R-2015-2789 - 9/10/2015 RESOLUTION NO. R-2015-2789
WHEREAS, the City of Round Rock has duly advertised for bids to purchase armored car
services and to purchase associated goods and services; and
WHEREAS, Dunbar Armored has submitted the lowest responsible bid; and
WHEREAS, the City Council wishes to accept the bid of Dunbar Armored,Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS,
That the Mayor is hereby authorized and directed to execute on behalf of the City an
Agreement for Purchase of Armored Car Services From Dunbar Armored, a copy of said Agreement
being attached hereto as Exhibit "A" and incorporated herein.
The City Council hereby finds and declares that written notice of the date, hour, place and
subject of the meeting at which this Resolution was adopted was posted and that such meeting was
open to the public as required by law at all times during which this Resolution and the subject matter
hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
RESOLVED this 10th day of September, 2015.
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
&Nvtl I W a't6L
SARA
L. WHITE, City Clerk
0112.1504;00341375
EXHIBIT
„A„
CITY OF ROUND ROCK AGREEMENT FOR
PURCHASE OF ARMORED CAR SERVICES
FROM DUNBAR ARMORED
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS
That this Agreement for purchase of armored car services, and for related goods and
services, referred to herein as the "Agreement," is made and entered into on this the day
of the month of , 2015, by and between the CITY OF ROUND ROCK,
TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round
Rock, Texas 78664, referred to herein as the "City," and DUNBAR ARMORED, whose offices
are located at 50 Schilling Road, Hunt Valley, Maryland 21031, referred to herein as the
"Services Provider." This Agreement supersedes and replaces any previous agreements between
the named parties, whether oral or written, and whether or not established by custom and
practice.
RECITALS:
WHEREAS, City desires to purchase armored car services, and to purchase associated
goods and services, and City desires to purchase same from Services Provider; and
WHEREAS, City has issued its Invitation for Bid under Solicitation Number 15-032,
Class/Item 990-10 dated June 2015 and Addendum No. 1 dated June 25, 2015, for the provision
of said goods and services, and City has selected the bid submitted by Services Provider; and
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW, THEREFORE, WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Services Provider
whereby City is obligated to buy specified goods and/or services and Services Provider is
obligated to sell same. The Agreement includes the following: (a) City's Invitation for Bid under
00339554/ss2
Solicitation Number 15-032, Class/Item 990-10 dated June 2015 and Addendum No. 1 dated
June 25, 2015; (b) Services Provider's Response to IFB; (c) contract award; and (d) any exhibits,
addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents
shall be resolved by giving preference in the following order:
(1) This Agreement;
(2) Purchaser's Response to IFB;
(3) City's Invitation for Bid, Addendums, Exhibits, and Attachments.
B. City means the City of Round Rock, Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods mean the specified supplies, materials, commodities, or equipment.
F. Services Provider means Dunbar Armored, or any of its successors or assigns.
2.01 EFFECTIVE DATE,INITIAL TERM,AND ALLOWABLE RENEWALS
A. This Agreement shall be effective upon execution of both parties hereto, and shall
remain in full force and effect unless and until it expires by operation of the term stated herein,
or until terminated or extended as provided herein.
B. The term of this Agreement shall be for three (3) consecutive twelve-month
periods from the effective date hereof. After that term, this Agreement may be renewed for no
more than two (2) additional terms of twelve (12) months each, with such renewals to occur on
or before the expiration date of the preceding tern, and with such renewals being absolutely
predicated upon the express written agreement of both parties. Such renewals are permitted only
provided Services Provider has performed each and every contractual obligation specified in this
original Agreement.
C. Price adjustments during the term of this Agreement, if any, shall be in
accordance with Part 1, Item 10 of City's Invitation for Bid under Solicitation Number 15-032,
Class/Item 990-10 dated June 2015. Services Provider may offer price decreases in excess of
any allowable percentage change.
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D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
City selected Services Provider to supply the goods and services as outlined in City's
Invitation for Bid under Solicitation Number 15-032, Class/Item 990-10 dated June 2015;
Addendum No. 1 dated June 25, 2015; and Response to IFB submitted by Services Provider, all
as specified in Exhibit"A" attached hereto and made a part hereof for all purposes. The intent of
these documents is to formulate an Agreement listing the responsibilities of both parties as
outlined in relevant documents and as offered by Services Provider in its Response to the IFB.
The goods and services which are the subject matter of this Agreement are described in
Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully
a part of this Agreement as if repeated herein in full.
4.01 ITEMS AWARDED
All bid items on Exhibit"A" are awarded to Services Provider.
5.01 COSTS
City shall pay to Services Provider for services performed the amounts set forth on page
eleven (11) of Exhibit"A" ("Bid Form").
6.01 INVOICES
All invoices shall include, at a minimum,the following information:
A. Name and address of Services Provider;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
7.01 INTERLOCAL COOPERATIVE CONTRACTING/PURCHASING
Authority for local governments to contract with one another to perform certain
governmental functions and services, including but not limited to purchasing functions, is
granted under Government Code, Title 7, Chapter 791, Interlocal Cooperation Contracts,
Subchapter B and Subchapter C, and Local Government Code, Title 8, Chapter 271, Subchapter
F, Section 271.101 and Section 271.102.
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Other governmental entities within the State of Texas may be extended the opportunity to
purchase off of the City of Round Rock's bid, with the consent and agreement of the successful
Services Provider(s) and Round Rock. Such agreement shall be conclusively inferred for the
Services Provider from lack of exception to this clause in the Services Provider's response.
However, all parties hereby expressly agree that the City of Round Rock is not an agent of,
partner to, or representative of those outside agencies or entities and that the City of Round Rock
is not obligated or liable for any action or debts that may arise out of such independently-
negotiated"piggyback"procurements.
8.01 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Services Provider a written notice of termination at the end of its then-current fiscal year.
9.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Services Provider will be made within thirty (30) days of the date City receives
goods under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Services Provider may charge interest on an overdue payment at the "rate in effect" on
September 1 of the fiscal year in which the payment becomes overdue, in accordance with
V.T.C.A., Texas Government Code, Section 2251.025(b). This Prompt Payment Policy does not
apply to payments made by City in the event:
A. There is a bona fide dispute between City and Services Provider, a contractor,
subcontractor, or supplier about the goods delivered or the service performed that
causes the payment to be late; or
B. There is a bona fide dispute between Services Provider and a subcontractor or
between a subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
C. The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
D. The invoice is not mailed to City in strict accordance with any instruction on the
purchase order relating to the payment.
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10.01 GRATUITIES AND BRIBES
City may, by written notice to Services Provider, cancel this Agreement without incurring
any liability to Services Provider if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Services Provider or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Services Provider may be subject to penalties stated
in Title 8 of the Texas Penal Code.
11.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Services Provider's charges.
12.01 ORDERS PLACED WITH ALTERNATE SERVICES PROVIDERS
If Services Provider cannot provide the goods as specified, City reserves the right and
option to obtain the products from another supplier or suppliers.
13.01 INSURANCE
Services Provider shall in all respects comply with the provisions delineated in Part VI,
Item 1 of City's Invitation for Bid under Solicitation Number 15-032, Class/Item 990-10 dated
June 2015 (including all attachments and exhibits), and its bid response.
14.01 CITY'S REPRESENTATIVE
City hereby designates the following representative authorized to act on its behalf:
Elaine Wilson
Accounting Manager
Finance Department
221 East Main Street
Round Rock, Texas 78664
512-218-5444
15.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
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16.01 DEFAULT
If Services Provider abandons or defaults under this Agreement and is a cause of City
purchasing the specified goods elsewhere, Services Provider agrees that it may be charged the
difference in cost, if any, and that it will not be considered in the re-advertisement of the service
and that it may not be considered in future bids for the same type of work unless the scope of
work is significantly changed.
Services Provider shall be declared in default of this Agreement if it does any of the
following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
17.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Services
Provider.
B. In the event of any default by Services Provider, City has the right to terminate
this Agreement for cause, upon ten (10) days' written notice to Services Provider.
C. Services Provider has the right to terminate this Agreement only for cause, that
being in the event of a material and substantial breach by City, or by mutual agreement to
terminate evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Services Provider,
Services Provider shall discontinue all services in connection with the performance of this
Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such
orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice
of termination, Services Provider shall submit a statement showing in detail the goods and/or
services satisfactorily performed under this Agreement to the date of termination. City shall then
pay Services Provider that portion of the charges, if undisputed. The parties agree that Services
Provider is not entitled to compensation for services it would have performed under the
remaining term of the Agreement except as provided herein.
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18.01 INDEMNIFICATION
Services Provider shall defend (at the option of City), indemnify, and hold City, its
successors, assigns, officers, employees and elected officials harmless from and against all suits,
actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any
and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of
Services Provider, or Services Provider's agents, employees or subcontractors, in the
performance of Services Provider's obligations under this Agreement, no matter how, or to
whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or
Services Provider (including, but not limited to the right to seek contribution) against any third
party who may be liable for an indemnified claim.
19.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
Services Provider, its agents, employees and subcontractors shall use best efforts to
comply with all applicable federal and state laws, the Charter and Ordinances of the City of
Round Rock, as amended, and with all applicable rules and regulations promulgated by local,
state and national boards, bureaus and agencies.
20.01 ASSIGNMENT AND DELEGATION
The parties hereby bind themselves, their successors, assigns and legal representatives to
each other with respect to the terms of this Agreement. Neither party shall assign, sublet or
transfer any interest in this Agreement without prior written authorization of the other party.
21.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
A. When delivered personally to recipient's address as stated in this Agreement; or
B. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Services Provider:
Dunbar Armored
50 Schilling Road
Hunt Valley, MD 21031
Notice to City:
Laurie Hadley, City Manager Stephan L. Sheets, City Attorney
221 East Main Street AND TO: 309 East Main Street
Round Rock, TX 78664 Round Rock, TX 78664
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Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Services Provider.
22.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
23.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Services Provider and City. This Agreement may only be amended or supplemented by mutual
agreement of the parties hereto in writing, duly authorized by action of the City Manager or City
Council.
24.01 DISPUTE RESOLUTION
City and Services Provider hereby expressly agree that no claims or disputes between the
parties arising out of or relating to this Agreement or a breach thereof shall be decided by any
arbitration proceeding, including without limitation, any proceeding under the Federal
Arbitration Act(9 USC Section 1-14) or any applicable state arbitration statute.
25.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
26.01 MISCELLANEOUS PROVISIONS
Standard of Care. Services Provider represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Services Provider understands and agrees that time is of the
essence and that any failure of Services Provider to fulfill obligations for each portion of this
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Agreement within the agreed timeframes will constitute a material breach of this Agreement.
Services Provider shall be fully responsible for its delays or for failures to use best efforts in
accordance with the terms of this Agreement. Where damage is caused to City due to Services
Provider's failure to perform in these circumstances, City may pursue any remedy available
without waiver of any of City's additional legal rights or remedies.
Force Majeure. Neither City nor Services Provider shall be deemed in violation of this
Agreement if it is prevented from performing any of its obligations hereunder by reasons for
which it is not responsible as defined herein. However, notice of such impediment or delay in
performance must be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
IN WITNESS WHEREOF, City and Services Provider have executed this Agreement on
the dates indicated.
City of Round Rock,Texas Dunbar Armored
By: By:
Printed Name: Printed Name:
Title: Title:
Date Signed: Date Signed:
For City,Attest:
By:
Sara L. White, City Clerk
For City,Approved as to Form:
By:
Stephan L. Sheets, City Attorney
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ROUN.0-ROCK TEXAS
Pupc"451"Nd DIVISION
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City of Round Rock, Texas
Purchasing Division
221 East Main Street j
Round Rock, Texas 78664-5299
www.roundrocktexas.gov
INVITATION FOR BID
Armored Car Services
SOLICITATION NUMBER 15-032
JUNE 2015
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No.15-032
Class/Item:990-10
June 2015
CITY OF ROUND ROCK
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INVITATION FOR BID
Armored Car Services ,
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PART
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GENERAL
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1. PURPOSE: The City of Round Rock,herein after"the City"seeks quotes from firms experienced in I
armored car services to provide pickups and delivery of deposits (cash, currency, coins, checks,
drafts, notes, etc.) for the City's Treasury and other departments in accordance with the terms, ,
conditions and specifications of this invitation for bid.
2. BACKGROUND: The City of Round Rock has a total of four (4) locations that include City Hall,
McConico Building, Clay Madsen Recreation Center and the Round Rock Sports Center where
armored car services shall be required for pickup and delivery of deposits Monday through Friday.
3. ATTACHMENTS: Attachment A through D,are herein made part of this invitation for bid:
3.1 Attachment A. Bid Sheet
3.2 Attachment B: Reference Sheet
3.3 Attachment C: Questionnaire
3.4 Attachment D: Addendum Acknowledgment Form
4. CLARIFICATION: For questions or clarification of specifications,you may contact:
Mike Schurwon,CPPB,CTPM
Purchaser
Purchasing Department
City of Round Rock
E-mail: mschurwonCa7roundrocktexas.gov
The individual listed above may be contacted by e-mail for clarification of the specifications only. No
authority is intended or implied that specifications may be amended or alterations accepted prior to
solicitation opening without written approval of the City of Round Rock through the Purchasing
Department.
5. RESPONDENT QUALIFICATIONS: The City has established the following minimum qualifications.
Respondents who do not meet the minimum qualifications will not be considered for award. The
Respondent shall:
5.1. Be firms,corporations, individuals or partnerships normally engaged in providing armored car
services as specified herein and have adequate organization, facilities, equipment, financial
capability,and personnel to ensure prompt and efficient service to the City;
5.2. Provide all labor, supplies and materials required to satisfactorily perform the services as
specified herein and own or acquire at no cost to the City all equipment and tools Respondent
deems necessary to provide armored car services The City shall not be responsible for any j
Respondent's tools or equipment lost or damaged during the performance of the services I
specified herein; i
5.3. Be domiciled in or have a home office inside the United States. Respondents domiciled outside
the United States, or not having a home office inside the United States will not be included for
consideration in this procurement process;
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFS No. 15-032
Class/Item:990-10
June 2015
6. SUBCONTRACTORS: Respondent shall not subcontract or otherwise engage subcontractors to
perform required services. The City seeks to do business directly with a company experienced in
providing armored car services.
7. DAMAGE: The Respondent shall be responsible for damage to the City's equipment and f or
property,the workplace and its contents by its work,negligence in work,its personnel and equipment
usage.
8. SAFETY: The City reserves the right to remove any employee from City property for violation of
federal, state, and local health, safety and environmental laws, ordinances, rules and regulations.
The Respondent shall:
8.1. Ensure that all employees comply with all Occupational Safety and Health Administration
(OSHA),State and City safety and occupational health standards and other applicable federal,
state,and local health,safety,and environmental laws ordinances,rules and regulations in the
performance of these services;
8.2. Be held responsible for the safety of their employees and unsafe acts or conditions that may
cause Injury or damage to any persons or property within and around the work site. in case of
conflict, the most stringent safety requirement shall govern;
8.3. Indemnify and hold the City harmless from and against all claims, demands, sults, actions,
judgments,fines penalties and liability of every kind arising from the breach of the Successful
Respondents'obligations under this paragraph.
9. PRICING: The Respondent shall determine and submit a fixed cost for the work and shall Include all
incidental costs,labor,overhead charges,travel,payroll expenses,freight,equipment acquisition and
maintenance,demurrage,fuel surcharges,delivery charges,costs associated with obtaining permits,
insurance,bonds and risk management. No separate line item charges shall be permitted for either
response or invoice purposes, f
10. PRICE INCREASE: Contract prices for armored car services shall remain firm throughout the initial
twelve (12) month term of the contract. A price increase to the agreement may be considered at
renewal time each year and shall be equal to the consumer price index for that year, but at no time
can the increase be greater than 25%of the contract price.
10.1. Consumer Price Index (CFI): Price adjustments will be made in accordance with the
percentage change in the U.S. Department of Labor Consumer Price index (GPI-U) for all
Urban Consumers. The price adjustment rate will be determined by comparing the percentage
difference between the CPI in effect for the base year six month average (January through
June OR July through December); and each (January through June OR July through
December six month average)thereafter. The percentage difference between those two CPI
issues will be the price adjustment rate. No retroactive contract price adjustments will be
allowed. The Consumer Price Index(CPI)is found at the Bureau of Labor Statistics,Consumer
Price Index website: http://www.bls.govicoi/.
10.2. Procedure to Request Increase: i
10.2.1. Mail the written price increase request with the rate detail comparison and
comprehensive calculation to the designated City Contract Specialist a minimum of 45
days prior to each renewal period. The detailed written calculation will be verified and
confirmed. All written requests for increases must include the City of Round Rock
contract number, solicitation reference information and contact information for the
authorized representative requesting the increase. Price increase requests shall be
sent by mail to:
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No. 15-032
Class/Item:990-10
June 2015
City of Round Rock
Purchasing Department
Attn: Contract Specialist
221 East Main Street
Round Rock,TX 79664-5299
10.2.2. Upon receipt of the request,the City reserves the right to either,accept the escalation
and make change to the purchase order within 30 days of the request,negotiate with
the Vendor or cancel the agreement or purchase order if an agreement cannot be
reached on the value of the increase.
11. AGREEMENT TERM: The terms of the awarded agreement shall include but not be limited to the
fallowing:
11.1 The term of the initial Agreement shall begin from date of award and shall remain in full force '
for thirty six(36)months. j
11.2 The agreement may be renewed for two(2)additional twelve(12)month,provided both parties !
agree in writing prior to the expiration of the current term.
11.3 The City reserves the right to review the awarded respondents'performance anytime during
the contract term.
11.4 If the awarded respondent fails to perform its duties in a reasonable and competent manner,
the City shall give written notice to the respondent of the deficiencies and the respondent shall
have thirty (30) days to correct such deficiencies. If the respondent fails to correct the
deficiencies with the thirty (30) days, the City may terminate the agreement by giving the
respondent written notice of termination and the reason for the termination,
12. ACCEPTANCE/INSPECTION: Armored car services pickup and deliveries shall be made in
accordance with the pickup schedule Monday through Friday at the specific times as outlined in the
bid form for each pickup location. The awarded Contractor will be notified within one (1)business
day if the services delivered are not in full compliance with the specifications. In the event the
services are not performed to the satisfaction of the City, the City shall notify Contractor same
business day in order to re-schedule armored car services for the specific pickup. If any agreement
or purchase order is cancelled for non-acceptance, the needed services may be purchased
elsewhere and the vendor may be charged liquidated damages.
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Page 4 of 15
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No. 15-032 j
Class/Item:990-10 j
June 2015
PART 11 i
SPECIFICATIONS
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1. SCOPE: The City of Round Rock is requesting invitation for bids for armored car services for the f
City of Round Rock. The successful bidder shall be required to make scheduled pickups and deposits
from various City locations on the days and times defined in these specifications.
2. SERVICE REQUIREMENTS: Services shall be performed at:
2.1. City Hall,221 E.Main Street, Round Rock,Texas 76664
Monday-Friday by 12:00 p.m.
Liability Limit: $500,000
2.2. McConico Building,203 W. Bagdad,Round Rock,Texas 78664
Monday-Friday by 12:00 p.m.
Liability Limit: $50,000
2.3. Clay Madsen Recreation Center, 1600 Gattis School Rd., Round Rock,Texas 78664
Monday,Wednesday,and Friday by 12:00 p.m.
Liability Limit: $50;000
2.4. Round Rock Sports Center,2400 Chisholm Trial, Round Rock,Texas 78661
Monday by 12:00 p.m.
Liability Limit: $50,000
Deposits include cash,currency,coins,checks,drafts,notes,etc.
Pickup dates exclude the City of Round Rock holidays as follows: New Year's Day, Memorial Day,
Independence Day,.Labor Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Day i
(and either working day before or after). i
Pickups and deliveries may not be required on banking holidays,such as: Martin Luther King Day,
Columbus Day,Veterans'Day,or President's Day
3. POINT OF CONTACT/DESIGNATED REPRESENTATIVE:
3,1. Respondent's point of contact: In order to maintain consistent standards of quality work
performed across the City,the City shall be provided with a designated and identified point of
contact upon award of the contract to include contact information. The City's designated
representative shall be notified by the Respondent immediately should the point of contact
change.
3.2. The City's designated representative: The City's designated representative shall be:
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Sherri Crone
Accounting Supervisor
City of Round Rock—Finance Department
Phone: 512-218-5443
E-mail: scrone(a.roundrocktexas.gov
4. WORKFORCE: Successful Respondent shall: j
4.1. Ensure Respondent's employees perform the services in a timely, professional and efficient
manner;
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Exhibit "A"
City of Round Rock
Armored Car Services
IPB No,15-032
Class/Item:990-10
June 2015
4.2. Ensure Respondent's employees, while working on City property, wear a company uniform
and identification badge that clearly Identifies them as the Respondent's employee;
4.3. Employ all personnel for work in accordance with the requirements set forth by the United
States Department of Labor. The City reserves the right to verify citizenship or right to work in
the United States.
5. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of
any minimum or maximum purchase is made or implied. The City will only order the services needed
to satisfy requirements within budgetary constraints,which may be more or fess than indicated.
6. PERMITS: The Successful Respondent shall obtain all necessary permits, licenses, and/or
certificates required by federal, state and local laws, ordinances, rules or regulations for the
completion of the services as specified herein.
PART III
SCHEDULE AND RESPONSE INSTRUCTIONS
1. SCHEDULE OF EVENTS: It is the City's intention to comply with the following solicitation timeline: I
EVENT DATESSolicitation Released June 13,2015
Deadline for Submission of Questions June 19,2015 @ 5:00 PM,CST
City responses to Questions June 23,2015 @ 5:00 PM,CST
Deadline for Submission of responses July 1,2015 @ 3:00 PM,CST
Contract Start Date(Anticipated) August 17,2015
At] questions regarding.the solicitation shall be submitted in writing by June 19,2015, @ 5:00 p.m., i
CST on the due date noted above. A copy of all the questions submitted and the City's response to 1
the questions shall be posted on the City's webpage In the form of an addendum at j
htttz://www.roundrocktexas..qovibids I
Questions shall be submitted to the City contact named herein. The City reserves the right to modify i
these dates. Notice of date change will be posted to the City's website.
2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at
htio://www.roundrocktexas.gov/bids for any updates pertaining to the solicitation described herein.
Various updates may include addendums, cancelations, notifications, and any other pertinent
information necessary for the submission of a correct and accurate response. The City will not be
held responsible for any further communication beyond updating the website.
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3. RESPONSE DUE DATE: Signed and sealed responses are due at or before Wednesday,July 1,
2015 @ 3:00 p.m.,on the due date noted in Part III,Section 1. Mail or hand deliver sealed responses
to:
City of Round Rock !
Attn: Mike Schurwon, CPPB,CTPM
Purchasing Department
221 E.Main Street
Round Rock,Texas 78664-5299
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Page b of 15
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No. 15-032
Class/item:990-10
June 2015
3.1 Sealed responses shall be clearly marked on the outside of packaging with your Company
name,the Solicitation title(Armored Car Services),bid number(IFB No.15-032),due date and
"DO NOT OPEN".
3.2 Facsimile or electronically transmitted responses are not acceptable.
3.3 Responses cannot be altered or amended after opening.
3.4 No response can be withdrawn after opening without written approval from the City for an
acceptable reason. ,
3.5 The City will not be bound by any oral statement or offer made contrary to the written
specifications.
3.6 Samples and/or copies shall be provided at the Respondent's expense,and shall become the
property of the City.
5. BEST VALUE EVALUATION AND CRITERIA: The City reserves the right to reject any or all i
responses,or to accept any response deemed most advantageous,or to waive any irregularities or
informalities in the response received that best serves the interest and at the sole discretion of the
City. All solicitations received may be evaluated based on the best value for the City. In determining
best value,the City may consider:
5.1 Purchase price;
5.2 Reputation of Respondent and of Respondent's goods and services;
5.3 Quality of the Respondent's goods and services; I
5.4 The extent to which the goods and services meet the City's needs;
5.5 Respondent's past performance with the City;
5.6 The total long-term cost to the City to acquire the Respondent's goods or services;
5.7 Any relevant criteria specifically listed in the solicitation. {
Respondents may be contacted for clarification of bid and/or to discuss details of the services they i
are proposing.This may include a presentation and/or the request for additional material/information
to clarify. {
£. AWARD: The City reserves the right to enter into an Agreement or a Purchase Order with a single
award, split award, primary and secondary award, non-award, or use any combination that best
serves the interest and at the sole discretion of the City. Award announcement will be made upon
City Council approval of staff recommendation and executed agreement. Award announcement will
appear on the City's website at htfp://www.roundrocktexas.gov/bids i
7. POST AWARD MEETING: The City and Successful Respondents)may have a post award meeting
to discuss,but not be limited to the following: i
7.1 The method to provide a smooth and orderly transition of services performed from the current
contractor; j
7.2 Provide City contact(s)information for implementation of agreement.
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7.3 Identify specific milestones,goals and strategies to meet objectives. j
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8. NON-APPROPRIATION: The resulting Agreement is a commitment of the City's current revenues {
only. It is understood and agreed the City shall have the right to terminate the Agreement at the end
of any City fiscal year if the governing body of the City does not appropriate funds sufficient to
purchase the estimated yearly quantities, as determined by the City's budget for the fiscal year in
Pvige 7 of 15
Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No.15-032
Class/Item: 990-10
June 2015
question. The City may affect such termination by giving Vendor a written notice of termination at the
end of its then current fiscal year.
9. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may
be extended the opportunity to purchase off of the City's agreements,with the consent and agreement
of the awarded Vendor(s)and the City. Such consent and agreement shall be conclusively inferred from
lack of exception to this clause in a Respondent's submittal. However, all parties indicate their
understanding and hereby expressly agree that the City is not an agent of,partner to,or representative j
of those outside agencies or entities and that the City is not obligated or liable for any action or debts
that may arise out of such independently-negotiated"piggyback"procurements.
PART IV
RESPONSE REQUIREMENTS
The City of Round Rock makes no warranty that this checklist is a full comprehensive listing of every
requirement specified in the solicitation. This list is only a tool to assist participating Respondents in
compiling their final responses. Respondents are encouraged to carefully read the entire solicitation.
Respondents shall submit one (1) evident signed "Original" and four (4) copies of the response
requirements including any required attachments. The samples and/or copies shall be provided at the
Respondent's expense,and shall become the property of the City.
This invitation for bid (IFB)does not commit the City to contract for any supply or service. Respondents
are advised that the City will not pay for any administrative costs incurred in response preparation to this
IFB;all costs associated with responding to this IFB will be solely at the interested parties'expense. Not
responding to this IFB does not preclude participation in any future RFP/RFQ/IFB.
For your bid to be responsive, all required Items identified below shall be submitted with your
proposal.
Attachment A: Responses shall be submitted on itemized, signed Bid Sheet provided herein.
Failure to itemize or sign solicitation may result in disqualification. Submission of responses on forms
other that the City's Solicitation Document may result in disqualification of the response.
Attachment B: Provide the name, address, telephone number and E-MAIL of at least three (3)
Municipal,Government agencies or firms of comparable size that have utilized similar service within
the last two(2)years.City of Round Rock references are not applicable.References may be checked
prior to award. Any negative responses received may result in disqualification of submittal.
Attachment C: Provide responses Questionnaire.
Attachment D. Provide signed copy of the Addendum Acknowledgement Form or a signed copy of
each issued addendum with bid upon submission.
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Additional Information Requested:
Contract Information: Respondent shall provide information of any current established contract
with a local City, County,Municipality,Cooperative Agreement,Comptroller of Public Accounts
(CPA)Texas Smart Buy Contract,Texas Multiple Award Schedule(TXMAS),General Services
Administration(GSA),Inter-local Agreement,or any other contractual resource. !
The following items shall be made available upon request by the City prior to award and the approval
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of any contract:
Proof of insurance for General Liability, Worker's Compensation and standard automobile liability
coverage as set forth by the Insurance Requirements as identified on the City's website at: i
http://www.roundrocktexas.gov/bids
Page 8 of 15
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Exhibit "A"
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City of Round Rock
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Armored Car Services I
IFS No.15-032 I
Class/Item:990-10 j
June 2015 j
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PART V I
CONFIDENTIALITY OF CONTENT
1. CONFIDENTIALITY OF CONTENT:All documents submitted in response to a solicitation shall be
subject to the Texas Public Information Act.Following an award,responses are subject to release
as public information unless the response or specific parts of the response can be shown to be
exempt from the Texas Public Information Act.Pricing Is not considered to be confidential under
any circumstances.
1.1 Information in a submittal that is legally protected as a trade secret or otherwise confidential
must be clearly indicated with stamped,bold red letters stating"CONFIDENTIAL"on that
section of the document.The City will not be responsible for any public disclosure of
confidential information if it is not clearly marked as such.
1.2 If a request is made under the Texas Public Information Act to inspect information designated
as confidential,the Respondent shall,upon request from the City,furnish sufficient written i
reasons and information as to why the information should be protected from disclosure.The
matter will then be presented to the Attorney General of Texas for final determination.
PART V1
GENERAL TERMS AND CONDITIONS J INSURANCE REQUIREMENTS
(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT)
1. INSURANCE: The Respondent shall meet or exceed all insurance requirements set forth by the
Insurance Requirements as identified on the City's website at:http•//www.roundrocktexas.goyibids
2. DEFINITIONS TERMS AND CONDITIONS: By submitting a response to this solicitation, the
Respondent agrees that the City's standard Definitions,Terms and Conditions, in effect at the time
of release of the solicitation, shall govern unless specifically provided otherwise In a separate
agreement or on the face of a purchase order. Said Definitions,Terms and Conditions are subject
to change without notice. It is the sole responsibility of respondents to stay apprised of changes.
The City's Definitions, Terms and Conditions can be obtained from the City's website
http:l/www.roundrocktexas. ovc v/bids
3. PROMPT PAYMENT POLICY: Payments will be made In accordance with the Texas Prompt
Payment Law,Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within
thirty days after the acceptance of the supplies, materials, equipment, or the day on which the
performance of services was completed or the day,on which the City receives a correct invoice for
the supplies,materials,equipment or services,whichever is later. The Vendor may charge a late fee
(fee shall not be greater than that which is permitted by Texas law) for payments not made in
accordance with this prompt payment policy; however,this policy does not apply to payments made
by the City in the event:
3.1 There is a bona fide dispute between the City and Vendor concerning the supplies,materials,
services or equipment delivered or the services performed that causes the payment to be late;
or
3.2 The terms of a federal agreement,grant,regulation,or statute prevent the City from making a
timely payment with Federal Funds;or i
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Page 9 of 15
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Exhibit "A"
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City of Round Rock I
Armored Car Services
1FB No. 15-032 i
Classlitem:990-10
June 2015
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PART VI
GENERAL TERMS AND CONDITIONS I INSURANCE REQUIREMENTS
(ITEMS BELOW APPLY TO AND BECOME A PART OF THE CONTRACT) I
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3.3 The is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor
and its suppliers concerning supplies, material, or equipment delivered or the services
performed which caused the payment to be late;or
3.4 The invoice is not mailed to the City in strict accordance with instructions, if any, on the
purchase order or agreement or other such contractual agreement.
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Page 10 of.']5 i
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Exhibit "A"
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City of Round Rock
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Armored Car Services
IFB No. 15-032
Class/item:990-10
June 2015
ATTACHMENT A: BID FORM
PURCHASING DEPARTMENT
221 E. Main Street• Round Rock,Texas 78664.5299
Solicitation Number: #15-032 Tax IDNumber: 52_Qf)-75776
O Solicitation Name: ARMORED CAR O Dunbar Armored
E SERVICES F Business Name: _ _
Opening Date: July 1,2015Address: 50 Schilling Road__
opening Time: On or Before 3:00 p.m. O
CST 4 Address: Hunt Va le-y_.r MD,-210..31
_G Opening Locntion: City of Round Rock W Contact: Rosemary Ayala M^��
F City Hall
0 Telephone: 410-229-1906
U 221 E.Main Street p, i
Round Rock,Ta 78664 W E-niaii:rosemary aya.la�.dunbar-armor-ed. om
d1 I
Website: www.dunbararmored.com
no\c nui You lu;.\R
:\ant17'1'H1S Nev.-spaper E:] City's Website F—] E-mailAnnouncement ESBD 0 Other
SOLIC1TrC1IU\7
Ist TIME ,\REYOU ® yes E]No Regislerat:
RESfU\111 .11) ❑Ycs ®No REGISTEREDIM1i
TIiECill'7 vi:1141110irra.TI7R.\i! h_ttpS;JJ.rQun_d.C4cis,sr!>1n'sS�If �rv� e, mJVe>(�9. Id�feul# px
Bidders)to quote pricing to provide Armored car services as follows:
Unit of Item# Description Quantity Measure Un[f Prlce Extended price
City Hall,221 E.Main Street,Round Rock,
1 Texas 76664 5 DayslWeek $379/mo $4,5 9 8
Monday—Friday by 12:00 p.m.
Liability Limit: $500,000
McConlco Building,301 W.Bagdad,
2 Round Rock,Texas 78664 5 DayslWeek $379/mo $4,548
Monday—Friday by 12:00 p.m.
Liability Limit: $50,000
Clay Madsen Recreation Center,1600
Gattis School Rd.,Round Rock,Texas
3 78664 3 Days/Week
Monday,Wednesday,and Friday by 12:00 $256/mo $3r072
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P.M. j
Liability Limit: $50,000
Round Rock Sports Center,2400
4 Chisholm Trail,Round Rock,Texas 78681 1 Day/Week $120/mo $1 ,440
Monday by 12:00 p.m.
Liability Limit: $50,000
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Additional Services:
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5 Holiday Service 1 Per Trip $65/ea
B Excess Time(Wailing time over 5 minutes 1 Per Minute
for pickups of deposits) $2/min
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Page l I of 15
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Exhibit "A"
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City of Round Rock
Armored Car Services
1 FI3 No. 15-032
Class/Item:990-10
June 2015
ATTACHMENT A: BID FORM I
PURCHASING DEPARTMENT
221 E.Main Street o Round Rock,Texas 78664-5299
(Continued) i
Bidder{s}to quote pricing to provide Armored Car Services as follows:
of
Item 4 Description Quantity Unit Measure r Unit Price Extended Price
7 Additional Pickups 1 Per Trip $30/ea
B Excess Liability 1 Per$1,000 $0 .28/$1 ,000
over a r, st a h e
limit
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Page 12 of 15
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Exhibit "A"
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PRICING DATA SHEET
Dunbar's pricing assumes checks are covered for reconstruction purposes only. That is the
agency will cooperate to the best of its ability to identify the maker and amount of each check in the
event it is lost or stolen and to obtain a replacement check.
Dunbar's pricing does not include supplying tamper evident bank bags. Security bags are
available for purchase from Dunbar Security Products at 800-766-9145. Please contact your Dunbar
Account Executive for additional information.
Dunbar will provide next business day delivery to the bank. The depository used must be a i
major bank CCV in Austin.
Due to the nature of our business armored car routes are subject to change for a variety of
reasons including but not limited to traffic and weather conditions as well as road and security issues.
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Exhibit "A"
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City of Round Rock
Armored Car Services
IFB No.15-032
Class/Item:990-10
June 2015
ATTACHMENT B:
RESPONDENT'S REFERENCE SHEET
PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE
SOLICITATION NUMBER: 15-032
RESPONDENT'S NAME: Dunbar Armored DATE: 7/8/2015
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Provide the name,address,telephone number and e-mail of at least three(3)Municipal and/or
Government agencies or firms of comparable size that have utilized similar service within the last two(2)
years. City of Round Rock references are not applicable. References may be checked prior to award.
Any negative responses received may result in disqualification of submittal.
1. Company's Name Attached
Name of Contact.
Title of Contact
E-Mail Address
Present Address
City,State,Zip Code
Telephone Number { } Fax Number:{ )
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2. Company's Name f
Name of Contact
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Title of Contact
E-Mail Address
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Present Address
City,State,Zip Code
Telephone Number ( ) Fax Number:( }
3. Company's Name
Name of Contact
Title of Contact
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E-Mail Address i
Present Address
City,State,Zip Code
Telephone Number ( ) Fax Number:
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FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY
AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD.
Page 13 of 15
Exhibit "A"
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References
Matt Hartman
City of Austin
Financial Consultant
FSD-Treasury
Matthew.Ha rtm an@austintexas.gov
(512)974-7884 ,
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Jennifer Gates
Procurement Specialist 11-Convention and Sports Facilities
City of San Antonio
Finance Department-Procurement Division
Office:(210)207-7936
Fax:(210)207-8073
Jennifer.Gates@sanantonio.gov
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S
Geneva Kayser,CTSBO
Del Valle ISD--Purchasing Coordinator
512-386-3038
512-386-3144(Fax)
geneva.kayser@del-velle.k22.tx.us
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Exhibit "A" i
City of Round.Rock
Armored Car Services I
IFB No. 15-032
Classlltem:990-10
June 2015
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ATTACHMENT C:
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QUESTIONNAIRE
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Company Flame: Dunbar Armored
Authorized Representative Signature:
Provide responses to the following:
1. Describe the security measures your company has in place for armored car services requested in
this IFB?
Attached
2. Describe your company pre-employment screening practices and background check process.
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3. Describe your shipment tracking systems,tools,and capabilities. j
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4. Describe your claims process,including the average length of time to settle a claim.
5. Describe your process to ensure successful implementation and on-going account management.
6. Provide your location and hours of operation for your dispatch service.
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7. Designate whether your company provides same day or next day banking delivery to a central
vault location.
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Page 14 of 15
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Exhibit "A"
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City of Round Rock
Armored Car Services-IFB No. 15-032
ATTAUri
"r vA.6. NT CnQUESTIONNAIBI�E
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Company Name: Dunbar Armored,Inc.
Authorized Representative Signature: l
Provide responses to the following:
1. Describe the security measures your company has in place for armored car services requested in this
I FB?
Security at Dunbar is Job #1, and the focus of our business. Dunbar's established security
procedures prevent losses and ensure safety. The true value of the security that we provide to
our customers is ultimately measured by the degree to which we are able to prevent losses and
improve safety.
Our personnel, equipment and facilities are of little value if they fail to protect deposits and
other valuables in transit and make our customers feel safer. Therefore, it is not so much what
we make happen,as what we prevent from happening that makes us valuable to our customers.
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Dunbar has honed and refined processes that assure our customers that the integrity and
security of their assets are protected. i
Dunbar operates three departments that are focused on security.
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® Security Department
Compliance&Training Department
o Firearms Security i
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Our Security Department consists of a National Director of Security and regional Security
Directors. Dunbar Security Directors are responsible for thoroughly investigating all loss
incidents and robberies,as well as any reports of suspicious vehicles or persons. This position is
staffed by personnel who each have many years of law enforcement and investigative i
experience. j
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Dunbar's Compliance & Training Department is responsible for a program unique to Dunbar
within our industry. Our Compliance and Training Officers serve two purposes; they audit our i
facilities to ensure compliance with operational policies and procedures as well as facility j
standards, and they survey our routes for safety and security compliance. They also work with j
our insurers from London who audit many of our facilities and procedures annually. Compliance
Officers are responsible for training our personnel. They train guards &.vault personnel in j
proper procedures,and they train drivers in defensive driving techniques.
Dunbar Armored page 1
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Exhibit "A"
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Our Firearms Security Trainers are led by Dunbar's National Firearms instructor. All of our
Firearms Instructors are trained in the MRA's Law Enforcement Firearms Instructors School,and
our training program is certified by the NRA. Dunbar meets or exceeds state firearms training
laws in each jurisdiction in which we operate.
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Physical Controls
Security is a word that is embedded into all facets of our business operation. Every employee at
Dunbar is thoroughly screened and then trained as a security professional.
Dunbar has designed our systems to minimize the possibility of theft or misappropriation of
funds. This dedication to security lowers Dunbar's losses and allows us to pass the savings to
you.
Dunbar Branch Security
The layout of our facilities provide for clear surroundings. There is good perimeter lighting.
Buildings are block construction with steel bar joists and a steel roof deck.
All entrances and exits are under 24 hour camera or guard surveillance. The camera surveillance
system within the building monitors all entrances, exits and work areas. All Dunbar branches
are equipped with modern CCTV systems. j
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Cameras are placed in strategic locations throughout the facility as determined by our Security
Department. The camera images are recorded in a combination of"real time"and "time lapse" i
methods. f
All cameras and monitors are checked daily for coverage and clarity. Problems are reported f
immediately to a professional repair service. This check insures that the device is recording at
the desired speed and that the switching unit is functioning properly.
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Alarms i
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The alarm system is a centrally monitored premise alarm, and is UL AA rated. In the event of
emergency repair and/or backup of the alarm system, Dunbar has developed formalized
procedures on shutdowns, plus we have an independent auxiliary power source. E
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Vaults
Vaults are UL Class 11, and are under dual control. Signature and date/time of every employee
entering and exiting the vault is kept on file. The doors used to access the storage area are
electronically controlled,operator activated by key.
Every transaction performed in Dunbar's high security cash vaults is under surveillance. As a
Dunbar customer, your valuables are fully protected by "All-Risk" insurance - the most
comprehensive coverage available.
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Dunbar Armored Page 2 i
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Exhibit "A"
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Inbound shipments are received in Dunbar's cash vault area and receipted for under direct CCN
coverage. Total items are then balanced.
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Cameras are positioned to capture all angles where valuables are handled.Additionally, cameras
are installed in teller booths to cover processing sessions. `
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Random and scheduled audits are performed by Compliance Officers, Security Department
personnel, and other Dunbar Managers that include checking cameras to insure proper
coverage.
Security Procedures
Dunbar branches utilize bar-code scanning technology to track and control valuables picked up,
delivered and processed.
Dunbar policy requires our employee to obtain a signature any time an item is given.
Dunbar's procedures require-Dual Control.
2. Describe your company pre-employment screening practices and background check process.
Dunbar Armored is committed to providing our customers with a consistent pickup and delivery
staff, augmented by experienced back-up personnel who are familiar with our route structures
and the requirements of our customer base. We provide our employees with all the materials
and training necessary to perform their duties in a safe,knowledgeable and secure manner.
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The training we provide meets or exceeds industry standards, and complies with all government
regulations. The readiness of our employees, their knowledge, skill, instinct and training,
coupled with the finest 'armored vehicles and equipment in the industry enables Dunbar I
Armored to delivery security to our customers.
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Prospective Dunbar employees are carefully screened prior to hiring. All applicants are required
to undergo a medical examination, polygraph testing (where permitted by law), U.S.
Department of Transportation drug testing and background checks. Throughout the employee's 1
tenure with Dunbar, they are subject to random drug testing, review of driving record, and s
testing as required by local and state agencies with regard to gun permits. The following
tests/checks are normally performed:
A Application process
B. Physical Exam
C. Driving record for period allowed by law in state of employment
D. Pre-employment drug testing
E. Criminal record check for past 10 years
F. Random drug testing policy
G. Work history for the past 10 years
H. Background investigation
I. Psychological testing
Dunbar Armored Page 3
Exhibit "A"
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J. Fingerprinting
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K. 1-9 documentation
L Social Security Number verification
M. Residency verification for past 7 years
In addition to these reviews, our Driver/Guards must obtain Department of Transportation
certification by passing a D.O.T. physical and drug screen. Their D.O.T. certification is renewed
every two years, and they are subjected to random drug screens throughout their employment.
Finally, our Driver/Guards are required to obtain a handgun permit in the state of their
employment and are, therefore, subjected to the additional scrutiny of that state's
commissioning agency.
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3. Describe your shipment tracking systems,tools, and capabilities.
Dunbar Armored offers not only more than 90-years of continuous experience in the armored
car business, but also a financially sound American corporation prepared to meet the growing
needs of our clients. Dunbar continues to refine processes, mitigate risks and implement new
technologies to effectively respond to the unique needs of our customers across the country.
Dunbar leads the industry with state-of-the-art facilities coast-to-coast and innovative digital
package tracking systems supported by time-tested operating procedures to meet your cash
management needs.
Dunbar Armored utilizes hand-held scanners for processing the armored pick-up and delivery.
Dunbar has the ability to provide our customers with unparalleled transportation information —
including proof of delivery.
Data transmitted from Dunbar's mobile handheld barcode scanners enables Dunbar Valu-Trak
to provide secure web-based access to the daily activity between Dunbar and your locations.
Dunbar's, web based reporting system, Valu-Trak° is our state-of-the-art system for tracking
valuables and cash in transit. Dunbar's www.dunbarvalutrak.com website provides a secure
password controlled system that allows customers to view yesterday's activity for their deposits,
withdrawals and inventory.
Our customers are able to track the initial pick-up through transport, view deposit verification
information and place change orders on line which provides unmatched access to daily business
information.
This allows Dunbar customers to obtain vital information through a variety of reports for use
with their cash management needs. Dunbar is the industry leader in providing this level a i
detailed real-time reporting for their customers.
4. Describe your claims process,including the average length of time to settle a claim.
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All claims must be submitted in writing within thirty (30) days of occurrence. The claim letter I
should include the date of the occurrence, the amount of the claim, and the basis for
determining that Dunbar is responsible. j
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Dunbar Armored Page 4
Exhibit "A"
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A claims adjuster is assigned to all claims covered by insurance. Certain business records must
be provided to substantiate the amount of loss. This would include a copy of the receipt'signed
by Dunbar, a copy of the deposit ticket, a check listing, and any other records maintained
through the normal course of business that would substantiate the loss.
Claims are normally processed in two to four weeks. Specific claims information is considered
confidential and proprietary.
5. Describe your process to ensure successful implementation and on-going account management.
Dunbar's Headquarters and Operations personnel are highly skilled in small & large-scale service
conversions and very familiar with providing high quality, streamlined service in high volume, fast-
paced environments.They work closely with Dunbar's local representatives who directly interface with
your locations and are fully prepared to deliver quick and accurate response during both service
transition implementation and throughout your contract term.
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At Dunbar our clients can rely solely on one contact person/department to assist with any issues
that may arise during the course of their service. This is a significant benefit that has proven to
be most effective in helping to not only personalize the service provided by Dunbar Armored,
but also to ensure an efficient and effective resolution of customer service issues. I
Dunbar's Client Help Desk,located at our corporate headquarters in Hunt Valley, MD,specializes
in providing outstanding customer service. Our dedicated Customer Service Representatives
ensure Dunbar's ability to respond to customer inquiries in a timely fashion. For example,
Dunbar's Client Help Desk usually responds to inquiries in 24 hours or less. With their record of
successful achievement, our Help Desk personnel will continue to raise the standards for
customer service in our industry.
The Client Help Desk staff also monitors our Account Maintenance Program. This program is
designed to play an important role in achieving our goal of customer satisfaction. It provides
Dunbar with the opportunity to take a proactive approach in supporting our customers. It is our
intention that customer problems or concerns will be addressed prior to becoming a serious
issue.
The Account Maintenance Program allows Dunbar to manage visit dates with our customers.
Essentially, it reminds our personnel when to visit our clients. We believe that personally
contacting our customers provides Dunbar with the opportunity to ask the necessary questions,
and to implement immediate resolution,all of which promotes sound customer service.
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6. Provide your location and hours of operation for your dispatch service.
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The City's service will be provided by Dunbar's facility located at 1106 Smith Rd in Austin,TX. i
The hours of operation are: M-F 0645-2230,Sat 0830-2000 and Sun 0900-2000.
7. Designate whether your company provides same day or next day banking delivery to a central vault
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location. j
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Dunbar provides next business day delivery to the central vault.
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Dunbar Armored Page S ;
Exhibit "A"
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City of Round Rock
Armored Car Services
IFS No. 15-032 !
Class/item'990-10
June 2015
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ATTACHMENT D:
ADDENDUM ACKNOWLEDGMENT FORM
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NOTE: if multiple addendums have been issued, respondents may complete and return this attachment
With their proposal in place of the individual addendums to be submitted. Failure to provide either this form !
or the individual addendums with signatures may result in disqualification of the proposal.
Addenda Acknowledgment: The undersigned acknowledges the receipt of the following Addenda:
Addendum#: 1 Dated: 6/25/2015
Addendum#: Dated:
Addendum#: Dated:
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Addendum#: Dated:
Addendum#: Dated:
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Respondent(Company): Dunbar Armored
Signature(in ink):
Name (Typed/printed): J. Patrick Frampton.
Title: VP Date: 7/1 /2015
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Page 15 or 15
Exhibit "A"
PURCHASING DIV15ION
CITY OF ROUND ROCK i
IFB NO. 15-032
ARMORED CAR SERVICES
IFB No. 15-032 Addendum No. 1 Date: Thursday, June 25, 2015
The following response is in reference to all questions submitted by the deadline on Friday, 06118115,
for IFB No. 15-032 for Armored Car Services and to notify all prospective bidders that the bid opening
date is being changed as outlined below:
CHANGE BID OPENING DATE FROM: Wednesday, July 1, 2015 @ 3:00 p.m.
CHANGE BID OPENING DATE TO: Wednesday, July 8, 2015, @ 3:00 p.m.
Response Due Date: Signed and sealed responses are due at or before Wednesday, July 8, 2015 @
3:00 p.m. Mail or hand deliver sealed responses to:
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City of Round Rock—City Hall Receptionist Desk, 151 Floor
Attn: Mike Schurwon, CPPB, CTPM
Purchasing Department
221 E. Main Street
Round Rock,Texas 78664=5299
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Question No. 1: How many items are presented for pickup at each location on each day of service?
Answer: CMRC 1-3 [ McConico 1-5 [ City Hall 1-10 f Sports Center 5-8 (once a week)
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Question No. 2: Do any locations ship or receive a quantity of coin? i
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Answer: No
Question No. 3: What is the earliest time that a pickup can be performed at each location? s
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Answer: 8:15 AM I
Question: No. 4: Do any locations have building security requirements that the Respondent should be
aware of?
3
Answer: Yes, this will be addressed with the winning bidder.
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Page 13
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Exhibit "A"
CITY OF ROUND ROCK
IFB NO. 15-032
ARMORED CAR SERIVCES
(CONTINUED)
IFB No. 15-032 Addendum No. 1 Date: Thursday, June 25, 2015
Question No. 5: May the Carrier be armed at all times in the performance of their duties?
Answer: Yes
Question No. G: Will you accept quotes for delivery to the bank on the next business day?
Answer: Yes
Question No. 7: Does the City currently pay a per-pickup rate for this service?
Answer: No. We pay a monthly rate per location. '
Question No. 8: What is the current rate paid by the City?
Answer: CMRC =$174.151 McConico= $290.251 City Hall = $380.81 Sports Center= $89.60=
Total Monthly Rate: $934.81
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Approved by: �z c- U.31 i�- Date: 0(o- va-f —1 S
Michael Schurwon, CTPM,CPPB
Purchaser
By the signatures affixed below this addendum is hereby incorporated into and made a part of the above
referenced solicitation.
ACKNOWLEDGED: �yJ
Dunbar Armored711 /20 5
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Vendor WAuthorC[zne2dSig ure Date j
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RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR
SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM
CONSIDERATION FOR AWARD.
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1'age 12
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Exhibit "A"
O .D
50 Schilling Road
Hunt Valley, MO 21039-1424
City of Round Rock
City Hall Receptionist Desk-1St Floor
�,. Mike Schurwon,CPPB,CTPM
Purchasing Department
221 E. Main Street
Round Rock,TX 78664-5299
IFB No. 15-032
Armored Car Services
Due July 8,2015 @ 3:00 pm
DO NOT-OPEN
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The Most Trusted Name In SeculrNt�O
........ .,. .... .........—._ c ........Y _.vr_...i,. 3.+n..:t—s..,.u.ww :..cru,J•Ir.-a.•:�.+.wJitw,L..ti..........CL 1i.Fr9.u.µf:1;
R CD U FM 0 I 0 C K T>C1 d L,S
PURCHASING DIVISION
CITY OF ROUND ROCK
IFB NO. 15-032
ARMORED CAR SERVICES
IFB No. 15-032 Addendum No. 1 Date: Thursday, June 25, 2015
The following response is in reference to all questions submitted by the deadline on Friday, 06/19/15,
for IFB No. 15-032 for Armored Car Services and to notify all prospective bidders that the bid opening
date is being changed as outlined below:
CHANGE BID OPENING DATE FROM: Wednesday, July 1, 2015 @ 3:00 p.m.
CHANGE BID OPENING DATE TO: Wednesday, July 8, 2015, @ 3:00 p.m.
Response Due Date: Signed and sealed responses are due at or before Wednesday, July 8, 2015 @
3:00 p.m. Mail or hand deliver sealed responses to:
City of Round Rock—City Hall Receptionist Desk, 1s` Floor
Attn: Mike Schurwon, CPPB, CTPM
Purchasing Department
221 E. Main Street
Round Rock, Texas 78664=5299
Question No. 1: How many items are presented for pickup at each location on each day of service?
Answer: CMRC 1-3 1 McConico 1-5 ( City Hall 1-10 1 Sports Center 5-8 (once a week)
Question No. 2: Do any locations ship or receive a quantity of coin?
Answer: No
Question No. 3: What is the earliest time that a pickup can be performed at each location?
Answer: 8:15 AM
Question: No. 4: Do any locations have building security requirements that the Respondent should be
aware of?
Answer: Yes, this will be addressed with the winning bidder.
Page I I
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Exhibit "A"
i
CITY OF ROUND ROCK
IFB NO. 15-032
ARMORED CAR SERIVCES
(CONTINUED)
IFB No. 15-032 Addendum No. 1 Date: Thursday, June 25, 2015
Question No. 5: May the Carrier be armed at all times in the performance of their duties?
Answer: Yes
Question No. 6: Will you accept quotes for delivery to the bank on the next business day?
Answer: Yes
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Question No. 7: Does the City currently pay a per-pickup rate for this service?
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Answer: No. We pay a monthly rate per location.
Question No. 8: What is the current rate paid by the City?
Answer: CMRC = $174.15 1 McConico = $290.25 City Hall = $380.81 Sports Center= $89.60
Total Monthly Rate: $934.81
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Approved by: Date:
Michael Schurwon, CTPM, CPPB
Purchaser
By the signatures affixed below this addendum is hereby incorporated into and made a part of the above
referenced solicitation. I
ACKNOWLEDGED: j
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Vendor Authorized Signature Date
RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR
SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM
CONSIDERATION FOR AWARD.
Page 12
Exhibit "A"