REPORT TO THE CITY COUNCIL
FROM: SANTINO DANISI, MBA, Director/City Controller
Finance Department
BY: KALEB NEUFELD, MBA, Assistant Director/Assistant Controller
Finance Department
SUBJECT:
Title
Reject all proposals of a three-year Base Contract, with options for three one-year extensions, for armored car transport services (Bid File 12500366).
Body
RECOMMENDATION(S)
Staff recommends that Council reject all proposals for a three-year base contract, with options for three one-year extensions, for armored car transport services. Staff recommends the rejection of all proposals due to cost proposal submissions of more than double the current service provider and a lack of local service office by both proposers.
EXECUTIVE SUMMARY
The Finance Department released a Request for Proposals (RFP) on September 20, 2024, seeking proposals from qualified service providers who could successfully manage the City of Fresno’s need for armored car services and the transportation of cash, coin and checks to a secure vaulted location in the City of Fresno.
The formal RFP process was utilized, posting on the City’s Planet Bids portal for a total of six (6) weeks and staff from the Purchasing Division specifically reached out to the three local companies in the area that provide these services. Copies of the specifications were requested and distributed to fourteen (14) prospective proposers and only two proposals were submitted. On November 19, 2024, proposals were received and reviewed by the Selection Committee making up subject matter experts and staff from the Finance and Transportation Departments. After examining the proposals, the Selection Committee determined that due to higher than expected proposal costs and a lack of a local service office by both proposers, a rejection of all proposals was recommended.
BACKGROUND
Armored car transport services are provided to various departments throughout the City of Fresno for the secure transport of cash, coin, and checks to a vaulted location. Departments receiving these services include City Hall, Transportation Department, Convention Center, and various PARCS facilities. Each location receives services tailored to its specific operational needs and departments are provided with the ability to customize pickup schedules and liability limits according to their departmental needs. These services also provide for the delivery of change orders from the bank to designated locations upon request.
The RFP solicitation was prepared and advertised on September 20, 2024 via the City’s Planet Bids portal and specifically distributed to the three (3) local companies that currently provide these types of services. The original opening date was October 22, 2024, however with only one proposal at that time, we extended the solicitation for another two weeks. Fourteen businesses downloaded the RFP however only two (2) proposals were received and opened on November 19, 2024. After review by the selection committee, several factors were considered, including cost proposals, relevant experience, and the ability of the service provider to provide safe and secure transportation of cash, coin, and checks. With careful consideration of cost proposal submissions being more than double the current provider, a lack of local presence by both proposers, and the necessity of Wright Dynamics to subcontract to a local provider, the selection committee has recommended that all proposals be rejected.
ENVIRONMENTAL FINDINGS
By definition of the California Environmental Quality Act (CEQA) Guidelines Section 15378, this action of these items does not qualify as a project as defined by CEQA.
LOCAL PREFERENCE
Local preference is not applicable as this action is to reject all proposals.
FISCAL IMPACT
There is no fiscal impact to the General Fund from this action because a contract is not being awarded.
Attachments:
Selection Committee Report
Proposal Evaluation