armored car & cash management services rfp no. lrt-11-171-accms armored

ARMORED CAR &CASH MANAGEMENT SERVICES

RFP No. LRT-11-171-ACCMS

ARMORED CAR &CASH MANAGEMENT SERVICES

RFP No. LRT-11-171-ACCMS

PRE-PROPOSAL CONFERENCEMay 11, 2011

PRE-PROPOSAL CONFERENCEMay 11, 2011

Meeting OverviewMeeting Overview

Sign-In Sheets: Be sure to sign in. Sign-In sheets will be available on the METRO website.http://www.valleymetro.org/metro_light_rail/contracts_and_purchasing/current_opportunities

Questions: Please defer all questions until thedesignated Question and Answer period.

Opportunity: This conference is the sole opportunityto ask questions on the Request for Proposalprocess and/or technical scope of work with METROand RPTA staff.

All Proposal questions must be submitted in writing.

Pre-Proposal ConferenceProcess

Pre-Proposal ConferenceProcess

During the pre-proposal presentation, write yourquestions on the index cards provided.

After the pre-proposal presentation, questions willbe collected and read aloud.

Where possible, verbal answers will be provided.

Responses to all questions will be issued to allRecord Holders by written addendum.

Responses to questions that require furtherresearch will be included in a written addendum.

AgendaAgenda

Introductions / Opening RemarksLoralei Poll

Project Overview / ScopeJohn McCormack

Jim Wright / Gardner Tabon

Request for Proposal OverviewLoralei Poll

Question and Answers

Closing Remarks / AdjournLoralei Poll

PROJECT SCOPEPROJECT SCOPE

Scope of ServicesScope of Services

The Regional Public Transportation Authority(RPTA) and Valley Metro Rail, Inc. (METRO),collectively (the Agencies), are solicitingproposals from qualified firms (hereinafterreferred to as contractor) for Armored Car andCash Management Services.The AGENCIES desire a Contractor to performArmored Car Services for Ticket VendingMachines and RPTA Mesa facility. A Contractor isneeded to perform Cash Management Services attheir facility and at the Mesa facility.

RTPA - The Authority was established in 1985 along withthe passage of a one-half of one percent sales taxincrease to fund regional highway and publictransportation improvements in Maricopa County,Arizona (the County).

The Authority was created to develop a regional transitplan, to develop and operate a regional transit system inthe County.

RPTA is governed by a sixteen-member Board ofDirectors consisting of a member of the County Boardof Supervisors and the mayors (or their designees) ofthe member cities and towns. For fiscal year 2010-11,the members included the cities of Avondale, Chandler,El Mirage, Glendale, Goodyear, Mesa, Peoria, Phoenix,Scottsdale, Surprise, Tempe and Tolleson, and theTowns of Buckeye, Gilbert and Wickenburg.

Background - RPTABackground - RPTA

Background - METROBackground - METRO

Valley Metro Rail, Inc. (METRO) was established under thelaws of the State of Arizona in October 2002.

Per the By-Laws, METRO is charged with a regionaltransit plan, developing and operating the regional railtransit system for Maricopa County.

METRO is governed by a Board of Directors consisting ofsix Member Cities: Phoenix, Tempe, Mesa, Glendale,Peoria and Chandler.

Scope of ServicesScope of ServicesTerm of Engagement: A three year contract is contemplated, subject to the

annual review and recommendation of the AGENCIES.

There is an option to extend this contract for two additional years.

The RFP consist of 4 parts: Armored Car Services for TVMs Armored Car Services for Mesa Facility Cash Processing Services at Contractor facility for

TVMs Cash Processing Services at Mesa facility by CPS

Contractor

Scope of ServicesScope of ServicesThe Armored Car Services Contractor shall perform asfollows: GENERAL REQUIREMENTS: Hours of Operation of CPC Size of equipment to be picked up and delivered. Estimated value of money in each TVM for METRO

and RPTA Interface duties between Armored Car Services and

Cash Processing Center: Pickup cash vaults and hoppers from a TVM and

pickup of revenue at the RPTA Mesa Vault facility. Delivery cash vaults and hoppers to the Cash

Processing Center and revenue from the RPTA Mesa Vault facility. Deliver reconciled revenue to bank

Scope of ServicesScope of Services GENERAL REQUIREMENTS continued:

Interface duties between Armored Car Services and Cash Processing Center: Responsible for all equipment / revenue while in

Contractor’s possession. Each TVM generates audit ticket. The Contractor shall segregated, track and report all

money collected for METRO separately from money collected for RPTA and invoice separately. All work performed for Metro shall be invoiced separately from RPTA.

Verify vaults and hopper equipment is secured upon receipt.

Must ensure TVM’s are “in service” prior to leaving location, must notify Agency if equipment not working properly.

Scope of ServicesScope of Services GENERAL REQUIREMENTS continued:

Interface duties between Armored Car Services and Cash Processing Center: Must sign appropriate paperwork when delivering /

picking up with Cash Processing Center. RPTA Mesa facility shall be handled differently than the

TVMs. All revenue shall be picked up by the ACS Contractor to deliver to bank.

Maintenance of all equipment shall be done by AGENCIES staff.

RPTA has 25 TVM locations METRO has 95 TVM locations Additional locations may be added as transit program

expands

Scope of ServicesScope of Services ARMORED CAR SERVICES Collect revenue from the ticket vending machines (TVM)

during the midnight hours when usage is off-peak. TheRPTA Mesa Vault facility may be required to be pickedup between 4:00 a.m. and 9:00 a.m.

Contractor will have 16 hours or 4 hours to deliver themoney modules (coin hoppers and vaults) to the CashProcessing Center.

Transport bill vaults, coin vaults and coin hoppers thatare full or partially full from the TVM to the CPC.

Replace vaults and coin hoppers at each TVM. Audit tickets and receipts shall be maintained. Initial Training to be done by Agencies.


ARMORED CAR SERVICES – cont’d

METRO TVM services required 3 times per week.

RPTA TVM services required 1 time per week.

RPTA Mesa facility required daily.

Special 4 hour servicing for events.

Personnel – employees must be bonded.


CASH PROCESSING CENTER SERVICES FOR TVMs

Provide a cash and coin counting service for ticketvending machine (TVM) vaults and coin hoppers(magazines), as well as the replenishing of coinhoppers to maximum capacity.

Responsible for store vaults and hoppers. The CPC shall prepare bank deposits within 1 day of

receipt. Provide documentation (audit trail) for all transfers of

the money throughout the process. Report all variancesonto audit ticket.

Sign the audit ticket provided by the ACS Contractor, documenting the total value of the bill and coin vaults.


CASH PROCESSING CENTER SERVICES FOR TVMs - cont’d

Deposit slips to be provided by AGENCIES. Contractor must send documentation of deposit slip,

amounts collected by TVM, and any audit ticket variances to AGENCIES no later than 5 p.m. on date of deposit.

Record coin hopper dollar amount when received. Also record dollar amount that was added to the coin hopper for full replenishment.

Record date of transfer and serial number of the recharged coin hopper.

Execute a delivery of receipt to the ACS Contractor. Convey empty bill and coin vaults to ACS Contractor.

Scope of ServicesScope of Services CASH PROCESSING CENTER SERVICES - MESA FACILITY

CURRENT PROCESS:

At the end of each transit day, RPTA operators return to their garage (Mesa facility).

Transaction data is downloaded electronically via a secure wireless network.

RPTA operators remove cash box from farebox on each bus and drops revenue into designated vaults.

The empty cashbox is returned to the bus farebox. At the end of a shift the Dial-A-Ride operator turns their

cashbox into the Dial-A-Ride dispatchers. Money is bagged and placed in a safe at the Mesa Vault

facility.

Scope of ServicesScope of Services CASH PROCESSING CENTER SERVICES - MESA FACILITY

cont’d The CPC Contractor shall be responsible for cash

retrieval, cash sorting, counting, and reconciliation, preparation of cash for secure transportation to bank by ACS Contractor.

Document, report and retain copies of deposit slips. Contractor must comply with Federal Transit

Administration (FTA) accounting standards and regulations.

Personnel will be expected to perform their duties Monday through Friday.

Contractor shall prepare all daily intakes for pick up by ACS Contractor within 24 hours of previous days intake.


CASH PROCESSING CENTER SERVICES - MESA FACILITYcont’d

The CPC Contractor shall provide a daily intake report to RPTA designee(s).

The CPC Contractor shall be responsible for the safekeeping of high security keys used to access vault contents

The CPC Contractor shall provide all personnel (pocket-less) uniforms

The CPC Contractor shall provide a monthly exception report of inventory to RPTA

METRO ATTACHMENT B1 - PRICE SHEET FORM

Offeror agrees to perform the Scope of Services as identified in Attachment A under the terms and conditions contained herein. The total price per pick up stated shall include all costs for the completion of these services inclusive of all labor, overhead, profit, supplies, materials, transportation costs, etc. The pricing shall remain firm for each 12 month term. The Notice to Proceed is anticipated by October 1, 2011.

ARMORED CAR SERVICES

RESPONSE TIME: DELIVERED BY: 1ST YEAR PRICE

PER LOCATION PER PICKUP

16 hrs. 4 A.M. the next day $

Special Service – 4 hrs.

Within four hours of request $

CASH MANAGEMENT SERVICES

DESCRIPTION 1ST YEAR PRICE

Per Coin Hopper $

Per Bill Vault $

Per Coin Vault $

Count and Replenish $

RENEWAL OF SERVICES

In the event the Agency exercises its option to renew the contract for additional periods, the Offerorshould provide the maximum percentages of increase that may be requested for each renewal period in the spaces below. The Offeror is cautioned that the percentages shall be computed against the ORIGINAL proposed price for each renewal period. If the following blanks are not completed, prices during renewal periods shall be the same as during the original. Further, the Offeror is advised the Agency does not automatically grant any increase at the time of renewing the contract and that if an increase is requested; documentation of need must be provided at the time of renewal and shall be negotiated. RENEWAL YEAR 1 October 1, 2012 % Maximum Increase RENEWAL YEAR 2 October 1, 2013 % Maximum Increase OPTION YEARS METRO reserves the right to exercise an option to extend this Scope of Services for 2 additional 12 month terms. OPTION YEAR ONE October 1, 2014 % Maximum Increase OPTION YEAR TWO October 1, 2015 % Maximum Increase

SIGNED THIS DAY OF , 20________

FIRM:

BY: AUTHORIZED SIGNATURE OF FIRM

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RPTA ATTACHMENT B2 - PRICE SHEET FORM

Offeror agrees to perform the Scope of Services as identified in Attachment A under the terms and conditions contained herein. The total price per pick up stated shall include all costs for the completion of these services inclusive of all labor, overhead, profit, supplies, materials, transportation costs, etc. The pricing shall remain firm for each 12 month term. The Notice to Proceed is anticipated by October 1, 2011.

ARMORED CAR SERVICES

RESPONSE TIME: DELIVERED BY: 1ST YEAR PRICE

PER LOCATION PER PICKUP

16 hrs. 4 A.M. the next day $

Special Service – 4 hrs.

Within four hours of request $

CASH MANAGEMENT SERVICES

DESCRIPTION 1ST YEAR PRICE

Per Coin Hopper $

Per Bill Vault $

Per Coin Vault $

Count and Replenish $

RENEWAL OF SERVICES

In the event the Agency exercises its option to renew the contract for additional periods, the Offeror should provide the maximum percentages of increase that may be requested for each renewal period in the spaces below. The Offeror is cautioned that the percentages shall be computed against the ORIGINAL proposed price for each renewal period. If the following blanks are not completed, prices during renewal periods shall be the same as during the original. Further, the Offeror is advised the Agency does not automatically grant any increase at the time of renewing the contract and that if an increase is requested; documentation of need must be provided at the time of renewal and shall be negotiated. RENEWAL YEAR 1 October 1, 2012 % Maximum Increase RENEWAL YEAR 2 October 1, 2013 % Maximum Increase OPTION YEARS RPTA reserves the right to exercise an option to extend this Scope of Services for 2 additional 12 month terms. OPTION YEAR ONE October 1, 2014 % Maximum Increase OPTION YEAR TWO October 1, 2015 % Maximum Increase


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RPTAATTACHMENT B3 - PRICE SHEET FORM

Offeror agrees to perform the Scope of Services as identified in Attachment A under the terms and conditions contained herein. The total price per pick up stated shall include all costs for the completion of these services inclusive of all labor, overhead, profit, supplies, materials, transportation costs, etc. The pricing shall remain firm for each 12 month term.

CASH MANAGEMENT SERVICES FOR MESA VAULT FACILITY ONLY

DESCRIPTION 1ST YEAR PRICE PER DAY

Daily Cash Count $

Daily Deposit Preparation $

ARMORED CAR SERVICES FOR MESA VAULT FACILITY ONLY

DESCRIPTION 1ST YEAR PRICE PER DAY

Daily Transport $

RENEWAL OF SERVICES

In the event the Agency exercises its option to renew the contract for additional periods, the Offeror should provide the maximum percentages of increase that may be requested for each renewal period in the spaces below. The Offeror is cautioned that the percentages shall be computed against the ORIGINAL proposed price for each renewal period. If the following blanks are not completed, prices during renewal periods shall be the same as during the original. Further, the Offeror is advised the Agency does not automatically grant any increase at the time of renewing the contract and that if an increase is requested; documentation of need must be provided at the time of renewal and shall be negotiated. RENEWAL YEAR 1 October 1, 2012 % Maximum Increase RENEWAL YEAR 2 October 1, 2013 % Maximum Increase OPTION YEARS RPTA reserves the right to exercise an option to extend this Scope of Services for 2 additional 12 month terms. OPTION YEAR ONE October 1, 2014 % Maximum Increase OPTION YEAR TWO October 1, 2015 % Maximum Increase


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SPECIAL CONSIDERATIONS:

The Contractor may propose a different process for services if: It increases efficiencies It reduces cost to AGENCIES It increases security / checks and balances

Proposed changes and results of must be clearly identified in proposal.

The Agencies reserve the right to do a single or multiple award.

NOTICE TO PROPOSERSNOTICE TO PROPOSERS

Correspondence &Communications

Correspondence &Communications

All correspondence, communications, and/or contactsregarding this RFP shall be in writing and must beaddressed to:

Manager, Procurement & Risk Management ServicesValley Metro Rail, Inc.101 N. 1st Avenue, Suite 1300Phoenix, AZ 85003FAX: 602-271-9361 Email: [email protected]

InsuranceInsurance

CONTRACTOR-PROVIDED INSURANCE

METRO and RPTA fully intend to adhere to theInsurance Requirements. Questions regardinginsurance requirements should be submittedto [email protected].

Prior to Notice to Proceed, Contractor shallprovide Certificate(s) of Insurance

REQUEST FOR PROPOSAL (RFP)PROCESS

REQUEST FOR PROPOSAL (RFP)PROCESS

Proposal ProcessProposal Process

Request for Proposal Documents are available by Request via e-mail to

[email protected]

Post Pre-Proposal: All questions regarding thisSolicitation must be submitted in writing to:Manager, Procurement & Risk Management Services by e-mail to: [email protected]

or by fax to 602-271-9361

Schedule of EventsSchedule of Events

The solicitation, receipt, evaluation and selection ofthe Offeror awarded will conform to the followinganticipated schedule: RFP Release April 25, 2011 Pre-Proposal Conference May 11, 2011 Last Date for Questions May 18, 2011 Final Addendum May 25, 2011 Proposals Due June 9, 2011 Notice of Intent to Award August 1, 2011 Notice to Proceed October 1, 2011

RFP Addendum ProcessRFP Addendum Process

Clarifications or modifications to RFP Documents Changes required as a result issues identified at

Pre-Proposal Conference and/or identified by theAgencies

Projected date for final Addendum is May 25, 2011 Addenda issued only to “Document Holders of

Record” who obtained the RFP documents from METRO

Proposal Delivery,Due Date and TimeProposal Delivery,Due Date and Time

Timely receipt of the Proposal will be determinedby the date and time the Proposal is received.Proposals received after the Due Date and Timeshall be returned to Offeror(s) unopened andwithout further consideration by the Agencies.

Offerors are encouraged to hand deliver theirProposals. No facsimile or electronic submissionswill be accepted.

Proposals are due on Thursday, June 9, 2011 at3:00 P.M. (local Phoenix time).

Proposal FormatProposal Format

Offerors shall submit one (1) clearly markedoriginal, six (6) bound copies, for a total of seven(7) printed, bound copies.

Offerors shall also submit one (1) compact disk(CD) containing a pdf of your Proposal. Pleasealso include your price proposal (AttachmentsB1, B2 and B3) on the CD as Excel files.

Proposal Format(Section 5 of RFP)

Proposal Format(Section 5 of RFP)

Section I – Introduction (maximum 2 pages)Introductory Letter

Section II - Evaluation Criteria (maximum 10 pages)1. Firm Qualifications & Experience2. Personnel Qualifications & Experience3. Understanding/Approach to the Scope of Work

Section III – Additional Supportive Information (maximum 8 pages)

1. Resumes, additional project descriptions, additional references, graphs, charts, etc.

Required Documents & Acknowledgements

Required Documents & Acknowledgements

Section IV – Required Inclusions (not included in page limits) :

Attachment F Exceptions Form Attachment G Acknowledgement of Addenda Attachment H Responsibility Questionnaire Attachment I Lobbying Certificate Attachment J Certification regarding Debarment

Section V – Price Proposals (Attachments B1, B2 & B3) (Price proposals should be submitted in a separate sealed

envelope)

Proposal SubmissionProposal Submission

Proposals shall be submitted in a sealed package, clearly marked in the lower left hand corner as follows:

RFP No. LRT-11-171-ACCMS (Name of Submitting Firm)Due: June 9, 2011 (Phoenix local time) 3:00 P.M.

Proposals must be addressed to:Manager, Procurement & Risk Management Services Valley Metro Rail, Inc.101 North 1st Avenue, Suite 1300Phoenix, Arizona 85003

QUESTIONS & ANSWERSQUESTIONS & ANSWERS