the ATTACHMENT D – RATE PROPOSAL FORM to identify the Services to be provided and their applicable rates.

This RFP seeks to establish rates for the following services requested by Authorized Purchasers. The rates Proposed will be used to establish rates for their surrounding areas. Rates for services are being requested for four (4) regions, Western, West Central, East Central and Eastern.

The Western region includes services for five (5) cities, Portland, Salem, Eugene, Roseberg and Medford.

The West Central Region also includes five (5) cities, The Dalles, Maupin, Madras, Bend and Klamath Falls.

The East Central Region includes three (3) cities, Pendelton, John Day and Burns.

The Eastern Region also includes three (3) cities, Enterprise, Baker and Ontario.

Provide rates for the following services for the applicable pick up frequency and coin and currency requests.

• Fee for Daily pick ups five (5) days a week, Monday through Friday, at the times agreed upon by the parties with deposits occurring the same day as the pick up.

• Fee for one (1) time weekly pick up occurring one (1) day a week, Monday through Friday, on the day and at the time agreed upon by the parties with the deposit occurring the same day as the pick up.

• Fee for one (1) time weekly pick up occurring one (1) day a week on Saturday or Sunday, on the day and at the time agreed upon by the parties with the deposit occurring the same day as the pick up or the next business day.

• Fee for on call or standby status, charged monthly, reserving a pick up window, within an established route, to facilitate a pick up upon notification by the Authorized Purchaser. Actual pick up service would be billed at the rate agreed upon by the parties and be due and payable only upon the successful pick up and deposit at the depository agreed upon between the parties.

• Fee to fulfill coin and currency of requests of an Authorized Purchaser requested for next day delivery on the regularly scheduled pick up day and time. Fee is a flat fee applied to the transaction regardless of the amounts or denominations being requested.

Proposer may include the VCAF charges as a percentage of their rates, and include any

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3.3.4 Key Persons and their Resumes

Proposer shall specify key persons on ATTACHMENT F – KEY PERSONS AND RESUMES those parties authorized to address performance issues, those authorized to resolve billing/invoicing issues and, those authorized to represent and bind Proposer. Proposer shall include a current resume (not to exceed two pages each) for each key person who will be assigned the listed responsibilities in the event a Price Agreement is awarded to the Proposer.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.2 PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number ;

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Services, and the Sample Price Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

https://oregonbuys.gov/

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4.4.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m.

Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

4.4.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number;

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

• the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and

• evidence or documentation that supports the grounds on which the protest is based; and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

4.5 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. DAS is not responsible for any delays resulting from transmission errors or transmission delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys.

Proposal submission should be submitted electronically through OregonBuys. at:

https://oregonbuys.gov/bso/.

Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must first withdraw the submitted Proposal, as described below, and then submit its modified Proposal in one of the authorized methods listed in Section 4.5 (Proposal Delivery Options). To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf https://www.oregon.gov/das/ORBuys/Documents/OregonBuys%20Vendor%20Formal%20Solicitation%20Response.pdf

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Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

PROPOSERS ARE ADVISED AGAINST LAST MINUTE SUBMISSIONS.

4.8 PUBLIC OPENING

There will be no public opening for this RFP. DAS will make the name of the Proposers available upon request; no other information will be made available until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630.

4.9 PROPOSAL REJECTION

DAS may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the evaluation committee.

• Proposal is conditioned on DAS’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

4.10 EVALUATION PROCESS

Evaluation of Proposer’s Proposal responses will be conducted as follows.

4.10.1 Responsiveness Determination

A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the

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SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, DAS may waive mistakes in accordance with OAR 125-247-0470 pointing to OAR 137-047-0470(2)(a).

4.10.2 Responsibility Determination

DAS will determine if an apparent successful Proposer is Responsible prior to award and execution of the Price Agreement. Proposers must submit a signed Responsibility Inquiry form (Attachment E) with Proposal.

At any time prior to award, DAS may reject a Proposer found to be not Responsible.

4.10.3 Evaluations

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an evaluation committee. Evaluation committee members may change and DAS may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign points for each evaluation criterion listed below in this section, up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification to assist the evaluation committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

The evaluation committee will evaluate the Proposer’s narrative responses to each of the questions included in the Proposer-submitted ATTACHMENT C – PROPOSAL FORM AND CONTRACTOR CERTIFICATIONS. Only the Proposer’s ATTACHMENT C – PROPOSAL FORM AND CONTRACTOR CERTIFICATIONS will be provided to the evaluation committee.

Evaluators will use the tables below as reference when evaluating and assigning points to Proposer responses to the questions set forth in Proposer’s Attachment C. The maximum number of points allocated to Proposer responses to each question in the Attachment C are set forth in Section 4.12 below.

SECTIONS WITH TWENTY-FIVE (25) POSSIBLE POINTS

21-25

POINTS

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

15-20

POINTS

VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

8-14

POINTS

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

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1-7

POINTS

INADEQUATE – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

POINTS

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

SECTIONS WITH FIFTY (50) POSSIBLE POINTS

45-50

POINTS

OUTSTANDING - Response meets all the requirements and has demonstrated in a clear and concise manner a thorough knowledge and understanding of the subject matter and project. The Proposer provides insight into its expertise, knowledge, and understanding of the subject matter.

35-44

POINTS

VERY GOOD – Response provides useful information, while showing experience and knowledge within the category. Response demonstrates above average knowledge and ability with no apparent deficiencies noted.

25-34

POINTS

ADEQUATE – Response meets all requirements in an adequate manner.

Response demonstrates an ability to comply with guidelines, parameters, and requirements with no additional information put forth by the Proposer.

15-24

POINTS

INADEQUATE – Proposer meets minimum requirements but does not demonstrate sufficient knowledge of the subject matter.

0-14

POINTS

RESPONSE OF NO VALUE – An unacceptable response that does not meet the requirements set forth in the RFP. Proposer has not demonstrated knowledge of the subject matter.

4.11 EVALAUTION CRITERIA

4.11.1 Private Security Providers Act and Licensure Requirements

4.11.1.1 Describe the process, policy or procedure that supports the Proposer's ability to remain compliant with any and all Laws applicable to the Services provided under a Price Agreement. Include any process, policy or procedure that is applied to tracking licenses and certifications for managers who oversee personnel and for all private security officers

4.11.2 Deposit Pick up

4.11.2.1 Describe how the Proposer coordinates the services to ensure timely pick up of deposits. How does the Proposer ensure that pick ups are completed during the agreed upon times? Does the Proposer notify the Cash Vault Provider when a scheduled pick up time will be delayed or arrive early?

4.11.2.2 Describe Proposer’s protocols that are applied from arrival at the pick up site to when their personnel leaves with the deposit.

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4.11.3 Cash Vault Access

4.11.3.1 Explain the process, policy or procedure that the Proposer adheres to that ensures only their authorized personnel have access to the Cash Vault Providers facility. How does Proposer keep Cash Vault Providers informed of personnel authorized to collect deposits on the Proposers behalf?

4.11.3.2 Does the Proposer have the ability to provide Cash Vault Providers a current list with staff photographs and signatures? Describe the Proposer’s process for maintaining the list including the frequency at which the list is updated and any events or occurrences that would require the list to be updated.

4.11.4 Deposit Drop-Off

4.11.4.1 Describe Proposer’s process policy or procedure that applies to deposits that need to be held overnight for next day deposit.

4.11.4.2 Describe the Proposer’s notification capabilities that inform the Authorized Purchaser that a deposit will be held overnight for next day deposit.

4.11.5 Coin and Currency Exchange

4.11.5.1 Describe the Proposer’s process, policy or procedure that is applied when a user requests that Proposer next day delivery of cash or currency when the users’ deposits are picked up.

4.11.5.2 Does the Proposer have the ability to provide seven (7) day a week delivery of coin and currency upon request? Are there cutoff times associated with such requests and if so, what are they?

4.11.6 Armored Vehicle Required

4.11.6.1 Describe the cash in transit or Armored Vehicles standards applied to Armored Vehicles used to by Proposer to provide the Services.

4.11.7 Proposer Personnel

4.11.7.1 Describe Proposer’s employment related process, policy or procedure that ensures compliance with commonly accepted Industry Standards for Armored Vehicle and armed courier service providers personnel.

4.11.8 Uniforms and Identification Required

4.11.8.1 Describe Proposer’s uniform and photo identification requirements for their security guard personnel. How does Proposer ensure that Cash Vault Provider is able to quickly identify their security guards?

4.11.8.2 Describe the process, policy or procedure that ensure that Cash Vault Provider’s staff are notified when there are changes in security guard

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4.11.9 Issue Resolution

4.11.9.1 Describe Proposer’s process, policy or procedure applied to address performance issues that arise including late deposits, missed pick ups, data breaches and scheduling problems. Describe Proposer’s communication plan that supports affected party notifications, investigations, resolution strategies and final reporting.

4.11.10 PRICE EVALAUTION

The Rate Proposal will not be evaluated.

4.12 POINT AND SCORE CALCULATIONS

RFP SECTION SPECIFICATION/REQUIREMENT DESCRIPTION AVAILABLE POINTS

4.11.1 Private Security Providers Act

4.11.1.1 Private Security Providers Act Compliance 50

4.11.2 Deposit Pick up

4.11.2.1 Coordination and Communication 50

4.11.2.2 Pick up Site Protocols 50

4.11.3 Cash Vault Access

4.11.3.1 Authorized Personnel Validation and…